Targets in reports

After reviewing several wishes from both customers and colleagues within the OTYS team, we’ve added the ability to set targets to certain reports. These targets can be set up for either the whole organisation, per organisational unit, or for an individual user. They can also be viewed in this order, allowing you an overview of what you wish to see. In this article we’ll go over where these targets can be set, how to set them, what to keep in mind, and how to read them out in your reports module.

General

Targets can be set for a select number of reports based on their linked table and module. Some reports do not offer the option to configure targets at all due to the nature of the information they display. Which reports do give this option have been carefully selected by our product team and should cover all of your bases.

Reports with target configuration

Targets can be set for the following reports (Linked table — Module). We’ve highlighted the ones that will most likely be the most interesting to you. Please note: you might not have access to all of these reports due to restrictions on client or user basis.

Vacancy — Per consultant
Vacancy — Per creator
Vacancy — Vacancy status changes
Vacancy — Procedure status changes
Forms — Forms per consultant
Activities — Total activities with notes
Activities — Total activities
Candidate — Manually added candidates
Candidate — Candidate status changes
Customer — Companies per consultant
Customer — Customer status changes per consultant
Notes — Per consultant
Document uploads — Per consultant
Customer contact — Contact persons per consultant
Placement — Per consultant
Calendar item — By type
Calendar item — By type sum
Calendar item — Per consultant
Calendar item — Per creator

Creating reports for targets

For existing reports

To create a target report for an existing report is easy, as you can absolutely add targets to these existing reports. To view them you will have to change ‘views’ between what you normally look at and your target results. You can do this in one report, or you can set up two. One with active results and one with targets. Luckily this can easily be done by using our duplicate button in the reports module. Once you have a secondary report of your existing report you can add targets to this and view them as different reports. You can rename this to make sure you can differentiate, and save it with the target view active, something we will explain later in this article.

For new reports

If you don’t have any reports that you wish to see targets for, or don’t have any reports at all, please take the time to set these up. You can read more about these reports in other articles in this same folder. Make sure you select the ‘consultants’ you wish to see these targets for (unless you wish to see it for the whole organisation) and select any additional filters you wish to use, such as specific statuses. Once you’re happy with your report you can either add targets to this existing report, or duplicate it to create one standard report, and one target report. As long as you don’t change anything in the copy other than the target configuration, they will continue to contain the same data.

Setting up targets

Once you’ve established in which report you wish to set targets (and have potentially duplicated it), we can start setting these up. This set-up can appear complicated at first, but this guide should help you through all of the steps. We’ve also provided examples and calculations to explain how everything works. Next to this, your OTYS system will help you as well, giving you warnings or errors if you try to save the configuration when it’s not been filled out fully, helping you figure out what to do next.

You can start stetting up targets with the new ‘Configure Targets’ button in the top ribbon of your report, next to your other filter criteria. Clicking this will start your setup pop up.

Starting your set up

Any target report must have a title. This title can be the same as your reports title, but can also just be, for example, the name of the procedure status you’re filtering on. It must also have a period to set your targets for. We offer the following periods:

Set targets per day
Set targets per week
Set targets per month
Set targets per quarter
Set targets per year

When selecting these periods the targets you fill out will be spread over that period. The selected period will also be shown as the title of the targets when you’re filling these out.

Setting general targets

Once you’ve done your setup you can start setting up targets. Every target report must have a valid general target. A valid general target consists of a date spread that includes today, and a number set as the target. Let’s set up that target.

Start with the ‘Configure targets’ pop up open, and a title and a period filled out
Now, click ‘Add target’, the blue button at the bottom of the pop up
Select a start date of your target in the past
Select an end date of your target in the future. You can put a few years in advance here if you wish to stretch it
‘User’ is greyed out as this target is set for all users. If you wish to set individual targets you can do this later
Set a target. This target has to be a whole number, and will go per period that you’ve previously selected

Example
You want to set a target for a report. The report has 10 selected users, these are your recruiters. We want to count placements and add targets for those, and in your company you count these by checking for ‘procedure status: Placed’. So, we set up a report for ‘procedure status changes’, select the 10 users, and set that status in the filter. You want these 10 people to all do 2 placements per week, so you set up a general target of 2 per week. This makes your target 20, as the target of 2 goes per user. If you add someone new to this team and add them in the report (as a consultant), your target will automatically becomes 22 for that week. If someone leaves and you block them (whilst having ‘only active users’ selected) or remove them from the list of consultants, the target automatically becomes 18 for that week.

Setting Organisational unit targets

You can also set specific targets for organisational units. We offer this configuration for those that wish to use it.

Users in multiple organisational unit
Note: this works best when you select organisational units that contain users that are not in more than 1 organisational units. Being in 2 or more units can cause issues for the calculation. For this, it’ll be best to set individual user targets instead, to be safe. If this is the case, we will display a warning for you and tell you which user is in multiple units.

With a general target filled out, navigate to the second tab, titled ‘Organisational unit targets’
Click ‘Add target’, the blue button at the bottom of the pop up
Select a start date of your target in the past
Select an end date of your target in the future. You can put a few years in advance here if you wish to stretch it
Select an organisational unit of your choice
Select a ‘Value’ (sub unit) to determine who you wish to see
Set a target. This target has to be a whole number, and will go per period that you’ve previously selected. Note: this target isn’t for the entire unit, but for each user within the unit.

Example
In our previous example our 10 recruiters all had a general target of 2 placements per week (by checking for procedure status ‘placed’). But let’s say that, of your 10 recruiters, 3 of them are senior recruiters, who you expect to do more than 2 placements per week. These 3 recruiters are all 3 a part of the organisational unit and value of ‘Recruiter — Senior’. In the organisational units you can select this role and value, and set their target to ‘3’, as you expect them to do more than the rest. This makes your week target as follows:

7 × 2 = 14 (7 standard recruiters using the general target of 2)
3 × 3 = 9 (3 senior recruiters using the organisational unit target of 3)
————— +
23 (the week target)

Setting individual user targets

Lastly, you can also set targets for individual users. Some of your people might be top performers, and some might work parttime. For both we’ll give you an example below.

With a general target filled out, navigate to the third tab named ‘user targets’
Click ‘Add target’, the blue button at the bottom of the pop up
Select a start date of your target in the past
Select an end date of your target in the future. You can put a few years in advance here if you wish to stretch it
Select one user you wish to set a target for
Set a target. This target has to be a whole number, and will go per period that you’ve previously selected.

Example
Our team of 7 standard recruiters and 3 senior recruiters currently has a target of 23. However, one of our 7 ‘standard’ recruiters is looking for a bonus, and you’ve agreed that this user will have to do 4 placements per week instead of 2 for the next quarter. In your individual user target, you will set up the period spanning the coming quarter with the start and end date, select this user, and set up 4, for 4 placements (procedure status → placed) per week for a period of 3 months in the coming quarter. This gives us the following results:

For the current quarter
Nothing changes, we’re still on 23.

7 × 2 = 14 (7 standard recruiters using the general target of 2)
3 × 3 = 9 (3 senior recruiters using the organisational unit target of 3)
————— +
23 (the week target)

For the next quarter
Our total target changes slightly. One standard user has gone from 2 to 4, so we get the following calculation:

6 × 2 = 12 (6 standard recruiters using the general target of 2)
3 × 3 = 9 (3 senior recruiters using the organisational unit target of 3)
1 × 4 = 4 (1 individual (not part of the organisational unit) with a target of 4)
————— +
25 (the week target)

the quarter after the next
Because you’ve set up this specific user target for a specific period, once that period ends the user will revert to the general target, and your week target will once again be 23. if you specified an end date far into the future, the target will remain 25.

Example 2
Perhaps one of your team is working part-time, and works 32 hours whilst the rest of the team works 40 hours. Let’s say you have no organisational unit targets set up, and you’re looking for the amount of calls your team does in a week by checking the amount of notes with a specific type in the ‘Notes’ report. Every team member is asked to make 5 calls (aka write out 5 notes with type ‘call’). So, your general target is 5. However, one of your team works 20% less, and will therefore need an adjusted target. You can set up an individual user target for this user, with a target of 4 instead of 5. This gives you the following calculation:

9 × 5 = 45 (9 full time team members with a general target of 5)
1 × 4 = 4 (1 parttime team member with an individual user target of 4)
————— +
49 (the week target)

Viewing targets

You’ve spent some time setting up your targets, but now you’d actually like to view them. To do this, we’ve set up 3 different types of views in the reports module that will appear the moment you’ve configured targets. You can view your targets all calculated together, so for the entire report, per organisational unit (which is mostly interesting if you’ve set up specifics here), and per individual user. The last two will display a table, comparing the result to the target, and giving a visual indication on whether the target was hit or not. The general target overview will also display a graph with coloured columns to indicate whether targets were hit for the period or not.

Note: View periods can be altered here by changing your dates, but whether you see this per day, week, month, quarter, or year, is set up in the configuration. This can not be changed here.

After your setup, navigate down to your report. In the dropdown where you usually change the type of graph you see (column, stacked bar, pie chart, etc) you will now see 3 additional graph options displayed. Clicking on any of these will open the target overview. All 3 will have a table available tells you how many of your target have been achieved, what the target is for this person/unit/everyone for this period, and a visual indicator on whether the target has been made or not.

The first user had a goal of 2 placements that month. They had 3 placements, so they’ve surpassed their target
The second user had a goal of 2 placements that month. They had 1 placement, so they’ve not made their target
The third user had a goal of 2 placements that month. They had 2 placements, so they’ve exactly made their target

The ‘General target’ graph will also display a combined chart with columns and a line. The columns will show the ‘actuals’ that the users had, such as the amount of placements of all users for that month counted up together. Through this there will be a black line. This line indicates the height of the target. If the actuals of your team of selected consultants (for example, said placements) is/was higher than the target, your column will be green. If it was lower, it will be red. If it was exactly equal to the target, it will be grey. This way you can put together a quarter or year overview per week or month for your team and see how you’re doing in one quick look.

Troubleshooting

If you’re experiencing any issues with the targets in reports that are not resolved or explained in this article, please create a support ticket.