Learn the top 3 KPIs your PMO should be tracking and why a solution makes it easier!

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METRICS THAT MATTER:
Top 3 KPIs You Can’t Live Without

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One hour webinar
45 minutes of
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15 minutes Q & A
METRICS THAT MATTER:
Top 3 KPIs You Can’t Live Without
Housekeeping Items

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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.

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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

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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

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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

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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

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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

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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

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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

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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.)

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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.

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?QUESTIONS?
Contact:
E-mail – information@keyedin.com
LinkedIn - /company/keyedin-solutions-inc-/
www.KeyedIn.com

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THANK YOU