Balanced Scorecard Designer

Exporting data from the BSC Designer project is an important function, widely used by our clients while maintaining the Balanced Scorecard concept within the company. The tool allows a wide range of easy to create and understandable reports, including several types of HTML – based reports (Export to HTML, HTML report for selected item, Overview report, Dashboard report for the whole project and for selected item, Strategy Map report), Microsoft Office Suite –based reports (Exporting data to MS PowerPoint and MS Excel). Those reports not only export data from the BSC Designer project (*.bsc file) but also build diagrams and charts, showing different aspects of data, presented in the project.

MS Excel report (“Export to Excel” function) with BSC Designer

This article is aimed to describe the most unusual and unique report, which in some way cannot even be called report, because it contains lots of digits, but no graphs or diagrams. MS Excel Report (or “Export to Excel” function) really has unique structure and the situations, it could be used successfully, might differ from the cases, the other reports (like HTML or MS PowerPoint) could be used. The purposes of Excel Report’s usage might be the following:

How to create MS PowerPoint Report with BSC Designer

Let’s create and explore the MS Excel report with BSC Designer to learn more about this powerful and unique function. A real example of creating MS PowerPoint report will be described and shown.

Launch BSC Designer (Standard or Pro version) and open one of the projects (the default one will be used in our case). Then change some of indicators maximal and minimal values – it will be needed to show the potential of Excel report. The next step to be recommended is filling the project with random values. This function also allows the report to show all its functionality by filing the project with values for the selected period of time. If you already had a chance to use time points in your project (if your project is already filled with values for different dates), it would be better for you to skip this step. Check out the article called “How to manage time points with BSC Designer” to learn more about the calendar function and time points management, it provides. To fill the project with random values, click on “Tools” button on the top menu and select “Fill with random values” sign. That is it, we have just filled our project with values for different time points within the selected period.

Now, when the project is filled up with the different values of the indicators and their parent categories, it could be presented in report. So it’s time to create the MS Excel report. Click on “Reports” button on the top menu and select “Export to MS Excel” sign. Please make sure you have MS Excel program (the part of the Microsoft Office suite) installed on your computer and registered, otherwise BSC Designer will not be able to export the information. After “Generate” button was clicked, MS Excel will be launched and the report, created by BSC Designer, will be opened. Congratulations! The report has just been created! Now every of its features will be shown and described. If you are not BSC Designer user yet and you are not able to create the report, you may download the full version of the report, described in this article.

The top field of MS Excel report with BSC Designer

The top field of the Excel report contains the basic information for the project. First of all it presents the project’s name (it is “Balanced Scorecard” in our case) and its description (in our case it is “The default project filled with random data created to show how to operate with BSC Designer software”). This information could be changed by the user manually while editing Excel file or, but also it could be changed in BSC Designer program, so this information will be exported correctly not only to MS Excel, but also to MS PowerPoint and HTML formats of reports. To change this information, open BSC Designer, click on “File” button on the top menu and select “Document Properties” sign. Then input the author’s name and type correct project’s name (for example, Financial Scorecard) instead of “Balanced Scorecard”. Press “OK” button to apply changes.

Then the report shows the performance values for the main categories and the whole project’s total performance. Please note, oppositely to other reports, showing performance values (Export to HTML, HTML report for selected item, Dashboard report for the whole project and for selected item, exporting to MS PowerPoint) MS Excel report does not ask user to select the reporting period – it shows the value only for the date, which is currently selected on the calendar (read more about the calendar function and time points management in the article: How to manage time points with BSC Designer).

Now let’s move to the “Help” field – it says: You can change the values in “weight” column, the value must be between 0 and 10; You can change the values in “Value” column; That is really one of the most important point of MS Excel report with BSC Designer – it actually could be used as an alternative tool to manage *.bsc projects. Changing the values and the weights, it will automatically recalculate the project’s performance. All the formulas to recalculate the performance already exist in the *.xls / *.xlsx file, created by BSC Designer. So the project might be operated with Excel even without using BSC Designer at all. Certainly, the functionality of using this configuration of Excel project is limited by values for indicators and weight management, but it could be enough in some cases. For example, this file could be shared with colleagues or other people involved (for example, outsourcers), who are not equipped with BSC Designer, but equipped with MS Office with MS Excel in it. Excel version of BSC Designer project, i.e. MS Excel report, does not support management of a time points and that is why the time dynamics cannot be displayed in it. We will show the example of changing values and weights directly in Excel (not BSC Designer) later, after the columns of data will be described.

The left part of the chart (the beginning)

Let’s start describing the chart, presenting one of the categories. All the columns, presented on the image are actually easy to understand: “Perspective” field shows the name of the category, “indicator” field shows the name of the indicators, “Description” field shows description for the categories and for the indicators. “Weight” column shows weight values for the elements: yellow color for the categories and green for the indicators; those values could be changed manually while editing MS Excel project, changes of weight values will cause the changes of their parent items (categories or subcategories) performance values: the more is the weight of the item (the range is from 0 to 10), the more important it appears to be for the parent category. For example, the category with the three indicators in it, having weight values of 1, 2 and 10: the changes of the first two indicators’ (weight = 1, weight = 2) values will have much less effect on the category’s performance, than any changes of the last indicator’s (weight = 10) value. “Value” column shows the values of the indicators and the calculated value of the categories. Changing the values of the indicators will affect the performance values of their parent categories and the whole project. The values, showing on this column are exact values, had been set in the BSC project (without linking to “Min” and “Max” values).

The right part of the chart (the end of it)

Continuing describing the informative chart for the category, we are moving to the right part of it. The picture presents 4 more columns. “Target Value” column shows the goal for the indicator – the ideal number, which is needed to be reached in order for company to achieve the strategic goal (or part of it), measured by the indicator. It could be minimal number for the indicator or the maximal, depending on the optimization direction (read more about optimization direction of the indicator in the article “How to manage indicators and performance values with BSC Designer”). “Target Description” column presents the information from the same field of BSC Designer Project, located on the bottom panel for every of the indicators – this information does not participate in the calculations. “Absolute Weight” column shows the coefficient of weight value of the item, referring to the whole project’s performance. The numbers here depend on both the indicator’s own weight and its parent category’s weight. This column shows technical measuring information, which is not presented in BSC Designer’s project, but it is presented here in Excel Report to give users a possibility to improve the file or to link it to some other database if needed; usually such procedure is performed by technical professionals of the company or outsourcers. One more column, presenting technical information is named “Absolute Performance”. This is an absolute value, which depends on absolute weight value of the item, its current value, minimal and maximal values and the direction of the optimization and the formula of the optimization (read more about customizing formulas for the indicators in the article “ How to build performance formula with BSC Designer ”). For example, with maximizing direction of the optimization and the standard formula of calculation, the formula of calculating Absolute Performance value will be the following: (Absolute Weight) * ( Value – Min ) / ( Max – Min ). The value, opposite to target one is also presented in the chart, it is located under unnamed column, left to “Absolute Performance” column, lettered “M” in our example. This value is minimal when the maximizing direction of optimization is selected and maximal for minimization direction of optimization.

Editing file in MS Excel

We have promised to describe how to manage values of the items and their weights in MS Excel without using BSC Designer. First of all, let’s change the weights values for the indicators of the category called “Education and Growth Perspective”. When the report was created, the weights of the indicators were the following: 2, 7, 1. Their parent category’s value with those settings was “58.13”, % and the whole project’s value was “64.92”, %. Now we will change the weight values for the indicators to 4, 6, 9 directly in MS Excel. After the new weights are input, MS Excel project recalculates the performance of the category into “69.55”, % and the performance of the whole project into: “67.20”, %. The same way we could change the values for the indicators – after new value will be added, MS Excel will recalculate the performance values of the categories and for the whole project.

Editing weights – before changing

Editing weights – after changing

Here you may download the full version of MS Excel report, which had been shown in this article to look through it or it might be even better to create your own report using BSC Designer right now!

Alternatives

As you see, MS Excel report is not just a report but a project, living is own life. BSC Designer does not just transfer its data to MS Excel but also provide users with an opportunity to change weights and values so the project’s value will be automatically recalculated. Certainly, such MS Excel project does not provide users with an important function – time points. That is why it is not going to be easy to see the dynamics of values in time, using only MS Excel. MS Excel report is unique when it comes to creating some huge database on Excel project’s base or integrating data from BSC Designer project to the existing database of the company. It sure needs lots of knowledge referring to database management and SQL computer language and only a high ranking specialist could perform this.

AKS-Labs also provides its customers with one more alternative to paid versions of the tool. The free one is called BSC Designer Light and, oppositely to MS Excel project, it allows to work with time points. This version is limited by functionality but it still could be more useful in some cases, such as: sharing the project’s data with colleagues or other people involved (for example, outsourcers), who are not equipped with paid version of BSC Designer; changing the basic aspects of project’s data and perform simple indicators and categories management (including time points management) functions without paid version of BSC Designer. There is no opportunity in BSC Designer Light to create such informative reports as HTML report, PowerPoint report, Dashboard report, available in BSC Designer Standard and BSC Designer Pro and there are more limitations of functionality (check out the full chart, presenting the difference between functionality of versions on this page).

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BSC Designer successfully comes along with implementation consulting services, provided by IRS Consulting, Lithuania based Management Consultancy, which implements effective Management Systems in the Baltics since 1991

Andrejus Kaleinikovas, Managing Partner of IRS Consulting, shared his opinion about BSC Designer usage with us:

We took the challenge of using BSC Designer at our Balanced Scorecard implementation project in Lithuania. As a tool relatively easy to operate and convenient for practical realization, it helped our customers to develop efficient scorecards and as a result improve their business performance. BSC Designer helped us to realize BSC implementation project for multi-site NGO in Lithuania.

BSC Designer gave us a solution reporting critical business indicators on local site level. BSC Designer is directly addressing the business needs and management challenges our customer is facing.

Furthermore, by integrating BSC Designer and ISO based management systems IRS Consulting will be able to link business performance indicators to processes. The main goal of our client is to reduce costs and commit local employees to come up with suggestions for improvement.

At our BSC implementation project small internal group developed a strategy map based on the data needed in order to make comparable reports and discuss managerial questions. For each success criteria some performance indicators were defined and the set up was launched. It became clear to us that the management information system needed to be much more flexible than a data warehouse and that is one of the reasons why we chose BSC Designer.

BSC Designer is a very flexible system which allows the top management to follow up on all the defined indicators continuously. It has web-based service and therefore easy to implement and deploy. In addition the balanced scorecard system makes it possible for the management to see all performances of the departments at a glance.

This BSC implementation process with BSC Designer had a very positive influence on the implementation gaining commitment from everyone and adding transparency to it. In order to make BSC project as successful to the regional managers as it is at a corporate level, our customer is currently considering also developing more strategic scorecards for central and local business development purposes, ensuring the alignment of all initiatives with the strategy of the organization.

We were surprised to find an effective Balanced Scorecard solution for this customer. The implementation was rather successful and BSC Designer looks to be a promising tool for the further Balanced Scorecard implementation projects.

Andrejus Kaleinikovas, Managing Partner of IRS Consulting

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Reports play significant role in Balanced Scorecard system maintenance. There are lots of ways to show the information, measured by the dashboard to the one who created the exact task and knows every detail of it, but what if it comes to the need of presenting information to the investor or the shareholder, who might not know all the detail of the process?

First of all, when it comes to presentation, the first tool that comes to mind of most of MS Windows OS users is certainly MS PowerPoint, the part of the Microsoft Office suite. PowerPoint is widely used by business people, educators, students, and trainers because of its availability, simplicity and usability.

The second thing is when the tool is determined, it needs to export the information to it and in most of cases, and just copying the data from the dashboard and pasting it to PowerPoint does not make lots of sense. It sure is much better when the dashboard has its own function to export the information to PowerPoint the way, it could already be presented.

That is why BSC Designer allows the function of exporting the information to MS PowerPoint (also called “PowerPoint report”). This function could be really helpful in the following cases:

• To report about the activity’s performance to senior managers;
• To keep the report files in achieves for internal or external inspections needs;
• To make clear and informative presentations of the activity’s performance to the top management, management company as well as to shareholders and investors.

How to create MS PowerPoint Report with BSC Designer

Now let’s try to create MS PowerPoint report to see what it contains. A real example of creating MS PowerPoint report will be described and shown.

Launch BSC Designer (Standard or Pro version) and open one of the projects (the default one will be used in our case). The next step to be recommended is filling the project with random values. This function allows the reports to show all its functionality by filing the project with values for the selected period of time. If you already had a chance to use time points in your project (if your project is already filled with values for different dates), it would be better for you to skip this step. Check out the article called “How to manage time points with BSC Designer” to learn more about the calendar function and time points management, it provides. To fill the project with random values, click on “Tools” button on the top menu and select “Fill with random values” sign. All right, we have just filled our project with values for different time points within the selected period.

Now, when the project is filled up with values of indicators for different dates, the dynamics appeared for the project, so it could be presented in report. Now let’s create the PowerPoint report. Click on “Reports” button on the top menu and select “Export to MS PowerPoint” sign. The new dialog window will appear; select the reporting time period (it will be “last week” in our case) and click on “Generate” button. Please make sure you have MS PowerPoint program (the part of the Microsoft Office suite) installed on your computer and registered, otherwise BSC Designer will not be able to export the information. After “Generate” button was clicked, MS PowerPoint will be launched and the report, created by BSC Designer, will be opened. Congratulations! The report has just been created! Now every important slide of it will be described in details.

What does MS PowerPoint Report contain

Now when the report is ready let’s see what it contains and where does the information come from. Please note, if the report, created by you is not alike the one, that is shown below, it means you have an old version of BSC Designer Program. In this case, it is recommended to download the latest version of the program directly from our site and reinstall the software. The download page could be found here. Now we will start with MS PowerPoint presentation slides.

The first slide shows the general information: the name of the project reporting, the reporting time period and the author’s name. The name of the project and the author’s name could be changed manually in PowerPoint, but also it could be changed in BSC Designer program, so this information will be exported correctly not only to MS PowerPoint, but also to MS Excel and HTML formats of reports. To change this information, open BSC Designer, click on “File” button on the top menu and select “Document Properties” sign. Then input the author’s name and type correct project’s name (for example, Financial Scorecard) instead of “Balanced Scorecard”. Press “OK” button to apply changes and recreate the report (“Reports” -> “Export to MS PowerPoint”), if needed, so it could present correct information.

The second slide of the MS PowerPoint report presents the overview for the project. It actually contains the same image, the Overview Report presents (read more about Overview Report in the article: Reports with BSC Designer: Overview and Dashboard). To be short, both the Overview Report and the second slide of the MS PowerPoint report show the map of the elements (categories, subcategories and indicators), the project contains, mentioning their names and descriptions. This chart does not contain any information concerning performance values (BSC Designer and even the describing report allows several other tools to present the performance values) but shows only the overview for the project to provide better orientation and understanding the reporting project. If you want to change the information presented in this slide (or in the Overview Report), change the names and the descriptions for categories and indicators, your project contains and recreate the report (“Reports” -> “Export to MS PowerPoint”).

The third slide starts the report of the main category (the whole project; it is named “Balanced Scorecard” by default). It contains the general information concerning the performance values presented in textual format, including:

• Start Value – the value, the category had at the beginning of the reporting period;
• End Value – the value, the category had at the end of the reporting period;
• Dynamics – the difference between the Start Value and the End Value (Dynamics = End Value – Start Value).

Also there is a chart presented on the slide, which shows the performance data overview for every of the elements, included in the reporting category.

There are no maximal and minimal values in this slide because all the categories in BSC Designer are calculated within minimal value of ”0” and maximal value of “100” and the measure unit for the them can only be “%”. That does not mean you cannot select measure units at all but the functions, allowing editing performance values’ details, are available for the indicators (read more about editing performance values for the indicators in the article “How to manage KPIs using BSC Designer’s functions”). The categories, on the other hand, are aimed to automatically calculate the performance of the indicators and subcategories they include and show this information in a form of a point in the range from 0 percent to 100 percent.

The next slide continues the report of the main category. It presents the time performance chart for the category within the reporting period. More information about the time chart could be found in the article “How to visualize data with BSC Designer: diagrams and charts”. Time chart clearly shows the dynamics of the category’s performance and looks much more presentable, then just digits.

As for the colors of borders, they could be green, yellow and red. “Good” performance values area is marked with green light, red area is for “bad” performance and yellow area shows that the performance is not “bad” already but is not yet “good”. Certainly both “bad” and “good” terms have their own performance percentage value. By default, green area are covers the graph within the interval of 80 – 100, %%, yellow color is for 21 – 79, %% and red colored area covers the graph within the interval of 0 – 20, %%. Those boarders could be changed by the user, find out how to do this in the paragraph named “Stop Lights” of the article “ How to visualize data with BSC Designer: signal icons ”.

This slide finishes the report for the main category with the second graph, presented for it – the gauge diagram. This slide is also aimed to present the information for the category’s performance value in a form of understandable image, to make it more clear and presentable. Definitely, Gauge diagram shows the percentage of performance value for any item of the tree (both the categories and the indicators). The hand shows current performance value (End Value of reporting period to be exact) comparing to “min” (the left starting point; it is 0 percent in our case) and “max” (the right finishing point; it is 100 percent in our case) values. Read more about Gauge diagram in the article: “Gauge diagram added! HTML reports updated!” The colors boarders of gauge diagram could be managed the same way as it was described above.

This slide is an overview for the part of report, presenting one of the indicators value. Just like the same slide for the category, this one contains Start Value, End Value and Dynamics. But the indicator’s slide also shows: Score (the value of the indicator, measured with its own measure units without referring to determined minimal and maximal values), “Min” and “Max” values (oppositely to categories, indicators might have any minimal and maximal values set by the user), “Parent” field (shows the category or subcategory, which is parent for the indicator), Measure unit (it could be %, Score or any other measure unit added and selected by the user), Optimization method (also called Optimization Direction: shows the direction, the indicator’s value aims to; read more about optimization directions for the indicators in the article “ How to manage indicators and performance values with BSC Designer ”) There are also time performance chart and gauge diagram slides, presented in MS PowerPoint report for indicators. We won’t describe them in detail, because they are almost the same as for the categories.

Here you may download the full version of MS PowerPoint report, which had been shown in this article to look through it or it might be even better to create your own report using BSC Designer right now!

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According to our surveys, one of the most important BSC Designer’s functions for our clients is reporting. Visualizing data and exporting it into convenient format makes it possible for employees to easily present the information to the higher level of management as well as to investors and shareholders. The latest version of the tool allows users to create: several types of HTML – based reports (Export to HTML, HTML report for selected item, Overview report, Dashboard report for the whole project and for selected item, Strategy Map report), MS Excel report and MS Power Point report. Common HTML report is already available for BSC Designer Standard. In the previous article called “Reports with BSC Designer” a common HTML report was described; it actually is still available in BSC Designer Standard and Pro. But now BSC Designer Pro allows to customize this report using its special HTML Report Builder.

But our program’s development had not stopped on this wide range but created feature to improve the tool’s report functioning even more!

We are glad to introduce you the function of customizing the HTML report! Now with BSC Designer Pro you are available to:

• Set maximal number of characters in description length for Overview report (so even long element’s descriptions will fit to the Overview report);
• Select the location of graphs, presented in HTML report separately for categories and for indicators (select between placing graphs in one or two columns; you can choose different orders for categories and for indicators);
• Select what types of graphs to present in HTML report separately for categories and for indicators (select the order of different types of graphs placement and specify what exact types of graphs you need to present data separately for categories and for indicators).

How to work with Report settings (Report builder)

Let’s see how to set up reports using BSC Designer Pro. A real example of creating HTML reports, which are set up in different ways will be described and shown.

Launch BSC Designer Pro and open one of the projects (the default one will be used in our case). The next step to be recommended is filling the project with random values. This function allows the reports to show all its functionality by filing the project with values for the selected period of time. If you already had a chance to use time points in your project (if your project is already filled with values for different dates), it would be better for you to skip this step. Check out the article called “How to manage time points with BSC Designer” to learn more about the calendar function and time points management, it provides. To fill the project with random values, click on “Tools” button on the top menu and select “Fill with random values” sign. All right, we have just filled our project with values for different time points within the selected period.

When we have got values of indicators for different dates, the dynamics appeared for the project, so it could be presented in report. Now let’s try to create HTML report without changing anything in report settings. Click on “Reports” button on the top menu and select “Export to HTML” sign. The new dialog window will appear; select a time period of one week and make the report advanced. Check out the article called “Reports with BSC Designer” to learn how to work with pre-settings of the HTML report and what every option presented here actually mean. Opening the report, which has just been created, we will see HTML file, which includes information for all the elements starting with Balanced Scorecard (the whole project) and finishing with the indicators. As for graphs, presented in this report, we will see the following:

Diamond diagram, Time chart, Pie diagram and Absolute Weight chart
are presented for the categories

Time chart, Optimization chart, Absolute Weight chart and Gauge diagram
are presented for the indicators

Here you may check out the full report for the default project filled with random values and time points with default HTML report settings.

Opening Report Builder

But using Report Builder, available in BSC Designer Pro, we can now change the order of placement and the types of graphs appeared in the HTML report! To enter the Builder click on “Reports” button on the top menu and select “Report Options” sign. The following window will appear:

Report builder of BSC Designer Pro, default configuration

The configuration, the Report Builder shows when you open it for the first time, is default one. According to these settings, the previous HTML report was created and it also is the only configuration, available in BSC Designer Standard (Standard version does not include this Builder).

Now the builder options will be described and the examples of different configurations will be shown.

“Max description length in Overview Report” option

“Max description length in Overview Report” option does not change HTML report somehow – its purpose is to make an Overview report (find more information about Overview Report in the article “Reports with BSC Designer: Overview and Dashboard”) to present all the text of descriptions for project tree elements (both the categories and the indicators). The number, you will input to this field, will be the maximal number of characters of description, presented in Overview Report.

Let’s try to change max description length in Overview report so such description as “All the financial and accounting related data, showing the financial situation in company. The values of indicators of this category help informing the answer to the question “How do we look to shareholders?” for the category named “Financial Perspective” will fit in Overview report. Our example for description contains 196 characters, when the default configuration is set up to maximum of 80 characters. Input “196” (or bigger number) instead of “80” into “Max description length in Overview Report” field in the Report Options dialog field and click “OK” button to apply changes. Now let’s try to create the Overview report (“Reports” -> “Overview Report”), all the description text should now be presented:

Overview report now presents all the description’s text

Here you may check out the full version of the Overview Report for the project.

1 or 2 columns placement

The choice between 1 column and 2 columns placement is a choice of the order for graphs to be placed in HTML report. By default it is configured for the two columns placement (which could be more convenient to view on a computer’s display) but it could be changed to one column placement (which could be more convenient to view in printing version or in some other cases). As you can see on the image above, there are separated options for categories and for indicators, so you are able to select one column placement for categories but two columns placement for indicators or otherwise. Customize the appearance of graphs, presented for elements in the HTML report the way, you actually want!

Let’s change the order of graphs placement this way: leaving 2 columns placement for the indicators but selecting 1 column placement for the categories. Click on “OK” button in the Report Options dialog field to apply changes and create HTML report (“Reports” -> “Export to HTML”).

Configuration of HTML Report with different orders of graphs placement for the categories and the indicators

Charts placement order for the categories have been changed, it is now 1 columns placement order

Charts placement order for the indicators have not been changed, it is still 2 columns placement

Here you may check out the full version of the HTML Report for the default project, filled with random data and time points, with Report Option configured this way.

Selecting types of graphs and the order of diagrams and graphs appearance

The most useful function, Report Builder provides is selecting types of diagram to appear in reports. Actually at the moment the tool offers 6 diagrams and charts to present different aspects of project’s data. Find more details about any of the diagrams in the articles: “How to visualize data with BSC Designer: diagrams and charts (Part 1 and Part 2)” and “Gauge diagram added! HTML reports updated!”. Here we will just mention the list of the diagrams and charts available in BSC Designer:

• Time chart presents data both for the categories and for the indicators. Available in both Standard and Pro BSC Designer versions;
• Optimization chart presents data only for the indicators. Available in both Standard and Pro BSC Designer versions;
• Pie diagram presents data both for the categories and for the indicators. Available only in BSC Designer Pro version;
• Absolute Weight chart presents data both for the categories and for the indicators. Available only in BSC Designer Pro version;
• Gauge diagram presents data both for the categories and for the indicators. Available only in BSC Designer Pro version;
• Diamond Chart presents data only for categories, which include at least three elements (indicators or subcategories). Available in both Standard and Pro BSC Designer versions.

Now let’s reconfigure the HTML report so it could show some other types of diagrams and charts, than it was with the default settings. Open the Report Builder (“Reports” -> “Report Options”) and select some types of diagrams and charts separately for the ceategories and for the indicators. Let it be Pie diagram, Time chart, Optimization chart and Gauge diagram for indicators and Diamond chart, Time chart, Absolute Weight chart and Gauge diagram for the categories. When the types of diagrams and charts are selected, click “OK” button to apply changes. After the configuration is applied, create the HTML report to see how it looks (“Reports” -> “Export to HTML”).

Configuration of HTML Report with different types of graphs appearance for the categories and the indicators

The HTML report, created with this Builder configuration: graphs for the categories

The HTML report, created with this Builder configuration: graphs for the indicators

Here you may check out the full version of the HTML Report for the default project, filled with random data and time points, with Report Option configured this way.

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BSC Designer helped CAJA RURAL DE SALAMANCA to improve the strategic and control efficiency

It has been a year since CAJA RURAL had started implementation of the Balanced Scorecard system using BSC Designer tool. Easy to understand but powerful software product became a perfect solution to organize the implementation process softly. Let’s check out the experience,  AGUSTIN GARCÍA, the director of planning and control shared with us!

Introduction

CAJA RURAL DE SALAMANCA is a big financial institution located in Spain. It provides a wide range of financial services including loans, credit card operations, savings, checking and many others. The company showed economic growth in the recent years. Dealing with such great number of activities inside the company and increasing number of customers, the top management decided to implement the system of Balanced Scorecard. After research was conducted, BSC was considered a perfect tool that could help not only to create a well organized structure of activities but also to understand the company’s goals and perspectives and to make a realistic expectations and forecasts of the future performance growth.

The Challenge

The process of localizing changes, mangers expected from Balanced Scorecard system to perform, already helped the heads of the company to better understand the entity of their business and its purposes. The four years plan of implementation consisted of lots of goals to be achieved, including:

• Development of the strategic department;
• Building a chart of activities to get the map of company’s perspectives (Strategy map);
• Reviewing the strategic and planning activity, finding leading and lagging indicators;
• Establishment of the linking process between strategic and operational activities;
• Monitoring of the operational activity to be directed on strategic goals;
• Improvement of company’s performance (as the most important one);
• And others.

As a department, responsible for strategy, planning and control department started to provide the implementation of Balanced Scorecard as well as choosing the tool, that could present a useful dashboard, saving time and resources. After viewing several dashboard programs, BSC Designer was chosen as a tool providing every function, was needed. Also BSC Designer appeared to be easy to use (that saved a lot of time of teaching personnel how to use the software).

After the dashboard had been chosen, the department of planning and control started implementation, centralizing the utilization of the program. The evaluated areas were commercial and marketing, Human resources, General Intervention, Investments, Organization and Data processing. The calendar has been adapted to the period of performance of each department’s actions. The time horizon is four years, but the actions of the department are in a year.

BSC Designer solution

The director of planning and control became the one, responsible for providing the information to the program BSC Designer in coordination with a group of work that designs and realizes the follow-up of the Strategic Plan. The output information was used by the Headquarter and departments heads.

The technical support was realized in the department of planning and control: their function was to solve any appeared problem along with email and telephone support service of BSC Designer. For example, one of the problems was the need of reports in Spanish; it was successfully solved in several days.

Year ago, when the implementation process started, it was decided to use BSC Designer offline: the goals were evaluated periodically and revised by the working group. But the management thinks over the possibility to set up online functioning of the program, creating a network of dashboards which could improve cascading model of management and reduce the reduce and time waste on providing up to date information.

As for activities and departments monitoring, the group responsible for BSC, proceeded to an analysis of internal processes in collaboration with department heads, bearing in mind the needs of the client and also had begun to receive, collect and analyze the information for Customer, Innovation and Learning and Financial Perspectives.

CAJA RURAL’s specialists used not only project’s tree model of BSC Designer but also some other functions the tool can provide. The mostly used functions were:

• Imported indicators: the function was used to consolidate information imported from the Entity;
• Strategy Map: company’s specialists carried out a strategic map with causality entering each of the strategic objectives;
• Reports: the team used reports (both HTML and MS Excel based) for monitoring the Strategic Plan and to report the results of their work to the upper hierarchy level (Headquarter). The most commonly used reports are were the HTML Report and the Dashboard Report;
• Custom formulas: specialists use custom formulas occasionally (several indicators needed some special formulas to be calculated).

Result

After a year since the starting date of BSC system’s implementation process, provided by BSC Designer as a dashboard, the company had successfully develop its strategic activity – the important management subsystem, letting the company the direction where to move.

The department of planning and control, the team responsible for system’s implementation had reviewed the strategy, determining the strategic goals and their weights. Inputting this information to BSC Designer’s project step by step, the team had created a clear and exact strategy map. BSC had managed to transfer specific goals agreed with the vision of the Financial Institution. After that, the strategic goals begun to be translated into operational tasks with help of departments heads. The process of this translation is not finished by now but the management has excellent expectations about it.

By now, the level of current implementation is for department of planning and control. All other departments are only starting to work under the system’s coverage. But BSC already gave some benefits to the company. For example, it allowed standardize the Strategic Plan of the Entity for four years. Also, together with the Strategic Plan and BSC, Caja Rural has made a strategic map that supports the actions proposed by each department. This is going to provide and evaluate the objectives of the Plan.

For a big company, it needs time to implement any system or application; even new calculator could be implemented for months. Balanced Scorecard is not something easy to implement, it needs a huge amount of work to link build BSC map and to link it with every subsystem of management. In other words, the entire management system should be overviewed according to the company’s strategy. BSC Designer is aimed to help the brave managers, who decided to implement this system, providing them with useful tools to prevent time and resources waste and make their job easier. After the implementation is over, the program can provide its maintenance, calculating performance values, organizing linking to the parts of database and atomizing the process of BSC functioning in many other ways.

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Setting up cascading using “Delegate” function

In a previous article called “Cascading process in company with BSC Designer” it was described how to set cascading using “Imported indicator” function. But now let’s try to perform the same thing using “delegation” function in order to show that it is much easier when upper managers create the task (category with any number of indicators) and just delegate it right away, but not describe how to build an indicator and only after that import it from worker’s project. The introduction of “delegate” function could be found here. Certainly importing function could still be performed in some cases, when it appears to be more convenient.

What is our example company

Our example for company will be the same as in previous article. Its structure consists of Chief Executive Officer (CEO), two Vice-Presidents (VPs) and two Specialists (SCs). Every company’s member has their own BSC project as well as BSC Designer licensed copy installed on their computer. Now we do not need to start with the lowest level (SCs), but CEO as a head of the company will give orders and delegate them to their people. Our example will be created on the only one computer but practically it cascading could be set via local network as well as via the Internet. It seems everything is ready so let’s start!

The plan of cascading

Before starting to perform the linking between the *.bsc projects, it needs a plan of cascading to be created. The management structure of our example for a small company is clear, it goes this way:

The hierarchy of our example company

But in order to show the logic of cascading in detail it needs some kind of dashboard for every unit, linked with each other according to the logic presented above. The following picture will present the example of how could those dashboards be linked with each other: managers have some tasks to be operated on their own and some tasks they are delegating to the lower levels of the hierarchy to perform the control. This example is based on random information but it could be close to real practical examples of company’s activities structure. So here the plan for cascading is:

The linking between dashboards

The plan is ready and the position of every element is determined as well as the directions of linking. The roles and the dashboards (the *.bsc projects) for every unit of this structure will be described one by one in the following paragraphs.

CEO (the highest level)

As a head of the company CEO needs to monitor their VPs’ indicators values and to see the overall statistics and performance values for the whole company’s project. Sure the leader’s role is not to create the detailed tasks for all the hierarchy levels but he or she needs to set the strategic goals to their VPs so they could set up more detailed tasks for the specialists (SCs).

CEO’s project consists of the four elements (categories in BSC Designer). It sure could be the four perspectives (according to the original theory by Kaplan and Norton, read more in the article “What is Balanced Scorecard concept: the four perspectives”) but in our example it will be just numbers of activities to abstract from the system of management and focus on the logic of BSC Designer program. In our example one of the activities CEO will perform by himself, it will be called “SELF” in the dashboard. The three other items will be delegated to their VPs so CEO could receive up to date information of the performance and monitor the dynamics of values. One of the activities will be delegated to VP1 and two of them will be delegated to VP2.

Now let’s create the project for CEO. Open BSC Designer PRO and start a new project (“Ctrl” + “N” buttons on the keyboard). Since the head of the company needs to have the overall view of all the company’s tree, let’s name their BSC project as “The whole company’s scorecard”. Click on “File” button on the top menu and select “Document Properties” sign. Then input the project’s custom name instead of “Balanced Scorecard” in the new dialog window. Here you may also add description for the whole project and author’s name but it is not actually needed for our example. Now it needs the four categories to be added named 1, 2, 3 and 4. Click on “Strategy Tree” button on the top menu and select “New sub category” four times to add the four categories. These categories might also contain indicators. To add indicators, click on “Strategy Tree” button on the top menu and select “New indicator” sign. Now when the categories and indicators are ready it needs them to be delegated to VPs’ projects. To perform delegation, select the category (let’s start with the first one according to our pan) and right click on it. Select “Delegate with indicators” sign in the pop-up menu. The program will ask to select the pass for the *.bsc project, where to delegate the category. If we had VP1’s project ready we could select the path for it and the category would be added to its tree. But in our case, the project does not exist, so it will be created by the program automatically when the name of the file will be input. So let’s input the name VP1 so the new project (VP1.bsc) will be created and will already contain the category delegated from CEO. Then let’s continue setting linking: the categories named “2” and “3” are needed to be delegate to VP2’s dashboard. Perform the similar actions as for the first delegated category, with the only difference in the name of file to export categories – it needs to be VP2.bsc instead of VP1.bsc. The fourth category will be left for CEO and will not be delegated according to the plan. That is it; here is our CEO’s project:

CEO’s project

VPs

VP1

In the hierarchy of our example company VP1 is the head of SC1 and their boss is CEO. That is why, at first, VP1 need to report CEO using the category that has been delegated to their project. The second responsibility of VP1 is to perform the operational activity (item called “SELF” in the dashboard). The third function is giving tasks to specialists (SCs) and performing monitoring of the dynamics of these tasks. While working VP1 could collect and analyze the information from the lower level as well as the data of their own indicators, and then report the overall knowledge to the boss.

According to the plan, VP1 has 4 activities in the dashboard. The first one is the task delegated by CEO, the second one is own operational task and the two last elements are the tasks for the lower level of company’s hierarchy. If the first category in CEO’s project would be the Financial Perspective, VP1 could be a Chief Financial Officer (CFO) and SC1 could be an accountant.

The BSC Designer’s project for VP1 has already been created, when CEO performed delegation of the first category. So now it needs to be opened. Let’s name the project (not file!) somehow, for example “The First Vice President’s project”. Now it needs three categories to be added (the first one already exists). The second category will be named “SELF”, the two last categories – “Task 1” and “Task 2” just like it is shown on the image. The indicators could also be added for every category. Now let’s perform the linking between VP1 and SC1. “Tasks 1” and “Task 2” are needed to be delegated to the file named SC1.bsc one by one. Since the file does not exist, it will be automatically created by the program just like the file, we are working under, had been created when CEO delegated the category called “1”.

VP1.bsc project’s tree

VP2

The role of the second VP is mostly similar to the role of the first one. The only difference is that VP2 has more than one task to perform and more than one delegated activity. Also VP2 has a task to delegate to the lower level (SC2 in this case) just like VP1 does. So this dashboard contains 5 elements: the first two of them are delegated from boss, the second two ones are operation task of their own and the last one needs to be delegated to SC2. According to the image of the planned structure above and the logic of the first VP, the project called VP2.bsc should turn out this way:

VP2.bsc project’s tree

SCs

Specialists as a lowest level of the hierarchy of our example company do not have any tasks to delegate. But they need to perform reporting to the higher levels (VPs). The connection had already been established while creating the projects for VPs. That means, the linking already works and SCs just need to input up to date information into the category, delegated from VPs. Also SCs have their own operational tasks to perform which are called “SELF” in their dashboards.

BSC projects for both SC1 and SC2 already exist and contain tasks, delegated to them from their bosses – VPs (VP1 –> SC1 and VP2 -> SC2). That is why we need to name their projects and fill it with tasks of their own. Three more categories are needed to be added to SC1.bsc and just one category is needed to be added to SC2.bsc. Also several indicators could be added to any of these categories. As a result we should have such BSC Designer’s projects for our SCs:

SC1.bsc project’s tree

SC2.bsc project’s tree

Conclusion

Now the cascading is established and could start functioning at any time. Also, knowing the logic of creating such group of projects and the algorithm of establishing connection between them, it should not be a problem anymore to set up a fast, stable linking between employees according to the structure of company’s hierarchy. Having several copies of BSC Designer it now needs just several clicks to delegate the function and then get up-to-date information of the indicator’s performance value as long as it is needed. Saving time to establishing connection could be a good factor to improve the performance by spending this time to some much more important activity.

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As it is known, Balanced Scorecard concept stands not only for the perspectives and measurements but also for the fast and uninterrupted communications between staff members all over the company. One of the most important communication functions is establishing cascading within the company. The linking process between company’s users needs to be performed as fast as possible and that is why any Business Intelligence software contains a module of importing and exporting tasks between staff members.

Referring to BSC Designer, it certainly provides cascading tools but in earlier versions it had just “imported indicator” function which could only import tasks but not to export them. A description of how to set up cascading within the company using “imported indicator” function might be found in the article “Cascading process in company with BSC Designer”. Also the description of this instrument itself might be found in the article “How to manage data sources with BSC Designer”.

Practically, most of the companies have top – bottom direction of management hierarchy. According to the original Balanced Scorecard concept it is absolutely logical because the strategic level knows exactly the situation with strategy and gives objective strategic goal to the operational level. Only then the strategic goal translates into detailed tasks for specialists. It means the need of managers to have an opportunity to delegate tasks to lower hierarchy level staff.

The latest version of BSC Designer software product now allows delegation via the new tools called “Delegate category” and “Delegate as a project”. It is an easy to operate and really useful function aimed to set up top to bottom cascading directly. Now every manager might set tasks for the specialists or managers he or she stands under in hierarchy as well as CEO might set tasks and delegate responsibilities to their vice precedents.

“Delegate as a project” function with BSC Designer

How to update Balanced ScoreCard Designer program

Please make sure you have the latest version of the program to use “Delegate” function. This function might work correctly in BSC projects only if the *.bsc file was created by the new version of BSC Designer. It might happen that files created by older versions could not present the information of delegated categories correctly.

Current users need to download BSC Designer installer and overwrite the software. No system’s reboot is needed. After the installation is done run the program and use all new functions and features!

Not a user yet? Well join us by downloading a full function software product and use it 30 days long for free! After that the program’s license might be bought.

How to set up cascading using new function

The new function provides new ways of setting up cascading within the company. Read the article “Improved cascading with BSC Designer PRO” to learn how to use “Delegate” function and how to set up the linking process between employees according to the hierarchy of the company.

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Intro

While working under creating and setting key performance indicators of business performance specialists might face such problem as sophisticated non linear function to be used (especially for financial perspective). As it is written in the paragraph called “Optimization direction” of the article “How to manage indicators and performance values with BSC Designer”, by default settings program offers two optimization directions: minimization and maximization, both linear. But using special mathematical formula builder the range of formulas that could be created and used for any indicator is actually wide.

Certainly BSC Designer does not aim to be huge mathematical tool and calculate sophisticated formulas with tens of variables but it steel has a powerful function aimed to build any mathematical formula to calculate performance within each of indicators. There are just three variables in use but it could be operated by any combination of over eight mathematical functions! Let’s find out what does any of those variables and functions mean and how to create formulas using those builder.

Formula builder

To show builder interface run BSC Designer and select any indicator in the project’s tree. Then look at the bottom panel, find “Optimization” field and click on the little button (with an image of sum) right near to it. A new dialog window will appear – this actually is a mathematical formula builder. Let’s look at every element that could be used in this builder.

Variables

There are just three variables in BSC Designer which could be used in mathematical formulas:

• Minimal Value / Min value = mn (builder syntax). This variable is set by the user for each indicator and shows the smallest value it could be equal. By default a new indicator has a minimal value of “0” but it also could be set as a negative number (for example mn = -493). Measure unit for this variable is real number but smaller then maximal value;
• Maximal Value/ Max value = mx (builder syntax). This variable is also set by the user for each indicator and shows the biggest value it could be equal. By default any new indicator in BSC Designer has a maximal value of “100” but it could be changed into any integral or fractional number both positive and negative (for example mx = 73834.04). Measure unit for this variable is real number but bigger then minimal value;
• Current Value / Score Value = Score (builder syntax). This variable could be set by the user, might be imported from other *.bsc project (using feature called imported indicator; read more in the article Cascading process in company with BSC Designer) or might be imported from any database (using feature called SQL indicators; read more about this feature in the article SQL indicators with BSC Designer) for each indicator and shows current value and indicator equals for the certain date. By default a new indicator in BSC Designer has a current value of “50” but it could be changed by the user or imported from other project or database. Score might equal integral or fractional number both positive and negative (for example Score = 203.7). Measure unit for this variable is real number but it should fit into interval between minimal value (mn) and maximal value (mx).

Operators

Formulas builder in BSC Designer support common mathematical operators. Anyway sometimes it could be hard to say with symbol from “Qwerty” keyboard means some mathematical operator so it is described in the list of operators below:

• “+” – Addition. The mathematical process of combining quantities. For example: 3 + 5 = 8;
• “-” – Subtraction. The inverse of addition, the process of removing one number from another. For example: 8 -5 = 3;
• “*” / “(a)(b)” / “ab” – Multiplication. The operation of scaling one number by another. For example: 2 * 2 = 4;
• “/” – Division. The inverse of multiplication, the process of dividing one number (dividend) by another (divisor).The divisor could not equal 0. For example: 4 / 2 = 2.

Functions

The button named “Function” located under “Formula” field offers several common mathematical functions that operates with the real numbers and variables in different combinations. The list of those functions with little descriptions for each of them is presented below:

• Sin (a) – The sine trigonometry function. For example: Sin (30) = 0.5;
• Cos (a) – The cosine trigonometry function. For example: Cos (0) = 1;
• Tan (a) - The tangent trigonometry function. Also could be operated as (Sin (a)) / (Cos (a)). For example: Tan (0) = 0;
• Power (a, b) – Exponentiation with the base of “a” and the exponent of “b”. For example: power (2, 4) = 16;
• Exp (a) – Exponentiation with the base of “e” (a constant number, approximately equals 2.7182818) and the exponent of “a”. For example: Exp (2) = 7.389056 (approximately);
• Sqrt (a) – Exponentiation with the base of “a” and the exponent of “0.5”. Also called a square root. For example: Sqrt (16) = 4;
• Min (a, b) – The function selects the smallest among two numbers. For example: Min (3, 5) = 3;
• Max (a, b) – The function selects the biggest among two numbers. For example: Max (3, 5) = 5;
• Pi – is not actually a function but a number. Pi is a known constant which is approximately equal to 3.14159.

Default formula

This is the main field of the whole builder. Information might be input here manually or with help of buttons above. By default it contains linear formula of maximization ((Score – mn) / (mx – mn)) or minimization ((mx – Score) / (mx – mn)). But some elements could be added as well as the whole formula could be changed. The finished formula might contain any combinations of available functions, numbers and variables that could ever be executed in math. Several examples are listed below (images of the optimization graph and the functions under it).

Default maximization formula = ((Score – mn) / (mx – mn))

Formula = (sin(Score/mx*2.5) – mn) / (mx – mn)

Formula = tan( ((Score) – sqrt(mn)) / (mx – mn) )

Formula = min((exp(Score)*exp(mx)),Power( sqrt(score),Pi)*0.9)

Conditions

There are also special conditions available for the variable called “Score”. Main function (on top) is working for any interval of “Score” except for those that are noticed below it. So if the function of optimization should change if current value riches some line (for example if it becomes more then 45) it might be easily programmed with BSC Designer’s formula builder. Click on “Add Condition” button, input new function that should be executed after current value is more then 45, select “>” operator and “45” in number field.

Setting up the condition

The performance graph for this function (after score riches 45 and more the graph begins to fluctuate)

Conclusion

That is how to use the powerful feature of Balanced Scorecard Designer called mathematical formula builder. Knowing meaning of each of the operators, functions and variables it becomes quite clear how to create even sophisticated formulas to calculate some special indicators’ performance. It also needs to be noticed that after the formula and conditions are set it will be no need to open this builder  - the program will calculate everything automatically.

It needs to be noticed that the examples in this article are random and sure could be used for serious projects. It is up to company’s specialists what formulas and conditions are needed to be used for every indicator. Practically most of the indicators are calculated using default linear functions of maximization or minimization score. But if some more specific formula is needed to be used our client might open this article and BSC Designer’s formula builder to create it. If it happens that our builder does not support some mathematical operators you need or you still cannot create a proper formula ask our support team (the support form could be found on this page) to help you to find the solution.

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Intro

Big company might have lots of data stored in different places; even each department might have its own database. But in order to optimize business processes and improve effectiveness it is highly important to organize the data linking process between all the databases.

If you would like to set BSC Designer as the main control tool it actually is the way to import all the data into it. The program collects the data from wide range of sources via SQL indicators function. This function is a bit harder to set up oppositely to basic functions aiming to create and manage KPIs but in some cases (for example, when the data source is too big to input information manually or if some department has no need to set up BSC tool but operates with its own data source) it is the only way. Also SQL indicators have an advantage – after it set up its no need to manage it somehow – all changes appeared in data source will be presented in manager’s dashboard (BSC Designer’s project) so the only thing is to create SQL indicator and then control and report its performance.

What is SQL?

Structured Query Language (SQL) is the type of database computer language used to manage data in relational database management systems. SQL is most widely used language for relational databases in the world with makes it very useful instrument. One of its important functions is exporting and importing data from different sources (for example charts with logical structure).

What files could be imported to BSC Designer?

Since SQL is universal tool any database source might be imported via SQL indicator function. The only thing is syntax of database should be converted into the format suitable with the software product. The easiest files to be imported are MS Excel and MS Access files. This article will show the example on how to create SQL indicator linking to MS Excel file. As for other database sources it is possible to import them into Balanced Scorecard Designer’s project as well but the algorithm will be a little bit different. That is why we recommend our clients to consult with our support (the support form could be found on this page) about the source which are needed to be imported. Also company’s IT department might find the algorithm for any file to import it using SQL.

Recent update

Now BSC Designer contains SQL query builder! With this tool even non IT professional (those one who does not know SQL computer language) could easily create a proper SQL query and import data. The following instruction on how to create SQL indicator using MS Excel file will work for the new BSC Designer’s version so we recommend users to update the software product. Also we want to inform our users that SQL indicators function is available only in BSC Designer Pro version but not in Standard one.

How to update Balanced Scorecard Designer program

Current users need to download BSC Designer installer and overwrite the software. No system’s reboot is needed. After the installation is done run the program and use all new functions and features!

Not a user yet? Well join us by downloading a full function software product and use it 30 days long for free! After that the program’s license might be bought.

Instruction on how to create SQL indicator linking to MS Excel file

Preparing MS Office Excel file

First of all we will need to be sure MS Excel file (*.xls or *.xlsx) has suitable format. Let’s try to create a simple example to understand the logic of proper structure. Open MS Office Excel and input “Date” into “A1” cell and “Value” into “B1” cell. Then fill the column under “Date” by dates using format of DD.MM.YYYY (let it be 26.12.2009 – 30.12.2009). Also fill the column under Value by random indicators values (as an example let it be 48, 46, 39, 47 and 52). Then name the data by selecting all the cells (including “Date” and “Name”) and inputting “all” into “Name” field just like on the image below. Save the file (for example in C:\tmp category) and close MS Excel. Now we have the source of proper format.

Naming the data in MS Excel file

As for logic of format – it might be other names of “Value” cell (like “indicator 1” or “percentage” and so on) as well as values in this column. By default BSC Designer sets the new indicator’s parameters of “0” as min, “100” as max and maximization direction of optimization but after SQL indicator will be created all those settings could be changed as they are needed to the user so numbers like 48392934 in value cells could fit into the project.

There is also no rule like one indicator for one MS Excel file. Other indicators could be placed as columns under C, D, E, F, G and others. But sure the information each of those columns contains will be exported into different indicators. How to chose proper values to use will be described in the next parts of this article.

Creating SQL indicator

After the source (MS Excel file in our case) is prepared it is time to make an SQL indicator linking to it. Launch BSC Designer Pro and open one of the projects (it might be “default.bsc” file). It is important to select one of the dates in calendar field (read more about calendar in the article “How to manage time points with BSC Designer”) that presented in source file to avoid errors while importing data. Select any category, click on Strategy Tree button on top menu and select New SQL indicator sign. A new dialog window will appear where importing parameters will need to be set. Follow the algorithm below to transport data from *.xls* file into BSC Designer project’s indicator.

Step 1: Click on “Build” button under Set Connection String field;

Step 2: Select “Microsoft OLE DB Provider for ODBC Drivers” – the right choice to operate with MS Excel files;

Step 3: Select “Use connection string” and click on “Build” button right near;

Step 4: Select Excel files in new window;

Step 5: Select the file’s path in a new dialog window (C:\tmp\datasource1.xlsx in our example);

Step 6: Try if everything works properly using the “Test Connection” button. No more things are needed to be set in this window. After the test is successful press “OK” button;

Step 7: After connection string is ready let’s move down to SQL query. Click on “Build” button to create statement. A new dialog window will appear;

Step 8: Select the table (the table called “all” in our case). That is why we named the data in MS Excel file. After “all” is selected click on “Next” button;

Step 9: Select resulted field – the right column of values which are needed to be used. If there are several columns in data source (MS Excel file in our case) this step will be the only difference between indicators. So if it’s needed to create indicators for each column the first one might be multiplied (read more on how to multiply the indicators in the first part of the article “How to manage KPIs using BSC Designer’s functions”) and then edited (right click on the indicator -> “Edit SQL Properties”) to show other column as a result field. Also be sure that “value” column is selected but not “date” one;

Step 10: The condition to “Date” field must be set as “=”. Be sure the condition is set for “Date” field but not to “Value” one;

Step 11: After all settings had been built apply the query, try to perform a test (using “Test” button) and click “OK” to create SQL indicator.

That is it

Now new SQL indicator (underlined one) is created and could be managed as well as imported indicator. When any changes appeared in data source (datasource1.xlsx in our case) it also will be viewed and calculated in SQL indicator. We understand that our clients might have some other data sources than MS Excel files so we recommend to consult with our support (the support form could be found on this page) about the source which are needed to be imported. Also company’s IT department might find the algorithm for any file to import it using SQL indicators. Advanced users might create queries and connection strings without BSC Designer’s builder just typing it into proper fields.

Congratulation! New SQL indicator had been created and is ready to be used

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What exporting functions allowed in BSC Designer

Continuing articles referring to reports with BCS Designer program more types are to be described. Previous article “Reports with BSC Designer” presented common HTLM reports but there are also several ways to export BSC project’s information in order to keep it or present it to someone.

The following functions referring to reports will be described in this article:

• Overview report function;
• Dashboard report function;
• Dashboard report for selected item function;

Overview report

Oppositely to common “HTML report” function overview report does not show any values. Its aim is to visualize project’s tree with descriptions for every element. Overview HTML document presents easy to understand diagram with all tree’s elements noticed and described. Description for elements might be input by the user (read more about descriptions in the article “How to manage KPIs using BSC Designer’s functions”). Overview report might be useful to gain overall knowledge on what the balanced scorecard project stands for, how to operate with it. Executive managers performing overall monitoring as well as shareholders and investors could find this type of report very helpful.

Note! How to change the whole project’s description

It is known from our previous articles where to fild description field for such items as categories and indicators. But the way to change description for the whole project is different. In order to do it click on “File” button on the top menu and  select “Document properties” sign. New dialog window will appear with the following fields. Find “Description” field and type or paste the project’s information. Aslo “Author” field might be filled with project’s creator’s name and position and “Name” field might be overwrited in order to change project’s name in tree and reports. After that press “OK” button to save changes.

Document’s properties dialog field

It does not matter for “Overview report” function what element is actually selected in a tree because it works with the whole project. In order to perform create this type of report click on “Report” button of the top menu and choose “Overview report” sign. The document appeared as a result of this function’s performing is not sophisticated so no program’s settings dialog window will appear. System’s dialog window will ask you to select the file’s path. It is recommended to use names written in English in order to prevent any errors, for example: “overview.html”. After the file is saved it might be opened by any web browser or sent to anyone via email. Pay attention to send web page’s source folder along with *.html file itself for all images to be viewed correctly.

The whole project’s overview HTML report

Dashboard report

Dashboard report is an alternative to common HTML report (described in previous article “Reports with BSC Designer”). It is also based on hyper text format language and could be viewed and sent the same way as HTML report but has some differences inside. One of the main differences is “Diamond” diagram usage instead of “Time” chart. As it was noticed in the article “How to visualize data with BSC Designer: diagrams and charts (Part2)” diamond chart works only with elements that contain at least 3 sub elements inside. That is why if any category does not have at least three indicators inside the following sign will appear in the report: “Diamond type chart is available for 3 and more sub items”. It does not mean the report will not be created but it will just not be able to show diagram’s image for those elements.

Not enough sub categories sign

Dashboard report might be used in the same cases as common HTML reports. It could be sent to a higher manager to show the current working progress as well as to investors and shareholders to present current company’s performance values. Surely it is up to program’s user what type of report needs to be used in different situations and for different purposes. While common HTML report aims to present the performance’s dynamics which might be interesting for shareholders dashboard report is referring to the current project’s performance values which might suite better for executive officer.

In order to perform dashboard reporting function click on “Reports” button in the top menu and select “Dashboard report” sign. Then select the date to report in new dialog window appeared. After that system’s dialog window will appear asking to select the file’s path. When the file is saved it might be opened by any web browser or sent to anyone via email as well as any other HTML based report.

Dashboard HTML report for the whole project (part of it)

Dashboard report for selected item

Dashboard reports are able to present not only overall project but one of the items selected in a tree as well. Any sub category could be selected and reported using “Dashboard report for selected item” function. Dashboard report does not work for indicators because of “Diamond” diagram usage in it. This function might be used in order to report any performance values but not the whole project. For example dashboard report for the “Financial perspective” category will present textual data and graphs for this category and for every element it includes.

In order to perform dashboard reporting for selected item function click on “Report” button of the top menu and choose “Dashboard report for selected item” sign. The second step is to select the date to be reported in new dialog window appeared. Then select file’s path in system’s dialog window appeared. After that the report will be created and ready to be viewed or sent to anyone.

Dashboard HTML report for one of the categories (part of it)

Other report types

To fill the list of reports available with BSC Designer software product several more reporting functions are to be noticed. There are common HTML reports among them that were described in previous articles as well as some other types that are going to be described in coming soon how to articles. It is certain that the range of reports using BSC Designer is really wide.

The full list of other reporting functions is:

• Export to HTML function;
• HTML report for selected item function;
• Export to MS Excel function;
• Export to MS Power Point function;
• Strategy map report function.

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