In This Article
Accessing the Outdated KPIs Report
Understanding the Status Column
Overview
The Outdated KPIs Report provides a comprehensive list of all KPIs in the system that do not have actual values captured for their current performance period. This report helps KPI owners and administrators identify which KPIs require data updates to maintain accurate performance tracking across the organization. By monitoring outdated KPIs, users can ensure that all performance metrics remain current and reliable for decision-making and reporting purposes.
Note: Users need the Outdated KPIs permission enabled in their role under Reports to be able to access and use this report. If you cannot view the Outdated KPIs report, please contact your system administrator to enable the permission for your role.
Accessing the Outdated KPIs Report
To access the Outdated KPIs report:
- Navigate to the Reports module from the top navigation bar
- Select Outdated KPIs from the list of available reports under the KPIs group
- The report will display with default filters applied
Understanding the Report
The Outdated KPIs report displays a table with the following information for each outdated KPI:
Report Header Information:
At the top of the report, you will see the current filter settings displayed:
- Filters options based on the selected filters from the filter panel
- From: The start date for the report period (default: first day of current year)
- To Date: The end date for the report period (default: today's date)
- Calculate Date: The date used to determine if KPIs are outdated. This date must be within the range of the From and To Date (default: today's date)
Table Columns:
- Code: The unique identifier code assigned to the KPI
- Name: The name of the KPI
- Portfolio: The portfolio/department/site to which the KPI belongs
- Unit of Measure: The measurement unit for the KPI (e.g., km/h, %, kW, Rands, Hrs, kg, Dollar)
- Latest Value: The last actual value that was captured for the KPI
- Latest Value Date: The date on which the latest actual value was captured
- Actual Value: The actual value captured within the current performance period
- Actual Date: The date on which the actual value for the current performance period was captured
- Status: A visual indicator showing the KPI's current status as Up to Date or Not Up to Date
Understanding the Status Column
The Status column displays a visual indicator showing whether a KPI is performing On Track or Off Track. This column only displays for KPIs that have an actual value captured for their current performance period.
When Status is Displayed:
- The Status column only shows an indicator for KPIs that have actual values captured within their current performance period
- If a KPI does not have an actual value for the current performance period, the Status column will be blank
- The status indicator shows whether the KPI is performing On Track (green) or Off Track (red) based on variance from target
Status Indicators:
- Green Status (On Track):
- An actual value was captured and performance is better than the target, resulting in a positive variance
- Example: An upward trending KPI with a target of 90 and a captured actual of 100 will result in a variance of 10
- This indicates the KPI is performing above expectations
- Red Status (Off Track):
- An actual value was captured and performance is below target, resulting in a negative variance
- Example: An upward trending KPI with a target of 100 and a captured actual of 90 will result in a variance of -10
- This indicates the KPI is performing below expectations
Latest Value vs. Actual Value
It's important to understand the distinction between these two columns:
Latest Value Column:
- Contains the last actual value that was captured for the KPI, regardless of when it was captured
- The Latest Value Date shows when this value was recorded
- This may be from a previous performance period
Actual Value Column:
- Contains the actual value captured within the KPI's current performance period
- Only displays if an actual value has been captured for the current performance period
- If blank, it indicates the KPI is outdated for the current period
Example:
A KPI has:
- Latest Value: 10,000 (captured on 2025-09-01)
- Actual Value: 10,000 (captured within the current performance period of Last Month: 2025-09-01 to 2025-09-30)
This KPI shows the Actual Value in addition because it has an actual value captured within its current performance period.
Report Filters
The Outdated KPIs report includes several filters to customize the data displayed. These filters appear both at the top of the report and in the Filter panel on the right side of the screen when you click the Filter button.
Available Filters:
Search
- Enter text to search for specific KPIs by code or name
- Helps quickly locate particular KPIs in the list
Portfolio
- Select the specific portfolio or site to view
- Include Descendants checkbox: When enabled, includes all sub-portfolios and departments under the selected portfolio
- Allows you to focus on KPIs from specific organizational areas
Owner
- Filter by the KPI owner
- Default: All owners
- Helps identify outdated KPIs by responsible person
From Date
- The start date for the report period
- Format: YYYY-MM-DD (e.g., 2025-01-01)
- Default: First day of the current year (e.g., if the current year is 2025, the default is 2025-01-01)
To Date
- The end date for the report period
- Format: YYYY-MM-DD (e.g., 2025-10-16)
- Default: Today's date
Calculate Date
- The date used to determine if KPIs are outdated
- Format: YYYY-MM-DD (e.g., 2025-10-16)
- Default: Today's date
Applying and Clearing Filters:
- Click the Filter button to apply your selected filter criteria
- Click the Clear button to reset all filters to their default values
The filters applied are displayed at the top of the report in a summary format.
Downloading the Report
The Outdated KPIs report can be downloaded for offline viewing, sharing, or further analysis:
- Click the Download button in the top-right corner of the report
- The report will be exported in Excel format
- The downloaded file will include all currently applied filters and all visible KPI data
The Excel export allows you to:
- Perform additional analysis on the data
- Share the report with stakeholders who may not have system access
- Track outdated KPIs over time by saving periodic exports
- Create custom reports or dashboards using the exported data
