Project Pulse provides several KPIs at the project level to monitor the health of your projects. These key performance indicators include project hours, cost, revenue, schedule and time-tracking. These indicators are continuously computed by the application and displayed on the task list view as color-coded stoplights.

 

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This post will explain the logic behind each indicator, and show you how you can customize the indicators and tweak the computations.

 

Indicators Custom Setting

Under the Salesforce Setup menu, Develop->Custom Settings, you will find the “Project Pulse Financials” Custom Setting. If you click on Manage, you are able to edit several fields that allow you to tweak the green/yellow/red metrics for the project KPIs. Each KPI has a custom setting that determines the threshold between green/yellow and yellow/red. Go to the appropriate KPI section below to understand the specific calculation.

 

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Hours Tracking Indicator

The hours tracking indicator computes the difference between the hours estimated through today’s date and the actual hours logged. If the project is over hours (compared to what was estimated until today’s date) then the indicator will turn yellow or red depending on the threshold specified on the Custom Setting.

Example: 

Estimated hours up to today’s date: 20 (based on task assignments and dates)
Logged hours up to today’s date: 21
Hours Tracking Green Custom Setting: 5%
Hours Tracking Yellow Custom Setting: 10%

With the scenario above, the indicator will show green because 21 hours are within the 5% allowance for green.

If we change the logged hours to 22, the indicator will turn yellow, and at 24 hours and above the indicator will turn red.

Note that if the hours logged so far are less than estimated, the indicator will show green. If being under hours is a concern, please look at the revenue tracking indicator to see if there is any missed revenue due to this situation.

For more details on the values used, check out the following fields on the current month Project Financials record: Est Hours MTD, Actual Hours.

Revenue Tracking Indicator

The revenue tracking indicator compares the estimated revenue to date with the actual revenue. The calculation is dependent on the project Revenue Type

Fixed Price Sum of the completed tasks or phases Fixed Price Revenue field, to date.
Progressive Fixed Price Sum of the tasks or phases Fixed Price Revenue field, multiplied by the % completion
Time & Material Sum of Logged hours * bill rate to date, but only for completed tasks
Progressive Time & Material Sum of Logged hours * bill rate to date, for all tasks
Cost-Based Accrued Costs / Total Projected Costs * Max Contract Service Price (Costs include labor costs and expenses)
Subscription Sum of all Subscription Revenue Schedules amount to date

Example: 

Project Type: Progressive Time & Material
Bill Rate: $100/hr
Estimated hours up to today’s date: 20 (based on task assignments and dates)
Approved Logged hours up to today’s date: 16
Revenue Tracking Green Custom Setting: 5%
Revenue Tracking Yellow Custom Setting: 10%

The Estimated Revenue to date is $2000 (20 hours $100 bill rate), but our Actual Revenue (Logged Hours * Bill Rate) is only $1600. Since the $400 difference is more than the Yellow 10% allowed by the Custom Settings (which translates to $200 in this scenario), the indicator will show red.

If we change the Approved Hours to 18 (Revenue up to $1800), the indicator will turn yellow, and if we bring it up to 19 we are now in the green!

For more details on the values used, check out the following fields on the current month Project Financials record: Est revenue MTD, Actual Revenue.

Cost Tracking Indicator

The cost tracking indicator compares the estimated cost to date with the actual cost, similarly to how the revenue tracking indicator works.

For more details on the values used, check out the following fields on the current month Project Financials record: Est Cost MTD, Actual Cost.

Time Entry Tracking Indicator

Project Pulse calculates the maximum number of days since the last time entry on an open task assignment. You can then set your indicator thresholds in the Custom Settings (Time Entry Tracking Green and Time Entry Tracking Yellow, in days) to alert you if there are open task assignments that have not seen time activity in a while.

Schedule Tracking Indicator

The Schedule Tracking Indicator compares the Baseline Start and End dates with the Actual Start and End dates from the Tasks. The indicators will show yellow or red if the  duration of the project (in days) is off by the percentage specified on the custom setting.

 

 

 

 

About Alex Sartogo

I'm the VP of Engineering @ Configero, overseeing the design and implementation of all our products. I've served many roles in the past 10 years, all revolving around the Salesforce.com platform, from developer, to solution architect, to managing our entire delivery organization.

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