What we will learn about the Dashboard in this article:

  1. Where is the Dashboard and what does it do?
  2. Metrics
    2.1. Exploring existing metrics
    2.2. Creating new metrics

    - Task Metrics
    - Project Metrics
    - Quick list of projects: Most Active Projects
    - List of hours invested by user
    - Chart of Registered Hours: by client, project or task type
    • Chart: Registered hours by client
    • Chart: Registered hours by project
    • Chart: Registered hours by task type
  3. A Tutorial on Advanced Filters

1. Where is the Dashboard and what does it do?

To find the Dashboard go to "Company" and click on "Dashboard":

The Runrun.it Dashboard is a screen that centralizes the most pertinent information for managers in one place, directly and visually, optimizing your time. And, it’s also customizable! You can create your own metrics using filters (similar to "General Tasks Controls" and "Projects"), select just those things that are most important to you, and drag the metric blocks wherever you want, using our drag and drop system.

With the information in sight, it becomes easier to forecast deliveries, possible delays and the control of what is being developed, the number of hours worked by each team, and a multitude of other data points, according to the chosen metric.

Each Dashboard is unique to its user. If you create, edit, and delete the metrics, those changes will not affect anyone else's Dashboard.

All users can visualize the Dashboard. However, the information that appears (such as the number of tasks, projects, etc.) is determined by the user’s level of access to the information. For example, within the total tasks field, the users will only see the number of projects that they are permitted to access and view. If they are only allowed to see the projects and tasks of the team of which they are a part, the total number of tasks listed will be the number of tasks in which their team is participating.

Attention: Team Plan clients will have access to the Dashboard but will not be able to edit the information.


2. Metrics


Metrics are numbers that can quantify important behaviors and trends for the formation of indicators and for use in decision-making. With Runrun.it, you can use metrics like "tasks delivered in the last 7 days" and "backlog tasks," among many other customizable options.  When creating your metric, consider what you want to measure and why. In Runrun.it you not only visualize these numbers but can go straight to the tasks/projects that are related to the chosen metric to analyze any problems by clicking "view data" in the Settings icon or clicking in the metric number.


Now, we'll discuss our Dashboard metrics in greater detail.

2.1. Exploring Existing Metrics

Edit the existing default metrics by clicking the Settings icon in the right-hand corner:

There are 4 options: "View Data", “Clone”, "Edit" and "Delete". Visualizing data allows you to go straight to the tasks/projects associated with the selected metric, giving a detailed visualization of what is within the metric. For example, if your metric shows overdue tasks, clicking "View Data" will redirect you to a list of all the overdue tasks in the General Tasks Control:


Clone” allows you to create a metric identical to the selected one.


Under "Edit" you can change the name of the metric as well as the "Column", "Operator" and "Value" conditions, and you can add, or remove, conditions:


"Delete" permanently deletes the metric, and it cannot be retrieved later:


2.2. Creating new metrics

Currently, Runrun.it provides the following types of metrics: Task Metrics, Project Metrics, Quick List of projects, List of hours invested by user, and 3 Charts: Registered Hours chart by client, Registered hours chart by project and Registered hours chart by Task Type.  To create any of these metrics, first, click on "New metric":


Then choose the type of metric you wish to include:

• Task Metrics
Displays, as a result, the total number of tasks, according to the conditions chosen in the metric. There are task metrics that measure per team, by delays, by date, or whatever you choose under the conditions. Some task metrics are already included as defaults in the Dashboard (and those can be edited):

The result is always the total number. You can delete or edit existing task metrics or create your own. To create a task metric, click on "New Metric" > "Task Metric". Choose a name for the metric and the conditions for filtering the tasks. Add as many conditions as you like. Click "Save" to create.

Example 01 - Tasks Delivered in the Last 7 Days

Example 02 - Tasks Delivered with more effort than estimated


We’ll discuss the advanced filters’ conditions (column, operator, value) to a greater extent in the topic "3. A Tutorial on Advanced Filters".



• Project Metrics
Project metrics, as well as task metrics, provide a total number as a result, according to the conditions chosen in the metric. You can create, under its conditions, project metrics that filter for delays, projects associated with a particular client, creation date, activity, and more.
The metrics that are already included in the Dashboard are "Delayed Projects" and "Projects with Probable Delays":

Create personalized project metrics by clicking "New Metric" > "Project Metrics". Define the metric name and choose the project conditions according to your needs. Add as many conditions as you require. And don’t forget to save! See our example below:  

Example 01 - Projects Starting from May 2018


• Quick List of Projects: Most active projects
The "Quick List of Projects" metric shows the most active projects in the last 7 days, according to your access level to client> project. To create a quick list of projects, click "New Metric" > "Quick List of Projects". Enter a name for the metric. You can choose "All Projects" or "Select Projects" to choose specific ones. A maximum of 10 projects is displayed in this metric, even when selecting all projects.  

Columns: 

- Project: displays the Project name.

- Activity: shows, in a bar-chart, the project activity. Each bar represents one (1) day of the week, the last of which is the current date. The higher each bar is filled in dark gray, the greater the activity on the project was during that day. The total time that was invested in the project during those days is displayed next to the bar-chart.

- Hours %: percentage of hours invested in the project. The green part represents the time already worked.

- Tasks %: percentage of the project’s tasks that have been delivered. The green represents the tasks that have already been delivered.

- Delivery: Estimated project delivery date.

• List of Hours Invested by User

This is where managers can see who is logging hours in Runrun.it. With this metric, you can visualize the percentage (%) of the registered hours and the total hours recorded by each, or all, of the system’s users. In addition to this table, there is also a chart-metric listing registered hours per client, project or task type, which we'll discuss at greater length in the chart-metrics topic.

First, go to "New Metric"> "List of Hours invested by user". Then choose a name for the metric. Choose whether you want to filter by team and what period will be analyzed.  

Example 01 - Hours recorded in the last 30 days


• Chart of Registered Hours: by client, project or task type  

In addition to being able to view the registered hours per user in table form, you can also check the amount of time registered per client, project or task type, in the form of a bar chart. The period chosen in the filter influences the number of bars and their size on the chart. Each color in the bar represents a client, project, or task type, according to the chosen criteria. Clicking on the color will direct you to the data that generates that part of the metric. For example, if it is a Chart of Registered hours by Project, clicking on the color representing the project will display the tasks for that project that had their hours registered.


The graph’s X-axis represents the date and the Y-axis, the registered hours.

- Chart: Registered hours by client
Create a chart to visualize the hours invested by users per client. Go to "New metrics">"Registered hours chart by client". Enter a name for the metric. Choose whether you want the chart to display the times associated with all your clients or select specific clients. If you choose “Select Clients” you can also show others consolidated clients. Remember: you can only choose clients to which you, and the team to which you belong, have access.
Under "Do you wish to filter by Users?" choose all users, the desired teams or desired users.
Under "What period do you wish to compare?" choose an option from the list, from days to annual periods. It’s possible to show the untracked hours.

Click save to create the chart:  

In the example above, we chose all of the clients for which the team performs tasks. There are a limited number of colors because they perform tasks for just a few clients. In this example, the client represented in dark blue was responsible for the greatest number of registered hours. The gray part of the bar represents unregistered hours.

  • Chart: Registered hours by project 

Create a chart to see the hours invested by users per project. Go to "New metric" > "Registered hours chart by project". Enter a name for the metric. Choose whether you want the chart to report the hours invested in all projects or select specific projects. If you choose “Select Projects” you can also show others consolidated projects. Remember: you can only choose the projects to which you, and the team to which you belong, have access.
Under "Do you wish to filter by users?" choose all users, the desired teams or desired users.
Under "What period do you wish to compare?" choose an option from the list, from days to annual periods. It’s possible to show the untracked hours.

Click save to create the chart: 

In the example above, we chose all of the projects the team worked on in last 30 days. The different colors correspond to the projects in which the team participated. The gray part of the bar represents unregistered hours.


- Chart: Registered hours by task type  
Create a chart to see the hours invested per user for each task type. Go to "New metric"> "Registered hours chart by task type". Enter a name for the metric. Choose whether you want the chart to report the hours invested in all types of existing tasks or select a particular type(s). If you choose “Select Task Type” you can also show others consolidated task types. Remember: you can only choose the task types to which you, and the team to which you belong, have access.
Under "Do you wish to filter by users?" choose all users, the desired teams or desired users.
Under "What period do you wish to compare?" choose an option from the list, from days to annual periods. It’s possible to show the untracked hours.  

Click save to create the chart:  

In the example above, the task type chosen was "30 min. Interactions". The light-green part corresponds to the registered hours for this task type. The light-gray part of the bar represents unregistered hours and the dark-gray represents other.


3. A Tutorial on Advanced Filters


To create Dashboard projects and task metrics to suit your requirements, you need to understand the filters that are being used.  

The metric filters look similar to the advanced filters we use in the "General Tasks Control" report and the "Projects" page. If you cannot find the reports on the system, remember: access to the reports is limited to administrators and managers.

The conditions we choose in the metrics creation filters make it possible to create a huge variety of metrics that filter specific tasks/projects, according to your needs.

There are 3 conditions: column, operator and value.  

Column: The column is the field where you can choose the main condition to filter specific tasks/projects. See all the options below:  

Operator: The options available in the operator field are directly affected by the condition "column", that is, they can change depending on what was chosen as the main condition in the column field. See the examples below: 

Example 01 - "Activity" column:  

Example 02 - "Delays" column:  

Example 03 - "Remaining hours" column:  

Example 04 - "Created in" column:

Value: Similar to what happens in the column x operator relationship, the "value" field is directly affected by the condition chosen for the operator. Note in the pictures above that the "value" field can be in an hourly format, which you’ll need to enter, or in a calendar format, where you’ll need to choose a date.

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