Metrics That Matter: Top 3 KPIs You Can’t Live Without

2. www.KeyedIn.com © 2018 KeyedIn Solutions. All Rights Reserved. 2 All phone lines will be placed on mute Please enter questions into the Q&A box This webinar is being recorded The slides and recording will be available after the presentation One hour webinar 45 minutes of presentation 15 minutes Q & A METRICS THAT MATTER: Top 3 KPIs You Can’t Live Without Housekeeping Items

3. www.KeyedIn.com © 2018 KeyedIn Solutions. All Rights Reserved. 3 TOM RAPER Director of Product Solutions @ KeyedIn Solutions Today’s Presenter • Recently joined KeyedIn product team to support product innovation and continued success of the KeyedIn Project PPM and PSA solution. • Spent eleven years at Changepoint working with the Changepoint and Daptiv Solutions in Field Enablement, Product Management, and Customer Success teams • Owner of Technical Consulting firm for thirteen years related to project accounting systems, infrastructure, and custom development efforts tied to those solutions. • Part of the expanded support base for women’s hockey and curling.

4. www.KeyedIn.com © 2018 KeyedIn Solutions. All Rights Reserved. 4 Know your audience Built to last Setting up KPIs that Matter 1. Utilization – Resource / Billing 2. Planned Costs / Charges 3. ROI / Profitability 4. Custom Metrics What KPIs You Should be Measuring Toward Benchmarking performance Use caution when looking at industry standards How to Use KPIs to Demonstrate Value Realize project value Identify red flags Adjust and improve Communicate to Stakeholders – Early and Often Topics for Today

5. www.KeyedIn.com © 2018 KeyedIn Solutions. All Rights Reserved. 5 Not all that can be measured should be Understand audience and report what is relevant SIMPLIFY METRICS These metrics will be unique to your business (one size fits most) This isn’t a comprehensive list, rather a greatest hits ASSUMPTIONS Focus on what you want to measure, work backward Ensure alignment with the business Identify anything unique to your company operations START AT THE END SETTING UP FOR SUCCESS

6. www.KeyedIn.com © 2018 KeyedIn Solutions. All Rights Reserved. 6 Utilization Same variables in resource utilization are applied and considered Typically company has target impacted by resources not achieving thresholds Resource bonuses and compensation often tied to reaching or exceeding May need to allow for executive or management write-off that impacts the company, but not the resource Each user will likely vary (Capacity) Allow for non-productive time in meetings, administration, research, training, etc. May include keep-the-lights-on (KTLO) work One factor of the organization’s overall ability to deliver Could be calculated as plan versus actual or expected versus actual Resource Total Time Spent by Resource ÷ Resource Total Available Hours Billable Hours Billed by Resource ÷ Resource Total Available Hours

10. www.KeyedIn.com © 2018 KeyedIn Solutions. All Rights Reserved. 10 Planned Costs / Charges Forecasted effort and insight prior to project closure provides insight to services team for potential demand Insight to revenue impacts resource management and planning As projects progress, updates may be required to ensure revenue targets or understand impact of fixed fees Forecast vs actual improves future estimates Estimates can be established before a project is active. Aids decision making Baseline established at beginning of project Updated at intervals to determine if actuals and estimate to complete are on-track or adjustments need to be made Actuals recorded against effort and non-labor based expenses help identify required adjustments now or on future estimates Planned Costs Budgeted cost of effort + capital expenses Planned Charges Forecasted resource/role charge rates x effort + billable capital expenses

13. www.KeyedIn.com © 2018 KeyedIn Solutions. All Rights Reserved. 13 Return on Investment / Profitability Often leveraged as organizations mature in their estimate and actual tracking Requires upfront due-diligence to estimate the value of project implementation Best leveraged when tracked against measurable goals or financial values Can be kept to simple “Achieved? Yes/No” attributes to get process started Proves value to the rest of organization Return on Investment (ROI) Planned Benefits – Actual Costs Profitability (Margin) Actual Charges – Actual Costs Often times cyclical and can fluctuate Vital to understanding success of the organization and/or lines of business Can be impacted by accounting methods that reflect how margins are reported Can be evaluated at resource, project ,and company level Value based outcome pricing can create more fluctuations

15. www.KeyedIn.com © 2018 KeyedIn Solutions. All Rights Reserved. 15 Custom Metrics Define values and target measures your organization can use to track success of your effort and services delivery. Define your drivers Number of Users Impacted Role Based Margins Average Bill Rate Efficiency Impact Meets Strategic Goals Make informed decisions Mix of subjective and objective metrics Assign values to choices Helps drive user adoption Cost Savings Payback Period

16. www.KeyedIn.com © 2018 KeyedIn Solutions. All Rights Reserved. 16 Getting Started with Project KPIsAligning KPIs with Business Needs Start with the goals of the organization and define KPIs and confirm calculations to meet those needs Identify Business Needs Using business as the endpoint, identify where you are and fill in the gap with a plan of how to get there Create Actionable Plan Understanding what needs to be done is the first step, demonstrating what that looks like is the next step Confirm/Update Views Get the team on board with what you are working toward and how it will be measured Gain Executive and Team Buy-In Ensure consensus on how to achieve goals and where to go to see progress Communicate the Plan Build checkpoints and keep an eye on indicators. Constantly review and improve. Check In and Follow Up

17. www.KeyedIn.com © 2018 KeyedIn Solutions. All Rights Reserved. 17 Summary – Path to Success ROI / Profitability • Start with simple ROI goals or calculations that allow easy tracking • Expect fluctuations and adjust accordingly • Can be easier to evaluate from lower to higher, rather than top down Utilization (Resource / Billable) • Establish realistic expectations of resource capacity • Factor in the right amount admin and non-project time • Bonuses / Compensation tied to achievement • At a minimum capture percent complete Planned Costs / Charges • Forecast/Budget sooner • Don’t be over optimistic • Keep it realistic and within reason to ensure success • Include variables you previously encountered Custom Metrics • Use values that will help make things easier for people if achieved • Tie something of value to achieved metrics (bonus, award, meal, gift card, etc.)

18. www.KeyedIn.com © 2018 KeyedIn Solutions. All Rights Reserved. 18 We provide work balance so you can have life balance KeyedIn provides real-time visibility into utilization, capacity, cost and revenue metrics to empower impactful and informed business decisions. All available to customers on a robust SaaS platform.

Metrics That Matter: Top 3 KPIs You Can’t Live Without

Metrics That Matter: Top 3 KPIs You Can’t Live Without

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Metrics That Matter: Top 3 KPIs You Can’t Live Without