When you connect Calxa to your accounting system it links to your general ledger actuals and allows you to create multiple projections of budget data against that general ledger.
Metrics extends this by allowing you to enter monthly budgets and actuals for any additional ‘metrics’ or values that are not part of your financial accounts. These values can then be used directly in custom KPI formulas and delivered in Calxa reports via these KPIs. Additionally, you can report on the metrics themselves by calling them in a KPI formula.
Whether you are looking to calculate unit costs such as ‘cost per hour’ or ‘cost per activity’, or you are wanting to capture non-financial info like ‘number of customers’ or ‘casual wage hours’, metrics combined with KPIs can help you easily deliver these as part of your monthly management reports.
See this recording for a video demonstration showing how to create Metrics to use in KPI formulas.
Add / Edit Metrics
- To enter or edit metrics, first go to My Workspace -> Budgets & Actuals.
- Select the organisation you would like to enter metrics on from the drop-down.
- To enter metric budgets, select the budget version you want to edit from the drop-down.
To enter metric actuals, select Actuals from the drop-down. You will need to enter actuals manually here, as they aren't brought through to Calxa from your accounting system
- Next go to the Layout area in the centre of the grey menu bar and select Metrics/Month.
Select the time period you want to edit from either the date selection drop-downs or the calendar button.
A - You can select any date range you'd like to display in the budget grid from the date drop-downs. It does not need to be a 12 month period.
B - Or you can select a common date range by clicking the calendar button shown in the image above.
C - The forward and back buttons will move you forward and backward by whatever time range you are looking at.
- Click the Add Metric button to create a new metric.
Note: you can add the metric name at either the Organisation or Business Unit level, however you must enter the metric's budget & actual values at the correct business unit level.
- Type in the Metric name, then choose the Calculation Method. Click Add Metric when done.
Sum - Calculates the sum of all monthly values in the date range provided by the report criteria. Used where values saved in the metric are period movements and the report requires the full period movement.
End - Gets the value saved in the end period, where the end period is determined by the end date in the report criteria. Used when values saved in the metric are already a closing balance.
Average - This calculation method will be added in a future release.
Note: Because metrics are used directly in KPI formulas the metric names must start with a letter (A-Z) and can only contain letters (A-Z), numbers (0-9) and the apostrophe or space symbol. They must also be unique across all Metrics and KPI Account Groups.
- You can now type values into the total column or monthly cells. Tab and arrow keys may be used for navigation between cells. Enter the metric's budget & actual values at the correct business unit level.
When updating, if you enter a total value the monthly values will be split with the same monthly proportions that existed prior to editing the total. This allows you to edit the total while retaining monthly fluctuations or seasonality.
- If you want to enter your metrics in business units rather than at the Organisation level, click on the hamburger menu at the left to choose the business unit you'd like to edit (eg. jobs, tracking categories, cost centres, projects).
This step is not necessary when you are budgeting at the organisation level, as the organisation budget is displayed on the screen already.
- Select the business unit you'd like to edit and the budget or actual grid will open on the right, depending on what you've selected.
- Note there is no save button because your data is automatically saved as you enter it.
- Next, if you haven't already done so for your financial accounts budgets, select your organisation budget consolidation setting by clicking on the yellow Consolidation Setting bar.
You will only need to choose this setting if you have business units in your accounting file (ie. jobs, tracking categories, cost centres, projects, departments).
- Select the business unit category you want to consolidate for budgeting and reporting purposes. In this example we've chosen Consolidate All Projects. If you prefer not to consolidate choose Don't Consolidate. Click Change Setting when done.
Many people budget at the cost centre/job/project/program level and then want to roll these budgets up to the organisation or overall budget. The Organisation Budget Consolidation Setting lets you configure how your organisation or overall budget & actual metrics will be calculated throughout Calxa reports.
So, if you budget by project you can set your Organisation Budget to always be the sum or consolidation of your all your Project budgets. Please see the Organisation Budget (Consolidation Setting) help note for further explanation of this feature.
Reporting with Metrics
If you haven't done so yet, enter metrics Actuals by typing them directly into the metrics grid for the relevant period.
To enter metric actuals, select Actuals from the drop-down list.
Now that you have saved some metric values you can use them in your reports. To do this:
- Create a Custom KPI - refer to the help note KPI Builder. The Account Groups article may also be useful in creating KPIs.
- Run a report or report bundle that includes the custom KPI - refer to the help note Set Report Criteria.
For a description of Calxa's default KPIs, see the KPI Reporting help note.
Rename, Delete and Change Calculation Type on a Metric
- To edit a metric's properties, click on the cog to the left of the metric name.
- To rename a metric, click into the Metric Name field and type in the revised name.
- To delete a metric, click the trash can button next to the metric name.
A box will pop up asking you to confirm you want to delete the metric. Click Delete Metric to complete.
- To change the calculation method of a metric, click the Calculation Type drop-down and select your preferred method.