Collection Settings Tab

The Data Collection Settings tab is used to specify which time periods you want to hold data for in Pentana Risk, and how that data will be input to the system.

Pentana Risk allows you to collect performance data at whatever frequency you want, and, optionally, to automatically calculate performance results for other time periods using pre-defined settings. The time periods available are: Years, Half-years, Quarters, Months, Weeks, Days.

 

For example:
You may want to collect data for a PI such as 'Total number of corporate complaints referred to ombudsman' every month. Furthermore, you may also want to be able to review the position every quarter by adding up the number of complaints for each of the prior three months – so for Q1 you would like to see the sum of the results for April, May and June. You may also want to be calculating a year-to-date figure as you go, so that, say, at the end of December you can get a value for Q3 but also for the 9 months year to date.
 
Within Pentana Risk you would do this by specifying that the PI data will be collected manually on a monthly frequency, but that you also want to hold data at a quarterly and year to date level, and that the results for the latter two time periods will be summed by using the monthly data for the relevant months in each time period.

 

Gauge Format Type

Data Only

Days till Overdue

Start date

 

Add Collection Button

Collection Frequency Table

Gauge Source

Display Type

Minimum Value

Maximum Value

Red Threshold

Amber Threshold

Red Variance

Amber Variance

Source

Target Source

Numerator/Denominator Target Source

Calculation

Interval

Long Trend Period

Allow Edit?

 

Rounding Message

Expand Picture

 

Click on each collection frequency within the Collection Frequency Table to show more details beneath.

Related Topics:

Standard Menu Bar

Permissions

 

key1Essential Permissions:

PI_Admin (+ complex)

PI_Create

PI_Links (+ complex)

PI_Owners Edit (+ complex)

PI_Note create (+ complex)

PI_Targets Edit (+ complex)

PI_Thresholds (+complex)

PI_Update data (+ complex)

 

key1Related Permissions:

Site Admin

 

training_howdy

Howdy: How Weekly PIs Work.

 

training_tutorial

Tutorial: Setting PI Data Propagation

 

Gauge Format Type

A drop-down list of options for gauge formats: Aim to Maximise, Aim to Minimise, or Goldilocks. These formats are explained below.

pis11_gauge

 

Aim to Maximise/Minimise

This specifies whether the intention is to maximise the PI value result (e.g. customer satisfaction PIs) or minimise the result (e.g. incidence of crime).

 

Note the red/amber threshold calculations are based on this selection.

 

Goldilocks

mini_goldilocks_gauge

Goldilocks is a particular type of PI gauge display where the target level of performance is in a band between a high/low value. This applies to situations where desired performance is neither too high nor too low but somewhere in-between.

For example:

In the case of staff turnover levels, a certain level is desirable to keep the employee pool fresh, but too high a level indicates motivational and retention issues.  A large number of indicators for Social Services and Education are also 'band' type indicators, that can be catered for using the Goldilocks gauge type.

 

The red/amber threshold calculations are different for Goldilocks gauges because an aim to minimise or maximise PI will show the value where the threshold line is drawn, but a goldilocks will show the difference between the target and where the threshold line is drawn, this is because the line needs to be drawn both below and above the target.

 

Data Only

Some indicators may be specified as Data Only, for example this may be because they are to be used in a Pentana Risk formula calculation.

Data Only PIs do not include the full range of information normally applicable to a PI.

A Data Only PI has no associated targets, thresholds or RAG status, and will appear with this icon pis12 next to it.  The Gauge Display will show the latest activated data value.

Days till Overdue

For each time period that data is collected there is a due date, e.g. the end of the month or the end of the quarter. However, this is not necessarily when the data itself is due to be updated on Pentana Risk. The Days till overdue field can be used to specify the date by which data is due to be input to Pentana Risk, after which it will become overdue. Thus for monthly data, this field might be set to 14 to allow two weeks after the end of the month for data to be collated before input.

Start Date

Specifies the date that Pentana Risk should start tracking data for this PI, and in particular specifies when the quarters, half-yearly and yearly time periods will begin.

For example:

If Start Date is set to 1 April, then Q1 will be set to end on June 30; if Start date is set for 1 January, then Q1 will be set to end on March 31.

This field can be edited when the entry is first created. As soon as data has been input and saved for the PI, only the year will be editable; you should therefore ensure that the day and month are correct before entering any data.

 

Note: If you do want to change the month of the start date first remove all of your data, then the new data will relate to the new start date; for example:
Old start date: 1st April  Data Period: Q1  Covering: April, May and June
New start date: 1st May  Data Period: Q1 Covering: May, June and July

 

The default start date for your PIs can be set using the site setup screen.

 

For statutory PIs

A default start date is defined on the global statutory PI definition and this will be used as the default start date when the PI is attached to your site.  You can alter this default date, however, if the start day or month is changed from the default then only annual benchmarking data will show even if other benchmarking periods are present.   This is because a change of date could mean that the Q1 data we hold for benchmarking will represent a different period to the Q1 for your PI.  

If you think Pentana Risk have setup a statutory PI with the wrong default start date, please contact the Helpdesk.

 

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Add Collection Button

add_collection_menu

Click on this button to add a new collection frequency to the list.  The default collections for your PIs can be set using the site setup screen and will be automatically included when you create a new PI either in the PI List or via Imports.

 

Choose the relevant frequency from the list and a new frequency is added to the table.  

 

If no collection frequencies have been defined then you will get only those with the word 'Main' next to them, i.e. Years: Main, this is because you first need to setup the main way of collecting your data.

 

Once you have defined a frequency to be based on results from another frequency, as with this example which has years averaged from months, then you also get the option to choose Year to Date and Rolling Forecast collection frequencies.  This is to allow you to set them up and go on to define the gauge settings, which is detailed below.

pi_collection_tab_detail

 

If you have defined Numerator and Denominator columns then you will automatically see collection frequencies added for the numerator and denominator's you've defined; one will show for each of the main data collection frequencies.

For example: If you have defined a numerator as 'No of Unoccupied Homes' and a denominator of 'No of Homes' and you've setup your PI to collect Monthly and Yearly then you will see one collection for 'Years: No of Unoccupied Homes' one for 'Years: No of Homes' and again for 'Months: No of Unoccupied Homes' and 'Months: No of Homes'.  This is to allow you to define the settings for collecting the numerator and denominator values for each frequency individually.  When you setup your PI to be a numerator and denominator, these collections are automatically configured.

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Collection Frequency Table

This table shows the current configured collection frequencies as selected by using the Add Collection button.

The columns in this table are:

Summary: The chosen collection frequency

Collection: The calculation chosen and source, i.e.  - Averaging from Months

Current Value: This is the latest activated data value

Current Target: This is the latest activated target value

Current Period: This is the latest activated period

Gauge Source: This tick box will enable the selected collection frequency to be used as the main Gauge for this PI.  This is reflected in the Gauge Source shown on the main PI tab.  Only one collection frequency can have this check box ticked, if you tick this and it's been ticked on another frequency then the tick will transfer to this frequency.

Note: Numerator and Denominator collection frequencies cannot be set to be the gauge source and therefore this tickbox is greyed out.

Display Type

A drop-down list to select from options of Speedo, Thermometer, Traffic light or Odometer.

Minimum/Maximum Value

These are the values shown at the extreme ends of the scale on the gauge; both are used for the display of data on the gauge and trend charts; they are not used in any calculations for red/amber thresholds. Both must be outside the range of the current and target values, otherwise the gauge will fail to display.

If this is left blank and data is entered the gauge will calculate a Min and Max so the gauge will draw, but these fields will still be left blank indicating that this has not been entered by the user.  The default minimum is always 0, but the default maximum is 30% above the highest value rounded to the nearest whole number.  For percentage PIs, the default maximum will not go over 100% - this only applies to these default settings and the Min/Max values can be set manually to any value.

Red/Amber Thresholds

These thresholds are used to specify the values at which an indicator is deemed to be in the red, amber or green zone following the Traffic Lighting rules. They can be specified in two ways:

Direct entry of a value for each threshold in the Red/Amber threshold fields.

Value generated by Pentana Risk using the entries in the Red/Amber Variance fields.

With the direct entry option, a specific value is entered for each threshold that remains fixed irrespective of how the target may change.  

Please note that you will not be able to change the thresholds if there are already values present in the Red/Amber Variance fields.  In order to change the thresholds you will first need to clear the variance fields and Save - you will then be able to amend the threshold values.

If you've set your target to be the same or lower than the thresholds, for example if your Amber threshold is 100 and your target is 100, and you enter a value of 100 then your status icon will be green because you've met your target and not Amber as dictated by the threshold.

When changes to the Red/Amber Thresholds are saved, a popup will appear, box asking you to choose between leaving historic data values as they are or recalculating them based on the new Thresholds, seen here:

Thresholds_variances_popup

 

Goldilocks Gauges

With a Goldilocks gauge the red and amber thresholds need to be worked out either side of the target line, for example if the target is 30,000 and the Red Threshold is 7,500 the Amber Threshold is 2,250, then the following speedo will be drawn:

goldilocks_redamber_threshold_example

Therefore the Amber threshold is either 30,000 - 2,250 or 30,000 + 2,250; the Red Threshold is either 30,000 -7,500 or 30,000 + 7,500, as shown above.

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Red/Amber Variance %

This allows the threshold to be based on a % variance or deviation from the target value.

For example using an Aim to Max PI:

If red variance is set to 30% then all values that are 30% or less than target value will be in the red zone; similarly if amber variance is set to 10% then all values that are between 10% and 30% less than the target value will be in the yellow zone. Any value within 10% or more of target will then be in the green zone.

Note: When the Variance % option is used, the actual value of each threshold is computed by the system. Thus if the target value is 80:

a red variance of 75% will result in a red threshold of 60

an amber variance of 95% will result in amber threshold of 76

 

When changes to the Red/Amber Variance are saved, a popup will appear, box asking you to choose between leaving historic data values as they are or recalculating them based on the new Variance, seen here:

Thresholds_variances_popup

 

Source

PI_data_collection_source

Specifies how the data will be collected for each frequency.

If you don’t want to collect data at a particular frequency, set the source to 'Not Collected' and the collection frequency will still show on the list but will be marked as 'Disabled/Archived' to ensure any data is not lost.  If you want to delete the collection then use the Delete button on the table toolbar.

The default collection frequencies are defined in the Site Setup.

 

For Months the options available in the source drop-down list are: (Not Collected); Manual Entry (i.e. input directly to Pentana Risk by a user); External (loaded directly to Pentana Risk from an external system using a bespoke interface); and Formula (calculated with a formula using other PI results)

For Quarters the options available are: (Not Collected); Manual Entry; External; Formula; Weeks (every 13 weeks); and Months (i.e. uses the Monthly values to calculate the Quarterly result).  

For Half-Yearly the options available are: (Not Collected); Manual Entry; External; Formula; Months; Weeks; and Quarters (i.e. uses the Quarterly values to calculate the Half-Yearly result)

For Yearly the options available are: (Not Collected); Manual Entry; External; Formula; Months; Quarters; Weeks; Days; and Half-Yearly (i.e. uses the Half-Yearly values to calculate the Years result)

Weeks and Days options will only be available when the source for Months is set to Not Collected. The options available in the source drop-down list are: (Not Collected); Manual Entry; External; Formula. Weeks can also use the daily values to calculate the weekly result.  Weekly and Daily data can be used to create the Quarterly, Half-yearly and Yearly data as described above, but not Months as the source frequency because the number of weeks, must exactly divide into the propagated frequency.  For example you can't have a 4 weekly collection that propagates to a Quarterly value as every 4 weeks doesn't divide into quarters exactly over the year.
Find out how the weekly PI start dates are calculated        Weekly PI Calculation

 

Some PIs may show the phrase "This collection uses a Query to provide its data." This indicates that the PI has been set up in Browser to source its data to count from a Query's results. The source for this PI can only be changed from within the Browser version of Pentana Risk.

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Target Source

Note: this will not show if your PI is Data Only.

This setting enables you to specify a method for automatically populating the target field in the Data tab for each time period during the year.  

Pentana Risk does this by taking the target specified in the Primary Target field and applying a calculation to it.

Each time a PI value is entered for a new time period, i.e. a new row is created in the Data Tab, Pentana Risk will automatically calculate an appropriate target to go alongside this and to ensure that the PI gauge is drawn properly using the Red/Amber thresholds.

Pentana Risk does this using a three step process:

1.Pentana Risk checks the Primary Target field to determine which target type is being used by the PI.

2.Pentana Risk then goes to the annual values it has for that Primary Target type (in Annual Targets) and selects the appropriate value for the current year.

3.Finally, having located the appropriate annual target value, Pentana Risk checks in the Target Profile field for the calculation method to use.

 

Target profiling options (in the drop-down list)

PI_collection_settings_target_source

Manual Entry – this option applies no profiling of the annual target, and is best used when there is no obvious way to profile an annual target. The target value will be input manually instead.

 

Formula – this will show on the list when you’ve setup your PI to be calculated based on a formula; then if you choose this as your target source the target will be calculated using this same formula.

 

Calculate from Num/Denom targets - this will show on the list for numerator/denominator PIs; then if you choose this the target will be calculated from the numerator target and the denominator target in the same way that the value is calculated from the numerator and the denominator values.

 

Quarters, Months etc... - The list will display the appropriate frequencies, depending on what has been defined in the collection settings.  You can use this setting to obtain the target from another frequency, for example years can be set to pull in the target from the quarterly target value.

 

Use latest value – Pentana Risk will look at the target value it is holding for the most recent time period and put this in the target for the current time period.  This setting doesn't need to be used in conjunction with a primary target.

For example:

If the target for January 2005 was 35, Pentana Risk will use the value of 35 for February, then March etc., if March is then changed to 40 then April will be created with a target of 40.

 

Distribute annual figure evenly – Pentana Risk takes the annual target value, as indicated by the primary target, and divides by 12 to populate target values for PIs collected on a monthly frequency, by 4 for those on a quarterly frequency and so on.

Note: Using this option on either a Yes/No PI will result in the error "Invalid Value, enter Y/N" being displayed within the Target column on the data tab.
If you select this option on a Date PI, you may get unusual results in your Target column as the system tries to distribute this date value. Use the directly copy the annual target option for this to calculate correctly.

 

Accumulate towards annual target – Pentana Risk first divides the annual target, as indicated by the primary target, by the number of time periods in the year (i.e. by 12 for monthly data, 4 for quarterly etc.). It then adds that result to the previous period’s target value throughout the year.
For example if the annual target is 60 and the collection period is Months then annual target of 60/12 months=5, so for April Pentana Risk will specify a target of 5; for May 10; for June 15, and so on until March when the target will be 60.  This way the target increments by 5 each month until the end of the year.

Note: Using this option on either a Yes/No PI will result in the error "Invalid Value, enter Y/N" being displayed within the Target column on the data tab.
If you select this option on a Date PI, you may get unusual results in your Target column as the system tries to accumulate towards this date value. Use the directly copy the annual target option for this to calculate correctly.

 

Directly copy the annual target – in this case Pentana Risk will take the annual target value, as indicated by the primary target, and use it for every time period during the course of the year. At the start of the next year (i.e. in April) it will then take the annual value for that year and use it for each time period during the year.

Note: Changes to the target settings only apply going forward, any existing activated data values will not be affected by this change.  If you want to get the target to be populated from an annual target for existing data, this data row must be removed and re-added to trigger this function.

 

Numerator/Denominator Target Source

This option will display for numerator/denominator PIs if the collection Source is set to use data from another frequency.

Manual Entry - the numerator target and denominator target will be entered manually.

Quarters, Months etc... - the numerator target and denominator target should be based on the numerator targets and denominator targets of the Source frequency.

Calculation

This field only becomes available if the Source is specified to be another collection frequency. It is used to specify the calculation to use when propagating data up from more frequent to less frequent time periods. In the drop-down list, there are a number of options for how Pentana Risk propagates these values:

Use latest activated data just takes the value entered for the current time period (e.g. the current month) and propagates that exact value up. For example, you would use this option for % of council tax collected where the value in, say, October will also be the year-to-date value.

Average all activated data for year takes an average of the results for preceding periods and propagates that average value up. For instance, if the results for April, May and June were 85, 90 and 95 then the average value that would be propagated up to Q1 would be 90 (85+90+95)/3.

Sum all activated data for year adds together all the results for preceding periods and propagates that total value up. For instance, if the results for number of complaints for April, May and June were 85, 90 and 95 then the number of complaints for Q1 would be 270.

 

Interval

This number equates to the interval between each time period.  If this is a formula PI and your feeder PIs are collected something other than every 1 period, then entering the same interval here to ensure the short-trend arrow is calculated each period.

This field will only show when the source is set to manual entry or formula.

For example:

Pentana Risk defaults to 1 which means that for months it collects data for every month, and ditto for quarters.
 
If the interval is set to 2 then Pentana Risk will collect data every two months, starting from the date specified in the Start date field (e.g. April, then June, then August). Similarly, if you only wanted to collect PI data every three years, you would put 3 in the Years Interval.

For more information on Weekly PIs refer to the Howdy: PIH14_How Weekly PIs Work.

Long Trend Period

This is the number of periods covered to work out the long trend arrow, for example if you put 2 in the Years frequency long trend period then this will show the arrow over the past 2 years, if you put 12 in the Months frequency, this will be over the past 12 Months.  Each frequency has it's own trend arrow so you can have different long trend periods in each collection frequency.

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Allow Edit?

When this tick-box is ticked, the user (with appropriate permissions) can edit any results that are automatically calculated by Pentana Risk using the propagation methods.

Rounding Message

In certain circumstances you will see a message that says that your figure has been rounded from that entered into the data tab.  For example:

pi_gauge_rounding_message_max

This happens when a format is applied to the PI, in this example the format is set to #, which means that no decimal places are shown, then the data was entered as 9.9 - which rounded to 10.

As the value 9.9 has resulted in a Amber status, and the gauge is showing in the amber segment, but because the value of 10 would result in the gauge showing Green then the rounding message is displayed, when you click on the text 'Show rounding details' to explain this anomaly.

 

Note: If the rounded result does not affect the gauge status then the rounding message does not display.

 

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