How to manage Objectives and KPIs

For organisations that monitor and measure several KPIs with data coming from multiple people, use QSToolbox "Registers" module to assign responsibility and to set reporting frequencies for data collection. QSToolbox takes care of the reminders and gives you an easy way to pull the data out for analysis or into a consolidated report.

Once you've decided on the KPIs, here's step-by-step instructions for setting them up in QSToolbox:

Step 1. Create a ‘Register’ for each KPI.

Create a Register and give it a suitably descriptive name.

Choose an appropriate 'Type' so you can easily filter the list for later reporting in Step 3, e.g., "Objective KPI", "Monitoring Data", etc. (If there's nothing suitable, you may want to modify the list of Types)

Assign the register to the person responsible for collecting the data, and set how often the KPI will be recorded (monthly, quarterly, annual, every 6 weeks, etc.)

Enter a label for the KPI field so it's clear what metric should be entered. This text appears under the KPI field when adding records and is also shown in the exported "KPI Report" .

Add any instructions to the description field - such as a detailed definition of the KPI so it is exactly the same each time. You might also choose a digital ‘Form’ to be filled in for each record, or link to a report template in the Documents module.

Step 2. Add a Record with the KPI data

When the KPI is due, the assignee will see a reminder to add a record to the register.

Each Record stores the KPI value for that period and can also include supporting material in attached files, such as the raw data or the report used to generate the KPI.

Step 3. Review the KPI data and make decisions

When you want to review the data, you can look at the trends for an individual KPI by viewing the Register in QSToolbox (you can also export the data). The KPI data should reveal something about the process performance so you can decide whether it's satisfactory, or needs improvement.

To review performance across multiple KPIs, filter the list of Registers to get the ones you want to see, and then click on the KPI Report tab to see collated KPI data in an exported “KPI report”: