Defining KPI Building Blocks

To define supporting objects use the Data Element Definition (KP_DATAELEM_DFN), Calculation Definition (KP_CALC_DFN), Activity Definition (KP_ACTIVITY_DFN), Action Definition (KP_ACTION_DFN), Assessment Definition (KP_ASSESS_DFN), System Options (KP_SETID_FLAGS), and KPI Weight Scale (KP_WEIGHT_TBL) components.

This topic discusses how to:

Define data elements.
Establish calculation definitions.
Establish activity definitions.
Establish action definitions.
Establish assessment definitions.
Establish KPI trees.
Define summary calendars.
Establish system options.
Establish weight scales.

Pages Used to Define KPI Building Blocks

Page Name	Definition Name	Navigation	Usage
Data Element Definition	KP_DATAELEM_DFN	select Key Performance Indicators, then select Administration, then select Building Blocks, then select Data Elements	Define the constraint-based data upon which to base data elements. Data elements are used in calculation expressions and as target values for calculated KPIs.
Constraint Definition	PF_CONSTRAINT_DEFN	select EPM Foundation, then select Business Metadata, then select Constraint and Expressions, then select Constraint	Review or create constraint definitions.
Get Data Element Values	KP_DATAELEM_GET	On the Data Element Definition page, click Preview Values.	Retrieve the data defined by a data element to verify setup.
Calculation	KP_CALC_DFN2	select Key Performance Indicators, then select Administration, then select Building Blocks, then select Calculations	Create a calculation definition (keyed by calculation ID). When you define a calculated KPI, you associate the KPI with a calculation definition to specify how the system determines the KPI's value.
Activity Definition	KP_ACTIVITY_DFN	select Key Performance Indicators, then select Administration, then select Building Blocks, then select Activities	Establish activity definitions, which specify what type of activity occurs as a result of KPI assessment. One or more activity definitions are used in an action definition.
Action Definition - Definition	KP_ACTION_DFN1	select Key Performance Indicators, then select Administration, then select Building Blocks, then select Actions, then select Definition	Establish an action definition.
Action Definition - Activities	KP_ACTION_DFN2	select Key Performance Indicators, then select Administration, then select Building Blocks, then select Actions, then select Activities	Define the activities for an action.
Assessment Colors	KP_COLOR_TBL	select Key Performance Indicators, then select Administration, then select Building Blocks, then select Assessment Colors	Define the chart colors that are available to use for assessments. You associate the chart color with an assessment definition to specify the color that represents the assessment in charts. Chart colors are delivered as system data. Typically, you use the delivered system data unless you want to limit the chart color options.
Assessment Definition	KP_ASSESS_DFN	select Key Performance Indicators, then select Administration, then select Building Blocks, then select Assessment	Set up assessment definitions.
Tree Manager	PSTREEMGR	select Tree Manager, then select Tree Manager	Create trees that depict a hierarchy of KPIs. Trees are used for KPI analysis paths.
Summary Calendar	BC_BU_SCENARIO	select Key Performance Indicators, then select Administration, then select Assign Calendar to Scenario	Defines the summary calendar that is associated with a business unit for a particular scenario.
System Options	KP_SETID_FLAGS	select Key Performance Indicators, then select Administration, then select System Options	Define SetID-level options for approving comments, publishing KPIs, enhancing performance, and controlling how the system handles the value zero in calculations.
KPI Weight Scale	KP_WEIGHT_TBL	select Key Performance Indicators, then select Administration, then select Building Blocks, then select Weight Scales	Establish assessment value ranges for weighted strategy components.

Data Element Definition Page

Use the Data Element Definition page (KP_DATAELEM_DFN) to define the constraint-based data upon which to base data elements.

Data elements are used in calculation expressions and as target values for calculated KPIs.

Navigation

select Key Performance Indicators, then select Administration, then select Building Blocks, then select Data Elements

Image: Data Element Definition page

This example illustrates the fields and controls on the Data Element Definition page. You can find definitions for the fields and controls later on this page.

Dimension

Select the dimension that the system uses to categorize the data described by this data element.

Data elements return multiple rows of data that are grouped and subtotaled based on the IDs of the dimension that you specify in this field (unless you use a pointer). For example, if you set the dimension to supplier, the system groups the rows of data by the individual Supplier IDs. Essentially, your selection creates the GROUP BY clause of the SQL statement. This field is not available for entry if the Pointer check box is selected.

Click the dimension description to access the Dimension page. Dimensions are established in PeopleSoft EPM.

Constraint

Select the constraint code upon which this data element is based.

The constraint code functions as a filter and is used to build the WHERE clause of the SQL SELECT statement that retrieves the data described by this data element. Only data that meets the criteria specified by the constraint code is included in calculations that use this data element. For example, you could use this option to include only amounts that are over a certain value, thereby eliminating rows of data that have no real significance.

Click the description to access the Constraint Definition page, where you can review the constraint.

Constraint Definition

Click to access the Constraint Definition page, where you can establish new constraints.

DataMap

Displays the datamap that defines the particular set of data used by the data element. The system derives the value for this field from the constraint that you select.

Click the description to access the DataMap component pages.

DataMap Field

Specify the datamap field that stores the detail dimension values, such as supplier ID. This field is not available if the Pointer check box is selected.

Click the description to access the Get Data Element Values page, where you can verify whether you correctly defined the data that is retrieved by the data element definition.

Measure

Select the datamap field that contains the values that the system evaluates. These values are ultimately used within KPI calculations or targets. This must be a numeric value except when Aggregate Type is Count.

Preview Values

Click to access the Get Data Element Values page, where you can verify whether you correctly defined the data that is retrieved by the data element definition.

Aggregate Type

Select how to combine the rows of data retrieved. Options are:

None: Does not combine information in any way.
Avg (average): Returns the average of all the records retrieved.
Avg Dist(average distinct): Returns the average of all the unique records retrieved.

For example, the average of (5, 8, 9, 12, 9, 7, 5) is 55/7, but the distinct average of (5, 8, 9, 12, 9, 7, 5) is 41/5.
Count: Returns the count of all the records retrieved.
Count Dist(count distinct): Returns the count of all the unique records retrieved.

For example, the count of (A, B, A, C) is 4, but the distinct count of (A, B, A, C) is 3.
Group By:Groups the records retrieved by the Measure field.

Note: You can group by only one value.
Min (minimum): Returns the minimum of all records retrieved.
Max (maximum): Returns the maximum of all records retrieved.
Sum: Returns the sum of all records retrieved.
Sum Dist(sum distinct): Returns the sum of all unique records retrieved.

For example, the sum of (1,1) is 2, but the distinct sum of (1,1) is 1.

For example, assume that you want to establish a KPI that calculates average sales value (sales divided by number of customers). You need to set up a data element that retrieves the number of customers and use it in a KPI that divides sales (another data element) by the number of different customers. You would select Count Dist and use this data element as the denominator within your calculation expression.

The Aggregate Type field is not available if:

The Measure field is an expression from the data map that already contains an aggregate function (such as an average).
Pointer is selected.

The system uses the database column defined in the Measure field to determine if a record is unique. If more than one record has the same entry for that field, it is not considered unique. For example, if measure is set to Amount, then it would probably not make sense to use one of the distinct aggregate types, because you could end up with many records with the same amount. However, if the Measure field is set to Customer Number, then using one of the distinct aggregate types, such as Count Dist,would be valid. Doing so would ensure that you didn't include any customer more than once.

Unit of Measure

Select the measurement unit that applies. This field is not available when the Monetary Unit check box is selected.

Warehouse Name

Select the warehouse to use as the data source for this data element. Options are:

Multi-Dimensional Warehouse.

Operational Warehouse.

Pointer

Select to return a single row of data.

You must select this check box for any data elements that are used as targets in target rules. Because the data is summarized by business unit, when you select Pointer, the system automatically sets the Dimension to Business Unit, and disables the Aggregate Type, Dimension, and DataMap Field for Dimension fields.

Monetary Unit

Select to indicate that the data element returns currency values. The system automatically computes the equivalent business unit base currency during processing for any foreign currency amounts.

No Aggregation

Select to prevent the data described by the data element from being aggregated into totals such as business unit totals, scenario totals, or calendar-to-date totals. You typically select this check box when the data retrieved by a data element returns percentages or averages, because combining such values would not result in mathematically correct totals. If this check box is selected, the system retrieves the required historical data to correctly calculate quarter-to-date and year-to-date amounts instead of using amounts from prior periods. By default, this option is not selected, and the system summarizes data elements across business units based on the business unit tree.

Compile

If you modify any underlying PeopleSoft EPM data, click to recompile the SQL. To ensure that you update all KPI-related SQL, use the PeopleSoft EPM mass compile utility.

SQL Object ID Prefix

Displays the unique prefix used to generate the SQL clauses for this data element. The SQL objects have a prefix of PF$_DS_nn, where nn is the SQL object counter number.

Advanced Data Element Setup

Expand this group box to access links to the PeopleSoft EPM pages where you can create or edit the various objects that are used in the data element definition.

Create Constraint

Click to access the Constraint page.

Create/Edit Record Metadata

Click to access the Record Metatdata page.

Create/Edit TableMap

Click to access the TableMap page.

Create/Edit DataMap

Click to access the DataMap page.

See also “Setting Up the Operational Warehouse - Enriched for EPM Analytical Applications” in the PeopleSoft Enterprise Performance Management Fundamentals product documentation.

Calculation Page

Use the Calculation page (KP_CALC_DFN2) to create a calculation definition (keyed by calculation ID).

When you define a calculated KPI, you associate the KPI with a calculation definition to specify how the system determines the KPI's value.

Navigation

select Key Performance Indicators, then select Administration, then select Building Blocks, then select Calculations

Image: Calculation page

This example illustrates the fields and controls on the Calculation page. You can find definitions for the fields and controls later on this page.

Entering Descriptions

Complete the following description fields for a calculation definition. These appear on various scorecard pages.

Description

Enter a description for the calculation ID.

Source Description

Enter a description of the source of the data that is used in the calculation.

Calculation Description

Enter a description of the calculation, preferably an example of the formula used.

Defining the Expression

To define the expression, you must use the buttons and fields on this page to "build" the equation for this calculation ID; you can't create one by directly entering the expression into the Calculation Expression field. To build the equation, insert operators and data sources. All data sources that are used within the equation must belong to the same dimension. After you insert a data source object into the calculation expression, the system limits additional data sources to that dimension.

Data Source

Select the data source type to use in the calculation expression. After you choose the data source type, the system updates the page, and a new section appears that enables you to select the data source. After you select the appropriate data source object, click Insert (or Replace if appropriate) to add it to the equation being built. Options are:

KPIs: Uses a KPI in the expression. When you select this option, the KPIs section appears, in which you can select the KPI ID to insert.

Data Element: Uses a data element in the expression. When you select this option, the Data Elements section appears, in which you can select the data element ID to insert.

Constant Value: Uses a constant value in the expression. When you select this option, the Constants section appears, with these options:

Ad-hoc: Select to use a constant. Enter a value in the Value field.
From List: Select to use the current value of a bind variable. The Val Obj ID (value object ID) field appears, in which you can select the cache value to use in your expression from the value object ID list. Items in this list are bind variables and use the current value from your cache. For instance, if you select %FiscalYear, the value is the current fiscal year of the data being analyzed.

Note: If you use a constant as a divisor, its value cannot be equivalent to zero.

Built-In Function: Uses a function in the expression. The Functions section appears, in which you can select the function to insert. Replace any parameters with some type of data source. You can use only one data element within each built-in function.

Operators

Click an operator button to insert that operator into the calculation expression.

Current Element

The current element of your expression is surrounded with double arrows, for example, <<HRS_WRKED>>. Use the buttons in this group box to navigate through the expression:

Note: On DB2/OS390, compose your expressions so that multiplication occurs before division; otherwise, decimal precision might be affected because values might truncate. Use parentheses to control the order of calculation and ensure correct decimal precision.

Selecting and Modifying Expression Elements

Use the buttons within the Current Element group box to select and modify an element within the expression. The system encloses the currently selected element with double arrows to differentiate it from other elements (for example, <<HRS_WRKED>>).

Navigate to the Beginning of the Calculation Expression and Select the First Element icon

Click to navigate to the beginning of the calculation expression and select the first element.

Click to navigate one element to the left .

Click to navigate one element to the right.

Navigate to the End of the Calculation Expression icon

Click to navigate to the end of the calculation expression.

Replace

Click to replace the current element with the active data source.

Insert

Click to insert the active data source before the current element.

Delete

Click to delete the current element.

Additional Fields

Rounding

Select the precision for numeric calculations.

Clear

Click to erase the current expression.

SQL Object ID Prefix

Displays the system-generated number that identifies the location of the SQL built by this page group in the SQL repository.

Dimension

Displays the dimension used by the calculation expression. Initially this field is blank. When you insert the first data source into the calculation expression, the system automatically populates this field.

Click to access the Dimension page, where you can view the dimension details.

Example

Write down the expression that you plan to build before you begin. For this example, assume that you've decided to measure customer satisfaction by calculating the average wait time for a customer to be connected to a service representative. You've already set up a data element called DE_C0006 that returns total wait time. You've also set up another data element called DE_C0007 that returns the total number of calls received by your automated call system. The expression that you want to create is DE_C0006 divided by DE_C0007.

To build this expression:

Select the data element data source.
Select the data element ID DE_C0006.
Click Insert.
Click the / operator.
Select the data element ID DE-C0007 (the data source is still set to data element).
Click Insert.
Save the page.

Activity Definition Page

Use the Activity Definition page (KP_ACTIVITY_DFN) to establish activity definitions, which specify what type of activity occurs as a result of KPI assessment.

One or more activity definitions are used in an action definition.

Navigation

select Key Performance Indicators, then select Administration, then select Building Blocks, then select Activities

Image: Activity Definition page

This example illustrates the fields and controls on the Activity Definition page. You can find definitions for the fields and controls later on this page.

An activity is either an email message or a worklist item. One or more activities make up an action. You associate actions with a KPI assessment by using the Target Rule page; you also dictate the notifications that take place when a KPI receives a specific assessment.

Type

Select the type of activity. The remaining fields that appear on this page depend on which activity type you select. Options are:

WorkList: Select to add a work item to a worklist for all members of a specified role.

Email: Select to send an email to an individual or group.

Role Type

Select to specify which type of role an email activity is sent to. Options are:

Role: Sends emails to the role that you specify in the Role Name field.

Person: Sends emails to the person that you specify in the EmplID (employee ID) field.

EmplID (employee ID)

Select to specify which employee an email activity is sent to. Applies to email activity types when the role type is person.

EmailID

Enter the email address. This field applies to email activity types only.

Role Name

Specify the role name to use. This field applies to worklist activities and role-based emails.

Subject

Enter the subject line to use for an email activity.

Email Text

Enter the email text to use for an email activity.

Note: Roles are defined through PeopleSoft security.

Action Definition - Definition Page

Use the Action Definition - Definition page (KP_ACTION_DFN1) to establish an action definition.

Navigation

select Key Performance Indicators, then select Administration, then select Building Blocks, then select Actions, then select Definition

Image: Action Definition - Definition page

This example illustrates the fields and controls on the Action Definition - Definition page. You can find definitions for the fields and controls later on this page.

Actions are made up of one or more activities. You associate actions with a KPI on the Target Rule page. When you define a target range and its resulting assessment, you indicate what action, if any, takes place.

To establish an action:

Enter a description and any notes.
Select the Activities tab to access the Action Definition - Activities page, and then insert the activities for this action.

Assessment Definition Page

Use the Assessment Definition page (KP_ASSESS_DFN) to set up assessment definitions.

Navigation

select Key Performance Indicators, then select Administration, then select Building Blocks, then select Assessment

Image: Assessment Definition page

This example illustrates the fields and controls on the Assessment Definition page . You can find definitions for the fields and controls later on this page.

Usage

Select whether this assessment is for use with Scorecard or Workforce Analytics. This selection determines the other fields that appear on this page. Typically you select Scorecard. Select Workforce Analytics only if you use this assessment with a KPI that is used by Oracle's PeopleSoft Workforce Rewards.

Value

Enter a value for this assessment. This field applies only when the Usage field is set to Workforce Analytics. PeopleSoft Workforce Rewards uses this value to compute compensation amounts based on a compensation planning scenario.

Text

Enter a description of the assessment. The initial value is the Description field contents.

Short Text

Enter a two-character equivalent for the assessment text. This is used in other pages and reports on which space is limited. The initial value is the first two characters of your description.

Chart Color

Select the chart color for this assessment.

When you view scorecard or KPI charts, KPIs that receive this assessment appear as this color. Chart colors are set up on the Assessment Colors page.

Note: The remaining fields apply only to Scorecard assessments.

Numeric Equivalent

Enter a numeric value for this assessment.

During assessment processing, this number is evaluated to determine the scorecard assessment, depending on the strategy component's assigned assessment method (defined on the Component Definition page). You should ensure that the value used here is highest for green assessments and lowest for red assessments; otherwise, your scorecards will not accurately reflect the proper assessment results. For example, use 50 for green, 30 for yellow, and 10 for red.

Image ID

Select the scorecard image for this assessment.

Images are added with PeopleSoft Application Designer. Because some people are color blind, consider using an image with both a button and a color, or use letters within the colors to help differentiate them. The system provides many images.

To add images:

Select select PeopleTools, then select Application Designer.
Select select File, then select New, then select Image.

The system prompts you for an image file.
Change the file type if necessary, and then navigate to your image file.

Click Open to add it to the system.

Required Assessment ID

The system requires these assessment IDs: UNKNOWN and MONITOR. If they do not exist, the system creates them during assessment processing. The UNKNOWN assessment ID is used whenever an assessment cannot be assigned for various reasons. As delivered, this assessment ID uses a gray image and an assessment numeric equivalent of 1.

The MONITOR assessment ID is used for monitor-only KPIs (defined on the KPI Definition page). As delivered, this assessment ID uses a gray square image and an assessment numeric equivalent of 0. You can modify these settings.

Establishing KPI Trees

KPI trees show the hierarchical relationships among KPIs. You can use them to:

Create KPI analysis paths.

These are used to analyze the factors behind a KPI's results, and they are needed for the KPI Definition - Analysis Paths page. The scorecard uses these trees to navigate through KPI details.
Depict calculation relationships among interdependent KPIs.

This is especially helpful when you create KPIs that are calculated based on other KPIs. This visual view makes it easier to understand how to define KPIs.
Show KPI dependencies.

For example, you can use them to show KPIs that are related in some way.

When KPI calculation dependencies exist, you might want to design your KPI trees before you define your KPIs.

To create a KPI tree, use a tree structure that links the tree nodes to the KPI Definition page. That way, when you create a KPI tree node, you can establish the KPI definition for it. The tree structure that the system provides, KPI_STRUCT, does this. Review the sample tree KPI_SALES_ANALYSIS, which is provided with PeopleSoft Scorecard.

To create a KPI tree:

Create a new tree using PeopleSoft Tree Manager.

Use the KPI_STRUCT structure or a structure based on it.
Insert the tree nodes, starting with the root node.
Complete the KPI Definition page for each node, if you haven't already defined the KPI.

See also PeopleTools: PeopleSoft Tree Manager

Summary Calendar Page

Use the Summary Calendar page (BC_BU_SCENARIO) to defines the summary calendar that is associated with a business unit for a particular scenario.

Navigation

select Key Performance Indicators, then select Administration, then select Assign Calendar to Scenario

To create quarter-to-date scorecard totals and other calendar summarization views, you must associate your quarter-to-date summary calendar with a scenario. Summary calendars must be established before you use them with scorecards.

To define a summary calendar:

Access the Summary Calendar page.
Select the business unit and scenario.
Select a summary calendar ID.

Only summary calendars that are associated with the detail calendar of the specified scenario appear.

System Options Page

Use the System Options page (KP_SETID_FLAGS) to define SetID-level options for approving comments, publishing KPIs, enhancing performance, and controlling how the system handles the value zero in calculations.

Navigation

select Key Performance Indicators, then select Administration, then select System Options

Image: System Options page

This example illustrates the fields and controls on the System Options page. You can find definitions for the fields and controls later on this page.

Options are established for each SetID.

Comments Options

Approval Required

Select to use comment workflow with KPIs and strategy components. This enables you to set up the approvals at the KPI level (on the KPI Definition page) and strategy component level (on the Component Definition page).

Apply this to all KPIs

Select to require approvals for all KPIs within the SetID, overriding any approval setting at the KPI level.

Apply this to all Strategy

Select to require approvals for all strategy components within this SetID, overriding any approval setting at the strategy component level.

Comment Required for Overrides

Select to require comments to be entered whenever assessments are overridden. Requiring comments for overrides enables you to maintain an audit trail of the overrides, because comments are time- and date-stamped. If you also select the Approval Required check box, then any overrides must be approved before the system uses them.

Publish Options

Yes

Select to publish KPI fact data, which makes KPI information available to other applications that subscribe to it.

Publishing takes place when you process KPIs.

Select to avoid publishing KPI fact data.

Supplier Rating System Options

Default KPI

Select a default KPI to use for PeopleSoft Supplier Rating System portal pagelets.

Performance Related Settings

Maximum KPI Rows

Enter the maximum number of rows that the system displays on KPI-related pages. Lower numbers provide better system performance, but limit the data that the system displays to the number of rows specified in this field.

Large Amount of KPI Data

Select to prevent the system from displaying KPI-related portal pagelets.

Use Zero Option

Use Zero for Missing Values

Select to use the value of zero in cases in which a data element data is missing or unavailable. This ensures the system returns values and assessment results for KPIs even if the data elements that they reference do not contain data.

KPI Weight Scale Page

Use the KPI Weight Scale page (KP_WEIGHT_TBL) to establish assessment value ranges for weighted strategy components.

Navigation

select Key Performance Indicators, then select Administration, then select Building Blocks, then select Weight Scales

Image: KPI Weight Scale page

This example illustrates the fields and controls on the KPI Weight Scale page. You can find definitions for the fields and controls later on this page.

Each model has its own set of weight scales. Within the grid area, insert a row for each range that you define. Enter the range's lowest value and highest value, and select the assessment ID to use as the assessment result for that range. Enter ranges in ascending order, ensuring that none of the values overlap. The values must be between 0 and 999.99. During processing, the system compares the actual value to the defined range for each row. If the actual value is within the range, the resulting assessment is the assessment ID associated with that range.

Note: Weight scales are used during scorecard assessment processing only if scorecards contain strategy components with an assessment method of weighting.