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Figure 8-35. Defining the name and description properties of the indicator Next, you must enter the current value for the indicator. Because you have selected a manual indicator, you must open and edit this item each time the value changes. Since this example tracks attendance, you will probably find yourself doing this daily. Figure 8-36 also shows that you have to define the rules for the status icon. You can choose to represent better values by higher or lower values. In the case of attendance, higher values represent better values. Therefore, let s assume that you have met your attendance goal when 18 or more employees out of 20 come into work each day. If only 16 or 17 employees arrive, you want to raise a warning to management. If fewer than 16 employees arrive, you want to display the danger icon.

Expand the Home ribbon by clicking on the plus sign in the square box before it and click on the ribbon name, Home, to select it. Click the New Group button, which creates a new group named New Group (Custom). With the New Group Selected, click the Rename button and change the name to Document Management. From the Choose commands from column, choose All Commands. Select and drag the following commands from the list on the left to the new group Document Management on the right: Document Management Server Document Panel Document Property

After defining the KPI, click OK to see how the KPI appears. Figure 8-37 displays the KPI list with a single indicator showing that you might have the start of an absentee problem.

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Now when you open a document in Word 2010 and open the Home ribbon, you see the new Document Management group with its commands on the right side of the ribbon, as shown in Figure 4-12.

Enough so that half or more of MS-DOS users continued to employ pop-up and task-switching programs to do what DeskMate and Windows 1 and 2 were supposed to do.

Figure 8-37. Viewing the resulting indicator in the list If you want to see what happens when you change the current value of the indicator, click the KPI item and select Edit.

Figure 4-12. Updated ribbon with Document Management group With a document open, you can click on the command Document Panel from the Document Management group. A dialog box, shown in Figure 4-13, asks whether you have a custom document Information Panel. While I will skip this option, you may want to select the check box on the bottom of the dialog that tells Word to Always show Document Information Panel on document open and initial save. Note that, if you do not select this option, you can always select the Document Panel from the ribbon.

Let s now look at a KPI indicator that uses a SharePoint list. I ve already created a SharePoint list that tracks the number of active application systems. Suppose I define success as having at least 90% of our systems running, and that I define failure as having less than 80% of our systems running. (OK, I know that may be low for your organization. You can, of course, enter your own numbers.) Rather than track this information manually, suppose further that you have a SharePoint list named Systems Supported that includes an item for each application. Furthermore, suppose that this list has a field named Status defined as a choice field type with three possible values: OK, Repairs, and Down. You can use this list to supply the data for the KPI. That way, by maintaining the status in Systems Supported, the KPI indicator will update automatically. Figure 8-38 shows the full properties list for this KPI item. The new options begin with the Indicator Value section. In this area, you must enter the name of the SharePoint list and view that you want to use to calculate the KPI value. Notice that you can then calculate the current KPI value in one of three ways: Simply total the number of list items in the selected view. Calculate the percentage of list items with a specific value in the view based on a Boolean expression. Calculate using all list items in the view. In this case, you want to calculate the percentage of systems that have a Status field value of OK. However, if you had a list that included the amount of time a system was down, you could sum the down time across all systems for the time period represented by the view.

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