How to Use Analytics

The Analytics feature in the Portal allows Organisation Admins to create custom dashboards and visualisations using organisational data. This feature provides valuable insights into operations, from job statistics to financial data.

 

Contents

• Accessing Analytics
• Navigating Default Dashboards
• Creating a Visualisation
• Creating a Dashboard
• Export Reports
• Custom Metrics

 

Accessing Analytics

The Analytics feature needs to be enabled by your account manager. 

Once enabled, navigate to the Analytics Icon within the toolbar( / ).

Organisation Admins can access the workspace and the default dashboards.

 

Navigating Default Dashboards

What is a Dashboard?  

Dashboards are interactive pages used for displaying data visualisations in an easily digestible format. The primary purpose of a dashboard is to provide a quick view of key metrics and other relevant data to support decision-making.

Default Dashboards

Default dashboards have been pre-built for convenience based on commonly required analytics metrics. These dashboards are locked and can not be edited or deleted.

Service Providers Dashboard

Detailed view of contractor invoice payments, with filtering options by date.

To track and analyse contractor invoice payments over time. Date filters allow for easy monitoring of payment trends, supporting financial oversight and budgeting.

Documents Dashboard

Overview of total documents, with breakdowns by source of user, and filtering options for date range, user name, and role type.

Enable efficient monitoring and understanding of document management usage.

Jobs Dashboard

Overview of job activity, including total job requests, active and completed work requests, monthly request volume, and requests by contractor, with filtering options available by date, contractor, or manager.

Centralised visibility into job activities helping organisations quickly assess workload distribution, identify performance trends, and allocate resources effectively.

Buildings Dashboard

Visibility into total active plans, lots, new plans, and lost plans, along with time-based graphs for tracking trends. Filterable by date and plans.

Allows for timely identification of trends in new and lost plans, facilitating proactive decision-making and effective resource allocation for future projects.

Time & Charges Dashboard

Comprehensive overview of time and charge totals, including both time and quantity-based charges. Filterable for date, plan, event type, and fee type.

Streamline the analysis of financial metrics related to time and charges within an organisation. Enables monitoring of financial performance, informed decision-making, and enhances budgeting accuracy, ultimately contributing to improved resource management and operational efficiency.

Team Dashboard

Key metrics and response times for various actions, offering a visual representation of performance.

Enables teams to evaluate efficiency, identify bottlenecks, and enhance overall productivity.

Invoices Dashboard

Metrics on invoice statuses, with graphical representations of invoices, supported by filters for date and plan number.

Enhance financial oversight, facilitates tracking of invoice workflows, and aids in identifying spending patterns on plans under management.

Billing Dashboard

Overview of time and charge totals, featuring graphical representations of billing trends by manager and month, as well as year-to-date comparisons with previous years.

Enables organisations to track billing performance, identify trends, and make informed financial decisions.

 

Creating a Visualisation

What is a visualisation?

A visualisation is a visual representation of a user’s analytical view of the data available in a dashboard.

The visualisations are executed over and over as fresh data gets loaded into your Analytics workspace.

Interpreting the content of a visualisation is up to the user (the consumer of the visualisation).

Create a Visualisation

Navigate to Analytics and click 'Create visualisation' in the bottom left of the page.

Drag a fact (123), a metric (), or an attribute (ABC) from the Data Catalog onto any drop zone to visualise it.

Drop zones include Filters, Metrics, Rows, and Columns or directly into the analytics workspace.

To change the visualisation type, click the appropriate icon at the top of the page.

You can display the visualisation as a table or different types of charts. Different charts require different types of data. If you change the chart type, the visualisation may change the displayed data as well. Below are the different chart types:

Bar Chart: Displays data using horizontal bars to compare values across categories.

Bubble Chart: Uses bubbles to show relationships between variables, with bubble size representing value.

Bullet Chart: Combines a bar chart with reference lines to compare actual vs. target values.

Column Chart: Similar to a bar chart, but with vertical bars, ideal for time-based data.

Combo Chart: Combines multiple chart types, such as bars and lines, for comparative analysis.

Dependency Wheel Chart: Visualises interdependencies among categories in a circular layout.

Donut Chart: Like a pie chart with a hollow centre, used for proportional data representation.

Funnel Chart: Shows stages in a process, often used for sales and conversion data.

Geo Chart (Pushpins): Displays data geographically, often with markers or pushpins.

Headline: Provides a single, prominent metric for quick reference.

Heatmap: Uses colour gradients to represent data density or intensity within a matrix.

Line Chart: Tracks data trends over time with a continuous line.

Pie Chart: Represents parts of a whole in a circular format.

Pivot Table: Allows interactive data summarisation and comparison.

Pyramid Chart: Visualises hierarchical data, similar to a funnel but inverted.

Repeater: Displays repeated data visual elements for item-level analysis.

Sankey Diagram: Shows flow and relationships between categories with connecting paths.

Scatter Plot: Uses points to reveal relationships between two quantitative variables.

Stacked Area Chart: Displays cumulative data over time for multiple series.

Treemap: Shows hierarchical data as nested rectangles, with size indicating value.

Waterfall Chart: Illustrates cumulative changes, often used for financial data.

 

Use the 'Save' button to save the visualisation. Use the 'Undo' and 'Redo' buttons in the top bar to browse through edits.

To remove all data from the visualisation, click 'Clear'. 

 

Creating a Dashboard 

Once you have a workspace with some visualisations, you can proceed to create a dashboard.

Create a Dashboard

Navigate to Analytics and click 'Create dashboard' in the bottom left of the page.

 

Name your dashboard and click 'Submit'.

 

Select the dashboard in the menu and click 'Edit' in the top right of the page. 

Under 'Saved Visualisations', toggle between 'created by me' and 'all', plus use the search bar to locate required visualisations.

Drag the required visualisation into to dasboard.

 

Under 'New Item', drag 'Filter' to the toolbar to select a metric to be able filter your dashboard by.

 

To remove an item, drag it back to the left panel.

 

Select an appropriate date range for the dashboard. The value you select will be the default value for all users when they open the dashboard for the first time.

 

Once the dashboard is ready, click 'Save'.

 

 

Export Reports

In dashboards, you can export a whole dashboard to PDF.

or individual visualisations as XLSX or CSV files.

 

 

Custom Metrics

An Organisation Admin can request custom metrics to be created via Support by indicating the desired metric and use case. While timeframes for custom metrics cannot be guaranteed, the internal team will review the request and provide updates when available.

 

To learn more about Analytics, please see Drill Into Analytics.

 

Organisation Admins should contact us with any further questions regarding this process.