HSPUG - Poor Man`s Dashboard

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Poor Man’s Dashboard
GENE EDMISTON
JUNE 18, 2014
Gene
Edmiston
713-502-3367
gene_edmiston@hotmail.com
Twitter: @CalicoCat1965
Why are you here?
Free Meal?
Get your groove
on with your
geek buddies?
Excuse to leave
the office early?
Give Aways?
Hang out at the
Microsoft
offices?
Drink free beer
afterwards?
Demonstrate
your social
prowess?
Find a
“Nugget”!!!
Your Skill Level / Role?
How many
business users /
SMEs?
How many
SharePoint
support?
(i.e., Not in IT)
(IT or Business)
How many
Developers?
How many in
sales?
(EVERYONE)
Definitions
Metrics - measure of an organization's activities and performance.
Key Performance Indicators (KPIs) - type of performance measurement. Sometimes
defined in terms of making progress towards strategic goals or to evaluate the success of a particular
activity in which it is engaged.
Scorecard - strategy performance management tool. A semi-standard structured report, that can
be used by managers to keep track of the execution of activities by the staff and to monitor the
consequences arising from these actions.
Dashboard - easy to read, real-time user interface, showing a graphical presentation of the
current status (snapshot) and historical trends of an organization’s key performance indicators to enable
instantaneous and informed decisions to be made at a glance.
Sample Dashboards
What is Your Dashboard Experience?
How many have
created a
Dashboard /
Scorecard / KPIs
/ Metrics?
(Any platform: napkin, ”Big
Chief”, spreadsheet,
PowerPoint, 3rd-Party tool,
SharePoint, etc.)
How many have
created a
Dashboard in
SharePoint?
How did you
create the
Dashboard in
SharePoint?
What
SharePoint
Version?
• 2007 (MOSS) or earlier
• 2010
• 2013 On-Premise
• 2013 Cloud
SharePoint Dashboard Methods
Calculated &
“Status” List
Columns
PowerPivot /
PowerBI
Status List Web
Part
Excel
Spreadsheet
Excel Services
BI Center
(BCS/BDC)
Custom Coding
(Webparts,
Apps)
3rd-Party Tools
Our Focus Tonight!!!
Simple list of indicators that can be done
QUICKLY, without being a technical expert.
Calculated & Status List Columns - 2010
Calculated field
based on a
Status column
Status Codes:
 Green = Project is on track
 Yellow = Project is falling
behind
 Red = Project is behind
 Purple = Project is on hold
Status column
starts with a
number
Steps provided
are for SP 2010
http://thinketg.com/creating-a-stoplight-color-coded-status-in-a-sharepoint-list
Split Projectors
Calculated & Status List Columns – Setup
1.
2.
3.
4.
Create new Custom or use existing SharePoint List
Create information columns for the list
Create a “Status” column of type Text
Create a “Stoplight” column of type Calculated
◦
◦
◦
5.
6.
7.
Enter the following formula: = "<DIV style='font-weight:bold; font-size:24px; font-size:24px;
color:"&CHOOSE(LEFT(Status,1),"green","orange","red","purple")&";'>•</DIV>“
Select “Single line of text” from the data type returned from formula option
Check the “Add to default view” option and select “OK”
Select whether to display on the Quick Launch menu and select “Save”
Navigate to the full list and then navigate to List Tools -> List -> Modify View
◦
◦
Select position from left for the “Stoplight” column
Uncheck the Display checkbox for the “Status” column and select “OK”
You should notice the “Stoplight” column displays the HTML code entered during step #4 in the formula field
rather than actually displaying the colored circles
8. Navigate to Site Actions -> Edit Page and click the Add A Web Part link
9. Select the Content Editor Web Part from the Media and Content Category and click the Add button
10. On the Content Editor Web Part click the link that says Click here to add new content, and then click HTML -> Edit
HTML Source.
11. Paste the source code on the next slide into the HTML Source field and select “OK”
12. Drag the Content Editor Web Part to position below your list and then navigate to Page -> Stop Editing to save your
changes
Calculated & Status List Columns – Setup
HTML Source Code:
“<script type="text/javascript">
/* Text to HTML - version 2.1.1 */
function TextToHTML(NodeSet, HTMLregexp) {
var CellContent = "";
var i=0;
while (i < NodeSet.length){
try {
CellContent = NodeSet[i].innerText || NodeSet[i].textContent;
if (HTMLregexp.test(CellContent)) {NodeSet[i].innerHTML = CellContent;}
}
catch(err){}
i=i+1;
}
}
// List views
var regexpTD = new RegExp("^\\s*<([a-zA-Z]*)(.|\\s)*/\\1?>\\s*$");
TextToHTML(document.getElementsByTagName("TD"),regexpTD);
</script>”
Calculated & Status List Columns - 2013
Will use an App
to create the
custom list
HTML Source
Code will go
into a .TXT file
Need to select
the Basic Table
style view
http://thinketg.com/creating-a-stoplight-color-coded-status-in-a-sharepoint-2013-list
Status List Web Part - 2010
Used to store a one line report called
status indicators that display
performance against an objective
Basic Status List
The input to these indicators can come
from a variety of sources, including
views of a Task List
Example of a basic 3 indicator status list
As you update your list items, the Status
List indicators are updated
Status List Web Part – 2010 - Setup
To create a Status List based on an existing Task List:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Navigate to your SharePoint site.
Copy the URL of the existing Task List for which you want to calculate status indicators.
Click Site Actions, select More Options….
Scroll down, and select the Status List icon.
Enter a name for the Status List, click Create.
Click on the down-arrow next to New.
Click on SharePoint List based Status Indicator.
Name the indicator in the Name field.
Paste the Task List URL in the List URL field.
Click on the View drop-down to specify a view.
Set up the Value Calculation as desired.
◦ Number of list items: A count of the total number of items in the list.
◦ Percentage of list items in the view where: This method calculates the percentage of items in the specified view that meet the criteria you enter.
◦ Select the name of the column from the “Select Column” drop-down list.
◦ Select the comparison operator from the “Is Equal To” drop-down list.
◦ Type the value that you want to use for comparison in the text box.
◦ To add criteria for up to five additional columns, repeat these steps.
◦ Calculation using all list items in the view: This method calculates the value you select based on values in a specified column. Select one of the following from the dropdown list: Sum, Average, Maximum, or Minimum. Then, select the column that contains the values you want computed from the “Select Column” drop-down list.
12. Specify the Status Icon Rules.
◦ From the Better values are drop down list, select higher to have SharePoint change icons when increasing values meet or exceed goal or warning thresholds. Select
lower to have SharePoint change icons when decreasing values meet or exceed goal or warning thresholds.
◦ In the Display when value has met or exceeded goal box, type the goal value. When the indicator value reaches this goal, SharePoint changes the icon to show that
performance is on target.
◦ In the Display when value has met or exceeded warning box, type the value at which performance is unacceptable, and SharePoint changes the icon to warn of a
potential problem.
13. Click OK
Status List Web Part - 2013
Status List web
part has been
discontinued
Need to use the
Report Library
App
Create a new
Web Part Page
with Status List
Status lists and KPIs, still possible in SharePoint 2013: http://community.office365.com/en-us/f/154/t/170382.aspx
2013: http://www.sharepointcrux.com/Blog/Post/7/Creating-Status-List-and-Status-List-Indicator-in-SharePoint-2013
2013: http://office.microsoft.com/en-us/sharepoint-server-help/use-the-list-view-web-part-HA102771012.aspx
SharePoint 2013 Out of Box Web Parts: http://www.wonderlaura.com/Lists/Posts/Post.aspx?ID=214
2010: http://office.microsoft.com/en-us/sharepoint-server-help/getting-started-with-sharepoint-status-indicatorsHA010380634.aspx
Advanced Dashboard Methods
Calculated /
“Status” List
Column
PowerPivot /
PowerBI
Status List Web
Part
Excel
Spreadsheet
Excel Services
BI Center
(BCS/BDC)
Custom Coding
(Webparts,
Apps)
3rd-Party Tools
Thank you!
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