Add KPI Instances
A KPI instance defines what you want the performance indicator to accomplish.
For example, your event coordinator wants to track registrants for an upcoming event, comparing the number of registrants to the event’s capacity. You can create a KPI instance using the “Event Registrant Capacity” KPI definition. After you create and generate a value for the KPI, a link appears in the event record. Depending on permission settings, a user can then access a dashboard displaying the status of the event’s registration vs. the event’s capacity. The user can also manage the KPI from this page, updating the values, editing the KPI settings, or adding additional KPIs.
Note: For Fundraising KPI instances, a Site filtering tab appears on the KPI instance screen. To enable site filtering, from the Site filtering tab, select Site filter enabled. In the Site grid, select sites to associate with a KPI instance. The sites you select here in combination with user security setup determine the KPI instances a user can view. When you associate a site with a KPI instance, a filter is created so that only users with rights to sites you select can view the associated KPI instances on the KPI Instances pages and dashboard. For Fundraising KPI instances, not all sites appear as selections in the Sites grid. Available sites are determined by permissions and sites assigned to a user’s system role. Only those sites assigned to a user through a system role that is associated with the KPI instance add or edit permission appear on the KPI Instances page and dashboard.
The Major Giving manager wants to help his primary fundraiser - Jeffrey Andrews - track his performance related to his annual qualified opportunity goal amount, which is $40,000. At this time, he is interested in only the qualified gift opportunities in the “Cultivation” stage of the Major Giving plan. He also wants a performance below 35% designated in red and below 73% designated in yellow. Finally, as milestones, the Major Giving manager wants the fundraiser to satisfy a fourth of his annual requirement every quarter.To accomplish this, he has asked the system administrator to create a KPI instance for the fundraiser.
From Analysis, select Information library. The information library appears.
Select the KPIs tab.
On the action bar, select Add. The Select a KPI screen appears.
Select the KPI definition on which to base your new instance.
For this scenario, select “Opportunities Amount,” located in the Prospects folder.
Select OK. The KPI instance screen appears.
On the General tab, enter a Name and Description for the KPI to help identify it.
On the Criteria tab, select the specific information to represent in the KPI instance. The exact fields and options included on the tab depend on the selected KPI definition.
For information about the definition for a KPI, refer to KPI Definitions.
For example, if you select the “Event Registrant Capacity” definition, the Event field appears on the Criteria tab so you can select the event for which you want to track registrants. If you select the “Percentage of Revenue Record Count” definition, a Selection 1 and Selection 2 field appears on the Criteria tab so you can select the two selections that contain the records on which to base the percentage calculation.
Note: A “selection” is a named set of IDs of the same record type. It has a name and description and is often used as input into a process or report to specify which set of records should be acted on by that process. Because selections consist only of IDs, they are optimized for peak processing speed. For information about selections, refer to
For this scenario, using the “Opportunities Amount” definition, you must complete the following fields:
When using either a Fundraiser or Major Giving KPI definition, you can filter KPI results based on an organizational team created in Manage Organization Hierarchy. An Organizational team field is included as a filter on the Criteria tab of the KPI Instance screen. Enter or select the team you want to include.
In the Fundraiser field, select the magnifying glass at the end of the field to access the Fundraiser Search screen and locate the fundraiser. For this scenario, locate “Jeffrey Andrews.” This is a required field.
In the Ask date filter field, you can select the time period for which you want data. For this scenario, the Major Giving manager requested data for the “current fiscal year.”
In the Plan type field, you can select to restrict the data collected to a specific giving plan. For this scenario, the manager requested data for just the “Major Giving” plan.
In the Plan stage field, you can select to restrict the data collected to a specific stage of the selected Plan type. For this scenario, the manager requested data in the “Cultivation” stage of the Major Giving plan.
In the Prospect status field, you can restrict the data collected to a specific prospect status, such as “Identified” or “Stewardship.” For this scenario, the major giving manager made no Prospect status request, so leave the field blank to include all prospect statuses.
In the Amount range field, you can restrict the data collected based on the opportunity amount ranges. For this scenario, the major giving manager made no amount range request, so leave the field blank to include all ranges.
In the Designation field, select the magnifying glass at the end of the field to access the Designation Search screen and locate a designation. For example, you may want to include only Annual Campaign designations in the KPI. For this scenario, the major giving manager made no designation request, so leave the field blank to include all designations.
In the Opportunity statuses frame, you must select at lease one status to include in your KPI. For this scenario, the major giving manager requested “Qualified” opportunities, so mark the Qualified check box.
Note: You must complete all required fields on the Criteria tab before you can proceed to the next tab.
Select the Preview tab.
In the As of field, select the date as of when to view the results of the value that satisfies the set parameters of the KPI and select Preview. The value that satisfies the set criteria as of the selected date appears.
For example, you completed the Criteria tab to satisfy the major giving manager’s request for the current fiscal year. You can now view this fundraiser’s qualified opportunities amount as of the end of the first month of the fiscal year.
The Value as of date field displays the opportunities amount for the selected fundraiser as of the date you entered.
Select the Goal tab.
In the Overall goal field, enter this KPI instance goal. For a dynamic goal KPI definition, the Overall goal defaults to the goal associated with the record selected on the Criteria tab.
For this scenario, the major giving manager said this fundraiser’s annual qualified opportunity goal amount is $40,000, so enter “40,000” in the Overall goal field.
For information about dynamic goals, refer to Dynamic Goal KPIs.
In the Good target and Satisfactory target fields, enter the amounts or select the percentages to represent in red and in yellow as warnings for under performance.
For this scenario, the manager requested that values running at less than 35% of goal display red, so enter 35% in % of overall goal for the Good target; he requested that values running at less than 73% of goal display in yellow, so enter 73% in % of overall goal for the Satisfactory target; any values running above 73% display in green.
Under Milestones, select Add to create milestones to track progress.
For example, in this scenario, the Major Giving manager wants the fundraiser to satisfy a fourth of his annual requirement every quarter.
In the Milestone date field, enter the date of the milestone, such as the first quarter end date.
In the Milestone goal field, enter the amount to reach by the milestone date.
In the Good target and Satisfactory target fields, enter the amounts to represent in red and in yellow, as warnings for under performance.
For this scenario, the manager did not specify, so accept the system defaults.
Select OK. In the grid, the new milestone appears.
Repeat steps a-d for each additional quarter.
Select the History tab.
Select whether to archive all history records generated with each instance update or only a select number of recent records. These values are used to create the trend graph for the KPI instance.
Note: For Fundraising KPI instances, a Site filtering tab appears on the KPI instance screen. To enable site filtering, from the Site filtering tab, select Site filter enabled. In the Site grid, select sites to associate with a KPI instance. The sites you select here in combination with user security setup determine the KPI instances a user can view. When you associate a site with a KPI instance, a filter is created so that only users with rights to sites you select can view the associated KPI instances on the KPI Instances page and dashboard. For Fundraising KPI instances, not all sites appear as selections in the Sites grid. Available sites are determined by permissions and sites assigned to a user’s system role. Only those sites assigned to a user through a system role that is associated with the KPI instance add or edit permission appear on the KPI Instances page and dashboard.
Select Save. You return to the KPI instances page. In the grid, a gray icon appears to the left of the new instance to indicate that a value for the instance has not yet been generated. For information about how to generate values, refer to Generate Values for a KPI Instance.
After you generate the KPI value, if the KPI definition used to create the KPI is context-sensitive, KPI links appear on the related record type.
For example, the scenario used in this procedure included a context-sensitive KPI definition with the context record field “Fundraiser.” As a result, a Manage KPIs link is added to all “fundraiser” record types. In addition, we identified “Arthur Andrews” as our specific “fundraiser for this KPI, so two links are added to his “fundraiser” record: Manage KPIs and KPI dashboard. For more information about viewing KPI values, refer to View KPI Data.