Dashboard

The Dashboard of the MPBM app allows you to generate PMS reports directly in the app. By default, the dashboard screen will be empty, but you can create custom dashboards with the available widgets. In the screenshot below you will see what the dashboard looks like when you first open the MPBM app. Find the dashboard at the top of the main navigation menu on the left. Click on the small “+” icon to create a new custom PMS tab. Once you are on the new PMS tab, click on the big “+” icon to add widgets to the PMS tab. This can be done for each separate user.

Select all the widgets from the list that will look like the image below. Please make sure to include the “Year select” widget as it is needed to enable the other widgets to calculate data.

If you click on the newly created PMS tab, you will see an overview of reports selected for that tab. You can select a year in the first widget (called “Year select”), which will affect all the other widgets (as it will then calculate the data for the specified year). Your screen might look like the one in the image below.

You can also drag and drop the widgets to arrange them to your liking. Clicking on the “x” in the upper right corner of a widget will delete the widget from the active tab. If you want to increase the size of a selected widget, you can click and drag on the resize icon in the lower right corner of the widget.

Final note: keep in mind that we are able to add more widgets to your desire. If there is any information you would want to have displayed in the PMS, please let us know.

IDP

IDP Maintenance

In the IDP section, you can specify the master data that is going to be used in the MPBM application. For example, which departments do you want to use? Departments are also important for the PMS module, because this is where you specify the responsible. In this case, the Superadmin is the responsible person for the finance department, see image below.

Besides a responsible person, you can also add a rating panel to a department. Add users to the panel by clicking on the “…” icon. The users in this panel will now be prompted to rate specific SDBIP’s for their department.

IDP reports

Besides the master data, the IDP section is used for reporting purposes. For example, navigating to IDP à Reports à mSCOA master detail, will give you an overview of all mSCOA accounts with the respective description and account type. See an example below.

Also, in the “Old & new report”, you will find an overview of all accounts with the old account name and account description.

Budgeting

SDBIP & revenue projects

In the budgeting part of the MPBM app, you will find the SDBIP’s. SDBIP’s are where the KPI’s are tracked. When you open an SDBIP and go to the PMS tab, you will see a screen like in the image below. In the part that says “performance management system”, you can see general information like the code and name (in this case “PMS”), the department + responsible person, the strategic objective and KPA that the SDBIP is linked to and year for which it is tracked. Click on the “+” icon to add one or multiple KPI’s (or key performance indicators).

If you click on the “+” icon, your screen will look something like the image below. In this example, my KPI is the number of houses built. Let’s look at some important fields.

• Units of measure: how do we measure if this KPI is successful or not? In this case, we will look at the number of houses that are built. If enough houses are built, we will get a good score on this KPI.
• Target type: Right now, we are looking at a number (of houses) that is built. This could also be a percentage of something, or a specific date when things have to be completed.
• Calculation method: In the end, is it better to have more or less than the targeted amount? In this case, more houses will be better than less houses, so more is good.
• Weight: standard weight is set to 1. If you think this KPI is more important than others, you can give it a 2 (or maybe even more).
• Annual target: How many houses do we want to build per year?
• Demand: How many houses do we need in the end?
• Baseline: How many houses were built at the beginning of this year?
• Backlog: Demand – Baseline. In other words; how many houses still need to be built in order for us to reach our goal (demand).
• Portfolio of evidence: Are there specific documents that can serve as evidence that the target is completed?

PMS

In the PMS part of the main navigation menu, the specific PMS settings and transactions are found. It consists of three parts; “Maintenance”, “Transactions” and “Reports”. Let’s take a look at the maintenance section first.

* Please note that the PMS menu will not be visible until you enable the PMS module in the web.config file on your computer (ask an administrator to help you with this).

PMS Maintenance

First, we will look at the PMS Periods Template. In the PMS Periods Template section, you can create a template for the different periods. When doing this, the panel and the responsible person will be prompted to leave a rating. You can set up whether or not the responsible person’s ratings and / or the panel ratings are required. Check the desired boxes behind the periods, and save your progress.

After setting up the PMS periods template, it will be visible in the PMS periods (PMS à Maintenance à PMS periods). You are now able to save period templates for each year.

In the KPI classification overview you can set up the different types of KPI’s. All KPI classifications you set up in this part of the PMS menu, you can later select on the PMS tab of an SDBIP. 

The PMS module is based on competencies. In the Competency groups part of the module, you can set up groups for those competencies. You can, for example, create a group for very important competencies and a group for competencies that are less important. Then, in the next part of the module, you will find the Competencies itself. Here we specify the areas in which we will rate the performance of our people. Examples of competencies are people management, communications skills, leadership. You can look at it as things people can get good at (work related). These competencies can be divided as per the groups we just set up under the competency groups section.

In the employee section of the PMS module (PMS à Maintenance à Employee) you can set up employees for the PMS. Click on the “+” icon to add employees. The screen will consist of four tabs, which will be discussed next.

The first tab, General details, contains general information about the employee, like the name, email address, department and manager.

On the second tab, you will find the Panel rating. The employee you are currently creating, will be prompted to leave a rating for the people you add here. To add people to the panel rating, click on the “…” icon and select one or multiple names. To save, click on the “Ok” button. See image below.

On the third tab, Delegation, you are able to delegate work to other people. This concerns PMS related work, such as filling in actuals and giving ratings to people. So, if you are not able to finish the work in time, you can delegate it to someone else so he/she can do it for you.

On the fourth tab, Attachments, you can upload/download documents containing information regarding the PMS / employees. Please note that the PMS module needs to be activated to enable this functionality. Contact an administrator if this has not yet been done on your system.

PMS Transactions

On the transactions part of the PMS module, we have two options: “PMS Actuals” and “Competency ratings”.

In the PMS actuals overview, you can keep track on how you are performing on your different KPI’s. This is also the place where both the responsible person and the panel can leave their rating (see “Rating” column). You will see the table at the bottom of the below screen, when you click on the arrow (red circle) of that specific KPI. Once opened, you will see detailed information for all periods.

From left to right, you will find the following columns:

Period: Specific period (for the year you selected in the dropdown menu at the top of this page). Let’s take Q1 for example, as it is already filled in.
Target: Target set for this period (E.g. 90 houses built).
Actual: Actual performance (E.g. 122 houses built).
Budget: Budget that was set for the target of 90 houses built (R9999,99).
Expenditure: Actual money spent on building the houses (R8000).
Owner rating: responsible person’s rating for this KPI, based on earlier selected variables.
Panel rating: Panel’s rating for this KPI, based on earlier selected variables.

Based on the information found on that KPI for Q1, the owner rating (or responsible person) is set to 4/5 stars. The Panel rating has not yet been done and is therefore greyed out on this KPI. Clicking on the clock icon will bring you to the actuals overview, which will be discussed on the next page.

On the screenshot below you will find an overview of the PMS actuals for the selected KPI (in this case “Houses electrified - Q1”). The PMS actuals overview is a more detailed way of displaying the information of a KPI. Let’s take a look at the KPI we just discussed.

At the top of the picture, you will find the general information section of the KPI (which is minimized by default). You will find information about the SDBIP that the KPI is linked to, as well as the strategic objective and the performance measure. The second part consist information about the KPI itself, such as the unit of measure and the demand, baseline and annual target. The third part of the Actuals overview is where the actuals are entered. We will now briefly look at some of these points.

Period: The period for which you just clicked on the PMS actuals overview button (clock icon). This cannot be changed, it is just an informational field.
Value type: This is the type of value that the KPI is measured with. In this case it is set to number because we are measuring number of houses built. It could also be set to (e.g.) date if we are looking at a completion date. Behind the this field you will find an arrow. This indicates whether it is better to have more than the value in the “Target” section (arrow up) or less than the value in the “Target” section (arrow down).
Achieved: Tick this box when the target for this period has been achieved.
Target: The target set for this KPI. In this case we set the target to 90 houses built.
Actual achieved: The number of houses that has actually been built.
Target variance: Actual achieved - Target. When the variance is positive, it will be green with a checkmark. If it is negative, it will be yellow with an exclamation mark.
Budget: The budget that we set for this KPI. In this case it is set to R9999,99.
Actual cost: The actual cost that has been made for this KPI.
Budget variance: Budget - actual cost. When the variance is positive, it will be green with a checkmark. If it is negative, it will be yellow with an exclamation mark.
Reason for variance: Here you can enter the reason for the variance of both the target and the budget.
Corrective measure: Specify what measures will be taken to correct the target or budget variance.
Portfolio of evidence: Documents that can act as proof for the achieved target and budget. Check the checkbox (called “POECompleted”) when these documents have been attached. This can be done on the second tab of this screen, called portfolio of evidence. The last tab, other actuals, will show all actuals for this KPI.

The Competency rating screen is the second part of the transaction screen. In this part of the module, you can leave a rating for each person that is in the employee overview (located in the maintenance part of the PMS module) and that has you as a manager. Please note that you will only be able to rate the people that have you (the logged in user) as a manager. In the screen below, for example, you can see that I am now able to leave a rating for the people that I am the manager of. Let’s look at Jacob Kunenen. Right below his name, you can see the two competency groups we set up (see maintenance part of this manual), called CC – Core Competencies and LCs – Leading Competencies. Each of those competency groups contains the competencies that belong to that group. Behind each competency, you will find a “rating” column and a “action” column. If you click on the star in the rating column, you will be brought to the screen where you can actually leave the rating. We will look at this on the next page. In the image below, you can see that I already rated Jacob for all the competencies, because the stars in the rating column are all yellow.

When you click on the star in the action column, you will see a screen similar to the one below. This is the part of the PMS module where you can actually leave a rating for the people you are the manager of. To do this, navigate to the line of the competency you want to rate, and click on the star in the action column. The popup window consists of two tabs; the first one is called the general details and the second one is the achievement levels tab.

On the general details tab, you can find general information about the competency, such as the code, name description and the competency group that this competency is part of. Remember that we set these things up in the maintenance screen (under competency groups and competencies). On the second part of this tab, you will find the rating bar, which is incremented at 0.5 stars. Leave a rating and if needed you can also write a comment in addition to this rating. Please note that the rating we are currently giving is only for the selected period, in this case Q1 of year 2017-2018, as we just selected this (see image on the previous page).

The second tab, with the achievement levels, gives you an idea of the levels of the competencies that can be achieved. This can help you to determine the rating for this particular person.

PMS Reports

The reporting part of the PMS module consists of the parts we will discuss on the following pages.