Who is this article for?

Users who want to get an overview of all Action progress.

PI_Admin or higher permissions are required.

You can get an overview of project progress using a combination of Performance Indicators (PIs). This guide will show you how to calculate what percentage of items have been completed, using Actions as an example.

In this article:

1. Scenario
2. Setup
3. Building Queries
4. Setting up PIs

1. Scenario

There is a list of Actions you want to be completed by a certain date.

They may be critical for a big project getting submitted on time, or they could represent your Users’ Appraisal items. You’re having trouble tracking which Actions are completed.

2. Setup

Using the following PIs, you can calculate what percentage of a list of Actions at the 'Completed' status:

• Query PI 1 finds the uncompleted Actions.
• Query PI 2 finds the total of these Actions.
• Formula PI calculates percentage of completed using the above PIs.

For this scenario, we assume you’ve sorted all Actions by Category ('ActionsList'). This gives them a single unifying property that makes querying this list simpler.

3. Building Queries

The first Query we want is the List of 'Uncompleted Actions in ActionsList'.

It will use two filters:

• Actions by Category (adding 'ActionsList' here).
• Actions by Status (adding all Statuses except 'Cancelled' and 'Completed').

The Second Query we want will be the 'List of All Actions in ActionsList', which will only use the following filter:

• Actions by Category (adding 'ActionsList' here).

4. Setting up PIs

For this example, a PI will be set up for each Query we’ve built, and one more for the Formula, totalling three PIs.

To set up a PI to use Query results, navigate to the Collection Settings tab, and set the Source to Query. This will cause a button labelled ‘Change’ to appear below. You’ll need to select this button and choose one of the Queries that we just created from the list that appears. For this example, the three PIs are named as follows:

• PI.UCAL: The PI using the List of Uncompleted Actions in ActionsList Query as its source
• PI.AAL: The PI using the List of All Actions in ActionsList Query as its source
• PI.PAL: The PI that will use the formula below to calculate the percentage of Actions that are at Completed status.

Make sure these PIs all have the same Start Date, which is set through the PI Settings tab.

To set up the Formula PI, navigate to the Formula tab, and enter the formula as written below.

("PI.UCAL” / “PI.AAL”) * 100

Once the formula is added, jump to the Collection Settings tab, and set the Source to Formula.

That’s it! Once this is all set up, the Query PIs will automatically collect the source data when they become due for update, and the Formula will automatically collect the data from the Query PIs.

Don't forget that the PI does not automatically calculate Targets, so you'll need to set these up yourself.