Analyzing a task KPI

• What this feature is for
• The life cycle of a task
• Relevant Scenarios
• Analyzing a task KPI
• Target Calculation in a progress type task KPI
• Actual Calculation in a progress type task KPI

What this feature is for

The task KPI is helpful in situations that you wish to evaluate the progress and amount of the designated tasks in the system. 

This feature has a visualization form that is different from the Task tab in the My Panel Summary, learn how to use it:

The life cycle of a task

Before learning how to analyze a task KPI, you need to understand one thing: Every task has a life cycle and it determines in which months a task will be present in the analysis of the KPI.

This cycle starts on the shortest date between the estimated start and the accomplished start for your task and ends at the accomplished end or when it is deactivated.

Example of the beginning of the cycle: If a task is scheduled to start on July 5 and starts on August 6, the cycle will start on the smallest date, in this case, the estimated start.

If the start is made on July 5 and is expected on August 6, that is, the task has been advanced, the start of the cycle will be on the smallest date, in this case, the start accomplished.

Example of end of cycle: If I have a task with the estimated end for July 5th and the accomplished end on August 6th. The end of the cycle will be counted on the accomplished end date, in this case, 6 August.

In case I have a task with the accomplished end on the 5th of July and the estimated end on the 6th of August. The end of the cycle, however, will be counted on the end date, in this case, July 5.

In Short: Unless the task is advanced, it will count as a task in the KPI at its estimated start, ceasing to be counted after its completion or deactivation.

Another important fact is that, taking into account the life cycle of a task, from the moment a task is created, even if it is not started or not executed, it only stops being counted in the KPI after its completion or reactivation.

E.g: A task KPI has been created and there is a task that is expected to start in June, but that task is not executed. From June, this task will affect the performance of your KPI, month by month, until it is completed or deactivated.

The data for an unfinished or not deactivated task is not accumulated in an uninitiated month. That is, if you disable or complete the task in July, this data will not affect August.

A task completed on a past date is no longer counted after the completion month.

Relevant Scenarios

With the life cycle of a task explained, it is possible to observe some possible relevant parameters:
Note: There are several possible scenarios, here are just a few to highlight.

• Task with complete life cycle: It is when the task has its beginning at the expected beginning and its end at the end accomplished or deactivation.

• Task with open life cycle: This is the task that had its estimated and accomplished start and, for some reason, it did wasn't finished or was not deactivated.

This task is counted in the KPI until its completion or deactivation.

• Advanced Task: It is a task that had its start accomplished before the estimated start. In that case, the life cycle beginning will be at the start accomplished.

Analyzing a task KPI

Different from the Summary, the task KPI records a complete history of the progress and amount of your tasks according to what you chose when you created it.

That means that, if in a certain month my tasks had some performance and in another month another performance, the history of the last month will be recorded.

For example: I create a progress type task KPI, with a responsible filter to me and status filter to In progress. 

In the month of July, this KPI shows me that my actual value performance was 60% and the target was 75%. But, in the month of August, the actual performance was 80% and the target still 75%. 

The data of July will be recorded and will not be changed, being possible to see the performance evolution. 

Target calculation in a progress type task KPI

The calculation of a progress type task KPI is executed using a weighted average for the Actual and Target cases.

To calculate the Target value, an average is made between the sum of the expected duration of all tasks divided by the sum of the total duration.

For example: A task KPI is created using the following filter: User: Joey Ashford, Unit: Commercial, Status: In Progress. There is a total of 2 tasks using these filter.

The first task is scheduled to start on January 1st and the second on January 16th. Both are scheduled to end on March 2nd. That is, the first will last 60 days and the second 45 days.

In January, to find the Target, the system will do the following calculation: The sum of the expected duration of the two tasks in that month divided by the sum of the total duration of the two tasks. That is: 30 + 15/60 + 45.

This calc would give the result of 43%.

Actual calculation in a progress type task KPI

To get the Actual value, an average calc is done using the sum of the accomplished duration of all tasks of that KPI divided by the sum of the total duration.

In this case, the duration of the task is reported to the system as a percentage. This percentage is transformed into days to perform the calculation.

For example: I have 2 identical tasks from the example above, considering that for task 1 we have a duration of 60 days and task 2 we have 45 days. The percentage accomplished for task 1 is 50% and for task 2 is 20% in January.

First, the percentages will be turned into days. As for task 1, 50% of 60 days are calculated, resulting in 30 days. As for task 2, the result would be 9 days.

After transforming the exec percentage into days, the sum of the days accomplished is counted divided by the sum of the total days, That is: 30 + 9/60 + 45.