KPI reports

The KPIs reports on the Interactive Reports page measure your workflows’ KPIs: the time allowed between two events (the target) against the time they took. They show how many KPIs met their target, for each workflow, KPI or customer, how that changes over time, and which KPIs still running are already late.

To open one, select Reports > Interactive, then select the report under KPIs in the list of reports.

This page explains what each report counts and what its figures mean. Setting the filters, reading the chart and the table, listing the work orders behind a figure (drill-down) and exporting to Excel work the same way in every report.

Report	Answers	Its own options
KPI Performance	How many KPIs met their target, by workflow and KPI?	Work order status, Group by
Customer KPI Scorecard	How did each customer’s KPIs do?	Work order status, break down by KPI or workflow
KPI Trend	Is the share of late KPIs going up or down, week by week or month by month?	Work order status, Period, Lines
Open KPIs	Which KPIs are still running, and how many are already past their target?	Group by

All four also have Workflows, the customer filter, KPIs and the dates, titled KPI started.

How KPIs are counted

A workflow’s administrators set up its KPIs: each one runs from one event to another and has a target in hours. TrakIT measures them on the workflow’s work orders, and you see them on a work order’s KPIs tab. In these reports, one KPI is one KPI on one work order.

When it counts: a KPI starts when its first event is recorded. It counts in the date range, or the period, that its start falls in. A KPI that has not started is not counted.
Left out: KPIs that the workflow marks Exclude From Reports, and KPIs whose definition is no longer active.
Target and actual hours: the target is the time allowed. The actual hours run from the first event to the second. While the second event is missing, a KPI has actual hours only if it is set up to count up to the current time; it then shows the hours so far. A KPI measured in business hours counts business hours (see Country holidays).
In range and out of range: a KPI is in range when its actual hours are at or below its target, and out of range when they are above it. For a KPI whose alert is set to Hours are less than its target, it is the other way round: in range at or above the target. A KPI with no target, or no actual hours yet, is neither.
Out of range % is the KPIs out of range, as a share of those in range or out of range.
Closed and open: a KPI is closed when both its events are recorded, and open while the second is still missing.
Work orders counts each work order once, however many of its KPIs are counted. A drill-down lists each work order once too.
Workflow and customer: each KPI counts in its workflow, and under the customer of the work order’s job, or (No customer).

The KPI filters

KPIs lists the active KPIs of the workflows you selected, or of the workflow group, or of all your workflows. Type in Find a KPI to narrow the list. None ticked means all KPIs. When you change the workflows, the KPIs that are no longer listed are unticked.
KPI started is the date range: the reports count the KPIs that started in it.
Work order status (not in Open KPIs) applies to each work order’s status now: Active, Abandoned, Cancelled and Closed. It starts with all but Cancelled.

KPI Performance

KPI Performance compares target and actual hours for the KPIs that started in your dates: how many were in and out of range, and how many are closed or still open.

Its own options are Work order status and Group by: Workflow, then KPI (the default) or KPI, then workflow.

The chart has a bar for each workflow (or KPI), split into In range and Out of range, for the 15 with the most KPIs in or out of range. Select a part of a bar to list those work orders.

The table has a row for each workflow (or KPI). Expand it to see its KPIs (or workflows).

Column	Shows
Workflow / KPI or KPI / Workflow	The workflow and the KPI.
Work orders	The work orders with KPIs counted in the row.
Target hrs	The average target, in hours.
Average hrs	The average actual hours, over the KPIs that have them.
In range, Out of range	The KPIs in range and out of range.
Out of range %	The KPIs out of range, as a share of those in or out of range.
Closed KPIs, Open KPIs	The KPIs whose second event is recorded, and those still waiting for it.

The figures above the chart are Work orders, KPIs measured (every KPI counted, in range, out of range or neither), In range, Out of range (in red), Out of range % and Average / target hrs, for example 30.5 / 48.0.

Drill-down: select a figure in Work orders, In range, Out of range, Closed KPIs or Open KPIs to list those work orders, highest work order ID first. When the row is one KPI, the list adds that KPI’s Target hrs, Actual hrs, Actual - target and the time the KPI started, from the work order’s latest measurement of it. A list of KPIs out of range then starts with the largest overrun.

Customer KPI Scorecard

Customer KPI Scorecard shows the same figures as KPI Performance, with a row for each customer.

Its own options are Work order status and Break each customer down by: KPI (the default) or Workflow.

The chart has a bar for each customer, split into In range and Out of range, for the 15 customers with the most KPIs in or out of range.
The table has a row for each customer, or (No customer) for jobs without one. Expand it to see its KPIs (or workflows). The columns, the figures above the chart and the drill-down are those of KPI Performance.

KPI Trend

KPI Trend follows the share of KPIs out of range, and their average hours, week by week or month by month. Each KPI counts in the period it started in.

Its own options are:

Work order status.
Period: Monthly (the default) or Weekly. Weeks start on Monday and are labelled with their Monday, for example 07 Sep 26; months are labelled like Sep 2026. The first and last periods count only the days within your dates. The report shows at most 106 periods.
Lines: Overall only (the default) for one row, All KPIs; Per KPI or Per workflow for a row for each KPI or workflow, with All as the total row.

The report has two tabs:

Tab	Columns
Out of range %	KPIs (the KPIs measured), Out of range % over your whole dates, then a column for each period with its out-of-range share.
Average hours	KPIs, Target hrs and Average hrs over your whole dates, then a column for each period with its average actual hours.

In brackets next to each period’s figure is the number of KPIs measured in that period.

Plot the trend

The chart draws a line for each row you pick, across the periods: the out-of-range share on the Out of range % tab, and the average hours on the Average hours tab.

In the table, select the dot beside a row’s name to plot it. The dot takes the line’s colour.
Select it again to remove the line.

The chart starts with the overall line and, with Per KPI or Per workflow, the three rows with the most KPIs. You can plot up to eight lines at once. A period with no KPIs has no point. Select a point to list its work orders.

The figures above the chart are KPIs measured, Work orders, Out of range %, Average / target hrs, and Out of range % since the first period that has KPIs: the change in percentage points from that period to the last one with KPIs, for example +3.5 pts. It is red when the share rose, and green when it fell.

Drill-down: select a period’s figure, or a point on the chart, to list the work orders of that row and period. On the Out of range % tab, the list has the KPIs out of range; on the Average hours tab, all the KPIs measured. KPIs, and the Out of range % column over your whole dates, list the work orders of the whole date range. When the row is one KPI, the list adds the same KPI columns as in KPI Performance.

When you export a KPI Trend, the workbook has a sheet for each tab.

Open KPIs

Open KPIs lists the KPIs still running, those whose second event is not recorded yet, and how many are already past their target.

How it counts:

It counts the KPIs that started in your dates and are not closed, on work orders that are not cancelled. There is no Work order status filter: a closed or abandoned work order whose KPI never got its second event still counts here.
Hours so far are the actual hours up to now, for the KPIs set up to count up to the current time. Other open KPIs have no hours yet, so they are neither in range nor out of range.
Out of range counts the open KPIs already past their target.

Its own option is Group by: Workflow, then KPI (the default) or KPI, then workflow.

The chart has a bar for each workflow (or KPI), split into In range and Out of range, for the 15 with the most KPIs in or out of range.

Column	Shows
Workflow / KPI or KPI / Workflow	The workflow and the KPI.
Work orders	The work orders with open KPIs in the row.
Target hrs	The average target, in hours.
Hours so far	The average hours so far, over the KPIs that have them.
In range, Out of range	The open KPIs still within their target, and those already past it.
Out of range %	The KPIs out of range, as a share of those in or out of range.
Open KPIs	All the open KPIs in the row.

The figures above the chart are Work orders, Open KPIs, In range, Out of range (in red), Out of range % and Hours so far / target.

Drill-down: select a figure in Work orders, In range, Out of range or Open KPIs to list those work orders, as in KPI Performance.

Messages

Message	Meaning
That is more than 106 periods - choose monthly or a shorter date range	KPI Trend shows at most 106 periods. Choose Monthly, or shorten the dates.
No KPIs in these workflows	Shown in the KPIs list when it is empty: the workflows you selected have no active KPIs, or none matches what you typed in Find a KPI.

The messages that every report can show are on the Interactive Reports page.

Who can use these reports

These reports are on the Interactive Reports page: see Who can use this page. Each report covers the workflows you have access to; system administrators see all workflows.

For one KPI’s trend on a dashboard, see the KPI Trend data source in Dashboards.