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Advanced reporting (Add-on)

Experience the benefits of grouped, pivot-table like analysis reports to review and analyze the data in Visma Severa. Create your own key performance indicators and follow how your organization, it's employees and projects are performing. Purchase add-on via Upgrades.

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Reports

Analysis reports are found in the content menu of reports once the add-on is enabled. There are four different reports to choose from. This means that you can report and analyze data from four different perspectives; Case, Item, User and Work hours. Each report is described in detail later in this article.

When reports are opened, default selections are displayed, but reports can be modified and saved to fit your needs. Analysis reports can also be added to dashboards and they can be exported to Excel.

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How to edit analysis report?

Values: Values are the actual data that you wish to report. Click the Values field with mouse to open a list of various values to choose from from billing to expenses and to work hours. Case and User KPI's can also be selected as values to the report. More than one value can be added to the report and all the values are displayed on selected time line. To remove a value, place your mouse cursor into the field and hit backspace from keyboard or place your mouse on top of a value and click the "x" that appears.

Grouping: Grouping defines how you wish to view the data. Each grouping is also a subtotal, so that if grouping for example by Account and Case, values are displayed for each case separately and then total value is displayed for the account of the case. You can create maximum of three grouping levels. Grouping is selected and deleted the same way as values are.

Criteria: Filter the report with criteria, for example choose to display only your own cases or data from certain business unit. You can add as many filters to the report as you like. Add a filter by selecting it from the list and then define a parameters for the filter. Such as to report only open cases, first choose criteria called "Open/Close" and then choose "Open" as the parameter.

Time frame: Choose the time frame for your report. Notice that you can choose multiple time frames, for example "Last month" and "This month", or you can also choose the time frame called "Month" and then as a parameter for that, choose "January". Then choose again "Month" and parameter "February" and so on to get fixed months into the report.

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Case analysis

Create grouped reports about cases with Case analysis report. The values on this report range from financial figures to work hour related information. Case KPI's can also be selected as values.

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Item analysis

Create grouped reports about products, travels and items with Item analysis report. The values on this report are financial figures and quantities. Similar to Items-report, use the filter "Item category" in Criteria to limit the report show only travels or products and items.

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User analysis

Create grouped reports about employees with User analysis report. The values on this report range from user's billing related data, such as invoiced hours or invoiced products to amount of work hours and cost of those. User KPI's can also be selected as values.

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Work hour analysis

Create grouped reports about work hours with Work hour analysis report. The values on this report are financial figures, such as prices and costs of work hours and quantity of hours, such as billable, productive and billed.

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Key performance indicators

Key performance indicators (KPIs) are measurements of performance that are used to follow success. Important business data, such as financial data about cases, invoices or users is calculated in an effort to evaluate how the company is doing.

In Visma Severa, KPIs are unique formulas that can be created in Settings and followed on reports, on case overview and on invoices. There are three types of KPIs; Case indicators, Invoice indicators and User indicators, all described in detail later in this article.

KPI's are created in Tools > Settings > KPI. To help you to get started, there are few ready-made formulas added as default into settings when Advanced reporting add-on is enabled.

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How to create a formula?

To create the KPI, you need to know how it is mathematically calculated. The formula creation is started from the middle of the formula, so it is good to write the formula down first, and then start creating it. Some values used on the formulas can have parameters to limit the data. For example for billing, you can choose to use only the billed amount of work hours or billed amount of products. Including both parameters means that you want to use total billing. Parameters are selected after the value has been added to the formula and there is a pen icon at the end of the value name.

Below are step by step instruction to create two different kinds of formulas. The first one is a simple, second one is more complicated. Follow the steps to understand how the formulas are created.

Employee margin

The formula that we want is (Billing - Cost)

  1. Add a new User indicator
  2. Enter a name "Employee margin"
  3. Enter measurement unit into "Unit" as currency/hour, for example €/h
  4. Click the "/" in the middle and choose "Subtraction"
  5. Now your formula looks like (Select - Select)
  6. Click the first "select" and choose "Billing"
  7. Now your formula looks like (Billing - Select)
  8. Click the last "select" and choose "Cost"
  9. Now your formula looks like (Billing - Cost)
  10. Click Add at the bottom to save formula

Real time margin %

The formula that we want is (((Billing+Uninvoiced)-Expenses)/(Billing+Uninvoiced))*100.

  1. Add a new Case indicator
  2. Enter a name "Real time margin %"
  3. Enter measurement unit into "Unit" as %
  4. Click the "/" in the middle and choose "Percentage"
  5. Now your formula looks like (Select / Select)*100
  6. Click the second "select" and choose "Addition"
  7. Now your formula looks like (Select / (Select + Select))*100
  8. Click the very last "select" and choose "Uninvoiced". This value has parameters that you can define by clicking the pen icon at the end of the "Uninvoiced". For this formula we wish to include both uninvoiced Work hours and Products.
  9. Now your formula looks like (Select / (Select + Uninvoiced))*100
  10. Click the "select" that is now last one and choose "Billing". This value also has parameters and we wish to include all billed work hours and products.
  11. Now your formula looks like (Select / (Billing+ Uninvoiced))*100
  12. Click the "select" and choose "Subtraction"
  13. Now your formula looks like ((Select - Select) / (Billing+ Uninvoiced))*100
  14. Click the very first "select and choose "Addition"
  15. Now your formula looks like (((Select + Select) - Select) / (Billing+ Uninvoiced))*100
  16. Click the very first "select" choose "Billing". Include both work hours and products as parameters.
  17. Now your formula looks like (((Billing + Select) - Select) / (Billing+ Uninvoiced))*100
  18. Click the "select" that is now the first one and choose "Uninvoiced". Include both work hours and products as parameters.
  19. Now your formula looks like (((Billing + Uninvoiced) - Select) / (Billing+ Uninvoiced))*100
  20. Click the last "select" and choose "Expenses". For expenses, include also both parameters to get both work hour and product expenses.
  21. Click Add at the bottom to save formula

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Case indicators

Go to Tools > Settings > KPI > Case indicators. Click Add to create a new KPI or pen icon to edit existing one. Existing KPI can be deleted after it is first disabled. Select the "In case overview" to make the KPI to be visible in case Overview. When enabled, KPI name and value are displayed on all cases.
Case indicators can also be viewed on Case analysis report and on Cases report.

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Default case indicators

Below is a list of Case KPI's which are added into settings when Advanced reporting add-on is enabled for the organization.

  • Average cost of invoiced hours
    • Description of usage: When the cost of invoiced work hours is divided by quantity invoiced work hours the result is an average cost of invoiced work hours. This value can be reported on it's own, but together with average price of invoiced work hours it is possible to report the margin of work hours. If there is a need to report the average cost of invoiced work hours compared to total expenses, just add "products" as parameter for "Expenses". Change the parameters of "Work hours" to also include billable hours in the quantity of work hours. This KPI is useful for organizations who invoice in work hours.
    • Formula: Expenses (parameters: Work hours) / Work hours (parameters: Invoiced hours: Yes)
    • Measurement unit: Currency/Hour
  • Average price of invoiced hours
    • Description of usage: When the invoiced value of work hours is divided by quantity invoiced work hours the result is an average price of invoiced work hours. This value can be reported on it's own, but together with average cost of invoiced work hours it is possible to report the margin of work hours. If there is a need to report the average price of invoiced work hours compared to total billing, just add "products" as parameter for "Billing". Change the parameters of "Work hours" to also include billable hours in the quantity of work hours. This KPI is useful for organizations who invoice in work hours.
    • Formula: Billing (parameters: Work hours) / Work hours (parameters: Invoiced hours: Yes)
    • Measurement unit: Currency/Hour
  • Margin of invoiced hours
    • Description of usage: When the average cost of invoiced work hours is subtracted from the average price of invoiced work hours the result is an average margin of invoiced work hours. This KPI is useful for organizations who invoice in work hours.
    • Formula: (Billing (p: Work hours) / Work hours (p: Invoiced hours: Yes)) - (Expenses (p: Work hours) / Work hours (p: Invoiced hours: Yes))
    • Measurement unit: Currency/Hour
  • Real time margin
    • Description of usage: This is a helpful KPI for those who wish to see margin in real time. In Severa, the default margin is calculated using formula: "total billing - total expenses" and depending how case is invoiced, there can be a delay in showing the correct case margin. For example work hour expenses affect case margin immediately when hours are entered, causing case margin to be negative until hours are invoiced. This KPI formula looks up also the uninvoiced hours and items and therefore the real time margin is more up-to-date. This KPI suites for all organizations regardless how cases are invoiced.
    • Formula: (Billing (p: Work hours and Products) + Uninvoiced (p: Work hours and Products)) - Expenses (p: Work hours and Products)
    • Measurement unit: Currency
  • Real time margin %
    • Description of usage: This is a helpful KPI for those who wish to see margin percentage in real time. In Visma Severa, the default margin is calculated using formula: "((total billing - total expenses)/total billing)*100" and depending how case is invoiced, there can be a delay in showing the correct case margin. For example work hour expenses affect case margin immediately when hours are entered, causing case margin percentage to be negative until hours are invoiced. This KPI formula looks up also the uninvoiced hours and items and therefore the real time margin percentage is more up-to-date. This KPI suites for all organizations regardless how cases are invoiced.
    • Formula: [(Billing (p: Work hours and Products) + Uninvoiced (p: Work hours and Products)) - Expenses (p: Work hours and Products)]/[(Billing (p: Work hours and Products) + Uninvoiced (p: Work hours and Products)]*100
    • Measurement unit: %

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Invoice indicators

Go to Tools > Settings > KPI > Invoice indicators. Click Add to create a new KPI or pen icon to edit existing one. KPI can be deleted after it is first disabled. Invoice indicators are shown only on top of each invoice. You can review the value of the KPI for current invoice, previous invoice and all invoices of that invoice's case.

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Default invoice indicators

Below is a list of Invoice KPI's which are added into settings when Advanced reporting add-on is enabled for the organization.

  • Average price of invoiced work hours
    • Description of usage: See the average price of invoiced work hours based on the work hour and product invoicing. Edit the parameters of "Invoicing" and remove product based invoicing to get average work hour price based only on invoiced work hours. This KPI is useful for customers who invoice in work hours.
    • Formula: Invoicing (p: Work hours and Products) / Work hours (no parameters)
    • Measurement unit: Currency/Hour
  • Product billing-%
    • Description of usage: Review and compare what was the product billing out of total billing. This KPI is useful for customers who invoice in products.
    • Formula: (Invoicing (p: Products) / Invoicing (p:Work hours and Products))*100
    • Measurement unit: %
  • Quantity of invoiced products
    • Description of usage: Review and compare the quantity of invoiced products on current invoice and previous invoice and total invoicing of the case. To review quantity of a certain product(s), change the parameters of "Product quantity" by selecting certain products defined in product register. This KPI is useful for customers who invoice in products.
    • Formula: Product quantity
    • Measurement unit: Amount

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User indicators

Go to Tools > Settings > KPI > User indicators. Click Add to create a new KPI or pen icon to edit existing one. KPI can be deleted after it is first disabled. User indicators can be followed on User analysis report.

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Default user indicators

Below is a list of User KPI's which are added into settings when Advanced reporting add-on is enabled for the organization.

  • Employee margin
    • Description of usage: Report employees productivity in terms of money. Billing includes all invoiced entries (work hours, products and travels) related to the employee and cost is total cost of user's work hour entries. Billing doesn't include hours related to flat rate. This KPI is useful for organizations who invoice work hours.
    • Formula: Billing - Cost
    • Measurement unit: Currency
  • Price of invoiced products
    • Description of usage: Report the product sales of employees. With the parameters, this formula can be changed to suite many needs. For example limit to see only selected product(s) or based on billing status (billed, billable, non-billable...) This KPI is useful for organizations where products entered by employees are invoiced, such as consulting days by consultants.
    • Formula: Price of products (p:Billed: Yes)
    • Measurement unit: Currency
  • Employee's cost-effectiveness %
    • Description of usage: Report employees profitability in percentages. Billing includes all invoiced entries related to the employee and cost is total cost of user's work hour entries. Billing doesn't include hours related to flat rate. This KPI is useful for organizations who invoice work hours.
    • Formula: (Billing / Cost)*100
    • Measurement unit: %

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Examples of use

Measuring project's progress (variance) between estimated and actual progress

Common technique for monitoring and tracking project's progress, schedule and budget is earned value management. Cost and budget are measured with KPIs  'Cost variance (CV)' and 'Cost Performance Indicator (CPI)', schedule with 'Schedule Variance (SV) and 'Schedule Performance indicator (SPI)'. Guidelines and formulas:

  • Budgeted Cost of Work Performed (BCWP) = Expense forecast in Severa (or hour cost x total hours planned)
  • Actual Cost of Work Performed (ACWP) = Total expenses in Severa (or hour cost x Total hours spent = Labor expenses)
  • Earned value (EV) = case completion percentage x BCWP
  • Cost Variance (CV) = EV - ACWP
  • Cost Performance Indicator (CPI) = EV / ACWP

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Cost Variance (CV)

In Visma Severa, the recommended formula is Cost variance (CV) = ((Case completion x Expense forecast) - Expenses).

  • If CV is zero, then the project is on budget.
  • If CV is less than zero, the project is over budget / "behind".
  • If CV is greater than zero, the project is under budget / "ahead".

Example 1:
Project has 100 hours reported with total costs so far 5000 €. Work hour estimate is 200 hours and expense forecast 15 000 €. Case completion is 50%.
CV = ((0,5 x 15 000) - 5000) = 2 500 -> project has progressed faster than expected. 50% completion was achieved with less than 7500 € of costs, which was the original expense forecast.

case_kpi_cost_variance.PNG

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Hour Variance

In Visma Severa, the recommended formula is Hour variance (HV) = ((Case completion x Work hour estimate) - Work hours)

Example 1: Project has 100 hours reported with total costs so far 5000 €. Work hour estimate is 200 hours and expense forecast 15 000 €. Case completio

case_kpi_hour_variance.PNG

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Billing Variance (BV)

In Visma Severa, the recommended formula is Billing variance (BV) = ((Case completion x Billing forecast) - Billing)

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Revenue Variance (RV)

In Visma Severa, the recommended formula is Revenue variance (RV) = ((Case completion x Sales value) - Revenue)

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Cost Performance Indicator (CPI)

Better option for comparing multiple projects is the use of Cost performance index. Index allows comparing different size projects side by side. For example, if the CPI falls below 0.9 then the project’s costs can be consider to have a yellow status. If the CPI falls further and dips below 0.8 then the project’s costs should change to a red status. A well performing project should have its CPI as close to one as possible.

Cost Performance Index (CPI) = ((Case completion x Expense forecast) / Expenses).

    • If CPI is one, then the project is perfectly on budget.
    • If CPI is less than 1 then the project is over budget.
    • If CPI is greater than one then the project is under budget.

 case_kpi_cost_performance_index.PNG

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Productive %

Productive % = (Productive work hours + Non-productive work hours) / all work hours * 100

  • Productive work hours = Hours entered work type which are defined as productive work type on settings
  • Non-productive work hours = Hours entered to customer case and non-productive work type where hour price is more than 0
  • All work hours = All entered work hours

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