KPI Dashboards: Charts Setup

KPI configuration and dashboard reference

Charts Setup

Set Up

KPI Charts will work effectively without any additional set up requirements. Read the following set-up points which can enable changes from the default settings.

Chart Design and Style

Chart customisation settings are stored in the gb_templates table, specifically in the 'template' field which contains the bulk of the customisable settings such as:

Colours — There are many colour settings available. The following elements can all be customised at a global level: Font (Colour, type and size), Data points (Bars/Columns/Lines/Pie pieces), Legend (font/background/border)
Chart Type — Current development has centred around creating multiple chart types including Bar, Column, Line, and Pie Chart to replace the outgoing KPI boxes. Many other chart types are also available such as spline, area, areaspline, scatter, angular gauges, arearange, areasplinerange, columnrange, bubble, box plot, error bars, funnel, waterfall, and polar chart types, however may need additional development to integrate into Catch-e
Logarithmic settings — When a chart's data contains values that are significantly larger than others you may find that the smaller values are almost unnoticeable. It may be worthwhile to make use of the logarithmic axis settings. By default logarithmic settings are turned off
Background — Background colours can be solid or semi-transparent colours as well as linear and radial gradients

gb_kpis Table

Each KPI has a gb_kpi record that defines permissions and may contain a link to gb_queries.

Field	Description
name	KPI name
internal_access_flag	Determines if internal users can access this KPI
external_access_flag	Determines if external users can access this KPI
query_id	Links to gb_queries record
cached_by_scheduler_flag	Flag to indicate if KPI is cached by scheduled job
allow_all_data_export_flag	Flag to allow data export

Warning: These fields are to be used by experienced developers ONLY. Note that referential integrity is enforced at the application level not the database level, so updating arbitrary field(s) can have unforeseen consequences. Please contact Catch-e Support if in any doubt.

Data

How Data Gets Populated

When a user opens the Dashboard Screen for the first time, an entry is added to a table named gb_cache. It contains the binary data for the chart, placeholders (chart data), and the export data for each chart that the user has permissions for. Each subsequent visit to the Dashboard page, the system will first check whether the cache has expired (gb_cache.timestamp PLUS gb_kpis.cache_expiry). If it is expired it will refresh the data and re-populate gb_cache with the new data, otherwise it will display the data from gb_cache. The default cache_expiry has been set to 900 (seconds = 15 minutes).

Restricting Data by Users or Roles

When Users are created their Role typically determines the KPI Charts they can see, however, this can be overwritten by using the Restrict Range functionality. Users can also be set up to only see data from their own Workgroup. The KPI Charts use the following hierarchy to determine which charts/data to present to a given user:

Rule 1: Apply restrict range if logged in user has restrict range
Rule 2: Apply restrict table if logged in user has restriction to either a client or client group
Rule 3: Apply the User and workgroup restriction from KPI screen. If there is also restriction on table 'fm_channel' or 'fm_channel_group' then apply those restriction on top of filter restriction

Rule 1 will be applied first. If rule 1 is not satisfied, then rule 2 will be applied. If rule 2 is also not satisfied, then rule 3 will be applied.

Refresh

The Refresh button at the top right of screen allows you to refresh the data for each Chart. Each chart has a cache_expiry value (defaults to 900 seconds = 15 minutes). When the Refresh button is clicked the system will check if the Chart was refreshed within the past 900 seconds and if so will display the same data. This is to prevent potential system slow down if a user was to click Refresh multiple times. Selected charts have an additional flag to only refresh via an overnight scheduled job due to the number of calculations being performed. When this flag is turned on the Refresh button will not refresh these charts.

cached_by_scheduler_flag

Some charts require a significant number of calculations using derived fields and only External (fleet manager, group manager etc) users should be granted access to these charts (see KPI Charts Setup for further details).

The following charts have the cached_by_scheduler_flag turned on:

Inventory Split
Overfills
Multiple Fills
Service Due
Service Overdue

When this flag is on a scheduled job will populate gb_cache table with the data. This scheduled job is set to run overnight.

This means that the overnight job will need to run prior to any data being populated in these charts after access is granted to any user.

When cached_by_scheduler_flag = 'yes' the cache_expiry value is ignored. Data in this case will refresh via the scheduler job or when a user clicks the [Export to Excel] icon.

cache_expiry

When a user opens the Dashboard Screen for the first time, an entry is added to gb_cache which essentially contains the data (chart, placeholders (chart data), and export data) for each chart that the user has permissions for. Each subsequent visit to the Dashboard page, the system will first check whether the cache has expired (gb_cache.timestamp PLUS gb_kpis.cache_expiry). If it is expired it will refresh the data and re-populate gb_cache with the new data, otherwise it will display the data from gb_cache. The default cache_expiry has been set to 900 (seconds = 15 minutes).

Note this field is ignored when cached_by_scheduler_flag = 'yes'.

Warning: If your charts are overlapping or don't look quite right please try Ctrl + F5 first. Also check the Internet Explorer Settings section on the Operating System and Browser settings page. If you are still experiencing issues please contact your Catch-e Account Manager or Catch-e Support for further assistance.

Customisation

Selected elements of the charts can be customised. At this point this mostly revolves around colours, however Column and Bar charts are easily interchangeable. Basically anything "inside the box" (apart from the data itself) is customisable to some degree. For further assistance with customising your charts please contact your Catch-e Account Manager or contact Catch-e Support.

Approvals KPI Chart

The Approvals KPI Chart is broken down into two groups:

Requested — Identifies all approvals that have a status of 'Requested'
Active — Identifies all approvals that have a status of 'Active'

This chart can be made available to Internal users only.

Where the new Approval Screen is used (Global Controls 'newapprovalsscreen' = 'yes'), Internal users can click on a particular status to view the filtered results in the Approvals Search screen. Each hyperlink, when selected, will navigate you to the relevant Approvals in the Approvals Search Screen and list the number of approvals that have been selected. From here, each approval can be linked to various screens within Catch-e:

Approval
Supplier
Contract Type
Registration Number
Card Number
Group
Client

Where the new Approval Screen is not used (Global Controls 'newapprovalsscreen' = 'no'), Internal hyperlinks will divert the user to a blank Contracts screen.

Contracts Chart

The Contracts chart is broken down into two groups: Due Off and On Order. This chart is available to Internal users only.

Each hyperlink, when selected, will navigate you to either the Due Off Management or Order Management screen. The Due Off Total hyperlinks to the Due Off Management screen and the On Order Total navigates to the Order Management screen. The management screens will display records to match the selected "User" and "Workgroup" filters.

Due Off

Data is selected for contracts where:

Suspend date is blank
Registration is not 'ORDER'
Contract End is less than or equal to 6 months from today
On Order flag not equal to 'yes' or blank

User filter: identifies contracts that are linked using the user id associated with the Account Manager allocated against the client unless the 'User' filter is activated and an alternative user is selected.

On Order

Data is selected for contracts where:

On Order flag equal to 'yes'
Order Required is less than or equal to 6 months from today (and not blank)

User filter: displays contracts where the selected user is also the Contracts / Order "Order Manager". This applies to the Workgroup filter also.

Contracts Activity Chart

The Contracts Activity chart is broken down into two groups: Started and Ended. This chart can be made available to Internal users only.

Started — Identifies contracts that have started for the given period (Today, Current month to date, Last month, two months ago, and all contracts created prior to two months ago). Contracts with an Order Status onorder_flag = 'no' are included in these results
Ended — Identifies contracts that have ended for the given period (Today, Current month to date, Last month, two months ago, and all contracts created prior to two months ago)

The Chart identifies contracts that are linked using the user id associated with the Account Manager allocated against the client unless the 'User' filter is activated and an alternative user is selected.

Hyperlinks will divert Internal users to a blank Contracts screen.

Due Off KPI Chart

The Due Off KPI Chart identifies contracts whose Contract End date falls within the next 6 months and is grouped by Contract Group. This chart can be made available to both Internal and External users.

For Internal users each hyperlink, when selected, will navigate to the Due Off Management screen and will list the contracts based on the hyperlink selected respecting the Contract Group and month selected. For example, if Novated Contract Group and next month is selected only the Novated contracts Due Off next month will be shown in the Due Off Management screen.

Export Data

Users can click on the Export icon ([Export to Excel]) to export data based on the User and/or Workgroup filters selected. For External users the data will be restricted according to the client or group they have been granted access to (See Restrict Table).

Events KPI Chart

Only Internal users can see and use this chart.

Workflow

Click on a record bar to be navigated to the relevant Administration / Events screen where the events are shown in detail

Event types available:

Events / Contract
Events / Client
Events / Driver
Events / Supplier
Events / Quote

From here, you can filter further as required and use the driver, contract, client, supplier, or quote hyperlink to get to the record.

Assigning Events

The event "User" will record the person the event is assigned to and will default to the person creating the event. This can be changed to re-assign the event to someone else. The recorded "User" will see incomplete events in their Home screen.

Grouping and Selection

The following event bars are shown:

Contracts / Events
Clients / Events
Drivers / Events
Suppliers / Events
Quotes / Events

The events are grouped as follows:

Overdue — Counts all events with a due date less than today's date
Due today or less — Counts all events with a due date less than and equal to today's date
Due in 7 days or less — Counts all events due in the next seven days, including those due today or less

Event records are selected and counted in the chart if the event:

"Due Date" is populated
"Completed" is unchecked
"User" is part of the Home screen selection criteria

Inventory Split Chart

The Inventory Split Chart identifies all Active contracts grouped by Contract Group at the start of each month for the past 12 months and Current (as at today). This chart can be made available to both Internal and External users.

Export Data

Multiple Fills Chart

The Multiple Fills Chart identifies contracts that have had more than one fuel purchase in any given day within the past 6 months. This chart can be made available to both Internal and External users.

Export Data

Note: If a contract has been moved from another client, the report data will not match the chart. A transaction recorded against a different client will not show up on the report.

Overfills Chart

The Overfills Chart identifies contracts that have had fuel purchases where the quantity of fuel purchased is greater than the fuel capacity of the vehicle. This compares actual litres purchased versus fuel capacity on Vehicle tab - if blank Variant fuel capacity is used. This chart can be made available to both Internal and External users.

Export Data

Quotations Accepted KPI Chart

The Quotations Accepted KPI Chart is broken down into two groups: Quotes Created and Quotes Accepted. This chart can be made available to Internal users only.

Quotes Created — Identifies the total number of quotes created for the given period (Today, Current month to date, Last month, two months ago, and all quotes created prior to two months ago)
Quotes Accepted — Identifies the total number of quotes with an 'Accepted' status for the given period (Today, Current month to date, Last month, two months ago, and all quotes created prior to two months ago)

For Internal users each hyperlink, when selected, will navigate to the relevant Quotes Search screen and list the number of quotes, as per the grouping above.

Strike Rate

A strike rate is shown in the top right corner of the Quotations Accepted chart. The calculation is simply Quotes Accepted Total / Quotes Created Total. The strike rate calculation is dynamic based on the User and/or Workgroup filters selected.

Quotations Accepted Per Driver Chart

Quotations Accepted Per Driver reflects values based on Account Manager of the quote and not based on the consultant who created the driver. This chart can be made available to Internal users only.

The Drivers Created value shows the number of unique drivers linked to a quote whereas Quotes Accepted shows the number of drivers whose quotes were accepted. The value is stored based on the date the driver was created and not the quote created date.

The date range will be Today, Current month to date, Last month, two months ago, and all quotes created prior to two months ago.

Example: If the driver is created on 30/07/2012 and is linked to a quote on 20/08/2012, the entry will be added to the July row (if it exists in the data range otherwise in Prior row) of Drivers Created. If the quotes gets accepted then it will be added in the same row of Quotes Accepted also.

Strike Rate

A strike rate is shown in the top right corner of the Quotations Accepted chart. The calculation is simply Quotes Accepted Total / Drivers Created Total. The strike rate calculation is dynamic based on the User and/or Workgroup filters selected.

Quotations Active Chart

This chart displays a bar chart of each active quote status. Visit Quote Statuses for full details of how statuses are used and configured. This chart can be made available to Internal users only.

Each hyperlink, when selected, will navigate you to the relevant Quotes Search screen and list the quotations that have been selected. From here, each quotation can be linked to various screens within Catch-e:

Contract
Vehicle
Options
Finance
Lease

The Quotations Total value in the chart legend hyperlinks to the Quotes Search to display all '--Active--' quotes based on the User and Workgroup filters selected.

Service Due Chart

The Service Due Chart identifies contracts that are due for a service by service interval term (months) and kilometres. It does not include contracts of contract types which has "Include in Service Due / Overdue Reports?" checkbox not selected. This chart can be made available to External users only.