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KPIs & Dashboards
Key Performance Indicators, Dashboards [SharePoint]
 
KPI is a visual aid to help communicate the progress achieved towards an already specified goal. These are of relevant importance to managers and teams which work in the business sector since by the means of KPI one can evaluate the amount of progress made towards achieving a goal.
 

KPI Styles
In order to make use of KPIs, one needs to decide from where the data is going to be achieved:
·         From SharePoint lists: used to keep track of totals (ex total number of sales or how long it has taken a person to finish up a project phase). It is also used to count items that are found in a workflow or contains dates and/or to calculate the completion percentage of a task.
·         From SQL Server 2005 Analysis Services: a system administrator or database analyst sets up these KPIs and then registers the data connection with SP service.
·         From manually entered information: this is usually used to track projects.
·         From Excel workbooks (Office): used to set up KPIs in Office Excel and linking them to the KPI from SharePoint Server. When data in the Excel sheet changes, the KPI is updated automatically.


Creating a KPI list
Ideally KPI lists are stored in the Reports Library, found in the Reports Center.
·         Go to the site where you want to put the KPI list and click Site Actions and View All Site Content.
·         Choose Create
·         Find KPI List in the Custom Lists section
·         Choose a name for the list.
·         You may add a description about the KPI List you are going to create
·         Click OK.
Add KPIs to the KPI List by clicking on new and choosing the right type according to where your data is.
 
 
Using the KPI Web Parts
Once you have finished adding KPIs to the list, it is available to all users in your company who has permission to access it. KPIs can be displayed in several locations such as other pages within the same portal (ex in the home page) and My Sites. To do so follow these steps:
Choose the page where you want to display this KPI
On the top right corner, click on Site Actions and then Edit Page
After choosing the zone you want the KPI to appear in, click Add a Web Part
- From the dialog box, go to the All Web Parts section and Dashboard, then choose one of these:
o   Key Performance Indicators in order to display the whole KPI list
o   KPI Details to choose a KPI from the list.
When finished, click Add.
In order to be able to display the KPI list, click on Open the tool pane
Then click on the orange icon near Indicator List. Choose the KPI list (usually found in Report Center)
After choosing the list/ item, according to the choice in the Web Parts dialog box, click OK.
 
Show only Problems or Show All Indicators
Once the Key Performance Indicators web part has been done and published, the users who are able to view it have two options when viewing it.
There is the Show all Indicators View and the Show only Problems View:
Show all Indicators will output all the indicators available, while Show Only problems will display those indicators who have their status as Warning or Problem. This is quite important when the KPI list is long and one needs to know where things are going wrong.
 
What are Dashboards?
Dashboards are management tools which show ‘vital signs’ such as measuring efficiency, see negative/positive outputs out of departments (ex: sales, purchasing) and see the difference between actual values and targets/goals. These by the means of dashboards, are all outputted in one place to save employees time. Dashboards are updated automatically if anything is changed (from lists, excel workbooks etc).
Note: Make sure to place the Dashboard in an area where it cannot be missed or ignored by the employees who have permission to view it.
 
Creating a Dashboard
1.       Go to the Report Center and create a new Report Library.
2.       Click on the newly created Report Library.
3.       Once loaded, click on the current View (which is Current Reports) and switch it to Dashboard.
4.       Upload the Excel Workbooks or anything that you want to make use when you create the Dashboard.
5.       Click on New and create a new Dashboard.
6.       Fill in the details about your new dashboard and click OK to create it.
 
 
Filling up the Dashboard
1.       Once created, one can use several web parts. This is done by going on Edit Mode. (Site Actions > Edit Page)
2.       Use web parts which have to do with your KPI… Suggested web parts are:
·         Excel Web Access
·         Key Performance Indicators
·         KPI Details
      3.       Enjoy creating a nice page to be viewed by those who have the permission!
 

    Reference to the following was done: http://office.microsoft.com/en-us/sharepointserver/HA100800271033.aspx
Posted on Wednesday, September 3, 2008 6:45 PM SharePoint | Back to top


Comments on this post: Key Performance Indicators KPIs & Dashboards [SharePoint]

# re: Key Performance Indicators KPIs & Dashboards [SharePoint]
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Ideally make use of Microsoft Excel. Things will be more easy that way.

The out of the box KPI lists do not support Google Apps.
Left by Steffi on Nov 02, 2008 9:58 AM

# re: Key Performance Indicators KPIs & Dashboards [SharePoint]
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Something looks wrong with the diagram in the "Show only Problems or Show All Indicators" section. The side labeled "Show Only Problems" is showing all indicators and the side labeled "Show All Indicators" is showing on problems.
Left by phil on Feb 17, 2009 3:31 AM

# re: Key Performance Indicators KPIs & Dashboards [SharePoint]
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The diagram is correct - the labels are actually toggle buttons (e.g., press "show only problems" - the view will change to problem view).
Left by Ron on Feb 17, 2009 10:06 AM

# re: Key Performance Indicators KPIs & Dashboards [SharePoint]
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Hi Stephanie,

Great Blog, thank you!

I'm a project manager, not a developer. I'm looking for a book to help me leverage Sharepoint 2007. Any suggestions?

Craig
Charlotte, NC
Left by Craig on Mar 17, 2009 1:29 AM

# re: Key Performance Indicators KPIs & Dashboards [SharePoint]
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Hi Craig,

Thanks for your comment.

The books I have read had to do with the developing side of SharePoint, and so I don't think they are relevant for you.

Maybe you should look out for books which talk about SharePoint Management?

Goodluck!
Steph
Left by Steffi on Mar 17, 2009 2:39 AM

# re: Key Performance Indicators KPIs & Dashboards [SharePoint]
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How can i add KPI Webpart programatically?? My requirement is that onece the user fills and submits the form, a KPI Webpart should be added dynamically.
Left by Ginni on May 25, 2009 2:01 PM

# re: Key Performance Indicators KPIs & Dashboards [SharePoint]
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My company just bought a KPI Web Part for SharePoint, actually for our WSS 3.0 installation, for $300 from the Web Part Gallery.com.

It works great and it was a heck of a lot cheaper than us developing something interally. Its a great solution for those who only have WSS 3.0 and want a KPI web part for SharePoint.

The website is: http://www.webpartgallery.com

Hope this helps.
Left by Kevin on Jul 01, 2009 10:02 PM

# re: Key Performance Indicators KPIs & Dashboards [SharePoint]
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AssignmentName & Student Name & AssignmentCompletedMonth
A & X & January
B & X & January
C & X & March
D & Y & January
E & Y & December




I need a Assingnments completed by student per month kpi list based upon the above list. Goal is 2 assignments per Month.
Asssignments completed by student per month Kpi List:

X - January 2 Goals is 2 Green
X- March 1 2 Yellow
X- April 0 2 Red
Y- January 1 2 Yellow

I have 50 students in one class.
Can any one please tell me what is best way to create above KPI list?
Left by Sharepointuser on Jul 09, 2009 7:46 AM

# re: Key Performance Indicators KPIs & Dashboards [SharePoint]
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Hi Stephanie

I'd like to know if is it possible create an KPI using data from a Office DataSheet View.

Thanks

All the best
Left by Rodrigo on Dec 15, 2009 7:03 AM

# re: Key Performance Indicators KPIs & Dashboards [SharePoint]
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How do I create a KPI in a calendar that is green up to 10 days before an event, amber 10-1 day before an event and red on the date?
Left by Mike Nuttall on Mar 04, 2010 10:31 AM

# re: Key Performance Indicators KPIs & Dashboards [SharePoint]
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Here's an example of some really powerful dashboard KPI web part tools that require only WSS. They can retrieve data from a range of common sources (SQL, SharePoint lists, Google Analytics, Dynamics GP, Blue Sky Publicaster, even Facebook or Twitter..).

They have plenty of options for setting goals and "color coding" information accordingly, as several people asked about earlier. Basically the user has a full control panel to customize the way the information gets displayed (for both charts and spreadsheet web parts). Check it out:

http://www.dmcinfo.com/blog.aspx/articleType/ArticleView/articleId/172/New-Charting-and-Spreadsheet-Web-Parts-Provide-Easy-Versatile-and-Customizable-Dashboard-KPI-Visualization.aspx
Left by Jesse Batsche on Mar 28, 2010 4:36 PM

# re: Key Performance Indicators KPIs & Dashboards [SharePoint]
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Did anyone ever answer Mike Nuttall's question? I've been unable to find an answer (although haven't put that much effort to it) and have wanted to do this for about 3 years now.

Thanks,

John
Left by John Rojas on Jun 23, 2010 11:03 AM

# re: Key Performance Indicators KPIs & Dashboards [SharePoint]
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Thank you for this page, it is very useful.
However, I have question: How do I remove the "goal" column when I display a KPI? It is not very relevant in my situation, but I cannot remove it from the WebPart.

Thank you for your help.
Left by François Sfarti on Oct 11, 2010 5:47 AM

# re: Key Performance Indicators KPIs & Dashboards [SharePoint]
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Thanks You
Left by Raghu on Feb 11, 2011 3:25 AM

# re: Key Performance Indicators KPIs & Dashboards [SharePoint]
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SharePoint dashboard with statistics and analytics data: HarePoint Analytics for SharePoint - web-analytics for SharePoint-based sites and portals. More 50 reports, wide customisation, great features. Homepage: http://www.harepoint.com/Products/HarePointAnalyticsForSharePoint/Default.aspx
Left by Mike on Feb 10, 2012 9:26 AM

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