KPI Auditors
Description
KPI auditors are observers of transaction documents for the definition and determination of business key figures = Key Performance Indicators (KPI). KPI auditors can be used to collect key figures for supplier evaluation, machine utilisation or the quality of a cost centre, for example. The KPI auditors determine the key performance indicators by name and also the set of rules according to which they are determined. The KPI auditors are integrated either via the business processes (workflows) of transactions, whereby the key figures themselves are processed via transaction descriptions, or by direct assignment to business objects.
The KPI Monitor App is responsible for the actual display and evaluation of the KPIs defined by means of this app.
Examples of use
- Supplier evaluation (SUPPLIER_AUDITING)
The aim of the supplier evaluation is to be able to compare the suppliers via key figures (KPI - Key Performance Indicators). In addition, the relationship with the suppliers can be optimised with regard to the quality in the procurement of goods, as the KPIs enable the transactions to be evaluated. - Customer creditworthiness (CUSTOMER_AUDITING)
Customer creditworthiness is a synonym for the creditworthiness of the customer. This is made measurable via various key figures (KPI - Key Performance Indicators) and can thus also be compared with other customers. - Turnover statistics - Commission settlement (SALES_TURNOVER)
Key figures on turnover-dependent commissions - Delivery auditing (DELIVERY)
This auditor monitors the customer's own delivery reliability and quality in the order processing process. - Discontinued parts Auditor (ITEM_ZERO_QUANTITY)
This auditor monitors the parts assigned to this auditor and reports via corresponding system messages if the disposable or the stock of one of these parts goes to zero. - Picking orders (STOCK_WITHDRAWAL_AUDITING)
Statistics are created via this auditor on how many stock removals could not be carried out completely due to missing goods. This is thus a key figure for the quality of the warehouse stocks.
To activate the statistics, an auditor "STOCK_WITHDRAWAL_AUDITING" must be created and linked to the workflow "STOCK_WITHDRAWAL". In addition, the following key figures must be created as attributes:
- Total number of stock removals (estimated.kpiSettings)
- Number of stock removals with missing quantities (captured.kpiSettings)
- Total number of stock removal items (estimated.kpiCounter)
- Number of stock removal items with missing quantities (captured.kpiCounter) - Work orders (TASK_PRIORITY)
Key figures for work orders - Support Tickets (KPI_SUPPORT)
Key figures for support tickets
Evaluation types
There are three types of indicators: Evaluated key figures (ratings), auxiliary key figures, counters and values.
Key figures of the type counters and values can be derived directly from a document and are summed up in the key figure monitors for the suppliers, years and months. These can either be evaluated directly in the statistics or serve as auxiliary key figures for the evaluated key figures.
Examples counters: number of invoices, number of orders, etc..
Examples of values: total value of goods, total discounts taken, etc....
Auxiliary key figures are not key figures per se, but serve as intermediate variables only for a clearer calculation of the key figures. They are therefore created as attributes of the type "for internal purposes only" and are thus hidden in the lists for compiling the statistics, among other things.
Valuatedkey figures (evaluations) are not determined directly via the document and written to the monitors, but they result at the time of the evaluation. The sum of the evaluated key figures is the best way to compare different business objects (customers, suppliers, etc.). The determination of the evaluated key figures can itself be differentiated into three types:
- Normal average
With this type of calculation, the value of a period (year, months) results from the values of all documents of a period. The total valuation of the partner results from all documents. With this type of valuation, no free period (period accrual) can be made.
Ex. supplier valuation:
The key figure for January 2019 results from all order items from January 2019. The key figure for 2019 results from all order items from 2019. This total key figure results from all order items.
Example calculation:January 2019 Document 1: Key figure = 50 = (50 + 20) / 2 = 35 Document 2: Key figure = 20 February 2019 Document 3: Key figure = 50 = 50 / 1 = 50 March 2019 Document 4: Key figure = 50
Document 5: Indicator = 20
Document 6: Indicator = 20
= 90 / 3 = 30 2019 = (50 + 20 + 50 + 50 + 20 + 20 ) / 6 = 35 (all evidence is valid in itself). - Moving average
The value of a ratio for a month results from the average of the own and past x monthly ratios. As a rule, 12 consecutive months are considered. If there is no key figure for a month, it is not included in the calculation of averages and no older month moves up. With this type of valuation, a free period (period accrual) can be carried out.
Calculation formula: Key figure = (sum of the last 11 consecutive monthly averages plus the current monthly average) / (number of months with a key figure).
The following rule applies to the calculation of the ratio for a year: The most recent month of the year is taken and the ratio is calculated for it on the basis of the rule described above. If the most recent month of the year is June, for example, monthly values from the previous year are also taken into account. The ratio of a year is thus always equal to the ratio of the most recent month of the year.
The calculation of the key figure for a business partner (customer, supplier, etc.) is similar to that for the year. The most recent month of the most recent year is determined and the key figure is calculated using this month.
(This key figure can also be used to determine trends in the value key figures. Ex: By taking the average of the turnover of the last few months, a trend in the development of turnover can be identified).
Example calculation:January 2019 Document 1: Key figure = 50 = (50 + 20) / 2 = 35 Document 2: Key figure = 20 February 2019 Document 3: Key figure = 50 March 2019 Document 4: Ratio = 50
Document 5: Indicator = 20
Document 6: Indicator = 20
= ((90 / 3) + 42,5 + 35) / 3 = 35,83 2019 = 35.83 (each month counts for itself) - Cumulative average
The cumulative average is a mixture of the two ratios mentioned above. It is calculated like the moving average, i.e. from the values of the previous months. The difference is that the cumulative average first totals the initial values of the previous months and then forms the average over them, whereas with the moving average the value is formed over the averages of the previous periods. This key figure therefore differs from the moving average if the weighting of the individual months (due to the different number of documents in the periods) is different.
With this valuation type, a free period (period accrual) can be made.
Example calculation:January 2019 Document 1: Key figure = 50 = (50 + 20) / 2 = 35 Document 2: Key figure = 20 February 2019 Document 3: Key figure = 50 = ((50 / 1 ) + 35) / 2 = 42,5
March 2019 Document 4: Ratio = 50
Document 5: Indicator = 20
Document 6: Indicator = 20
= ((90 / 3) + (50 + 20 + 50) / 3 / 2 = 35 2019 = 35 (each receipt of the previous months counts for itself).
In the monitor list, the total evaluation can be determined according to the three calculation types mentioned, but the individual key figures are only displayed in two calculation types. On the one hand, this is the type "Normal average" and on the other hand the type "Cumulated average". If the type "Moving Average" is selected, the individual key figures are displayed cumulatively. Thus, there may be slight differences in the formation of the cross sum.
Definition of key figures
The definition of the key figures can best be explained by means of an example. Let the deviation of the confirmed delivery date from the requested date be a key figure for supplier evaluation. The key figure should not be the deviation in days itself, but a weighted value that results from the deviation. (0days = 10%; 1day=8%;2days=6%;....)
The basis for determining a key figure is always a document (a transaction), in this example an order item. Data fields of an order item are both the requested delivery date and the delivery date confirmed by the supplier with his order confirmation. The difference between the two dates in days is also stored on the item as the data field confirmed.value.
When setting the date of the order confirmation in the order item, the above key figure is processed in the following way: Via the transaction descriptions, first the data cube with the one dimension KPI Monitor of the KPI Auditor "Supplier rating" (determined via: Status Monitor -> Workflow(StateMonitor("CONFIRMATION").owner.ClearingObject("CX_KPI_AUDITOR").ForceMonitor(CX_KPI_MONITOR))) and the other dimension KPI Monitor of the supplier (reached via: TopTransaction().supplier.ForceMonitor(CX_KPI_MONITOR)) is determined/created. To determine an accrual-based KPI, the corresponding sub-accounts for the calendar year and month are then determined/created.
In the KPI Auditor object, the desired key figures are defined and stored as calculated or conditional attributes. In our example, this is the attribute confirmed.numeric for the weighted deviation. This conditional attribute returns the weighted deviation as a numeric value 10, 8, 6 etc. depending on confirmed.value (the deviation in days between the requested and confirmed delivery date, which is/are stored on the order item itself (see above)). This value is determined via the transaction description (via: Status Monitor -> Workflow -> KPI Auditor(StateMonitor("CONFIRMATION").owner.ClearingObject("CX_KPI_AUDITOR").attributeSet.confirmed.counter)) and written away. The transaction description also stores the writing away of the key figure and the calculation of the new average.
The following rules (an extract) should be included in the transaction description:
| Transaction description | Precondition | Target data field | Allocation | Comment |
|---|---|---|---|---|
| EDIT_PURCHASE_ORDER_ITEM_SCHEDULE | confirmed.kpiCounter & (ClassFilter("CX_LINK_TXN").ConditionedFilter("type(TopTransaction())=CX_PURCHASE_ORDER").confirmed.kpiNumeric >= 0) | confirmed.kpiCounter | confirmed.kpiCounter + 1 | The number of confirmed order items is determined for averaging. |
| (!has(confirmed.kpiCounter)) & (ClassFilter("CX_LINK_TXN").ConditionedFilter("type(TopTransaction())=CX_PURCHASE_ORDER").confirmed.kpiNumeric >= 0) | confirmed.kpiCounter | 1 | ||
| confirmed.kpiNumeric | StateMonitor("CONFIRMATION").owner.ClearingObject("CX_KPI_AUDITOR").attributeSet.confirmed.kpiNumeric | The difference between the requested and confirmed date (in days = confirmed.value data field on the order item transaction) is "evaluated" via the confirmed.kpiNumeric attribute and written away |
The same rules apply for goods receipt (counter (received.kpiCounter) and evaluated deviation(received.kpiNumeric) between goods receipt date and confirmed delivery date (in days = received.value)) and key figures about the delivery quantity (delivered.kpi*).
Multidimensional OLAP cubes
The data collected via the KPI Auditor can also be collected and evaluated multi-dimensionally. For example, incoming orders can be evaluated according to sales area and article group. For this purpose, the orders are booked into an OLAP cube, which has the sales area and the article group as an edge/dimension. The period year and month can be sub-dimensions of this data cube. Through the OLAP cube, the turnover per sales area or per article group or per article group per sales area can be read directly in this example.
Via the dimension filter that can be optionally set in the list, it is possible to filter the result set according to a dimension. In this way, for example, you can limit the evaluation to the data of a sales area and hide the other OLAP cubes.
It is also possible to group dimensions. Let's assume there are the dimensions sales territory (India, China, Japan, Australia, Europe, America) and article group (services, spare parts, products). This would result in 15 data cubes. If you now want to evaluate "Service in Asia" with the corresponding dimensions (India, China, Japan - services, spare parts), this is not easily possible. The solution is a conditional attribute that creates a grouping of the dimensions. The evaluation can then be run via the column that results from this.
Functionality
Input window
This window is used to maintain KPI auditors
| Menu item | Description |
|---|---|
| Edit | - |
| : Features | Attributes can be inserted to define the key figures. |
| : Objects | |
| : : Business Process | Inserts a business process as a linked object. |
| : : Part | Inserts a part as a connected object |
| Notes | The note can also be used to describe the KPI Auditor |
| Search | Call up list window |
| Symbol | Description |
|---|---|
 | Create new KPI Auditor |
 | Save changes |
 | Delete KPI Auditor |
 | Print KPI Auditor |
  | Create/edit notes |
| Field | Description |
|---|---|
| Definition | |
| ID | Unique ID of the KPI auditor (e.g. 000001 or also ITEM_ZERO_QUANTITY). |
| Name | Name of the KPI auditor. |
| Description | Function description of the KPI auditor in plain text. |
| : Objects | - |
| : : List of connected objects | List of back references to the objects (mostly business processes) that use this auditor to determine KPIs. (Within a transaction description, the respective KPI auditor for calculating the key figures is determined via the status monitors associated with the transaction. E.g. StateMonitor("CONFIRMATION").owner.ClearingObject("CX_KPI_AUDITOR").attributeSet.confirmed.kpiNumeric) |
| : Features | - |
| : : List of all characteristics | The characteristics needed for the evaluation and formation of key figures of this auditor. Mostly, the characteristics are "formula characteristics" that determine key figures via certain boundary conditions (e.g. "Compare delivery date on purchase order with confirmation date of supplier"). These are then written to the monitors of the KPI auditor when the document is posted. Another use case is that a formula characteristic is used as a precondition in a transaction description. In this case, the result is not written anywhere, but only serves as a condition. There may not even be monitors on the KPI auditor, for example, if the KPI auditor is only there to send a system message to a user when the stock of an observed part is exhausted. The attributes (key figures) can be set as type to "internal purposes" in order to be marked as so-called auxiliary key figures. Auxiliary key figures are usually only required for the calculation of the correct key figures. Usually this is the number of documents required to calculate a key figure (to determine the average). |
| Data cube | |
| : Evaluation type | In the column "Assessment", the ratio is formed according to the type selected here. |
| : : Normal average | see here |
| : : Moving average | see here |
| : : Cumulative average | see here |
| : : Free period | The column "Period" in the list is formed for each customer on the basis of his last invoices (last evaluated invoice minus one year). Thus, the valuation periods can differ from customer to customer. If the period from which the invoices and down payment requests are taken into account is to be fixed, it can be defined here. |
| : filter | |
| : : also invalid holders | If this checkbox is selected, key figures of objects (e.g. partners, parts) that are invalid are also displayed. |
| : : as of period | Here you can specify the period from which key figures are to be output at all. This allows key figures of former objects (e.g. partners, parts) to be hidden. |
| : : Dimension filter | With the dimension filter you can filter the list of monitors according to a dimension. To do this, you can either drag and drop one of the data cubes displayed in the list of monitors into the dimension filter and then select one of the dimensions of this data cube. Alternatively, you can set the dimension filter via the context menu of the list. |
| : Data cube | Double-click on an entry in the list to access the KPI Monitor App, which can be used to display the values in detail and evaluate them further. |
| button | Description |
|---|---|
| OK | Changes to the KPI Auditor are saved. If no changes are made, the button is locked. |
| New | The input window is cleared. |
| Delete | The displayed KPI Auditor is deleted. |
| Close | The window is closed without saving changes. If you want to save the changes, you must press the "OK" button. |
List window
This window is used to list KPI auditors
| Menu item | Description |
|---|---|
| Edit | - |
| : Reset | The default options are set |
| Close | Close window |
| Options | Call up the option window |
| Symbol | Description |
|---|---|
 | Empty list |
| Create new one(s) |
 | Edit KPI Auditor |
| Delete KPI Auditor |
| Print KPI Auditor |
| Create/edit notes |
 | Display operations |
 | Send email to KPI Auditor |
 | Create activity document |
 | Set validity |
 | Manage roles |
| ... | ... |
| Field | Description |
|---|---|
| Number | Search for the KPI auditor number |
| button | Description |
|---|---|
| Edit | The current KPI Auditor is displayed in the input window. |
| New | An empty input window opens. |
| Delete | The selected KPI Auditor is deleted. |
| Close | The window is closed. |
Selection window
This window is used to select KPI Auditor
| Field | Description |
|---|---|
| Number | ... |
| button | Description |
|---|---|
| OK | Confirm selection |
| Close | The window is closed. |
Overview window
This window provides an overview of a specific KPI auditor (this can be the KPI auditor for suppliers or for customers).
| Menu item | Description |
|---|---|
| Edit | - |
| : Edit KPI Auditor | Opens the current KPI Auditor |
| Close | Close window |
| Symbol | Description |
|---|---|
 | Edit selected customer |
| Symbol | Description |
|---|---|
 | Edit selected supplier |
| Field | Description |
|---|---|
| evaluation: | In the column "Evaluation", the ratio is formed according to the type defined here. You can find descriptions of the different types here. |
| Free period | The column "Period" in the list is formed for each customer on the basis of his last invoices (last evaluated invoice minus one year). Thus, the valuation periods may differ from customer to customer. The "Period" column in the list is formed for each supplier on the basis of his last deliveries (last evaluated delivery minus one year). Thus the evaluation periods can vary from supplier to supplier. If the period from which the invoices and down payment requests or the order transactions are taken into account is to be fixed, it can be defined here.
|
| List | Depending on the KPI Auditor, the list shows all customers/suppliers with ratings. |
| button | Description |
|---|---|
| Close | The window is closed. |
Option window
All settings for the search can be made here. The window can only be closed with the "OK" button.
| Menu item | Description |
|---|---|
| Edit | - |
| : Set default settings | all changed settings are reset to default |
| Field | Description |
|---|---|
| Search options | - |
| : Immediate take over in case of a hit | If only one KPI Auditor is found during a search, this will be opened in the input window |
| Clear the list before starting a new search | The list is cleared before each new search |
| : General Search | Use search terms from the KPI Auditor himself |
| Advanced search | Search terms of the other roles of the KPI Auditor are taken into account |
| Validity | Validity |
| : With exchange object | |
| : Without exchange object | |
| : Only valid objects | |
| : All objects | |
| Number of objects | Determines the maximum number of objects in the list that can be displayed during a search |
| : All objects | |
| : Number of objects | |
| : 100 objects |
| button | Description |
|---|---|
| OK | The settings are saved and the window is closed. |
Related topics
Technical documentation
"Module" basic module
Module name
"module".mod
Classes
Security
In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.
| Message | Parameters | Function | Security |
|---|---|---|---|
| Message | Parameters | Function | Receiver module |
|---|---|---|---|
"Module" editing module
Module name
"module".mod
Classes
Security
In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.
| Message | Parameters | Function | Security |
|---|---|---|---|
| Message | Parameters | Function | Receiver module |
|---|---|---|---|
"Module" selection module
Module name
"module".mod
Classes
Security
In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.
| Message | Parameters | Function | Security |
|---|---|---|---|
| Message | Parameters | Function | Receiver module |
|---|---|---|---|
;){kind=link}
;){kind=link}
;){kind=link}