Business Intelligence Visuals for your Dashboard

Your FP Dashboard screen is not only configurable, and easy to toggle between views you create, but can also provide huge insights into your business health. Please review this article to learn how to include a variety of business intelligence tile options on your Dashboard, and learn more about what they each display.

Customizing your dashboard is quick and easy, and a great way to help FP work for you. You can create as many different dashboards as you like, and toggle between them as needed.

On the Customize Dashboard window, you can choose to pick the pre-built BI Visuals Dashboard, or click New Dashboard to build your own.

The pre-built BI Visuals Dashboard includes the Job Summary tile, Jobs By Company Summary tile, Task/ Time Summary tile, Timesheet Summary tile and the Alerts tile.

A Dashboard you create could include some of these, or other BI Visuals such as the Conversations tile, Utilization Summary tile, and Profit Summary tile.

Once you create Dashboards that you're ready to use, hit Save & Close.

Those new Dashboards are immediately available to use. Choose one to immediately change what is displayed.

Job Summary Tile

For this tile, data is determined as follows:

Open = Jobs with a job status of Open, Completed, or an alias of open or completed. To learn more about Job Statuses, please review this article: Job Statuses

Due =  Jobs with a Delivery Date within the next 7 days.

Late = Jobs with a Delivery Date that has passed.

Budget = Estimated financial value of the open Jobs versus the Actual financial value of the open Jobs.

Hover over the budget bar, to see the number of Jobs that are Within Budget, exceeding the percentage value you mark as Budget (79% above), and Over Budget. Click any portion of the bar to move through to the list view.

Note that we have a total of 50 Open Jobs. 11 are Over Budget, and 41 are within or approaching Budget.

Use the icon in the top right of the tile, to adjust the ways in which the system is pulling data to this tile.

The system will default to show you All Jobs and 80% Budget. Filter to just show My Jobs (jobs on which you are listed as a Job Contact) and a percent budget from 10 to 90%. The budget works as follows - say our job has an estimated value of $1000. With the Percent Budget set to 80%, Over Budget would list any job with actuals of $1001 and beyond, Within Budget would list any jobs with actuals of $999 and below, and > 80% Budget would list any job with actuals between $800 and $999.

Click Submit to save any changes. The data in the tile will change immediately.

Timesheet Summary Tile

Timesheet Summary Tile

For this tile, data is determined as follows:

Total Work Hours = Available hours for the time frame you are filtering by, as inputted in the Admin area > System Set Up > The Work Calendar.

Billable = Hours tracked within the time frame you are filtering by, for Services with associated hourly values, on Jobs marked as "Billable."

Non Billable = Hours tracked within the time frame you are filtering by, for Services with no/ zero dollar associated hourly values, or on Jobs marked as "Non Billable."

Hover over any of the hour blocks for more information, and/ or to click through to a list view of the Timesheets.

Use the icon in the top right of the tile, to adjust the ways in which the system is pulling data to this tile.

Filter by a different staff member, by role or All Staff members (permission dependent).  Note that you will only see Active Staff listed.

Click Submit to save any changes. The data in the tile will update immediately.

Task/ Time Summary Tile

Task/ Time Summary Tile

For this tile, data is determined as follows:

Open = Tasks that both have a task status of Assigned or In Progress and are assigned to an individual on your staff. Tasks assigned to a Role, are not included.

Due = Tasks that are due within the next 7 days.

Late = Tasks that are still in a status of Assigned or In Progress, where the due date has passed.

Estimated = Estimated Hours of open (Assigned, In Progress) Tasks compared to Actual Hours tracked to Open (Assigned, In Progress) Tasks so far.

Note that it is likely that the number of Late Tasks plus Due Tasks, will not equal the number of Open Tasks. This is because you have Tasks in your system without a Due Date noted.

Hover over the budget bar, to see the number of Tasks that are Within Estimated Budget, exceeding the percentage value you mark as Estimated Budget, and Over Estimated Budget. Click any portion of the bar to move through to the list view. Also, you can use the icon in the top right of the tile to adjust the ways in which the system is pulling data to this tile.

Filter to see tasks assigned to All Staff, to just to yourself. Note that you may only have permissions to see your own Tasks. Click Submit to save any changes. The data in the tile will update immediately.

Jobs by Company Summary Tile

For this tile, data is determined as follows:

Clients listed here are your top 5, based on the number of Open (or alias of open) Jobs. Note that if you have multiple clients with the same number of jobs to qualify as top 5, theses companies will order randomly each time you refresh the page.

Within = Within Budget of Estimated dollar alues versus Actual values.

> 80% = Actuals dollar values are between 80% to less than 99.9% of Estimated dollar values.

Over = Actual dollar values have exceeded the Estimated dollar values.

Hover over the coloured bars to see the number of affected jobs in each category, and/ or click into any section to move to a list view.

Use the icon in the top right of the tile, to adjust the ways in which the system is pulling data to this tile.

Filter to see All Jobs, My Jobs, or a Custom Selection of Jobs.

Filter to show a percent budget from 10 to 90%. The budget works as follows - say our job has an estimated value of $1000. With the Percent Budget set to 80%, Over Budget would list any job with actuals of $1001 and beyond, Within Budget would list any jobs with actuals of $999 and below, and > 80% Budget would list any job with actuals between $800 and $999.

Click Submit to save any changes. The data in the tile will update immediately.

Conversations Tile

Conversations Tile

For the Conversation tile, data is determined as follows:

Recent Emails = Emails sent from or received by the system using the Connect to Email feature, within the last 7 days.

Pinned Notes = Total number of notes that are currently pinned to your Dashboard. Please review this article to learn more about Pinned Notes.

Click into either Recent Emails or Pinned Notes to be taken to a list view.

Use the icon in the top right of the tile, to adjust the ways in which the system is pulling data to this tile.

Use the Staff/ Role drop down menu to choose a staff member other than yourself or choose All Staff. Click Submit to save any changes. The data in the tile will update immediately.

Profit Summary Tile

Profit Summary Tile

For the Profit Summary tile, data is determined as follows:

Invoiced = the total value of invoices, based on how you are filtering the tile ie. the date range in the bottom right corner.

Cost = the total costs, based on how you are filtering the tile ie. the date range in the bottom right corner. These are costs to date that have been included on an invoice. See further details below.

+ / - = the difference between the invoiced and cost amounts, based on how you are filtering the tile ie. the date range in the bottom right corner.

More on how Costs are determined:

More on how Costs are determined:

What gets counted as Cost has been a point of concern for users, so we want to clearly define what values get included here:

Internal Services Cost(s)

  • Based on amount in the Hourly Cost field on each employee record
  • The Actual hours tracked that have been included on an Invoice, for the selected date range

External Expenses Cost(s)

  • Based on the Total Cost to the agency for the expense, not the Bill to Job amount
  • External Expenses that have been included on an invoice, for the selected date range

Internal Expenses Cost(s)

  • Based on the Total Cost to the agency for the expense, not the Bill to Job amount
  • Internal Expenses that have been included on an invoice, for the selected date range

Hover over each coloured bar to see (from left to right under Invoiced, Cost and + / - :

Internal Services totals

Internal Expenses totals

External Expenses totals

Use the icon in the top right of the tile, to adjust the ways in which the system is pulling data to this tile.

Build a filter by any combination of the available fields including all of your Job Statuses, and a Date Range, or pre-set date filters such as this week to date, or this month to date.

Click Submit to save any changes. The data in the tile will update immediately.

Utilization Summary

The Utilization Summary tile, is intended to be a visual representation of the key data on the Staff Utilization Report. For this tile, data is determined as follows:

Billable = the blue line, representing time tracked to billable services, and billable jobs.

Target = the grey dotted line, showing you the ideal version of your blue line, available time in The Work Calendar x Billable Target Percentage (Staff Details page) for the time frame you are filering by (ie. this month). The line levels off for weekends, or time off.

Utilization value (6% in screenshot above) = actual billable divided by target billable, for the timeframe, rounded up. Above, for the month, the target billable is 906.40 hours, divided by actuals of 52 hours, gives us the 6% utilization.

Hovering your mouse over the graph will give you data more relevant to the moment.

Use the icon in the top right of the tile, to adjust the ways in which the system is pulling data to this tile.

Use the Staff Name field to pick a certain staff member, staff members under the same role, or All Staff.

Use the Date Range field to pick from pre-built date sets, or choose Date Range to select a start and end date you prefer.

Click Submit to save any changes. The data in the tile will update immediately.

Use Dashboard tiles in any combination you prefer, in order to see the information most important to you in one glance. And do reach out to us with your questions or concerns at support@functionpoint.com

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