Building and Administering a Performance Indicator Query

Who is this article for?
Users who manage Performance Indicator Queries.

PI_Query permissions are required. Additional permissions may be required as detailed in article.

Performance Indicator (PI) Queries show details of PIs that meet certain criteria. To view a Query, click its name in the PI Queries list or the Portal component.

This article will provide an overview of the following:

1. Query Notebook

After creating, duplicating, or navigating to a Query, you will be taken to its notebook.

To access actions you can perform against the query, click its 'Title▼'.

Edit Title

Bring up an edit modal where you can rename your Query.

Printable Version

Open the Query results table in a new tab, without pagination, to enable printing of results. Column selection cannot be amended in the printable version.

Duplicate

Copy an existing Query. Once duplicated, the Query will open in the "Filters" tab, ready for editing.

Delete

Delete an existing Query.

Unable to delete a Query?
Any Queries that are being used by a Portal Component cannot be deleted, in this case a message listing all Portals using the Query will be shown.
In the case that this Portal is hidden from the user, the message will state that a hidden Portal is using the Query.

2. Results Tab

This tab contains all PIs that meet the criteria set in the Filters Tab. You can specify which details you want to display the Columns options. These columns will display each time you view the Query.

Column		Description
General Fields	Code & Title	Code and title shown together to identify the PI.
	Code	Code used to identify the PI.
	Title	Name of the PI. Select the title to view the PI details.
	BV Category	For Statutory PIs, the grouping category used by the governing body, for example Housing.
	LG Service Area	Organisation service area that the PI relates to.
	Data Type	Type of data that is collected for the PI. This could be Percentage, Money, Number, Yes/No, Ratio or Date.
	Format	Customised format in which the data is displayed, for example a fixed number of decimal places.
	Sort	Customised code to change the default sort order.
	Active	A tick or cross indicating whether the PI is active.
	Partner Site	If the PI has been shared from another Ideagen Risk Management site, the name of the site on which the PI was created.
Performance	Status	Current status of the PI.
	Current Value	Value for the latest activated time period on the gauge source collection.
	Current Target	Target for the latest activated time period on the gauge source collection.
	Notes	Note symbol displays if a note is attached to the latest activated time period on the gauge source collection.
	Value vs Target	Difference between the value and the target on the latest activated time period on the gauge source collection.
	Value vs Target (%)	Percentage difference between the value and the target on the latest activated time period on the gauge source collection.
	Short Trend	Trend between the current and previous time periods on the latest activated time period on the gauge source collection.
	Long Trend	Trend between the current time period and an average of previous time periods, on the latest activated time period on the gauge source collection.
	Expected Outcome	Selected Expected Outcome from the customisable list.
	Next Update Due	Date on which new data is due to be added to the gauge source collection.
	Last Update	Latest activated time period for the gauge source collection.
	Overdue	Update Due, Update Overdue or blank depending on when further data is required for the PI.
	Gauge	Bullet graph displaying the current value as a horizontal line and the target as a vertical line. The current status colour is highlighted.
	History	Graphical representation of PI values over the long trend period.
	Numerator	Numerator value for the latest activated time period on the gauge source collection.
	Numerator Target	Numerator target for the latest activated time period on the gauge source collection.
	Denominator	Denominator value for the latest activated time period on the gauge source collection.
	Denominator Target	Denominator target for the latest activated time period on the gauge source collection.
Linked Items	Actions at Red	Number of linked Actions at red status. Select the number to view the Actions.
	PIs at Red	Number of linked PIs at red status. Select the number to view the PIs.
	Risks at Red	Number of linked Risks at red status. Select the number to view the Risks.
	Categories	Details of Categories that the PI is part of. Where the PI is part of more than one Category, the first Category will be listed, along with the count of other Categories. Selecting the name of the Category gives the full list of Categories that the PI is part of.
Ownership	Portfolio Owners Responsible OUs Administered By Managed By Assigned To Also Visible To	Details of Users or Roles in the relevant ownership type. Selecting the name of the User or Role gives a full list of owners of all types. Where there is more than one owner of that type, the first User or Role will be listed, along with the count of other owners.
Options	Select All	Select all column options.
	Select None	Remove the selection of all column options. Column selection is retained when Query is opened again.

3. Filters Tab

This tab is used for managing the filters which drive the Query.

Unless otherwise specified, the menu options for each filter are:

Edit - Amend the filter settings on the Query.
Remove - Remove the filter from the Query.
Add Filter - Open the Filters window to select a new filter to add to the Query. Filters that have already been added will appear greyed out in the options.

Option		Description
PIs	Only these PIs	Choose from a list of all your PIs. You can use the Add/Remove window to select the specific PIs to include in the results.
	Keywords	Use an advanced text search to find what you're looking for. To search based on part of a word, use an asterisk () wildcard. For example, searching for Hous would return any items which contain the exact word 'Hous', whereas searching for Hous would return any items which contain words starting with 'Hous' such as 'House' or 'Housing'. Some common words are omitted from searches, to make the search run more efficiently.
	Inactive PIs	Include inactive PIs in the Query's results. By default, only active items are included in query results. Choose from the options: Include inactive - show inactive items alongside active items Show only inactive - only include inactive items, and not active items, in the results
	Web Published	Include or exclude web published items Tick the box to only show PIs which are enabled for web publishing.
	Note Required	Include or exclude items which require a note. Select either of the following options: Only items that require a Note Only items that do not require a Note.
	Combine with other Queries	Combine with the results of other Queries. Take the results of the current filters, and add, intersect or remove results from other Query filters. This filter is the last filter to be applied to the Query results. If no other filters are added to the Query then the initial result set is all items. Add Query - Select which Query to use filters from. Operation - Select whether to include, intersect or remove results. Click here for more information about these options. Remove - Remove the selected Query from the filter.
Dates	Start Date	Find PIs by their start date not including the year. Select the day and month from the drop down lists for the required PI start date.
	Creation Date	Find PIs by the date on which they were created Enter the date that the Creation Date should be on or after, and/or the date the Creation Date should be on or before.
	Next Update Due Date	Find PIs by the date on which their next update is due. Enter the date that the Next Update Due Date should be on or after, and/or the date the Next Update Due Date should be on or before.
	Last Modified Date	Find PIs by the last date they were modified. Enter the date that the Last Modified Date should be on or after, and/or the date the Last Modified Date should be on or before.
Relative Dates	Creation Date	Find PIs by their creation date relative to today. Enter the relative dates that the Creation Date is between.
	Next Update Due Date	Find PIs by their next update due date relative to today. Enter the relative dates that the next update due date is between.
	Last Modified Date	Find PIs by their last modified date relative to today. Enter the relative dates that the last modified date is between.
Values	Gauge Source	Find PIs based on the collection frequency of their gauges. Select the collection frequencies that the gauge source collection should be included in.
	Collection Frequency	Find PIs based on the frequencies they collect. Select the required collection frequencies. Only PIs that collect at least one of the selected frequencies will be included.
	Rolling Forecast	Find PIs using a Rolling Forecast. Only PIs that use a Rolling Forecast will appear in the results. There are no options for this filter.
	Numerator/Denominator	Find PIs that are using the numerator and denominator fields. Only PIs that are set to use numerator and denominator will appear in the results. There are no options for this filter.
	Current Value vs Target (%)	Find PIs using the Value vs Target (%) data for the current period. Select the option and type a number to find PIs where the Value vs Target (%) for the latest gauge source time period is Greater than, Less than or Equal to a required value.
	Current Value vs Target	Find PIs using the Value vs Target data for the current period. Select the option and type a number to find PIs where the Value vs Target for the latest gauge source time period is Greater than, Less than or Equal to a required value.
	Statutory & Local	Find PIs by whether they are local or statutory. Select the options to only show local PIs (created directly on your site) or statutory PIs (copied from a central reference).
	Custom Fields	The following types of custom field can be used as filters: Checkbox - Select or de-select the checkbox to indicate whether items should have this selected or de-selected to appear in the results. Date - Enter the date that the custom date field should be on or after, and/or the date the custom date field should be on or before. Drop-Down List - Select the list options that should be included in the results. Integer - Select the option and type a number to find items where the custom field value is Greater than, Less than or Equal to a required value. Number - Select the option and type a number to find items where the custom field value is Greater than, Less than or Equal to a required value.
Performance	Status	Find PIs that match one or more traffic light statuses. Select the statuses that should be included in the results.
	Archived Status	Find PIs by their historical status Select the statuses that should be included in the results. Type and select the time period to be included. For example: 0 Months ago looks at the status of the current Month, regardless of gauge source collection.
	Short Trend	Find PIs by their short term trend. Select whether to include PIs that are Improving, No Change, or Getting Worse compared to the previous time period.
	Long Trend	Find PIs by their long term trend. Select whether to include PIs that are Improving, No Change, or Getting Worse compared to the average of previous time periods.
	Due for Update	Find PIs which are due for update. Only PIs that are due or overdue for update will appear in the results. Additional options can be added: Only show PIs that have a value entered but not activated - Only include PIs where at least one data row has a value but is not activated. Only show PIs that I can update - Only include PIs that the logged in user has permission to update data for.
	Expected Outcome	Find PIs by the value of their expected outcome. Use the Add/Remove window to select the Expected Outcomes to include in the results.
	Benchmark Quartile	Find PIs based on their performance against a benchmark. Use the Add/Remove window to select the benchmark groups to check performance against. Select the Quartile, time period and year to check the performance against. For example: only include PIs that were in the Top Quartile for the Nearest Neighbour group for April 2023.
Ownership	Portfolio Owners Responsible OUs Administered By Managed By Assigned To Also Visible To	Items belonging to Users, Roles or Organisational Units in any or all of these OU Ownership category. You can use the Add/Remove window to select the Users and/or Roles that should be included in this Ownership category.
	Combined Ownership	Items belonging to a User, Role or Organisational Unit in the selected Ownership categories. Choose a single User or Role that should be included in the Ownership. Select the required User or Role from the list. Choose the option Logged in User to give results based on the User running the Query. Select the ownership categories that the User or Role should be listed in. Note they only need to be included in one of the ownership categories.
Linked Items	Scalar PI Group Linked Action Linked Risk Linked PIs Linked Model Assessments Linked Section Assessments Linked Questions Linked PI Questions Linked Categories Linked Snapshots Linked Strategy Maps Linked Policies Linked Consultations Linked Internal Controls	For each linked item option you can choose to add one or more of their linked items. You can use the Add/Remove window to choose items that should be linked to the results.
	Scorecard & Hierarchy	Items linked to a Scorecard. Select the Scorecard that results should appear in from the list. Additional menu option: Edit Hierarchies - Use the Add/Remove window to specify the exact hierarchies within the Scorecard that results should appear in.
Linked Document	Linked Document	Items linked to one or more of these Documents. Use the Add/Remove window to choose Documents that should be linked to the results.
	Document Status	Filter Documents by status. Select the statuses that at least one Document linked to the results should be at: OK, Upcoming Review, Overdue and/or No Review Scheduled.
	Next Review Date	Find Documents by their next review date. Filter based on the next review date of linked Documents. Enter the date that the next review date should be on or after, and/or the date the new review date should be on or before for at least one linked Document.
	Previous Review Date	Find Documents by their previous review date. Filter based on the previous review date of linked Documents. Enter the date that the previous review date should be on or after, and/or the date the previous review date should be on or before for at least one linked Document.

4. Owners Tab

This tab details any Users and Roles that have ownership of the Query or visibility of the Query.

The only ownership type for each Query is Owned By. Users or Roles with visibility of the Query will be listed in the Also Visible To field.

5. Additional Information

Searching within a Filter option

When setting a filter option, some options provide users the capability to search a list by using keyword(s).

If the number of records matching the search criteria is less than 1000, all matching records will be displayed in the left-hand panel. However, if there are more than 1000 records matching the search criteria, only the first 1000 records will be displayed initially.

You can then select these records to move them to the right-hand panel. If additional records are needed, the selection window will refresh and load the next 1000 records.

You can select and add up to 1000 records to the right-hand panel with each selection. If you need to add more than 1000 records, users will have to wait for the list to refresh and load the next set of 1000 records before proceeding with further selections.

Calculating PI statuses

To learn more about PI statuses, have a look at our Performance Indicator Traffic Light Status Icons article.

Combining Queries

To learn more about combining Queries, have a look at our Creating a Combined Query for items in a module article.

6. Further Reading

1. Query Notebook

Edit Title

Printable Version

Duplicate

Delete

2. Results Tab

3. Filters Tab

4. Owners Tab

5. Additional Information

Searching within a Filter option

Calculating PI statuses

Combining Queries

6. Further Reading

More articles in this section

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Before you start

1. Query Notebook

Edit Title

Printable Version

Duplicate

Delete

2. Results Tab

3. Filters Tab

4. Owners Tab

5. Additional Information

Searching within a Filter option

Calculating PI statuses

Combining Queries

6. Further Reading

More articles in this section

On this page