Assigning position to a job

In addition to certain job responsibilities, any position should have key indicators (KPI) reflecting the quantity and quality of the employee's effective work in this position.

Any number of KPI's can be assigned to each position on the structure. KPI's can only be assigned by an employee with " Сonfigure KPIs" and "Manage subordinate's KPIs" accesses .

You can set the KPI to the posiyion through the KPI's editing mode (go to it by the icon in the upper right):

Then press the plus button and fill gaps in the form:

For each KPI, you can set:

  • Name
  • Description (explanation, if the name does not unambiguously describe the essence of the indicator), 
  • Make it inverse (a statistic in which the lower the value, the better)
  • Set frequency - make it daily, weekly or monthly
  • Combine two KPI's on the one chart. 

Among the KPI's of the position there is a main one (GM or GDM). By default, the first KPI in the sorting is assigned as the main one. You can change the sorting of KPI's by dragging (holding the mouse button on the required KPI).

General mechanics

The employee assigned to the position can see his KPI in the “Work Desk” section of the menu and can fill them in here. Depending on the type of frequency of the KPI (daily, weekly, monthly), specific dates will be marked on the chart (every day for daily, the last day of the reporting week for weekly and every month for monthly). At the same time, days off are not marked on the chart in the daily KPI. You can check which days are days off for your employees and change them in the work schedules.

Filling in KPI chart

To add a value, simply click on the graph on the period where you want to add the value.

You can enter values only in the past and current periods, for the next period you can put only a planned value (quota):

  • In the daytime, you can enter the value for today and for the previous days. For tomorrow, you can put only the planned value (quota)
  • In the weekly, you can fill in all the previous values and the value for the current week (but only if the reporting day has already come)
  • In the month, you can fill in all the previous periods and the value for the current month (but only if today is the last day of the current month)

The filled in values for several consecutive periods are combined into a chart and a trend line is drawn for the last three periods:

Assigning quotas

For any period in the KPI, you can assign a quota (the expected value for a given period). To do this, simply click on the plus icon above the selected period.

Depending on the percentage of fulfillment of quotas, the graph is colored in different colors:

from 95% - green;

from 60% to 95% - yellow;

from 30% to 60% - orange;

up to 30% - red.

Future periods from the set are colored gray.

You can also set a default quota. In this case there will be no need to set quota every time, it will be set automatically to all future periods. 

Who sees certain KPI's

By default, an employee has access to his own KPI's and KPI's of his subordinates (he can also edit their values, if necessary). At the same time, the employee sees direct subordinates immediately on the working roof under his indicators:

Each direct subordinate can be expanded and his KPI can be viewed in more detail. You can also switch to the workdesk of another user by selecting him in the field at the top:

On your Work Desk or the selected user, you can see not only the values of the current periods, but also the past ones, using the filter by dates at the top of the page, to the right of the field with the employee's choice. If you need to see the values for the entire time the employee filled in the Statistics, you need to click on the three dots in the right corner of the graph of interest and turn on the "Show historical data" switch:

Average values

If the indicators on the chart differ greatly in values from period to period, or there is a surge or fall in values in some of the periods (seasonality, peculiarity of the cycle of transactions, etc.), then the "Show average values" functionality will be useful in this case. 

If you activate it, the values on the chart will be recalculated to averages over several periods.

The number of periods can be specified in the Statistics editing mode on the structure, by default it is:

  • 21 - for daily statistics
  • 5 - for weekly
  • 12 - for menstruation

Periods for which there are not enough values for averaging will be removed from the left edge of the graph. Having averaged the values, it will be possible to look at the dynamics of indicators, smoothing the peaks in order to check the real trend.

Before averagingAfter averaging

Link to data for verification

Sometimes, to calculate the KPI, we use different excel tables or reports. To make it easier to check the data, each owner of his KPI chart can provide a link for quick access. To do this, you can specify a link for each KPI widget in the upper right. And after it is indicated, an icon for following this link will appear in the name of the KPI chart.

The data from the specified table will not be pulled automatically, it is just a link to a document or report in which the manager can check the correctness of the calculation of the KPI values.

Dual KPI's

To combine a KPI into a double, you need to create two separate KPI, then turn on the corresponding switch (Double Statistics) for one of them and select the second Statistics in the field that appears.

In the double, only Statistics are combined with the same frequency (daily with daily, weekly with weekly) and that are within the same position on the structure. But in dashboards it is possible to display Statistics graphs from different positions per widget.

You can split the double Statistics back into two separate ones at any time (all values will be saved). To do this, you just need to turn off the Double Statistics switch in the Statistics settings.

Work schedules

Depending on the work schedule, in the case of the daily KPI, different employees should have different days off and work days. The periods for filling at the Wok Desk are formed based on the work schedule assigned to the employee. Read more about work schedules in a separate article.

Transfer of KPI

If an employee is changing at the position and you need to transfer the values of his KPI to another employee, then you can do this as follows:

  1. Removing the first employee from the position
  2. Appoint his successor
  3. Go to the Work Desk of the first employee (even if it is already deleted, you can view his Work Desk)
  4. Turn on the "Show archived Statistics" filter
  5. In the "Archive Statistics" section of this employee, you will see the Statistics that he maintained before he was removed from his position. For each Statistics, you can open the successor selection menu. In it, you can select an employee from the same position to whom these values will be transferred.
  6. After choosing a successor, the values of this Statistics will be automatically copied to him and he can continue to maintain it from the place where the previous responsible person stopped.