As a manager, maintaining oversight of key performance indicators (KPIs) is essential for ensuring operational efficiency and quality results. Aspire Software offers powerful tools to help managers track KPIs and make data-driven decisions. Below, we explore the operation-based KPIs managers (Operations/Production/Account Managers) should monitor and maintain via Aspire’s Dashboard Dials.
1. Scheduled Work Orders Without Future Visits
Definition: This list highlights work tickets that have been scheduled in the past but lack future visits.
Best Practice: Maintain this list as close to zero as possible. Unscheduled follow-ups can lead to delays and client dissatisfaction. Regularly review these tickets to either complete the work or schedule a future visit to ensure no services fall through the cracks.
2. Open Work Tickets (Through This Week and Next 30 Days)
Definition: This list tracks unscheduled work tickets for the current and upcoming month.
Best Practice: Keep this list as close to zero as possible. Regular monitoring helps reduce bottlenecks in scheduling, identifies proper headcount needs, facilitates procurement of materials, and improves revenue forecasting.
3. Completed Work Tickets (This Month and Last Month)
Definition: This list provides insights into recently completed work tickets.
Best Practice: Use this data to verify weekly efficiencies and costs. Compare anticipated start dates with actual completion dates, and review metrics such as gross margin percentage, drive time percentage, and estimated vs. actual costs for labor, materials, equipment, and subcontractors. This analysis aids in identifying inefficiencies and optimizing future operations.
4. Completed With Committed Cost
Definition: This list highlights completed or pending approval work tickets with purchase receipts still in “new” status.
Best Practice: Aim to minimize this list. Investigate discrepancies, such as prematurely completed tickets or materials that were never received. Pay special attention to time-and-material (T&M) tickets on this list, as materials not received to the ticket will not calculate invoiced dollars.
5. Warranty This Month
Definition: This list shows work tickets where additional hours or materials were allocated after the ticket was marked as completed.
Best Practice: Keep this list as close to zero as possible. Post-completion allocations may indicate warranty issues or errors in initial ticket closure. Regular reviews prevent unnecessary costs and enhance accountability.
6. Opportunity End This Month, Work Tickets Scheduled After
Definition: This list identifies work tickets scheduled after the contract date of the opportunity has ended.
Best Practice: Minimize this list. Scheduling beyond contract dates can lead to misaligned client expectations and revenue recognition challenges. Address these tickets promptly to maintain client trust.
7. Opportunity Ended, Not Complete
Definition: This list shows work tickets associated with contracts that have ended but remain incomplete.
Best Practice: Ensure this list remains at zero. Incomplete work after a contract’s end date indicates mismanagement or oversight. Regularly monitor and resolve these tickets to uphold contractual commitments and avoid revenue variances impacting your P&L at month-end.
Leveraging Dashboard Dials
Tracking these KPIs becomes effortless with Aspire’s Dashboard Dials. By setting up dials tailored to each KPI, managers can:
- Access real-time data.
- Identify and address issues promptly.
- Share insights with relevant team members.
Need Help Setting Up Your Dials?
At Two Twelve Advisors, we have created Standard Operating Procedures (SOPs) and documentation to help you determine which dials to create, how to create them, and how to distribute them effectively across your team.
Ready to optimize your operations and maximize Aspire’s potential? Reach out to learn how we can support your team in tracking and managing these critical KPIs with ease.