Cost KPIs (cost per unit) (concepts and requirements)

From UG

Current revision as of 19:34, 4 October 2011

[edit] Info

• 0003076: [Internal Dashboard Reports] Cost KPIs

[edit] Business Analysis and Requirements

Section Owner: BA

[edit] Summary

We would like to create KPI (Key Performance Indicators) that will calculate the cost per various units.

This will be used both internally and externally

This cost per unit, will be used both on its own and will be included with additional KPI's that will be added.

We would like each individual user to be able to Personalize these reports to meet there needs, by providing filters to choose from.

These reports should have a modern design with quick filtering and be easy to use/understand.

The system will have to calculate the total cost and divide it by each unit (defined below), so we can provide cost per unit KPI's.

[edit] Details

[edit] Calculating the cost

The total cost for the shipment is the sum of all sales invoices issued against the individual CT record or the group shipments.

Example:
CT 123456 has three sales invoices issued against it. 
Invoice 1 in the amount of $ 5.00
Invoice 2 in the amount of $10.00
Invoice 3 in the amount of $ 5.00
Total cost for the shipment would be $20.00

This sum should be of sales invoices billed to a pre-determined "bill to party" linked to the client company that is viewing the KPI.

Take this total cost and divide it by the desired unit (units listed below) to determine the cost per unit KPI.

• In cases of group shipments, we need to make sure the unit is the total sum of all of the CT's in the group.

Please note in another phase, we will be adding another Cost KPI for internal operators only, that will be the sum of the purchase invoices.

[edit] Unit fields

• Quantity (Item / Piece)
  • If multiple line items have been created AND the quantity field has been filled in for each, the piece price for each item should be broken out to match these details. The item description and/or SKU and/or PO should be listed as part of this report.
  • If a single line or multiple lines with the quantity field only filled out on a single line, then a single piece price is good.
• Pallets
• Packages
• Kilo's chargeable weight
• Kilo's actual weight
• Pounds chargeable
• Pounds actual
• Cubic meter
• TEU

[edit] Controlling these reports

We need to offer flexibility in admin, so these reports can be personalized to each users needs.

The reports should be controlled in an admin section created for KPI's.

Operators should be able to enable or disable individual reports, reports for individual users or all reports to a specified Client Co.

We will need to create a way to link the E0. Client Company that is viewing these reports, to a specific bill to party. This will only be to determine which sales invoices should be included in the total to calculated the cost per unit.

• This should not have any effect on any other view that is currently set up in the system.

• Operators will need to have the ability to add or remove related bill to parties.

• The system should include these invoices in the calculation only
  • When the bill to is linked to the client co. that is viewing the KPI AND
  • When the client co. viewing the KPI is the same client Co. for the record. We need to make sure we do not open visibility of cost's for shipments that this client company is not involved in.

Explanation:
Shipments move under specific sales terms, known as incoterms (please see  
http://en.wikipedia.org/wiki/Incoterms for more information).  
If the E0. Client company that is  viewing the KPI is not paying for all movements of the shipment, 
they should not be advised of what the other parties cost is.  
In order to avoid one client from viewing the other clients  rates, we cannot include the charges 
being billed to another party in the total cost calculation

For Example:
If the terms are FOB this means the shipper is paying all of the charges until the shipment is on 
board the vessel.  
The shipper is ABC Company and they are paying all of the charges to the vessel.
The Consignee/Client is XYZ Company and they are paying for the remaining charges.  
They are also checking the KPI for the piece price.

This shipment is 10 pieces
Invoice # 1  Bill to:  ABC   Amount:  25.00
Invoice # 2  Bill to:  ABC   Amount:  15.00
Invoice # 3  Bill to:  XYZ   Amount: 100.00
Invoice # 4  Bill to:  XYC   Amount:  50.00
Invoice # 5  Bill to:  ABC   Amount:  10.00
Invoice # 6  Bill to:  XYZ   Amount:  50.00

When XYZ is looking at the KPI for this shipment it should show:
Average Cost per piece:  20.00
(This is because we should only be using the sum of the invoices billed to XYZ) (200.00) / 
(the total pieces) 10.00 = 20.00

These reports will need to be controlled in an Admin section for KPI's. Since we will be providing an average cost per unit, we would need to restrict the system from including shipments that have only part of the cost's billed. Including these incomplete costs would reflect inaccurate information, lowering the average cost per unit. In order to avoid this, we will need to be able to control when these charges are to be calculated. This will be done by using a number of days combined with an action. This should be flexible and able to be changed by each user and for each report.

For Example:
Manually entering the number of days and an event date such as arrival date:
 _#_ Days
 before or after (radio button)
 actual arrival date (drop down) 
Since we will be using this as a standard filter for setting up KPI's,  it should include all date 
fields that are in Cybertrax.  

Operators should also be able to set what the time frame for "current" is on the dashboard of the KPI.

• Daily (Current should be the result of the previous day starting at 12:00 am and ending at 11:59 pm
• Weekly (Current should be the week before starting Monday 12:00 am - Sunday 11:59 pm)
• Monthly (Current should be the previous month starting on the 1st at 12:00 am and ending on the last day on the month at 11:59 pm)
• Quarterly(current should be the previous quarter following the same as above)
• Yearly(current should be previous year following same rules as above)

[edit] KPI Levels

[edit] Level 1

Should display a price / unit

$0.25 Kilo

[edit] Level 2

Historical Data

Graph showing past performance with the ability to filter by

• Mode of Transportation
• Lanes
• Clients (Internal Only)
  • Supplier will be used for external KPI
• Carriers

Example
(Last month) June  $0.75
             May   $0.77 
             April $0.76

By Mode

Graph showing details by mode with the ability to filter by

• Historical filters
  • Last week
  • Last Month
  • Last Quarter
  • Last Year
• Lanes
• Clients (Internal Only)
  • Suppliers will be used for external KPI
• Carriers

Example
Air     $0.75
Ocean   $0.09
Truck   $0.20

Lanes

Graph showing details by specified Lanes.

• option for Country to Country pairing

With the ability to filter by

• Historical Filters
  • As explained above
• Mode of Transportation
• Clients (Internal Only)
  • Suppliers will be used for external KPI
• Carriers

Example:
Asia to Europe             $0.35
Europe to United States    $0.55

Clients / Client Group Name(S) - (Internal Only)

Graph showing details by specified clients or client groups.

With the ability to filter by

• Historical Filters
  • As explained above
• Mode of Transportation
• Clients (Internal Only)
• Carriers

Example:
ABC Co.                    $0.65
EFG                        $0.53
HIJ                        $0.87

Carriers

Graph showing details by Carriers.

With the ability to filter by

• Historical Filters
  • As explained above
• Mode of Transportation
• Clients (Internal Only)
  • Suppliers will be used for external KPI
• Carriers

Example:
OOCl             $0.45
NYK              $0.28

[edit] Level 3

Shipment data/details represented in the current graph

This report should be downloadable to excel

This report should include the KPI next to each line item in the report

The CT numbers be included in this report as a hyperlink.

[edit] Solution Arc Notes

[edit] History