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Benchmarking - Summary Dashboard

Benchmarking - Summary Dashboard

Owned by Caroline Antoun
Last updated: Mar 24, 2022 by Chellie Esters

The Benchmarking - Summary Dashboard is an aggregate of spend and efficiency KPIs across all trades and compares your facility management program against your peers. This independent perspective enables you to identify areas where you might be spending more than your peers or spending less and could actually justify a larger budget if it enhances facility performance. If there are less than 5 peers in your filtered data set, you will see the message too few peers. 


Sections in this dashboard are:

  1. Filters 

  2. Metrics 

  3. Data Visualization

    1. Number presentation of metric 

    2. Total number of peers benchmarked against 

    3. Bar chart visualization 

Data is updated on the 2nd Sunday of each month. You can download the data for each visualization and email reports to recipients.


Data Visualization

Spend

Metrics used in this section are based on the invoice date from the last rolling 12 months.

Should you have less than 12 months of data, this visualization will not be an "apples-to-apples" comparison when viewed against peers.

Annual Spend per Location

Shows how your average annual spend per location compares to your peer group. Easily see where your spend is higher / lower than the upper quartile and make informed decisions on whether you need to narrow in on why spend is significantly higher or can justify adding more to your facilities budget.

Average Invoice Amount

Shows how your average invoice amount compares to your peer group. Determine if you are regularly being charged too much overall.





Maintenance Spend Percentage

Shows how your maintenance spend percentage compares to your peer group. Are you spending more than others on preventative maintenance? And does it match with predicted spend?


Repair Spend Percentage

Shows how your repair spend percentage compares to your peer group. 

Note

Maintenance and Repair spend do not include CAPEX amounts.


Workorder Volume

Metrics used in this section are based off the call date from the last rolling 12 months.

Annual Work Orders per Location

Shows how your annual work orders per location compares to your peer group and is based on the invoice posted date from the last rolling 12 months. Easily check the ratio between the amount of work orders vs the spend amount. Do you have a lot of spend, but not a lot of work orders? Here is a chance to tackle that with real data!


Percent of Work Orders with Accepted Proposals

Shows how your percent of work orders with accepted proposals compares to your peer group. If you have a high percentage, it might mean you don't have your NTE set at the right amount. If it's too low, you could be regularly overcharged due to too high of an NTE amount.


Note

The accepted proposal percentage is calculated by dividing the number of repair work orders with proposals by the total number of repair work orders.


Efficiency

Time metrics used in this section are based off the call date from the last rolling 12 months.


Median Work Order Resolution Time

Shows how your median resolution time in days  compares to your peer group. Ascertain how quickly your providers are completing work orders in comparison to other people's providers. This is one more way you can measure the efficiency of your providers!


Note

Work order resolution time is calculated as the median minutes difference between the call date and completion date.



Median Time Waiting for Parts

Shows how your median time waiting for parts compares to your peer group. Work orders that actually move into the waiting for parts status are shown here. This is a way you can determine if the supplier your provider is using is as efficient as they can be now that you can compare them across the industry. If they aren't, here is a solid talking point for you and your provider.



Note

Median waiting for parts time is calculated by the SUM of minutes difference from any PARTS related status to the next status.


Median Time for Proposal Submission

Shows how your median proposal submission time (in days) compares to your peer group. See how responsive your providers are in getting proposals in and ultimately completing work orders faster.

Note

Median proposal submission time is calculated by the difference between WAITING FOR QUOTE and WAITING FOR APPROVAL status.


Median Time to Approve Proposals

Shows how your median proposal approval time (in days) in the top 4 primary trades compares to your peer group. Here you can measure how fast your facility management team is approving proposals. If it isn't as fast as your peers, you have an opportunity here to address this speed bump in the Work Order Lifecycle with your team.

Note

Median proposal approval time is calculated by the difference between WAITING FOR APPROVAL and PROPOSAL APPROVED status.



Commonly Used Features

Below is a quick reference guide regarding tracking numbers in Analytics, filtering, sorting, downloading data, and sending reports.

Tracking Numbers in Analytics

Throughout Analytics you can drill down into visualizations to see the underlying data. In most cases, the tracking numbers related to that data are listed. You can click the tracking number to navigate straight to the work order details in Service Automation.

Filtering Dashboards

On top of the report are all-inclusive filters to help you hone in on key data. All reports on the page are affected by the criteria set in these all-inclusive filters.

The filter criteria for each dashboard may differ. Filters reset to the default when the page is refreshed.

 Click here to expand instructions on how to filter.
⦿ How to use Filters

  1. Click filter field to show the criteria.

  2. Select the desired criteria to include or exclude:

    1. To Include criteria: select is equal to, contains, starts with, or ends with, and then begin typing the criteria in the picklist. Select the desired criteria (or multiple criteria) from the picklist.

    2. To exclude criteria: select is not equal to, does not contain, does not start with, or does not end with.

      Is null depicts the absence of data in a data set. Conversely, is not null depicts the presence of data

    3. To include or exclude data without a certain data criteria — for example, to select data without a Region or District assigned in Service Automation — choose is blank / is not blank.

    4. To add more options, click the plus sign (+) next to a field to add another option to the filter. The new option will appear as either an OR condition or an AND condition, depending on the type of filter option.

  3. Once all criteria are selected, click Refresh icon in the top-right corner. The Dashboard report updates with the selected criteria.

More details are available on Filtering an Analytics Dashboard

Dynamic Table Sorting

Analytics tables are dynamic, as you can: 

  • click column and row headers to sort data (the arrow indicate which data is sorted),
  • hover over a header to show the gear icon where you can interact with the data more dynamically, and
  • drag and drop a header to rearrange the table.


Downloading and Sending Reports

In the upper-right corner of any page, click the Vertical Ellipses to download reports, schedule delivery of reports at regular intervals, add to a board, or get a link.

You can download data from a table and visualization or download a dashboard tabto PDF or CSV.

 Click here to expand instructions on how to download reports.
⦿ How to Download Data from a Single Visualization or Table
  1. On the desired table or visualization, hover over the upper-right to expose the 3 dots menu, and then click Download Data. The Download modal appears.

  2. Select the desired File Format and choose a File Name: A default name is listed but you can change it.

  3. Click Download.
⦿ How to Download a Dashboard to PDF

  1. On the desired dashboard (or dashboard tab), click the Gear icon in the upper-right of the page, and then click Download as PDF. The Download modal appears.

  2. A default Filename appears, but you can change it.

  3. Under Advanced options:

    1. Single-column format lays out all tables and visualizations on a page into one column in the PDF, as opposed to how it is laid out in the dashboard.

    2. Expand tables shows all rows in a table, instead of just the rows that appear on the dashboard.

    3. Paper size adjusts the PDF to your desired size.

  4. Click Open in Browser to view the PDF in your chosen browser, or click Download to save a version of the report onto your device.

⦿ How to Download a Dashboard to CSV Zip File

  1. On the desired dashboard (or dashboard tab), click the Gear icon in the upper-right of the page, and then click Download as CSVs... A new browser tab opens.

  2. After the files render, you are prompted to save the CSV Zip file onto your device.

More details are available on Downloading and Sending Dashboards and Reports

You can also Send a one-time report via email or Schedule a recurring email send.

 Click here to expand instructions on how to send reports.
⦿ How to Send a Report Manually

  1. On the desired dashboard (or dashboard tab), click the Gear icon in the upper-right of the page, and then click Send. The Send (Dashboard Name) modal opens.

  2. A Title is given by default, but you can change it.

  3.  Under Who should it be emailed to?, enter the desired recipient(s), separated by a comma, and then click Add.

    1. (Optional) Click Include a custom message to add a personal note.

  4. Under Format data as, choose PDF, Visualization, or CSV Zip file.

  5. (Optional): Click Filters to limit the criteria that appear in the email. Note that the same filters on the dashboard itself will also appear here.

  6. Click Send. The email is sent to your recipients.

⦿ How to Schedule Reports

  1. On the desired dashboard (or dashboard tab), click the Gear icon in the upper-right of the page, and then click Schedule. The Schedule (Dashboard Name) modal opens.

  2. A Title is given by default, but you can change it.

  3.  Under Who should it be emailed to?, enter the desired recipient(s), separated by a comma, and then click Add.

    1. (Optional) Click Include a custom message to add a personal note.

  4. Under Format data as, choose PDF, Visualization, or CSV Zip file.

  5. Under Deliver this schedule, choose Daily, Weekly, Monthly, Hourly, or By minute (in 5-minute increments, up to 30 minutes)

  6. (Optional): Use Filters to limit the criteria that appear in the email. Note that the same filters on the dashboard itself will also appear here.

  7. Click Send. The email is sent to your recipients.

More details are available on Downloading and Sending Dashboards and Reports




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