INDEX
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Every staffing agency needs to be able to measure the performance of their staff. With this release, we are happy to introduce the new KPI functionality which will provide users and managers with an unparalleled level of KPI granularity.
The aim of the KPI functionality is to be able to capture the required KPI data on an agent, without that agent having to change their behaviour/usage of the system. This has been achieved by linking the KPI’s to functionality already existing in the system. This linking of KPI’s to functionality can be segregated into 3 areas:
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Triggers
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Pre-defined comments
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System actions
What this means is that when a user performs any action in the system, this action can be registered as a KPI, which can have targets set against them and be able to be tracked by people with the relevant permissions. Across these 3 areas, there are 68 KPI’s available to be used.
Activating KPI’s
The first thing that needs to happen as a company using StaffingBoss is to decide which of the 68 KPI's you want to use within the business.
1. Click "Setting" and select "Partner & Options" on Welcome page.
* This is also available from the Menu Bar in the respective pages as shown below.
2. Click "KPI Library".
In the KPI Library the user will see a list of the 68 KPI’s. The user then has 4 options available to them:
- Link the relevant KPI’s to either a trigger or pre-defined comment
- Provide alternative KPI names (that are more relevant for your business)
- Translate the KPI’s into different languages
<Link the relevant KPI's to either a trigger or pre-defined comment>
The triggers should have already been set up in your system when you initially implemented StaffingBoss. This means that they can simply now be linked to the relevant KPI’s.
For each KPI, the user will see a ‘Link to Trigger’ or ‘Link to pre-defined comment’ link. Pressing this link will bring up a list of triggers or pre-defined comments. The user now simply needs to choose the relevant triggers or pre-defined comments that are relevant for that KPI.
1. Click "KPI Library".
2. Click "Link to Trigger".
3. Select the trigger you want to tie with the KPI and click Save.
The system actions are standard across all customers so there is no need to link these to any customer specific triggers or pre-defined comments. These can simply be activated if required. In order for the user to understand where in the system the relevant system actions are initiated (and therefore the KPI incremented by 1 every time that system action is carried out), there is a ‘reference screenshot’ link that shows the user where in the system this is.
1. Click "KPI Library"
2. Scroll down to "System Action".
3. Click "Reference Screenshot".
4. You can view where in the system it is working.
The right hand column on the KPI Library page allows the user to tick which KPI’s they want to use.
1. Check the checkbox of the KPI you want to activate.
<Provide Alternative KPI Names>
There is a column on the KPI library page that allows the user to insert an alternative name.
1. Enter the alternative name you want to use for the KPI.
<Translate the KPI's into different languages>
For customers that use StaffingBoss across different countries it is also possible to translate each of the KPI’s accordingly.
1. Select the language you want to edit.
2. Edit KPI.
Who can set KPI's?
Within a user’s internal staff record, it is now possible to define which users have the permissions to set KPI’s and who they should be able to set KPI’s for.
1. Click "Setting" and select "Internal Staff" on Welcome page.
* This is also available from the Menu Bar in the respective pages as shown below.
2. Select any internal staff you want to do setting for KPI.
3. Click "Edit".
4. Select the type of permission for KPI from below 6 types:
- Configure for all users : can configure KPI for everyone in system
- Not allow to set KPI’s : not allow to set KPI’s all users
- Configure only for self : can configure KPI only for himself
- Configure for team : can configure KPI for the login user’s subordinates (not for himself)
- Configure for team and self : can configure KPI for his subordinates and himself as well
- Configure for specific people : can configure KPI for specific chosen people (as chosen people list)
Once the relevant KPI’s have been activated and the relevant people given access to set KPI’s, the next step is to allocate KPI’s to the relevant people and to set targets per person, per KPI. This is a 3 step process.
Step 1: View Hierarchy chart and choose the list of people you want to set KPI's up for.
1. Click "Setting" and select "KPI Settings" on Welcome page.
* This is also available from the Menu Bar in the respective pages as shown below.
2. Choose the people you want to set KPI up for and click "Next".
Step 2: Create KPI categories (if required) and then add the relevant KPI’s for the chosen users from the KPI list that was previously activated.
1. Input the name in the text box and click "Create".
2. Click the icon squared in red.
3. Check on the KPI's you want to add in the category and click "Save".
4. Check the category and click "Next".
Step 3: Set the target for each KPI for each user/team. The users selected in the first step will be shown against each of the different KPI’s, allowing a target to be set with a specific timeframe.
1. Set team members and target. Click "Save".
The KPI’s are now set up so that each KPI will be incremented by 1 every time that relevant trigger, pre-defined comment or system action is performed.
There may be occasions where a user doesn’t use the automatic triggers and pre-defined comments and rather performs the action manually. If that is the case then the system allows a user to manually increment the relevant KPI.
(Below is the comment, message & email tab of the candidate profile)
For any users that have KPI’s set, or any users that have set KPI’s for other people, there will be a green tab available on the right hand side of the screen. Clicking this tab will display the current KPI status for that particular user, or their team.
1. Click "View KPI".
2. The KPI page will show the list of users that you have permission to see the KPI’s for. On this page the following information can be seen for a user’s KPI’s.
- Filter the KPI’s by category and timeframe.
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The KPI name (and by hovering over the KPI, the associated triggers/pre-defined comments).
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The KPI target that has been set for the timeframe
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The actual number achieved for each KPI for that timeframe
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The variance between the target and the actual
- The ranking – This ranking shows the total number of people that have that KPI set up for that timeframe and where that particular user ranks against the other people (based on the percentage achieved versus their target.
Where a user has team member, the user can click on “Group icon” to view KPI of permitted group.
1. Click on the icon squared in red.
2. The KPI of the group will be displayed.
Note: As a result of introducing the KPI functionality, the Team Management page that was previously on the KPI settings page has been moved from Settings --> KPI Settings, to Settings --> Partners & Options --> Team Management