The first and most important step in creating a dashboard is Planning. Before actually creating and publishing are there many variables that you will want to define. It is best practice to write each of the variables down when planning your dashboard. After reviewing this topic you should be able to list the design aspects of the following:
- Purpose
- Audience
- Style (Visualizer)
- Metric(s)
- Permissions
- Presentation
- Delivery (Optional)
Defining the purpose of the Dashboard is the first step. Write out what you wan the Dashboard to do. This area can include several definitions as a Dashboard can be complex. Some examples are as follows:
- To display and alert Timekeepers that have not entered time for the previous week.
- To display the value of the total amount of 30 day agings.
- To display the Financial Summary.
- To display Firm Operating Statistics.
- To display Originating Timekeeper Summary.
Be as specific as possible when defining the purpose(s) of the Dashboard. Knowing the Purpose will make it easier to provide the definitions for the other variables.
Deciding who is able to view the Dashboard is another important step. The information displayed may not be for everyone to see. An audience can be a single person, or a group of people. This is different from permissions. It is best practice to write down the audience is going to be.
Choosing how you want the data to be represented can be difficult. There are several choices within the Visualizers to choose from. Some can be used in combination and the Dashboard you are wanting to create may involve using more than one Visualizer. It is best practice to use a Visualizer that displays the purpose efficiently. You do not want a Dashboard that no one can understand or has difficulty in interpreting the information presented. Listed below are the choices of Visualizers. Each will be discussed in more detail in the Creating a Dashboard topic.
- Calculation
- Chart
- Distributed Reports
- Gauge
- KPI (Key Performance Indicator)
- Metric
- Pivot Table
- Query
- Report
Listed in the Visualizers but not real representations of data are Image and Text. Image is used for inserted an image, such as a company logo and Text is used as a labeler or heading. Since this particular variable offers such an array of choices, it may change during the course of the development of the Dashboard. For best practices, write down the possible choices for the Visualizers to best convey the purpose.
Choosing a metric or metrics is an essential component. A Metric returns only a single value, so more than likely you will use more than one Metric in a Dashboard. There are several Metrics already created. Those that come with Juris Suite will be used as examples. Metrics are not "flavored" or "stylized". They are specifically chosen variables to represent the accurate information to be displayed. It is best practice to familiarize yourself with all of the Metrics so that you can pinpoint exactly which to use.
Permissions are different from Audience. The Audience is more generalized than Permissions. Permissions are set to allow others to create and edit Dashboards. This is more of an administrative function. However, there may be times when you want a person to be able to Edit on Dashboard, but not another. It is best practice to write out the list of those requiring permissions and specify what permissions they are to have. You will want to include someone familiar and permissions to make these changes.
Stemming from the Style variable, presentation is also a component of making Dashboard usable and functional. Presentation requires you to be familiar with what the Visualizers look like and what they can convey effectively. Presentation includes the following:
- How many pages the Dashboard will have?
- What title(s) will be used?
- How are the Visualizers going to be arranged?
- What theme will be used?
During the designing and development phase of the Dashboard, you may find that the end result of the presentation can change. Feedback may be necessary when creating Dashboards for the first time. Feedback from users will also help define what works the best for those using the Dashboards. Fine tuning the presentation of the Dashboard is one of the last things to complete before it is published. One of the benefits of defining an effective presentation model, is that you can use the final Dashboard as a template when creating new ones.
Optional but useful in creating a Dashboard is using the Alerts function. Sometimes you may want to have an alert associated with a Dashboard. Some examples include:
- Getting close to negative value.
- Upcoming dates for specific tasks such entering time.
- Overage on budget items.
Alerts do not necessarily have to be negative in nature. You can set alerts to show a positive result such as reaching profitability goals. It is best practice to write down how you want alerts to be used. Emails can contain links or embedded information.
Below is the example of the Juris Analytics Dashboard that comes pre-installed with Juris Suite. Sections of the Dashboard are explained in more detail to provide a general overview of completing a functional Dashboard can look like.
The Juris Analytics Dashboard contains several Visualizers and three pages. When reviewing the information below, keep in mind the steps during the planning of this Dashboard.
Remember that when the Dashboard is launched, the data is current up to that point in time. Anything that has changed in the database can only be reflected by reloading the page or performing a Refresh.
Billing Cycle
- The default values are for billing and receipt activity for the first day of the accounting year to the last day of the current month.
- The gauges, reports, and graphs each get their data from the above parameters.
- The alerts at the bottom of the page display activity generated for the current date. For the image below, there is no daily activity.
- The reports default to all billing timekeepers, all practice classes and all clients.
- Date ranges, the billing timekeeper, practice classes and clients can be modified by clicking on the Properties link.
- Average Days to Bill – The average number of days for an entry to go from WIP to AR (difference between the time/expense entry date and bill date for bills dated in the date range of the properties)
- Average Days to Pay – The average number of days from the bill date to the date of the cash receipt for cash receipts dated in the time period selected.
- Cash Flow Cycle – Days to Bill + Days to Pay
- Aged Collections for Firm – Graph displaying the aging based on the number of days to collect (difference between bill date and receipt date)
- Aged Accounts Receivable – Graph displaying the age of outstanding invoices based on aging of 30, 60, 90, 120+
- Alerts – List of alerts distributed to a user for that day (can be changed in properties to view a larger time span
Rolling Realization
Rolling realization calculates realization values based on the activity from the first of the accounting year through the last day of the month (or date selected). Only bills on which the collection cycle has been completed are included. A bill that has not been paid in full or written off in full is not included until the balance is zero.
- Negotiated Standard Realization – Value of the fees worked at the negotiated (fee schedule rate)/Value of the fees worked at the standard rate for bills completed during the year selected.
- Billed Standard Realization – Value of the fees billed (after mark up/downs excluding discounts) divided by the value of the fees worked at the standard rate for bills completed during the year selected.
- Discount Billed Standard Realization – Value of the fees billed (after mark up/downs and discounts) divided by the value of the fees worked at the standard rate for bills completed during the year selected.
- Collection Standard Realization – Value of the fees collected divided by the value of the fees worked at the standard rate for bills completed during the year selected.
- Realization Reports - Reports showing realization based on the same methodology by Practice Class, Client, Working Timekeeper and for the Firm as a whole.
- Distributed Reports - Reports distributed to the user for the week
Firm Summary
Properties
- Beginning Date – First day of the accounting year
- Ending Date – Last day of this month
- Bank Accounts - All
Fees Worked
- Fees worked for the year selected
- Fees worked for the year prior to the year selected
- Difference between the fees worked for the year selected and the year prior to the year selected
Fees Billed
- Fees Billed after mark up/downs for the year selected
- Fees Billed after mark up/downs for the year prior to the year selected
- Fees Billed after mark up/downs for the year selected and the year prior to the year selected
Fees Variance
- Fees marked up or down for the year selected
- Fees marked up or down for the year prior to the year selected
- Fees marked up or down for the year selected and the year prior to the year selected
Fees Collected
- Fees collected for the year selected
- Fees collected for the year prior to the year selected
- Fees collected for the year selected and the year prior to the year selected
Bank Account Balances
- Current balances for accounts selected in properties (if year has not been closed, may be under or overstated)
- Cash Flow
- Cash received for the time period selected
- Cash disbursed through checks for the time period selected
- Other Journal Entries – transactions that affected the bank account that did not originate from a cash receipt or a check
Accounts Payable
- Open payables with a due date before the end of the current month
From the example outlined above, you can clearly see the necessity in making sure you include the planning phase when creating dashboards. Follow the steps outlined above and write down the information to best convey ideas. The more dashboards you create, the easier it will become.