WorkBook Intelligence Dashboards Users Guide
WorkBook Intelligence uses dashboards to deliver insightful information and analysis into your underlying WorkBook data. Dashboards cover the range of WorkBook functionality. You can find them in the front of the product, in the Dashboards area.
The following dashboards provide insights across the various modules of the WorkBook application.
Jobs Module
- Use – The Client Analysis dashboard provides an overview of the sales and profit attributed to clients based on the jobs contained within that client record. The available filters allow you to refine the specific client or group of clients on which you want to get analysis. The analysis provided shows the sales values of costs incurred and the associated profit of those costs.
This dashboard is useful for comparing the relative performance of clients and the margin that each client is delivering.
- Content – Information is delivered on two tabs:
Client Summary and
Client Detail.
The Client Summary tab provides an overview for comparing multiple clients and evaluating the relative performance of each. Comparative values of sales and profit are shown through the use of a treemap chart, where the area of the chart that each client populates represents the proportion of the total that they deliver.
A text narrative beside each treemap chart provides further analysis, in natural language, of the data represented in the treemap chart.
The final chart on the Client Summary tab is the overview of client group performance. Client Group is a dimension in WorkBook that allows you to group clients into collections, and where these are used in the web application, the relative performance of each is shown in the client group treemap chart.
You can click each chart to make a filtered selection of that specific item, be it a particular client or client group.
The Client Detail tab provides more detailed analysis of the data across all of the selected clients. If you select a client in the summary, it shows detailed information for that specific client.
Two graphs provide an overview of the sales, profit, and margin for each client. The first graph plots the total of sales and profit, allowing you to visually compare the filtered clients for these two metrics. This allows you to assess those clients who might be performing differently from the perceived norm. The individual data points that represent each client are also clickable to update the client filter for this dashboard.
The second graph visualizes the same data in a different method, showing sales and profit for each client as columns, and the margin for each client is displayed as a line within the chart. This allows you to visually compare margins for different clients.
Finally, the detail of the sales, profit, and margin for the selected client across different cost types is shown as numeric indicators. There is no drill-down in this view.
- Use – The Jobs Analysis dashboard provides an overview of the sales and profit attributed to jobs and enables you to compare the performance of jobs relative to each other, either across the entire Company or within a selected client or clients, depending on the filters that you apply. The available filters allow you to further refine the nature of data to analyze, based on the status of the jobs or the approval status of the transactions within them. The widgets on the dashboard show the sales values of costs incurred and the associated profit of those costs.
The Jobs Analysis dashboard is best used to compare the relative performance of multiple jobs to identify anomalies or outliers and, once identified, to drill down into the specific detail of those jobs to the transaction level to pinpoint potential problems or issues that require action.
- Content – Information is delivered on multiple tabs:
Client Overview,
Job Overview, and
Billing & Revenue.
The Client Overview tab provides an overview of the relative sales values of clients and jobs, based on the filters that you apply. Sales values are calculated based on the sales values of entries applied to the jobs, be that time entry, creditor invoices, or material entries that have been added to jobs. Information is displayed in three chart elements; a treemap chart displays the relative sales totals for clients and the relative sales totals for jobs within those selected clients. A third chart plots the net profit against sales values for the jobs.
You can click each chart to make a filtered selection of that specific item, be it a particular client or job. That filter then also applies to the other tabs within the dashboard.
The Job Overview tab enables deeper analysis of the selected jobs, providing numeric indicators that show the sales and net profit totals and net margin for that selection. Those totals are further split into values attributed to time entry, creditor invoices, and materials that have been applied to the selected jobs. For each component value, the Total Sales value and Net Margin indicators contain drill-downs that allow you to see the constituent transactions that make up those total values.
The Billing & Revenue tab provides a more financial overview of the jobs in the filtered selection, showing numeric values that represent the sum of estimates or price quotes, total sales values of costs incurred, total value of sales invoices created, and the total of revenue recognized through adjustment entries or via posting configuration applied on the job. This tab also offers drill-downs so that you can see the line-level information that supports each total. This tab enables a quick overview of the financial health of the job.
Finance & Administration Module
- Use – The Finance – All Years dashboard shows an overview of the financial results of a single selected Company across all finance years in your WorkBook system.
This dashboard enables you to filter one Company at a time. It displays numeric data in the Company currency of that selected Company.
- Content – Information is delivered on multiple tabs:
Summary,
Income Overview,
Balance Sheet,
Clients, and
Suppliers.
The Summary tab shows the net profit by year in both table and line graph format, comparing the overall net profit for each finance year in the selected Company. A text widget also provides deeper insight into the data in natural language.
In addition, all finance years are compared on a single line graph, with a common timeline, enabling you to evaluate the performance by month, identifying particular trends or anomalies on a month-by-month basis. A text narrative also provides further contextual insight into the year-on-year data in the graph.
The Income Overview tab displays a view of the income overview, or operating account general ledger accounts for each finance year for the selected Company. For every completed year, the values represent the total of all transactions posted to that account in the year; or for partially completed years, the values represent the sum of transactions posted to the account within that year. You can drill down into the individual line items by clicking on any of the individual numeric values.
The Balance Sheet tab provides a view of the Balance Sheet as of the current date and represents the sum of all transactions in each Balance Sheet account. You can drill down into the individual line items by clicking on any of the individual numeric values.
The Clients tab represents the balance outstanding on client accounts as of the current date. It is equivalent to an outstanding balance list, but represented across three different widgets: a pie chart that shows the individual proportions that each outstanding balance represents of the whole, a text narrative that provides further insight into the balances, and a list of outstanding balances by client (debtor). You can drill down into the individual transactions that make up the outstanding balances by clicking on any of the individual balances.
The Suppliers tab represents the balance outstanding on supplier accounts as of the current date. It is equivalent to an outstanding balance list, but represented across three different widgets: a pie chart that shows the individual proportions that each outstanding balance represents of the whole, a text narrative that provides further insight into the balances, and a list of outstanding balances by supplier (creditor). You can drill down into the individual transactions that make up the outstanding balances by clicking on any of the individual balances.
- Use – The Finance – Single Year dashboard shows an overview of the financial results of a single selected Company for a single selected financial year.
This dashboard enables you to filter one Company and one finance year at a time. It displays numeric data in the Company currency of that selected Company.
- Content – Information is delivered on multiple tabs:
Summary,
Income Overview,
Balance Sheet,
Clients, and
Suppliers.
The Summary tab shows the net profit for the year as a single headline indicator, and then shows the net profit by month in a line graph with a text narrative that provides further insight into the data in natural language.
A comparison of actual net profit by month is displayed, compared to a selected finance budget, allowing the overview of financial performance on net profit on a monthly basis.
The Income Overview tab provides a view of the income overview, or operating account general ledger accounts for the selected finance year. The values represent the total of all transactions posted to that account in the year. You can drill down into the individual line items by clicking on any of the individual numeric values.
The Balance Sheet tab reflects the sum of movement of Balance Sheet accounts in the selected finance year. It represents the sum of all transactions in each Balance Sheet account in the selected year. You can drill down into the individual line items by clicking on any of the individual numeric values.
The Clients tab represents the total value of sales invoices, net of credit notes, posted against client accounts in the selected finance year. It does not represent the outstanding balance, but rather the total value of spend. Data is represented across three different widgets: a pie chart that shows the individual proportions that each client represents of the total, a text narrative that provides further insight into the value of sales invoices, and a table that shows the individual totals by client. You can drill down into the individual transactions that make up the total amount by clicking on any of the individual client totals.
The Suppliers tab represents the total value of creditor invoices, net of credit notes, posted against supplier accounts in the selected finance year. It does not represent the outstanding balance, but rather the total value of spend. Data is represented across three different widgets: a pie chart that shows the individual proportions that each supplier represents of the total, a text narrative that provides further insight into the value of creditor invoices, and a table that shows the individual totals by supplier. You can drill down into the individual transactions that make up the total amount by clicking on any of the individual supplier totals.
CRM Module
- Use – The CRM dashboard provides an overview of the value of pipelines on clients and prospects in the WorkBook application. An extensive range of filters gives you the ability to remove unwanted detail and focus on pipelines for specific clients, time periods, statuses, and levels of progression.
Data is shown both in a "full value" state and with the consideration of any probability that might have been applied, allowing the view of a weighted total of pipelines, based on their respective probabilities. All values are displayed in the Company currency of the selected Company.
- Content – Information is delivered on multiple tabs:
Standard,
Probability,
Side-by-Side, and
Details.
The Standard tab shows the sum of net revenue for the filtered pipelines and is based on the value of net revenue provided on the pipeline within the WorkBook application. It is then shown from multiple different perspectives in a number of charts and graphs.
The Year-on-Year line graph sums the value of net revenue for each of the filtered pipelines and graphs the total by the start date month. This is then applied on a single 12-month calendar year time view, comparing the total net revenue for multiple years at the same time, on a monthly basis.
The Top 5 Pipelines chart gives an overview of the top 5 pipelines by net revenue. Clicking on the graph opens a drill-down that provides a further level of detail about the pipelines themselves.
Net Revenue by Probability splits the total net revenue by the various probability values indicated on the individual pipelines. This can provide a good overview of the spread of any risk that might be inherent in all of the pipelines in the WorkBook application.
Net Revenue by Start Date splits the total net revenue across all of the filtered pipelines and displays them by start date. This provides an overview of the timing of pipelines.
The Net Revenue by Status pie chart splits the total value of net revenue across all filtered pipelines. This allows you to see the split of that net revenue value by the status values that you have created.
Finally, the Net Revenue by Responsible pie chart splits the value of net revenue by the responsible individual who is attached to each of the pipelines.
The Probability tab shows the sum of weighted net revenue for the filtered pipelines and is calculated based on the value of net revenue provided on the pipeline, multiplied by the probability applied on that pipeline. It is then shown from multiple different perspectives in a number of charts and graphs.
The Year-on-Year line graph sums the value of weighted net revenue for each of the filtered pipelines and graphs the total by the start date month. This is then applied on a single 12-month calendar year time view, comparing the total weighted net revenue for multiple years at the same time, on a monthly basis.
The Top 5 Pipeline Projects chart gives an overview of the top 5 pipelines by weighted net revenue. Clicking on the graph opens a drill-down that provides a further level of detail about the pipelines themselves.
Net Revenue by Probability splits the total weighted net revenue by the various probability values indicated on the individual pipelines. This can provide a good overview of the spread of any risk that might be inherent in all of the pipelines in the Company.
Net Revenue by Start Date splits the total weighted net revenue across all of the filtered pipelines and displays them by start date. This provides an overview of the timing of pipelines.
The Net Revenue by Status pie chart splits the total value of weighted net revenue across all filtered pipelines. This enables you to see the split of that net revenue value by the status values that you have created.
Finally, the Net Revenue by Responsible pie chart splits the value of weighted net revenue by the responsible individual who is attached to each of the pipelines.
The Side-by-Side tab allows you to see the total net revenue and the weighted net revenue in all of the same graphical displays, but shown within the same single view. This enables you to see the impact of the inclusion of probability on the net revenue value of the pipelines in the filtered data.
The Details tab shows the side-by-side view of net revenue and weighted net revenue for the pipelines in the filtered data, but in a tabular format, indicating the values in Company currency. Each table allows further drill-down, and you can see the specific details of each listed pipeline.
Utilization
- Use – You can use the Resourcing dashboard to identify individuals, or groups of employees—for example, in departments—who have limited available capacity relative to the amount of scheduled bookings made against them, or who have outstanding timesheets, relative to their total capacity. A large number of filters are available, including the ability to filter on more than a single Company, by department, or by employment type.
- Content – Information is delivered on multiple tabs:
Resource Overview,
Capacity Usage, and
Time Entry.
The Resource Overview tab provides a visual filter for data, rather than providing analytical information. It displays a number of pie charts; you can make selections within the pie charts to apply additional filters. Alternatively, you can apply filtering directly into the right-hand Filter pane, where you can select one or multiple items across an array of different categories. The filter is intended to define a specific group of employee resources that are to be analyzed for available capacity or outstanding timesheets.
The Capacity Usage tab provides a view of the available capacity and degree of time entry for the filtered employee resources. An extract calendar view provides a graphical view of the timesheet entry and available capacity of the filtered employees.
The Time Entered against Capacity calendar gives a view of the level of timesheet entry for the employees as a whole by comparing the total available employee capacity, based on those employees' capacity profiles, to the total number of hours submitted on timesheets, evaluated on a daily basis. A color gradient is applied from red to green, where red indicates the days with the largest amount of missing timesheet hours relative to capacity, and green indicates the largest amount of submitted hours relative to capacity. This color scheme visually indicates the days where the most timesheet entry is missing.
The Bookings against Capacity calendar gives an overview of the available free capacity for the filtered employees. Available capacity is determined by comparing the total capacity per the employee capacity profile, and subtracting the hours that are already scheduled through bookings, evaluated on a daily basis. A color gradient is applied from red to green, where red indicates the days with the lowest amount of free capacity, and green indicates the days with the highest amount of available capacity.
Below the calendar views is a table that provides the actual numeric values for capacity, time, and bookings for each employee included in the filtered output. By clicking on any of the numeric values, you can open a drill-down view of the detail on a daily basis for any employee in the list.
The Time Entry tab evaluates the degree of time entered and missing time entry, based on the total available capacity for the filtered resources, and compared to the total of time entered through timesheets. A Missing Time Entry line graph indicates the daily value of missing time entry and total hours entered, while a bar chart indicates the split of missing time by department. The individual department columns in the graph act as a means of further filtering the data, allowing closer investigation of missing timesheets for employees within that selected department.
The Missing Time Detail table lists the capacity hours and total hours entered through time entry for each filtered employee.
WorkBook Intelligence Components
WorkBook Intelligence dashboards rely on some basic components to bring together the analyzed data. These components are common to all dashboards, whether a dashboard is delivered by Deltek or created by users who have Designer licenses, and are basic building blocks to a successful dashboard.
The Filters panel is common to every dashboard and is located on the right-hand side of the dashboard.
The Filters panel provides data filtering options that affect the data that is displayed in the widgets. You can change these filters to focus on more specific data.
You can interact with filters for analyzing data by making changes using the
Edit icon above each individual filter. Each time that you interact with a filter and change its value setting—for example, by selecting or entering a value—the filter is immediately applied to your dashboard. You do not affect anyone else by changing the filters.
- Blue shading indicates the inclusion of a value in the filter. Data in the dashboard is filtered such that it includes the filtered value.
- Red shading indicates the exclusion of a value in the filter. Data in the dashboard is filtered such that it excludes any data containing that value.
You can save the current state of your filters and their selections and restore your filters to their previously saved state at any time. This is particularly useful so that you can restore filters that are refreshed following the republishing of a dashboard.
Procedures
- Access the Filters panel for your dashboard.
- Click
then select
Set as My Default Filters from the shortcut menu.
- Access the Filters panel for your dashboard.
- Click
Restore My Default Filters.
Widgets
A dashboard is a collection of one or more widgets that visualize the data that you select via the Filters panel. Each widget is a dynamic visualization of data, and as you update filters, widgets are updated accordingly.
There are multiple different types of widgets that each visualizes data differently, allowing the best analysis and insight of the filtered data. The following table describes the most commonly used widgets.
| Widget | Description / Use |
|---|---|
| Numeric Data | |
| Indicator | Indicator widgets display one or two numeric values in a variety of options, such as a number, a gauge, or a ticker. |
| Charts with X and Y Axes | |
| Column Chart | Column charts are useful in different business scenarios, especially for comparing items and comparing data over time. Column charts can include multiple values on both the X and Y axes, as well as breakdowns by categories displayed on the Y axis. |
| Bar Chart | Bar charts compare many items. Bar charts typically present categories or items (descriptive data) displayed along the Y axis, with their values displayed on the X axis. You can also break up the values by another category or groups. |
| Line Chart | Line charts are useful for various business cases, including comparing data over time, or comparing changes over the same period of time for more than one group or category. |
| Area Chart | Area charts are very similar to line charts, except that the areas under each line are filled with color, and you can display them as stacked. Area charts are best used for displaying absolute or relative (stacked) values over a time period. |
| Scatter Chart | Scatter charts display the distribution of two variables on an X axis, Y axis, and two additional dimensions of data (represented by color and size of the data points) that are shown as circles scattered across the chart. |
| Representing Proportions | |
| Pie Chart | Pie charts display proportional data and/or percentages. |
| Treemap | Treemaps display hierarchical data in the form of nested rectangles. Treemaps are multidimensional widgets. |
| Tabular Data and Grids | |
| Pivot | Pivot tables enable you to quickly summarize and analyze large amounts of data into tabular form. Pivot tables often use multiple columns that represent categories and numeric summations of the underlying data. |
| Tab | You can use tabs to add tab headings to a dashboard to hide or unhide widgets on the dashboard based on which tab heading is selected. |
| Table | Tables can display broader views of your data, presenting raw and non-aggregated data in columns, with as many fields and metrics as needed. |
| Text Narratives | |
| Text | Text narratives are useful in many charts and graphs. This embedded option provides additional textual insight into the underlying data. This text is dynamic and is updated based on changed filters and data selections. You cannot edit this text; it is contextual based on the filtered data. |
| Geographical Data | |
| Area Map | Area maps represent geographical data as polygons on a map. |
| Scatter Map | Scatter maps visualize geographical data as data points on a map. |
| Other Chart Types | |
| Calendar Heatmap | You can use calendar heatmaps to visualize values over days in a calendar-like view, making it easy to identify patterns or anomalies. |
| Box and Whisker Plot | You can use box and whisker plots to visually describe the distribution, variability, and center of a data set along an axis. |
| Polar Chart | You can use polar charts to compare multiple categories or variables with a spatial perspective in a radial chart. |
| Funnel Chart | You can use funnel charts to show stages in a process that are sequentially dependent. The funnel shape helps you to track the health or validity of any process. |