Tracking the health of your campaigns is a required evil. It’s not always the most glamorous thing sifting through numbers and comparing goals, conversations, statistics, etc… Fortunately this can be simplified using SharePoint 2010 KPI’s. Google reports can be scheduled and exported to spreadsheets. These spreadsheets can then be used by SharePoint 2010 KPI’s to display a visually appealing representation of your goals and their current status.
SharePoint 2010 Key Performance Indicators (KPI) are great for visually representing an aggregation of data. KPI’s are used to track and display a set of goals. Colored icons are displayed to communicate the degree to which the goals have been achieved. The data sources used for populating KPI’s can be a SharePoint List, Excel Workbook, SQL Server Analysis Services or manually entered data.
The most common technique is to utilize existing Excel Workbooks for populating KPI’s.
The first step in creating a KPI is to clearly identify what it is that the KPI will be visually representing (the business need). An example might be “Total Problems” data pulled from an existing Excel Workbook.
The Workbook first needs to be uploaded into SharePoint so we can provide the KPI with the URL of the Workbook. Now we need to create a SharePoint list used for storing the KPI’s we are going to create. We want to create a KPI list which can be found in the Custom Lists sections of the Create screen.
For this example we are creating a KPI for tracking total problems. The numbers representing total problems are located in a Excel Workbook we have already uploaded into SharePoint. It’s now time to create a new KPI and specify the parameters. The first parameters to specify are the Name and Description fields:
The next field is the optional comments field. The comments field helps explain the current value or status of the indicator.
The Indicator Value section contains two important fields: Workbook URL and Cell Address for Indicator Value. The Workbook URL is the full (including http) URL to the Excel Workbook containing the numbers used for this KPI. The Cell address for Indicator Value field is a pointer to the cell which contains the number.
The Status Icon section contains the fields and options used for specifying the conditions (or rules) by which change the color icon between green, yellow and red. Here is where you specify the rules used for deciding which icon to display (the green one, yellow one or red one). In this example, we are saying that better values are “higher”. This is not always the case and you can set this to lower if you need too. We are saying to display the green icon with the Z cell is equal to or greater than 150. Display the yellow icon when the Z cell is equal to or greater than 200. Otherwise, display the red icon.
You can also recalculate the indicator value for every viewer, meaning every time the page is refreshed. Optionally, you can manually update the value of this indicator with the Update Values link on the status indicator or on the status indicator list web part.
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