Managing KPIs

KPI (Key Performance Indicator) is a metric that measures the current performance of an entity in achieving a goal. PPM uses KPIs at multiple levels (portfolio, program, project, proposal, and asset).

This section explains how to add a KPI and how to enter KPI actual values.

Shared KPIs and Private KPIs

  Shared KPI Private KPI
Scope of use Can be used by all portfolio business goals. Can be used by only one business goal.
Dependency Independent of any business goal. A shared KPI does not have to be related to a business goal. Exist only when being related to a business goal.
Access grant Should have the Manage KPIs access grant to create, edit, and delete a shared KPI. As long as you can edit a portfolio, you can create and edit its business goals' private KPIs.

Adding a Shared KPI

  1. Prerequisite: you must have the Manage KPIs access grant.
  1. Go to the KPI Management page. The page lists existing shared KPIs only.

    • Click Open > Portfolio Management, and click .
    • Click Open > Administration > Portfolio Management > Manage KPIs.

    You can also add a shared KPI when adding a portfolio business goal. See Adding Business Goals.

  2. Click Add.
  3. In the Add KPI window, complete the KPI information.

    Field (*Required) Description
    *Name What the KPI measures. For example, number of reported S1 defects, average time to solve customer inquiries.
    *Type
    • Money: if the KPI is to measure monetary metrics, such as revenue, cost, and budget.
    • Number: if the KPI is to measure a numerical amount.
    • Percentage: if the KPI is to measure rate, such as increase rate, complete rate, and failure rate.

    You cannot change the type after the KPI is created.

    *Status
    • Draft: KPI is in draft status when it is created. It is considered as "not ready to use". Their values are not updated on a regular basis.
    • Active: KPIs that are in use and are updated on a regular basis.

    • Retired: KPIs that are not in use.
    *Optimization Direction
    • Maximize: higher KPI value means higher performance.
    • Minimize: lower KPI value means higher performance.
    Description More detailed information about the KPI.
  4. Click Add to create the KPI, or Add & Another to continue creating another.

Adding a Private KPI

You can add a private KPI for a business goal only when adding the business goal. One business goal can have only one private KPI.

  1. Open a portfolio in the Strategy tab.
  2. In the Business Goals section, click Add.
  3. Complete the business goal's general information. See Adding Business Goals.
  4. In the KPI section, click the Create a private KPI link.

    Field (*Required) Description
    *Type
    • Money: if the KPI is to measure monetary metrics, such as revenue, cost, and budget.
    • Number: if the KPI is to measure a numerical amount.
    • Percentage: if the KPI is to measure rate, such as increase rate, complete rate, and failure rate.
    *Optimization Direction
    • Maximize: higher KPI value means higher performance.
    • Minimize: lower KPI value means higher performance.
  5. Click Add. The business goal and private KPI are added and related.

Entering KPI Actual Values

Actual values of a KPI are the values of the KPI for the current period. For an active KPI, you manually update its actual values on a regular basis.

For example, the business goal "Solve all customer inquiries within 24 hours" is related to a KPI "Average time to solve customer inquiries", and the KPI actual values are recorded as follows:

Note: PPM also supports synchronizing KPI actual values from other systems. For information about how to automatically synchronize KPI actual values, see the development guide in https://github.com/HPSoftware/ppm-agileSDK-home/wiki.

Enter actual values for a shared KPI

  1. Prerequisite: you must have the Manage KPIs access grant.
  1. From the KPI Management page (Open > Administration > Portfolio Management > Manage KPIs), click the desired KPI link.
  2. In the KPI details page, Value section, click the add icon.
  3. In the Add Value window, enter the actual value and date.
  4. Click Add to add the value or Add & Another to continue adding another value.

Enter actual values for a private KPI

You enter actual values for a private KPI in the business goal where the private KPI is related to.

  1. Prerequisite: you should be the manager of the portfolio where the target business goal belongs to.
  2. Open the portfolio in the Strategy tab, and click the target business goal.
  3. In the business goal's KPI section, click the add icon in Value History.
  4. In the Add Value window, enter the actual value and date.
  5. Click Add to add the value or Add & Another to continue adding another value.

KPI Impacts

PPM keeps track of both KPI actual values and KPI impacts. KPI impacts are forecasted values that the contents of a portfolio are estimated to produce to the portfolio's related KPIs.

Where to enter KPI Impacts?

In the KPI Impacts section of the contents details page.

Who can enter KPI impacts?

Users who can edit the contents. Usually they are project managers, program managers, and proposal submitters.

How to enter KPI impacts?

See Forecasting Program Contributions to KPIs for example.