Tracking Tasks Completed on Time vs. Overdue/Incomplete

I have a KPI to “generate a kick-off document within 14 days of the contract” for each new contract that crosses my desk. The contracts are tasks in a company-wide visible project, and the “generate kick-off document” is a subtask that auto-populates with a workflow when the contract status is changed to active with a relative due date of 14 days from the subtask trigger date.

I’ve created a custom field, “Completion Date”. In order to get this auto-calculated instead of a manual entry, I made it a formula of [[$DATEADD_FUNCTION]]([[$COMPLETED_ON]], 0). That’s going great - by all spot checks, it’s calculating exactly as it should.

I’m stuck on the tracking/linking to a goal part of this. How can I measure, via goals, whether or not I’m meeting my KPI? I cannot figure out how to effectively track the due date + custom field and get a metric on how many instances in which those items are not identical per task.

So your KPI is time_to_generate_kickoff_document < 14d ?

I don’t think it’s possible to do that automatically, as you can only count completed tasks, milestones, projects or subgoals.

Alternatively what you could do is create a dashboard to track how you’re doing on average.

  • If you have other subtasks, add a custom field is_kickoff_document with a value yes
  • Set this value to yes for the subtask you’re generating
  • Create a dashboard widget
    – x axis: day
    – y axis: time to complete (in days)
    – filter for is_kickoff_document being yes

It’s not perfect, as it will give an average and not a maximum. But I think it’s the closest you can come currently.

You’d then update your goal manually on a weekly basis or so.

If you want I can move this to Tips and Tricks, where a lot more people will be able to see it and chime in.

Yes, the KPI is time_to_generate_kickoff_document < 14d.

I appreciate your thoughtful insight here! I was hoping I wasn’t correct in my assessment of how to track this.

If you think it might be better placed in tips and tricks, then I am grateful for the assistance in moving the post.

Thank you!

Done!

I think a few more people are able to see it here, as Ask questions to Ambassadors is only accessible to ambassadors. :wink:

Adding to my initial comment: If the generate kick-off document is the only subtask then filtering subtasks only might also be sufficient. I think the option with the custom field is a bit more future proof though.

Also, this might contain a good idea for new Product Feedback people can vote for. (Assuming a thread doesn’t exist already)