table_headerData Tab

The Data tab is used to view data already entered or to amend/update PI values (with appropriate access control permissions). It shows the value for the PI for each time period, and also whether that data has been 'activated'.

 

Activated means that the value has been cleared to go on the live system; prior to that the value will show on this data table (and on the Updates screen) but will not be used to calculate the status of the indicator (i.e. whether it is at red, green or amber). The idea behind having an this tick-box is to allow the flexibility of having one user who enters the data value, and another user who checks this and validates this information. This would prevent any data showing in reports or within snapshots or scorecards that has not been quality checked first. See the permissions section for more information on setting the required permissions for this, including the PI_Activate permission.

 

The panel also shows the Target value for the particular time period, which is required for the gauge to draw correctly. This value can either be entered manually, or automatically calculated by Pentana Risk using the Target profiling feature.

 

The Data Tab shows you a small representation of the gauge so you can view this in conjunction with the data values, but not be overwhelmed with extra information, this tab also contains the following information:

Time Period Panel

Columns Panel

Extra Data Panel

The Data Table

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Related Topics:

Standard Menu Bar

Permissions

 

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Howdy: View, Use & Report Benchmark Data

Howdy: Using Year-End Forecasting

 

 

key1Essential Permissions:

PI_Activate (+ complex)

PI_Admin (+ complex)

PI_Create

PI_Note create (+ complex)

PI_Targets Edit (+ complex)

PI_Update data (+ complex)

PI_Publish_Data_Web (+ complex)

 

key1Related Permissions:

Site Admin

Time Periods panel

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Show from

Change the year from which you want to display data in the data table on this screen.  

This will default to the start date of the PI, and changes to these settings will be remembered for each subsequent PI that is viewed.  This will only change if the 'show from' year is before the start date of the PI, in this case it will change to from the start year for that PI and change back to the remembered setting for subsequent PIs viewed.

until

Change the year to the end date for which you want to display data in the data table on this screen.  This will default to the end of the current period, i.e. if we are in 2008/09 this will default to 2009, and changes to these settings will be remembered for subsequent PIs viewed.

Collection Frequencies

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Specify which time periods you want to display data for, by pressing the appropriate button. Data can be interleaved to show monthly/quarterly/half-yearly/yearly data all together.  

Note: You cannot append performance data if you have more than one collection frequency selected.

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Columns Panel

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Pre-audited

When the audited tickbox is checked you will be able to show the pre-audited column on the data tab.  This is so you can record the value before an audit has taken place.

Status

The Status column represents the status of the Performance Indicator at the time of data activation.  

The status will be created for all data periods, for example if you are entering Monthly data which is propagating up to Yearly data, when the Monthly data is activated and the status generated the Yearly status will also be generated.  

Note: Status is dependent on threshold and target information.  Changing this information will NOT retroactively change archived data status.

Long Trend

The Long Trend column displays the trend over the previous X periods where X is the Long Trend Period configurable in the Collection Settings tab.  This also depends on the trend calculation type that has been set, which determines which previous periods to use.

 

See below for more information on how long and short trends are calculated.

Short Trend

The Short Trend column displays the trend between the current and previous time periods.  This depends on the trend calculation type that has been set, which determines which previous period to use, either the last period or the same period last  year.

 

See below for more information on how long and short trends are calculated.

 

How long and short trends are calculated

The trend arrows indicate whether performance is improving, declining or staying the same in either the short-term (defined as the current time period vs. the previous time period) and the long-term (defined as the current time period vs the average of data over the long trend period  - not including the current time period).

 

For aim to minimise and aim to maximise indicators, upward trends indicate whether the value has decreased or increased respectively, and vice versa for downward trends. For goldilocks gauges, an upward trend would indicate that the current value is closer to the target than the previous value and a downward trend that the value has moved away from the target.

 

If your PI has been setup as a Years-Rolling Forecast PI in the Gauge Source, then this trend will be calculated using the rolling forecast YTD value for the period being collected.

 

Note: Trend arrows are calculated to five decimal places which may be different to your format settings.

 

Trend and Status Archiving

Trends and statuses are calculated at the point that data is marked active.  Statuses require thresholds (which in turn can be calculated from the threshold variances and targets, see threshold variances for more details). Changes to the current value or target will cause the current status and trends to be recalculated for that data row.  If you change the thresholds or variances then this change is only made for data that has not yet been activated, data that has already been activated will not be affected and the trend arrow and status icon will not change.  However when you do change the thresholds the gauge that you see on the PI tab and the Collection Settings Tab, i.e. the latest activated data, will reflect these changes but the status on the data tab will not.

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Extra Data Panel

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Benchmarks

Values

You can select benchmarking columns to show/hide by first clicking on the Benchmarks... button, then clicking on the relevant tick-boxes beneath the Values header, as shown here:

covalent_benchmarking_group_selection

The benchmark data is loaded from data published by the relevant auditing body.  Standard benchmarking groups are available and local benchmark groups can be created as required by site administrators.

If your list is longer than the pop-up menu, use the scroll bar to locate the correct benchmark.

Note: For Pentana Risk calculated data the quartiles are calculated in the same way as the QUARTILE.INC() function used by Microsoft Excel.
You may see some groups with the same values for two years, and the reason for this is that for some benchmarking groups the latest data is populated to the following year while the data for this year is not available; this gives you something to benchmark against until the latest information is published and added to the database.

 

Data will be held at each collection frequency providing that the source data has been provided to Pentana Risk to load in this way.  Otherwise data will be shown against the annual figure.

 

Quartile Icons

Next to the list of benchmarking groups you will see a list of groups to choose if you wish to display the quartile icon for that group in your data table.  This shows a graphic indicating which quartile your value appears in.  In this example of an aim to maximise PI the lower recorded value shows that this is in the bottom quartile, and the highest value shows this is in the top quartile for that group.

benchmarking_quartile_icon

The four quartiles are:

Top: four green bars

Top-to-Median: three amber bars

Median-to-Bottom: two amber bars

Bottom: one red bar

Note: if this was an aim to minimise PI, then low values would show in the top quartiles instead of the high values, but the icons would remain the same for the top, top-to-median, median-to-bottom and bottom quartiles.

 

benchmarking_quartile_icon_warning

If you see a warning icon where the quartile icons usually appear like this, then this indicates that the PI has been setup as a goldilocks gauge and the benchmarking icon cannot be calculated on this type of gauge.

 

 

 

Local Benchmarking Groups

If you have a local benchmark group, i.e. a group that has been setup by your site administrator and is only visible to your own site, then you can directly enter values to this group via the data tab.  You need to have the permission site admin to be able to save this information.

To insert or amend data: click on the value or empty value for the data period for each quartile and enter your data value accordingly.  If you can't update this value then it may be that the group has not been setup as a local group; you can't amend data that is being used by more than one site.

Targets

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

You can select from the various targets that have been set up in the system by clicking on the Targets... button and then clicking on the relevant tick-boxes for the PI target an any annual targets specified.  The target column will automatically show for all PIs.

Annual targets relating to existing data rows can be edited within the data tab, future targets need to be entered via the Annual Targets window.

Click on the annual target value you would like to change and amend the value.  This will automatically change all annual target values for that year shown against all frequencies.

For example for this PI the data is shown monthly, by changing the Annual value for April 2007 from 88 to 99 it will automatically show 99 against all values for 2007/08.

annual_targets_in_data_tab

annual_targets_in_data_tab2

 

Changing an annual target value for a PI that is using this target for target profiling will affect only data entered after this change and will not affect the target for existing data.

 

Archived

PI_Data_tab_archived_button

Click on the Archived... button to choose which archived columns are shown in the data tab.

...To Date Columns

When you set your data collection frequencies to propagate data from other collection frequencies, i.e. years - summing from months, then the year to date value is stored against each month, for example:

pi_data_tab_YTD_QTD_HYTD

This is showing 12 months of data; the Year to Date is summed each month totalling 50 at the end of the year.  This is shown in the 1st column.

The Quarter to Date sums the months up to the end of each quarter so Q1=14, Q2=16, Q3=14 and Q4=6

The Half-Year to Date sums the months up to the end of each half-year so H1=30 and H2=20.

Each '... to date' column is shown depending on your data collection settings, and could also be 'Weeks to Date' which would be Days propagated to Weeks.

 

PI_data_tab_archived_example

Value vs Target

This shows the difference between the value and the target on the current data row.  

In the above example the difference between the value of 500 and target of 100 for Q1 is 400 shown in the Value vs Target column.

 

Value vs Target (%)

In percentage terms, this works out and shows the difference between the value and the target.

In the above example the value for Q1 is 500% more than the target of 100 as shown in Value vs Target (%).

 

Value vs Previous

This shows the difference between the value of this data period against the value of the previous data period, i.e. Q2 compared to Q1.

In the above example the difference between Q2 (128) and Q1 (500) is -372 shown in Value vs Previous.  The value for Q1 is empty because there is no previous value to compare.

 

Value vs Previous (%)

In percentage terms this works out and shows you the difference between the value of this data period against the value of the previous data period, i.e. Q2 compared to Q1.

In the above example the difference between Q2 and Q1 shows a -74.4% change between 128 and 500 shown in Value vs Previous (%).   The value for Q1 is empty because there is no previous value to compare.

 

Value vs Forecast

This shows the difference between the value and the forecast value for this period.

In the above example the value for Q1 is 500 and the forecast is 400 therefore the Value vs Forecast is showing 100.

 

Forecastingforecast_tickbox

You can add data forecasts for future time periods by ticking the Forecast box attached to this button.

You can enter forecasts for time periods that may not yet have any PI values or results; also you don’t need to activate forecast values.

When you are using Year-End Forecasting this menu shows the forecasting columns you can choose to appear on the data tab.

•        Forecast – this one is also available even if the rolling forecast is not used

•        Rolling Forecast

•        Rolling Forecast YTD

•        Rolling Forecast Status

PI_data_tab_YEF

The values are calculated as follows:

 

The Rolling Forecast  and Rolling Forecast YTD values has been worked out for the two activated rows, as follows:

Sum of all activated values for the year + Sum of all non-activated forecast values for the year - where the data collection settings have been set to sum all activated data.

Sum of all activated values for the year + Sum of all non-activated forecast values for the year / number of data periods - where the data collection settings have been set to average all activated data.

 

Note: the Rolling Forecast YTD  value is not editable, however the Rolling Forecast value shown on the yearly collection frequency can be edited if the Allow Edit? checkbox is ticked for the 'Years: Rolling Forecast' collection.
Modifying the annual Rolling Forecast will also update the most recent, activated rolling forecast YTD.

 

Percent and Ratio

If your PI has been setup to be a Percentage or Ratio PI then you can define Numerator and Denominator labels for additional columns of data that will show in the Data Tab.

Click on the Percent and Ratio... button to show or hide the value and target columns for each of the Numerator and Denominator fields.  Targets can be entered against the numerator and denominator as you can define gauges for each of these in the Collection Settings.

To enter data in these columns you need to set them up with Collection Settings before you are able to enter values, once this has been done the value will populate based on "numerator/denominator * 100" for a percentage, or "numerator/denominator" for a ratio.

 

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The Data Table

 

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Menu Bar

Use the buttons above the data table to add or remove time periods as follows:

Append -  Adds a new time period of the collection frequency that is currently selected in the time periods panel panel.  If there is already data for this time period the new row will be for the period after the latest existing one.  If no data exists for the gauge then the first row appended will be the period that represents the current date.

Remove - Removes a time period and its data. You must first select the row or rows you want to remove.

To select more than one row, hold the control key down and click on each row, or to select sequential rows click on the first row hold the shift key down and click on the last row and all those in between will be selected.

Add After - Adds a new time period immediately after the selected period.

Add Before - Adds a new time period immediately before the selected period.

Time Period

This column shows the period for the data depending on the frequency.

Value

Enter the value of the performance result for the time period selected. Must not be less than the minimum gauge value or greater than the maximum. Text such as % or £ signs are not allowed.  You can enter the value as N/A where a result is not available, and this will be displayed when shown in a report.

Data values can be held to 5 decimal places, but will show 3 by default or 2 if the value is a percentage or currency type.

Note: If a divide by 0 error occurs as a result of a formula or numerator/denominator calculation, this will say 'DIV/0' in the value field.

Activated?

The PI value is not live on the system until it has been 'activated'. If not activated the value will show on this data panel (and on the Updates screen if it is due for update) but will not be used to calculate the status of the indicator (i.e. whether it is at red, green or amber).

Target

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

Shows the Target value for the particular time period, which is required for the gauge to draw correctly. This can either be directly entered here, or automatically calculated using the target profiling feature.

Note?

This icon notes20 in the Note column indicates that there is a note attached to the time period. Click on blue_plus on the left of a time period to open a panel where you can view all notes against the time period. You can add a new note by clicking add_a_note which opens up a new text box where the text can be entered.  Each note is stamped with the date/time and user name. Users with PI_Note create permission can create a note against the PI value and delete any notes that they have created by clicking delete20.

Targets (headings are the site-specific target names)

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

This will display the target values set up against each time period as well as any target values created in Annual Targets.

Forecast

Displayed if the forecast is switched on in the columns panel.

Web Publish

This is displayed if you have the web publishing module and you have ticked in the site setup to say that the web published PIs data must be validated.  This only shows against PIs that have been listed as those to be published.

This is an additional step that is required before data will show on your published web gauges.  The permission PI_Publish_Data_Web is required to access this field.

Note: If this PI has been given to you as a Partner PI then only users on the originator's site can tick this box.

Numerator and Denominator Columns

These columns will display if you've setup this PI to show numerator and denominator fields.  These columns will be shown how they were been defined on this individual PI.

Benchmarking Data Columns

These columns will show the quartile values and the quartile position icon for your data.

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