Using Goals, Goal Metrics and Rollup Queries in Microsoft Dynamics CRM 2011
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The document outlines the importance of goals in Microsoft Dynamics CRM 2011 for tracking employee performance, particularly in sales. It details the steps for creating goals, metrics, and rollup fields, as well as how to monitor progress toward targeted goals. Additionally, it emphasizes that the content is confidential and may only be disclosed under strict conditions.
Using Goals, Goal Metrics and Rollup Queries in Microsoft Dynamics CRM 2011
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- 4. Page 4 Overview of Goals in Dynamics CRM • Goals are a way for an organization to track the progress and success of their employees, primarily sales. • They can provide a clear understanding of what is expected of the employee. • Managers and employees can easily view how close they are to meeting expected goals. • Goals are simple to create and easy to understand; with just a few simple clicks you can be well on your way to tracking any number of projects within your organization.
- 5. Page 5 Goals, Goal Metrics & Rollup Queries • Let’s say that you want to track how close your colleague Adam is to reaching his targeted goal of $50,000 in sales for Q2 in this fiscal year. In order to do so, you will need three things: 1) Goal – uses the actual figures that you are looking for. 2) Goal Metric – this tells the goal if the metric being measured is a number or $ amount. 3) Rollup Field – every metric has rollup fields that detail the actual and estimated value of the goal that you are trying to measure.
- 6. Page 6 Opening the Goals Menu • Goals are located in the Sales area of Dynamics CRM 2011. To get started click Sales then Goals. • To create a new Goal from scratch, select New from the ribbon. • If you want to edit an existing Goal, select that Goal. • Save As or Copy are not options on the Goal ribbon. If you open an existing Goal, keep in mind that any changes you make will be permanent.
- 7. Page 7 Creating a Goal 1) Give your Goal a Name. 2) To associate this goal to a specific person, do a lookup in the Goal Owner field and choose the person that you want this goal to track. 3) If you want to use a goal that is already created, select that goal in the Parent Goal lookup. This is a way that you can quickly use the same goal for several different people. 4) Then select a Manager for the Goal.
- 8. Page 8 Adding a Goal Metric 1) Select the lookup icon in the Goal Metric field. 2) If you want to use an existing metric, select it now. For the purposes of this exercise we will be creating a new Goal metric. Select New in the popup window.
- 9. Page 9 General Goal Metrics 1) Give the Metric a Name. 2) Select the Metric Type. • Note: Count only returns the number of rows not the actual amount. 3) Choose the correct Amount Data Type from Money, Decimal or Integer. In this example, we will be using Money. 4) You can also choose to Track Stretch Target. This will enable you to track progress even if the goal has been reached and exceeded. For example Adam has a goal set for $50,000 but a stretch target of $75,000. 5) Save the record.
- 10. Page 10 Adding a Rollup field 1) Click within the Rollup Field box. 2) In the new ribbon select Add New Rollup Field. • This will generate another popup where you can define the specifics of your new goal.
- 11. Page 11 Rollup Fields 1) From Step 1 in the Rollup Field quick pick list select Actual (Money). 2) In Step 2 choose from the Source Record Type pick list, the entity where the value is coming from. We are using Opportunity. 3) Then in Source Field choose the field where you want your data to come from. We are using Actual Revenue.
- 12. Page 12 Rollup Fields Cont. 4) In Step 3 you should see the Record Type: Opportunity selected. If not, please select it now now. 5) In the Date Field choose which date field you want the goal data gathered from. I have selected Actual Close Date. 6) Save and Close.
- 13. Page 13 Finishing the Goal • You will now see the new Rollup Field that you created in the Rollup Fields box. • Click on Goal Metrics on the ribbon • Save and Close the Goal metric window. • Once back to the New Goal window reselect Goal Metric and choose your newly created metric.
- 14. Page 14 Finishing the Goal Cont. • Once you have chosen which Goal Period Type select the dates you want to track. • Set the Targets you want to reach. • Save your Goal.
- 15. Page 15 Selecting Your Own Timeline • If you don’t want your Goal Period Type to be restricted to a Fiscal Period, you can select Custom Period and then choose your own From and To dates.
- 16. Page 16 Calculating Your Progress • Once you have saved the new goal, choose Recalculate to see how close the person is to reaching their set goal. • You will have to scroll down to find the Actuals section. • Here we can see that Adam has completed $26,000 in sales and is 52% complete with his goal.
- 17. Page 17 Wait, There's More! • This presentation has shown you how to create one specific goal. But as we all know Dynamics CRM is much more than a one trick pony. • Some other things that you can track as Goals include: • Leads - count the number of leads that an employee has created • Quantity - Track the number of items sold • Phone calls - completed, cancelled, made and received • Faxes • Emails • This list goes on and on. If CRM counts it, you can track it as a goal!
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