Web Part KPI - new edition

Applies to version 2019.1; author: Dawid Golonka

Introduction

The „Analysis” tab available in WEBCON BPS Designer Studio allows you to see the time of the instances being in a given step and the time of their edition at individual steps.

You can also set the planned time of editing an element and the time in which the element should be in a given step. It allows you to check if individual people with the assigned task do not hold it longer than they should, or if the form is created in non-intuitive manner, which will result in a longer than the assumed time of editing.

This article describes the analysis functionality in WEBCON BPS Designer Studio 2020.

System settings

The analysis is generated via BPS service so you need to enable the “Basic features” option. Go to the System settings -> Service configuration -> Services, select the appropriate service, and check the Basic features” option.

Fig. 1. The system configuration

Data update takes place only at times selected by the user. To define the update hours, select the “Schedules” in the “System settings” tab. In the “KPI time refresh” window enter the hours when the statistics will be updated (it is recommended to set the update outside of working hours).

Fig. 2. The Schedules configuration

After saving the settings, load the configuration. Go to the in the service configuration and click the “Load configuration” button.

Fig. 3. Load configuration

Workflow configuration

The simple workflow is used to approve the demand for article submitted by employees.

Fig. 4. The workflow

The instance can be edited only in the first step – Registration. In the next steps, it is only possible to accept or reject the application by following the appropriate path. The planned time of the instance being in a given step and the expected editing time can be set in the “Analysis” tab in the editing panel of a given step.

Fig. 5. Setting the expected time in steps

Sample values of the expected steps has been entered on the “Acceptance I” and “Acceptance II” steps.

The “Acceptance I” step:

• Expected time in step [h] - 1
• Expected end time [s] – 120

The “Acceptance II” step:

• Expected time in step [h] – 1
• Expected end time [s] – 180

After finishing the first data update, the “Average time in step” and “Average end time” steps are filled out:

Fig. 6. Statistics in the “Acceptance I” step

The “Trend” column informs about values change in columns between the previous and current month:

 Time shorter than the previous month

 Time comparable with the previous month

 Time longer than the previous month

KPI report

Fig. 7. Adding the KPI report in the Portal

In the newly created report enter their name and data source (the workflow) from which statistics should be displayed.

Fig. 8. Report source selection

In the “Columns” tab indicate the report columns, sorting and mode. The available modes:

• Step duration steps in hours
• Step duration steps in days
• Edition stats

Fig. 9. Columns and report mode selection

In the next tabs you can define the displayed views of report and specify the privileges.

Fig. 10. KPI report

Summary

The analysis of statistical data at individual steps allows you to draw conclusions that can improve the efficiency of business processes. Examples of observations may concern:

• Finding places where editing the form is more time-consuming than expected
• Compare the editing time of the form after corrections to evaluate the changes made to it
• Finding bottlenecks – places where the instance  is held by the system user for too long
• Verification and correction of our assumed form editing times and waiting for the step with the actual values obtained in everyday work