Contract Performance Dashboard Configuration

The Contract Performance Dashboard included in the Whānau Tahi Navigator solution makes use of standard Microsoft Dynamics 365 functionality, known as Goals. These are not the same as the Plan Goals that you can add to Family Group Plans.

This page describes the process to configure dashboard for your site. This involves the creation of a Target Metric (which you do only once), and then the setup of Target Rollup-Queries and Goals, which you wouled normally create for each service.

Target Rollup-Queries define the service that will be shown as a single bar in the Contract Performance Dashboard.

Goals link together:

The name of the Service and the Metric that will be used
The time period that the goal applies to
The target for the goal (e.g. the number of closed referrals to be achieved).
The criteria - which connects the goal to the Target Rollup-Query which defines the service that the goal applies to

Goals are defined for specific time periods, and you would typically need to update your goals and targets on a reguarly basis.

Goals are recalculated by the system overnight - there is no workflow for this; it is a built-in feature of Dynamics 365. It is possible to manually recalculate the goals at any time.

The following sections describe the setup process. All options are in the Whānau Tahi Back Office app, under the Contract Management area, in the Reporting Section

Configure the Target Metric

The recommended settings are as follows:

Select the Target Metrics option
Use +New to create a new metric
In the Name field enter "Referrals"
In the *Metric type" field select "Count"
Pres Save
In the Rollup Fields tab, press +New Rollup Field and create the record as follows:
1. Step 1: Rollup Field: In-Progress (Integer)
2. Step 2: Source Record Type: Inbound Referral, Source Record Type State: Active, Source Record Type Status: Active
3. Step 3: Record Type: Inbound Referral, Date Field: Enrolment Date
4. Save and Close
In the Rollup Fields tag, press +New Rollup Field to create a second record as follows:
1. Step 1: Rollup Field: Actual (Integer)
2. Step 2: Source Record Type: Inbound Referral, Source Record Type State: Inactive, Source Record Type Status: Closed
3. Step 3: Record Type: Inbound Referral, Date Field: Enrolment Date
4. Save and Close
You can now Save and Close the Target Metric record.

You only need to create the target metric once. This can be re-used for all subsequent rollup-queries and goals.

Configure Target Rollup-Queries and Goals for each Service

The next two steps should be repeated for each service you wish to include in the Contract Peformance Dashboard. In the instructions below, the "Whānau Ora" service is used as an example. Replace this with the name of the service you are configuring.

Create a Target Rollup-Query

Select the Target Rollup-Query option
Use +New to create a new Target Rollup-Query
In the Name field, enter "Whānau Ora Referrals" (replace with the name of your service)
Entity = "Inbound Referral"
Owner = Select your name from the user list
In the filter section, select +Add to add a new filter. Choose *Add row". In the new row:
1. Select "Service" in the first column
2. The second column should be "Equals"
3. In the third column, choose the service from the drop down, or use the search icon to select the service, e.g. "Whānau Ora"
Save and Close the record

Create a Goal

Select the Goal option
Use +New to create a new Goal
In the Name field, enter the name of the service, e.g. "Whānau Ora"
Goal Metric = "Referrals" (the name of the metric you previously created above)
Goal Owner = Select your name from the user list
Manager = Select your name from the user list
On the Time Period tab, set the time period that the goal applies to. We recommend setting this to "Custom Period" and entering the date range for the goal, e.g. for a calender year for 2023, you would enter the date for Jan 1, 2023 as the From date, and Dec 12, 2023 as the To date.
On the Targets tab, enter the target i.e. the number of referrals that are expected to be achieved/completed during the period. This is a single number, e.g. "20"
On the Goal Criteria tab, set the following values:
1. Roll Up Only from Child Goals: No
2. Record Set for Rollup: All
3. Rollup-Query - Actual (Integer): "Whānau Ora Referrals" (Change this to the name of the Rollup Query you created above)
4. Rollup-Query - In progress (Integer): Select the same roll-up query again, e.g. "Whānau Ora Referrals"
5. Nothing is entered for Child Goals
6. Press Save
7. Press Recalculate to trigger calculation of the goal values immediately. You may need to press the three vertical dots on the menu bar to see the Recalculation button.
8. Save and Close

View the Dashboard

You can now check your configuration by viewing the dashboard.

In the Whānau Tahi Back Office app, go to Dashboards and select the "Contract Performance Dashboard".

If you have data for the contract you have configured, you will see a bar representing the number of closed and active referrals. A diamond shaped dot is shown for the target for the service (that you defined in the Goal configuration) and you may have a second dot to represent today's target if current closed and active referrals fall below the expected achievement to date by calendar day.

Create additional Target Rollup-Queries and Goals for each service that you want included in the Contract Performance dashboard.