Configure KPI Details

The KPI (Key Performance Indicator) list is the main interface where you can view and manage all your KPIs. Here's a step-by-step guide on how to add and configure KPIs effectively.

Topics in this article

Addition of KPIs

KPI Configuration

Bulk Actions

Addition of KPIs

1. Initiate KPI Creation

   • Press the button to create a new KPI. This will open a window prompting you to enter basic KPI details.

2. Enter Basic KPI Details

   • Name: Enter a descriptive name for the KPI.
   • Owner: Select the person responsible for managing this KPI from the dropdown menu.
   • Format: Choose the appropriate number format for your KPI target from the following options:

     Money

     Number

     Percentage

   • Frequency: Select how often you want to track this target. Options include:

     Monthly

     Quarterly

     Six Monthly

     Yearly

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   After entering these details, press the Create button to add the KPI to the KPI list.

Configuring KPIs

Access KPI Configuration

• • To configure an existing KPI, press the (cog wheel) next to the KPI in the list. This will open the KPI Configuration window.

Basic Configuration

 

 

• Name: Ensure the KPI name is accurate and descriptive.
• Owner: Confirm or select the person responsible for this KPI.
• Deputy: Optionally, select a deputy who can also update the KPI status.
• Format: Verify the number format (Money, Number, Percentage).
• Frequency: Verify how often the KPI is tracked (Monthly, Quarterly, Six Monthly, Yearly).
• Definition: Provide a brief description of how this KPI is calculated (e.g., Cost of Sales / Total Sales).

 

Target Configuration

Please check the "This KPI has Target Values" option from Basic Configuration for the Target configuration pane to be active in this KPI. 

• • Target Value: Enter the overall target value for the KPI.
  • Tracker Type: Define the type of tracker.
    1. Total - Higher than: Use this tracker type if the goal is to exceed the total target value.
    2. Total - Lower than: Use this tracker type if the goal is to stay below the total target value.
    3. Each period - Higher than: Use this tracker type if the goal is to exceed the target value in each specified period.
    4. Each period - Lower than: Use this tracker type if the goal is to stay below the target value in each specified period.
    5. 
  • Target by Period Configuration: Set specific targets for each period. For example:
    1. Start Date: 01/Jan/2024, End Date: 31/Jan/2024, Target: £100,000
    2. Repeat for each subsequent period.
  • Redistribute Target: Optionally, use this feature to automatically distribute the target across periods.

Optional Configuration

 

• • Data Source: Enter the URL of the data source that supports the actual values entered in the tracker periods.
  • Exit Target Value: Define the target value at the end of the projected date.
  • Exit Target Date: Specify the date by which the exit target value should be achieved.
  • KPI Library: Choose a template from the KPI Library that corresponds to this KPI.

Related To Pane

 

Users can link KPIs to other elements such as initiatives, actions, and risks/issues. This pane enhances the contextual understanding of KPIs by showing their connections within the business.

Saving Configurations

• • After configuring the KPI, press the Save button to apply your changes.

Document Icon (KPI Definition)

• Clicking this icon opens a window where you can define or edit the KPI's calculation method. This can also be edited from the KPI configuration window.
  • Definition: Enter a clear description of how this KPI is calculated (e.g., Cost of Sales / Total Sales).
  • After entering the definition, press Save.

 

Paperclip Icon (Add Supportive File)

• • This button allows you to add supportive files to the KPI. Clicking this icon opens a window where you can manage supportive documents.
    • Add Document: Click this button to upload a supportive file.
      • Name: Enter a name for the supportive file.
      • Description: Provide a brief description of the file.
      • Document: Upload the file.
    • Once uploaded, the file will appear in the list with options to download or delete it.

Bulk Actions

The Bulk Actions feature allows users to perform large-scale edits efficiently. This feature enables assigning owners, deputies, and tags to multiple selected KPIs simultaneously, significantly reducing the time and effort required for manual updates and ensuring consistency across the KPI management process.

How to Use Bulk Actions

1. Select Multiple KPIs:

   • In the KPI list, click the checkboxes next to the KPIs you want to edit. You can select as many KPIs as needed.

   

2. Access Bulk Actions:

   • Once the KPIs are selected, click on the Bulk actions button located above the KPI list.

   

3. Configure Bulk Actions:

   • 
   • A Bulk Actions window will appear, allowing you to make the following changes:
     • Owner: Select a person responsible for all selected KPIs from the dropdown menu.
     • Deputy: Optionally, select a deputy who can update the status for all selected KPIs.
     • Tags: Select or add tags related to all selected KPIs to categorize and manage them effectively.

    

4. Apply Changes:

   • After configuring the desired changes, click the Apply button to apply the actions to all selected KPIs. A warning message will indicate that this action will be applied to all selected KPIs.

    

By using the Bulk Actions feature, you can streamline the management of your KPIs, making large-scale updates quickly and efficiently.

 

More information about each button / section on this screen:

Back Arrow	At the top left of the screen, this takes you to the previous screen viewed.
Edit	Allows you to update the Objective Name, Owner , Deputy  & Description.
Refresh	Looks for any updates to information displayed on the page.
Privacy	This gives you the option to restrict visibility to selected team members only.  This could be used if you had an Objective involving sensitive data.
Path	Shows you how this Objective fits in the Value Creation Plan. *Path will not be shown if Objective was added at the highest level possible in the plan.
Execution Status	The Execution Status reflects the Progress % of the Actions and the Investment Amounts listed against the Actions.   This is based on the Financial Year selected from the drop down on the top right of the screen. Click on the S Curve to see a pop up with more information. Blue = Completed Green = On Track Yellow = Running Behind Red = Running Late Note: The % Actual total for the Objective is calculated by Untap.  The system gives weighting to each Action is based on the length of time it is planned to last for.
Result Status	The Result Status reflects the Progress towards the KPI Target.  This is based on the Financial Year selected from the drop down on the top right of the screen. Click on the circle to see a pop up with more information. Scroll further down to see Tracker Periods: Below this will be information on the Tracker Result: Details on Health will be visible if the Target was Cumulative: *Note: The Result Status will not show if KPIs have not yet been published. Check to see if the "Configure Tracker" button on the top right of the screen shows Orange.
Result Updated	Shows the date the Result Status has been calculated up to.  The calendar icon will show Grey when no Actuals have been entered. The calendar icon will show Blue when all Actuals for the FY have been entered. The calendar icon will show Red if Actuals for past periods are missing.
Objectives at Risk	If the number in red is 1 or more, you can click to view Supporting Objectives which are falling behind plan.  If necessary, you can follow up with the owner and see if Untap needs to be updated.
Actions at Risk	If the number in red is 1 or more, you can click to view actions which are falling behind plan.  If necessary, you can follow up with the owner and see if the condition needs to be updated or if the planned end date of the action needs to be adjusted.
Owner, Deputy & Participants	The owner is the person responsible for the objective.  This means overseeing the Actions and making sure the actual results for the KPI targets are being added to Untap. A  deputy is someone who has been nominated to support the owner by also being able to update the actual results for the KPI targets. Participants will automatically be added if someone follows the objective to receive updates or if they are linked to a supporting initiative or action. Click on the Owner, Deputy & Participants box to make changes:
Update Result	Before clicking on the button, check the financial year from the drop down is set to the year you want to view (the default will be the current year). This will open a pop up box showing the KPI targets set for the for the year and allow the actual results, comments and any supporting documents to be added. Remember the Actual KPI results are usually added by the Owner or Deputy from My Space. *The Update Result button will only be visible once the KPI Tracker has been published.  If you can see the Configure Tracker button is orange, this means the KPI Targets have not yet been configured. If this Objective has KPI approvals turned on, the table will show the Approval Status (Pending , Approved or Rejected ) An arrow icon also shows in the Actions column for Change Requests.
Configure Tracker	If the button shows orange, you need to configure the KPI Targets. If the button shows grey, it means the KPI targets have already been published.
Expand Screen	The arrow icons make the menu down the left hand side of the page invisible to maximise the space available to display the details. When you use the button again the menu will reappear.
Close Window	Use the X to close the page (the main screen will show blank).  Choose a sub-menu from the left hand side to load a page.
Financial Year (FY)	Change the drop down to view details for a specific year. The system will show the Current year as the default. This will change the Execution Status, Actions & Initiatives and the Risks & Issues panels. If you select a Financial Year from the list where this Initiative does not exist in the Value Creation Plan for the year selected,  you will see this message:   In this case, select a different financial year from the drop down OR review the setup of the Value Creation Plan.
Supporting Objectives	This panel will show any Supporting Objectives for the Financial Year selected (in the drop down on the top right of the screen).  If you click + to add a Supporting Objective you will see a pop up window asking for basic information to be added: *Remember a Supporting Objective will need at least one Action to be added to it after creation to progress.
Actions & Initiatives	This panel will show any Actions or Supporting Initiatives for the Financial Year selected (in the drop down on the top right of the screen). Click on the funnel to filter this list: Use the arrow icon to sort alphabetically. Use the + icon to add a new Action (Remember to have the correct FY selected from the top right before you click to add) Use the + icon to add a new Initiative . (Remember to have the correct FY selected from the top right before you click to add) *An Initiative will need at least one Action to be added to it after creation to progress.
Timeline	The Timeline will show any comments, updates and documents  - linked to this objective, any supporting objectives / initiatives and / or actions. If the Portfolio are using KPI approvals with this Objective, records will be kept for result value changes and approval status changes. On the top right you can select filter  options for the timeline: The comments from the Timeline can also be accessed whenever you see this Objective with a speech bubble  icon from My Space
Risks  & Issues	This panel will show Risks & Issues recorded against this Objective: Click the + button the top right to create a new Risk or Issue Once a Risk / Issue has been created, you can click on the 3 spots (...) and Edit Risk / Issue to add more information. The Edit Risk / Issue pop up will have a section further down to create Actions / Initiatives. *A minimum of one Action will be required to update the Progress %. Otherwise this will always show as 0%.
Documents	The Documents panel allows you to add or view documents attached to this Objective. Click + New to add a new Document and Comment For Documents which have been added, you can click on the Version # or the 3 spots to update the document.  The 3 spots will also give you the option to delete or download the document. Documents can also be accessed whenever you see this Objective with a paperclip icon (from on My Space)