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KPI for Monitoring of Time Recording Reassignments

In my recent blog post Change Project Task Assignment of Time Confirmations – Speed up Project Invoicing I discussed how to speed up project invoicing with the help of time recording reassignments.

In this blog post, I will focus on what monitoring you can easily set up that helps to make sure that the persons involved always have the required insight for doing their task at hand: project invoicing.

Let’s first think about the stakeholders for the monitoring and their information needs.

  • The person who assigned time recordings to another task would like to know:
    • Were my reassignments processed or is the reassignment not finished yet?
    • Were the reassignment processed OK or did something prevent the reassignment from being done and thus requires my action?
  • Project leads are interested in finding out
    • What has been moved into their projects,
    • What has been moved away from their projects, and
    • What happened with and without them knowing about it.
  • In case there are central teams – a work office, a central invoicing department, a project management office – they are interested in finding out whether there are not finished and/or failed time recording reassignments in order to step in should something be missed by the processors themselves.

In order to fulfill the requirements, a filtered KPI based on the “Reassignments” key figure of report “Project Expense Reassignment” is needed. The filters are:

  • Reassignment Processing Status
    This allows to restrict the selection to for example “Finished With Error” in order to show the reassignments that require action.
  • Triggered By
    Using the relative select “Employee – My User Name” here supports the most important use case of the user him/herself monitoring what the outcome of their reassignments is.
    If required, you could of course as well have a look at what the direct reports or the teams of a user did.
  • Triggered On
    You are usually not interested in seeing the full history of all ever performed reassignments but would restrict the selection to the most recent period. Here, again, the relative selections are very helpful: “last 30 days”, “last 7 days”, “current month” just to name a few only.
  • Source Project
    The most important relative selection for this aspect is “my projectcs”.
  • Target Project
    The most important relative selection for this aspect is “my projectcs”.

With this set of filters, you can offer KPI variants like the ones in the following table to your users:

KPI Variant Filter
Reassignment Processing Status  Triggered By Triggered On  Source Project Target  Project 
Failed Time Recording Reassignments – last 30 days 4 – Finished with Error Last 30 days
My Failed Time Recording Reassignments 4 – Finished with Error Employee – My User Name
My Failed Time Recording Reassignments – Last 30 days 4 – Finished with Error Employee – My User Name Last 30 days
My Time Recording Reassignments – Last 30 Days Employee – My User Name Last 30 days
My pending reassignments – Today 2 – In Process Employee – My User Name Today
Time Moved to My Projects – Current Month 2 – In Process;
5 – Finished Successfully
Current Month My Projects
Time Moved Away from My Projects – Current Month 2 – In Process;
5 – Finished Successfully
Current Month My Projects

The KPI

This is the result for the filterable KPI without any filters being applied. Thus, it gives you all time recording reassignments in your tenant:

When you click on the tile you will find the KPI information including a graphical representation and a tabular view for the number of reassignments being effected.

In the graphical and tabular views the number of reassignments are broken down by reassignment status. Targets and reference values are not used.

If you prefer to see the number of hours reassigned, change the context report to “Reassigned Hours by Status”:

In addition, you have the “Reassignment” and the “Reassignments – Details” as additional context reports. These display the standard views that are delivered with the “Project Expense Reassignment” report.

 

Configure the KPI

Step 1 – Prerequisite: Create new report views

A prerequisite for this step is to introduce new views for the “Project Expense Reassignment” report. A key user needs to create the views

  • Reassignments by Status
    • Row fields: Reassignment Processing Status
    • Column Fields: Reassignments
  • Reassigned Hours by Status
    • Row Fields: Reassignment Processing Status
    • Column Fields: Source Document Billable Quantity, Source Document Total Quantity

For both views use the “Table and Chart” icon to produce a view that contains both graphics and table:

 

Step 2 –  Create the KPI “Time Recording Reassignments”

Fill in the general data:

Step 3 – Introduce the additional context reports

Step 4 – Maintain the filters

 

This blog post is part of a series of blog posts introducing KPIs for process monitoring and optimization purposes Process Monitoring and Optimization KPI’s.

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