Key Performance Indicators (KPIs) in MOSS 2007

Key Performance Indicators (KPIs)

A Key Performance Indicator (KPI) is a visual signal that tells us the amount of progress made towards a goal. In this article lets see how to create and display KPIs by using Microsoft Office SharePoint Server 2007 KPI list.

How-To
KPIs are valuable resources to evaluate progress against measurable goals. To create and publish KPIs, there is a four step procedure.

  1.  Create a KPI list
  2.  Add the KPI to the list
  3.  Add a Web Part to a Web page
  4.  Link the KPI list to the Web Part.

First of all we need to choose a KPI Type:

KPI types:

Using data in SharePoint lists
When SharePoint lists contain items that you can count, items that are part of a workflow, or items that contain dates, you can use a KPI to track how long the issues or tasks have been open, how many are open, and what percentage of a task is complete.

Using data in Microsoft Office Excel workbooks
You can set up a KPI in an Excel workbook and link to the KPI from Office SharePoint Server 2007. As the data in the workbook changes, the KPI is automatically updated.

Using data from Microsoft SQL Server 2005 Analysis Services
Office SharePoint Server 2007 can use KPIs from Analysis Services, a component of Microsoft SQL Server 2005. A systems administrator or database analyst usually sets up these KPIs and registers the data connection with Office SharePoint Server. Then, anyone with the appropriate permissions can access the database and link to the Analysis Services KPIs.

Using manually entered information
In situations where there is no formal system set up or you have a one-time project to track, you can use this KPI and enter the criteria manually. This KPI is useful for displaying information that is communicated in e-mail or some other nonstructured system.

Create a KPI list:
You can create KPI lists in the Reports Library of the Reports Center in a team or organization site, so that other people easily can find them.

  1. In the site where you want to create the KPI list, on the default page of the Report Center, click Site Actions, and then select View All Site Content. Under the All Site Content heading, click Create.
  2. On the Create page, under Custom Lists, click KPI List.
  3.  Type a name and an optional description for the KPI list.
  4. Click OK.

You now have a KPI list to which you can add one or more KPI types.

Add a KPI to the KPI list
1.On the KPI list toolbar, click the arrow next to New.

2. Select “Indicator using data in SharePoint list” KPI type.

3. On the New Indicator page, do the following:

  1. In the Name and Description boxes, type a name and optional description for the indicator.
  2. In the Comments box, type text to help people who are viewing the KPI understand what it represents.
  3. Under SharePoint List and View, in the List URL box, enter the URL of the list or library.
  4. In View, select the view that contains the items you want to use in the KPI.
  5. Under Value Calculation, select one of the following ways to calculate the goal of the KPI:
  • Number of list items: A count of the total number of items in the list.
  • Percentage of list items: A calculation that compares the value of a content type within a column or up to five columns in the list.
  • Calculation using all list items in the view: A computation of Total, Average, Maximum, or Minimum of a numerical column in the list. Note The Calucaltion using all list items in the view option is only available if your list includes a numerical field.

     6.   In the Status Icon section, under Status Icon Rules, in the Better values are list, select higher or lower to indicate which range of numbers will be green.

    7.   Type the values for the status indicators in the boxes. For example, to track the minimum percentage complete for a set of tasks, you can set the green indicator at the goal value and the warning value to be one less than the goal value. In that case, if you want to see when the minimum percentage complete drops below 25 percent, you set the green indicator to 25 and the yellow indicator to 24.

After you add all of the KPIs that you want to the KPI list, you can publish them on a Web page by using one of two KPI Web Parts.

Publish the KPI on a Web page
After you add one or more KPI types to the KPI list, you can display the KPI list on My Site, a team site, or any other SharePoint page. In addition, the KPI list is available for use by anyone in your organization who has permissions to access it. You can use one or all of the KPIs that appear on the list. To display the KPIs, you edit the Web page where you want to display the KPI list and add a KPI Web Part. To display the entire KPI list, use the KPI List Web Part. To show only one of the KPIs from the list, use the KPI Details Web Part.

Add a Web Part to a page
1. On the page where you want to add the KPI, click Site Actions, and then select Edit Page.

2. In the zone in which you want to add the KPI, click Add a Web Part.

3. In the Add Web Parts dialog box, in the All Web Parts section, under Dashboard, do one of the following.

  • To insert the entire KPI list, select Key Performance Indicators.
  • To choose one KPI from the KPI list, select KPI Details.

4. Click Add.

Link the KPI list to the Web Part
1. In the Web Part, click Open the tool pane.

2. In the tool pane, under Indicator List, navigate to and double-click the KPI list that you created in the previous set of procedures. The list may be in the Report Center of the site.

3. Select one of the KPIs in the list. (If you selected the KPI List, the entire list is displayed.)

4. Click OK.

Hope this helps–

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  1. Drake Sanders
    December 11, 2007 at 11:04 pm | #1

    Thanks for the post.

    I am having a problem using list views with the KPI. I have a view that returns one record that I want to use for KPI values, but the KPI web part uses the entire list, not the view that returns only one record. Is this the expected behavior? The KPI configuration page allows me to specify a view, it just doesn’t seem to use it.

    Any ideas would be appreciated.

  2. Samuel Flicki
    December 17, 2007 at 8:34 pm | #2

    I have the following calculated column: Days to Close, which is the number of days it takes to close a contract.

    I’d like to create a KPI to use the average of the values in this column. However, when I try to configure the KPI the calculated column Days to Close does not appear in the drop down selection menu under “Calculation using all list items in the view”. I think it has to do with it being a calculated column. Do you know anything about this issue? Am I doing something wrong? Are we not able to have KPIs that use Sums or Averages of calculated columns?

    I read in a microsoft instruction that it had to be a numeric column, which it is. Is there a restriction for a calculated column?

  3. Tessa
    December 21, 2007 at 6:15 am | #3

    I have a slightly different problem – I have 2 lists, one for “achieved” values and one for “goal” values. These change as and when appropriate. Now I need to set up KPIs comparing the two – ie the “goal value” and “warning values” for my KPI list are not static. Is there any way to do this?

  4. Richard Lee
    December 28, 2007 at 3:45 pm | #4

    I have the same issue as Drake. I am trying to get a KPI to use a view and it uses all the records

  5. Arun
    January 14, 2008 at 11:03 pm | #5

    Anybody knows the process to create .odc file for Get Data from SQL Server 2005 using KPI webpart.

    Thanks

  6. Leonardo
    March 25, 2008 at 12:14 pm | #6

    I have problems in subsites, the KPI List don’t appear, there are sites that show KPI List and others don’t show.
    Heeeelp!!!

  7. kelvin phoon
    July 14, 2008 at 6:55 am | #7

    to show kpi list (i took forever to find this)

    go to site actions –> site settings –> site features
    and there, go and enable this group called “Office SharePoint Server Enterprise Site features”

    with it, not only kpi will be activated. forms and data connections, etc.

    enjoy

  8. September 9, 2008 at 3:30 am | #8

    Hi Rehman,

    I don’t know if you are still monitoring this article. I would like to ask you regarding to KPI.
    I have a site called “Projects”, and it has many subsites for different projects. for each subsite, i have a KPI list. My question is, how can i aggregate all the KPI values for each subsites to the top level site (Projects)?

    I’ve been searching for days, but still no joy. Thanks.

  9. September 22, 2008 at 2:59 pm | #9

    Brilliant post., brother

  10. Kris
    March 18, 2009 at 4:37 pm | #10

    a good article to start using KPIs :)

  11. October 28, 2012 at 10:20 am | #11

    We absolutely love your blog and find most of your post’s to be just what I’m
    looking for. Does one offer guest writers to write content available for you?
    I wouldn’t mind creating a post or elaborating on many of the subjects you write with regards to here. Again, awesome site!

  12. RK
    February 21, 2013 at 9:27 pm | #12

    This is the closest I’ve found to an answer to my problem, but still no dice. Rather than the indicator icon, I get “Indicator using manually entered information” when I try to show the list on another page. Everything is set up exactly the same but the indicators only work in the list itself. Thoughts? Thank you!

  1. February 19, 2008 at 8:45 pm | #1
  2. April 29, 2008 at 5:59 pm | #2
  3. May 13, 2008 at 8:50 pm | #3
  4. January 7, 2010 at 6:26 am | #4
  5. March 23, 2010 at 5:14 am | #5
  6. May 31, 2010 at 11:19 am | #6
  7. October 21, 2010 at 2:15 pm | #7

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