Setting Up Participant KPIs

Actionstep Practice Management includes a Participant KPI Report that allows management to set and report on key performance indicators (or KPIs) for staff at the firm. 

To monitor performance of your staff, you must first set up their performance indicators. These indicators can be based on hours worked or invoiced fees per fee earner. 

To do this:

1. In Practice Management, go to Accounting > Accounts > KPIs. The KPIs page appears, showing a list of all system users (Participants) who have sign-in credentials with Actionstep. (This list includes only those participants associated with your currently selected division, if you are using divisions.)
   NOTE:  If one of your users does not need to track KPIs, do not select any of the options for them when completing the instructions below.
2. Click the From and To date fields to set the date range for the KPIs.
   
3. Next to each user, select from the following settings:
   • Act: Select this option to track actual work hours for the participant.
   • Bill: Select this option to track billable work hours for the participant. 
   • Sales: Select this option to track sales for the participant. 
4. Enter the Actual and Billable targets using one of the following methods:
   • To manually specify the targets on a per-month basis, enter the values in the following fields for each month:
     • Act Hrs: Total hours expected to work during the month, including billable and non-billable hours.
     • Bill Hrs: Total billable hours expected to work during the month.
       
   • To automatically set the same targets for each month, enter the following amounts in the Settings section:
     • Days: Enter the number of days per week the participant works.
     • Hrs: Enter the number of hours per day the participant works.
     • Ratio: Enter the percentage of the person's working day that is expected to be billable. For example, if you expect an employee to bill for at least half their time, this would be set to 50. 
       
       These settings then calculate the amounts for each month in your list (as described in the note, just below). 
       
       NOTE:  The Days and Hrs fields will calculate the number of actual hours that a person should work in a given month. For example, if someone works a five-day week and eight hours a day, the actual hours for each month would display the number of working hours someone would do in a particular month. This will be calculated based on the number of working days in a month. It will pro-rate this amount if someone works more or less than a standard 5-day working week.
       
5. If you select the Sales setting for a participant, enter the amount of fees that should be invoiced in the Sales $$ field for each month.
   
6. Click Save Data to save the KPIs.

For help generating the Participant KPI report, see Participant KPI Report.