Live Status Dashboard

Overview

The Live Status Dashboard gives you intra-day information about the progress of your selected Workgroup towards their planned targets within the span of a day, as well as insights into the progress of teams or individuals within your selected workgroup enabling you to make active decisions to meet those targets.

You should check the dashboard regularly throughout the day, so you can react quickly and make active decisions to keep your Workgroup on target.

 

Daily Capacity Overview

The Balance section of the Dashboard gives you a view of capacity and what is required to meet your plan based on your planned productivity for the day. Events such as unplanned Downtime or changes to Productivity and Utilisation can drive shortfalls or surplus in capacity on the day prompting ‘now required planning’ decisions to be made.

The Balance section will display as either Red, Amber or Green depending on how far from balanced (0 hours) you now are.

Red – Shortfall or Surplus capacity is 15 hours or more.

Amber – Shortfall or Surplus capacity is between 6 and 14 hours.

Green – Shortfall or Surplus capacity is 5 hours or less.

remaining time available minus remaining work required equals balance

Remaining Time Available = Planned Time Available – Time already recorded in Manage Data

Remaining Work Required = ( ∑ standard time ( planned Work Out – Actual Work Out ) / planned productivity ) + ( planned diverted – actual diverted )

Available

 

The available section details how many team members are linked to your team and out of those how many are currently available to complete work.

The numerator displays the number of team members with a status of Core or Diverted Time (i.e. this number excludes those team members who have a status of Break, Logged Out, Unavailable, Downtime, Non-RTM or Loaned). It only counts the borrowed staff while they are physically loaned to a team, whereas the denominator will count these staff members for the rest of the day.

 

Example:

Team 1 have 10 staff members linked to them but they have 2 people off sick.

At the beginning of the dashboard would display 8/10.

Team 2 loans 1 staff member to Team 1, during the time when this staff member is loaned, the dashboard would show 9/11.

When the staff member returns to Team 2 after lunch the dashboard would display 8/11.

 

Hover over segments

Clicking on any of the status headings in this section will take you to the Team Insight table and filter the team members displayed to show only the ones currently set as the status you selected.

Work Location

If the Work Location feature is enabled, this section will provide insight into where your team members are working from for the current day. The work location is set by the team member when they login to RTM at the start of their shift. In this section you will see team members displayed as Office, Remote or Not Set if they haven’t selected a location on login or are logged as Downtime for the day.

Clicking on any of the Work Location headings in this section will take you to the Team Insight table and filter the team members displayed to show only the ones set as the Work Location you selected.

Hover over the segments to view list of team members within the segment

Clicking on any of the status headings in this section will take you to the Team Insight table and filter the team members displayed to show only the ones currently set as the status you selected.

Productivity / Utilisation

 

This section details the current Productivity and Utilisation based on the data captured by team members for the current day so far as well as view a few to how these values compare to plan and the previous day.

There is also a chart displaying the Productivity and Utilisation for a 5-day rolling period. It will display your current day and the 2 days before and after. This provides a view of previous days performance in relation to today, and also an outlook of how you have planned in the upcoming period, allowing you to “keep plans in sight and mind”.

If there is a Committed plan in place for each of the 5 days being displayed as a grey bar, you will be able to view the planned values for the period and compare to actuals displayed as a light blue bar up to the current day. If you have a “Now Required Plan” in place the new target will appear as a dark blue bar allowing you to see any changes you have made between the initial plan and now required plan and compare these to the current day's performance.  

Placing your cursor over a specific day will allow you to view the date and planned and actual productivity values.

Progress Against Plan

The Progress Against Plan section gives you an overview of how your workload is tracking to plan. For each of the 6 metrics you can see the actual value in hours compared to the plan value. Beneath this there is a progress bar that shows how you are tracking to plan.

The bar will change colour depending on the team’s position at that point in the day. The light blue element of the progress bar indicates progress towards plan so far for the current day, with grey indicating how much more is required to achieve planned values.

A portion of the progress bar showing as dark blue indicates the actual value for this metric is now above what was planned with the dark blue indicating by how much.

 

You can view more detailed information for each of the 6 categories in the Progress Against Plan section by clicking in the headers.

 

 

 

Now Required Planning is a key step in your daily control process. Now Required Plans allow you to re-assess the current day based on your team’s performance week to date as well as any changes for the current day. A Now Required Plan allows you to review your new capacity position based on your current situation and re-prioritise work and resource to get back on track with your weekly plan or deliver the next best possible outcome.

The Now Required Plan function can be accessed via the Live Status Dashboard or the Buzz board:

Live Status Dashboard

Buzz Board

 

When you select the Add “Now Required” Plan link from the Live Status Dashboard a pop up will appear asking you if you would like to create a Now Required Plan based on your planned or actual productivity before your Now Required Plan opens.

The productivity target should only be increased if the higher level being achieved week to date is sustainable and has no adverse effect on quality or team member wellbeing. Targets should only be reduced if there is a legitimate reason that the team cannot reach a target that was previously achievable such as a temporary issue with the quality of the work being received requiring it to take longer to process.

 

Your Now Required Plan will open for the current day. The plan will display the resource, diverted and performance data from the week by day committed plan that you have in place for the week. Your core work will be based on:

Start WIP – Most recently verified values from Manage Data.

Work In – This will match the Work Out value as no Work In data will have been verified for the current day.

Work Out – The week by day committed plan.

End WIP – This will default to the same value as the Start WIP representing maintaining the current WIP position.

The above values will reflect your capacity and end WIP position based on planned resource, diverted, work out and current WIP. To get a true capacity position for the current day the plan values need to be updated to reflect the current position.

 

The Resource tab will display a list of all the resource categories applicable to the workgroup the Now Required Plan is being created for along with any values that were entered into the week by day committed plan.

To update the values to reflect your current situation simply type the now expected value into the relevant cell. As you being to make changes to your resource you will see your balance line begin to update to reflect your new capacity position.

Updating these values does not overwrite the values shown in your committed weekly plan.

 

The Diverted tab will display a list of all the diverted tasks linked to the workgroup the Now Required Plan is being created for along with any values that were entered into the week by day committed plan.

To update the values to reflect your current situation simply type the now expected value into the relevant cell. As you being to make changes to your diverted tasks you will see your balance line begin to update to reflect your new capacity position.

 

The Core tab will display a list of all the core tasks linked to the workgroup the Now Required Plan is being created for along with your most recent verified WIP position

 

If there are significant differences between your planned and actual WIP position or Work In you will need to update the values for the relevant tasks.

Review the Work In values, the forecast functionality is available by selecting the icon next to the relevant tasks Work In row. This will provide a view of historically how many items of Work In have been received for this task for the day of the week the Now Required Plan relates to along with a view of your current plan value and the average and trend values.

Work In values can be updated by overtyping the existing value in the planning screen or by selecting the icon in the forecasting screen.

Once you have reviewed your Work In values you will need to re-assess you End WIP position and update it to reflect the items of WIP you need to end the day with. This will update the planned Work Out value based on the number of items you need to complete to achieve your End WIP target, your balance line will also update to reflect your new capacity position.

 

There may be situations where you need to update your target level of Productivity for example the team have demonstrated a new level of capability, and you want to challenge them to maintain it for the remainder of the week or there are some issues with a particular process, and it is impacting your team’s ability to meet the original target you set.

To adjust the Productivity target, select the Performance tab and overtype the existing target with the revised value.

Please Note! The productivity target should only be increased if the higher level being achieved week to date is sustainable and has no adverse effect on quality or team member wellbeing. Targets should only be reduced if there is a legitimate reason that the team cannot reach a target that was previously achievable such as a temporary issue with the quality of the work being received requiring it to take longer to process.

 

 

Once you have amended your plan and have a new capacity position based on your current situation decisions will need to be made on how to re-balance your plan to 0. This might require the re-prioritisation of core work reflecting by re-assessing your End WIP positions or through the re-allocation of resource reflected by updating the relevant resource categories.

 

Utilising Your Now Required Plan

Once you have a balanced Now Required Plan you can utilise this plan to monitor intra-day progress through the Live Status Dashboard.

Or to support Variance Analysis activities through the Control Report.

 

Please Note! If a Now Required Plan has been created the Buzz Board will prioritise this plan when displaying Control data over the committed week by day plan.

 

 

 

You can add notes for your workgroup for the current day or the whole working week on the Live Status Dashboard by selecting the Notes icon. These notes are then visible in the Control Report to assist with Variance Analysis.

 

The Team Insights table gives you an overview of current day for each team member linked to or working for your team.

Timeline View

Table Controls

Name

Details the team member and their work location.

indicates they are in the office

indicates they are working remotely

Productivity

Details each team members Productivity for the day so far, based on the minutes worth of core work captured in the core time logged.

Utilisation

Details each team members Utilisation for the day so far based on the working time they have logged and the amount of that time that was available to complete Core work.

Start Time

Details the time each team member logged into ControliQ. This should be the start time of the individual’s shift.

Status

Details the current status of each team member

Core Work

Diverted Work

Break
Downtime
Loaned
Unavailable

Time Worked
Details how long each team member has spent working in your team for the current day.

Timeline

The timeline view updates as the day progresses to illustrate how team members have been spending their time.

Core Work
Diverted Work

Break
Downtime
Loaned
Unavailable
Borrowed team member
Non-RTM Data has been captures for the team member but not via RTM
Working Remotely
Working in the office
Team member has a different time zone setting than this team

 

Detail View

Table Controls

 

Name

Details the team member and their work location.

indicates they are in the office

indicates they are working remotely

Productivity

Details each team members Productivity for the day so far, based on the minutes worth of core work captured in the core time logged.

Utilisation

Details each team members Utilisation for the day so far based on the working time they have logged and the amount of that time that was available to complete Core work.

Status

Displays the team members current Status.

Team members showing as NON-RTM have had data captured in Manage Data for the day that has not come via RTM.

Team members showing as Unavailable have not logged into RTM and have no data captured in Manage Data for them for the current day.

Work Out

Details the minutes or hours' worth of work each team member has completed based on standard time for each task they have marked as completed

Core Time
Details how many minutes or hours each team member has had available to work on Core work so far today.

Diverted
Details how many minutes or hours each team member has invested in Diverted activities so far today.

Downtime

Details how many minutes or hours each team member has lost to Downtime so far today.

Break

Details how many minutes or hours have been logged using the Break button so far today.

Loaned

Details how many minutes or hours the team member has spent working for another team so far today.

Borrowed

Details how many minutes or hours the team member has spent supporting this team so far today.

Time Worked

Details how many minutes or hours the team member has captured as available to complete work for this team so far today.

 

 

The Live Status Dashboard can also be viewed for higher levels of the hierarchy such as Business Units, Departments or even the Organisation. When run at a department level the Dashboard View provides the same information provided when run at team level but the Team Insight table is replaced with a Workgroup Insight table.

 

 

 

PLEASE NOTE: - The Dashboard is designed to show intra-day information, so it works best with data that is recorded in RTM. If you use Connect or another non-RTM source to record your data (such as entering data into the Manage Data screen), then some parts of the dashboard will be blank or have the message No data to display.

As the purpose of the Dashboard is to show intra-day information, the information is only displayed for the current date. You can view similar data for dates in the past on the Control report.

The Live Status dashboard refreshes every 5 minutes with new data, you can see the time it last refreshed at the top of the screen.

 

For more information on...
Dashboard Videos Live Status Dashboard Video
  Fly by Five Dashboard Video
  Casework Dashboard Video
  Executive Insights Video

Calculations

See Key Equations
Frequently Asked Questions See FAQs
Notes See Notes
Video Library Video Library