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KEY PERFORMANCE INDICATORS (KPI) MODULE

The KPI package is a reporting package that provides a dashboard of figures/graphs that helps you track your business goals. Practices can set business goals for a variety of activities and use Key Performance Indicators to measure their relative success, ie you'll be able to track your performance against your goals. Performance indicator analysis can also help practices uncover problem areas and discover how efficient their processes are.

This feature needs to be activated by our Support Department. It will also involve some configuration of your products so that the software is able to identify into which indicator/s certain products fall.

CATEGORISING YOUR FEES AND STOCK

To display Small Animal KPI and other fee/product specific data, you will need to set up your fees and stock to identify the category into which they fall for KPI analysis purposes.

Categorizing your Fees

There are indicators on the fee file that allow you to categorize your fees for KPI purposes. Tick the relevant option on each of your fees that fall into these categories.

There is no need to categorize your ID Chip fees as the system recognizes an animal that has been chipped by that animal having an ID Chip number in the Microchip field on the animal screen.

Categorizing your Stock

There are indicators on the stock file that allow you to categorize your flea and wormer products for KPI purposes. Tick the relevant option on each of your products that fall into these categories.

TO PRODUCE THE GRAPHS

Click Reporting on the Assisi Desktop and click KPI. Click the relevant option to display the results.

Global Financials

This displays practice financial information in rows, broken down by Accounting Period Dates. The date range is automatically determined by the Financial Accounting Periods that have been set by the practice. If your practice has never set an Accounting Period, this can be done retrospectively, period by period.

A breakdown of the following values sold is provided for each accounting period.

Note: Columns can be resized when viewing the grid.

Period Start Date

Period End Date

Total Invoices (inclusive of VAT)

Stock/Drugs (exclusive of VAT)

Fees/Services (exclusive of VAT)

Dispensing Fees (exclusive of VAT)

Surcharges/Interest (exclusive of VAT)

VAT on Total Invoices

Total Payments (including VAT)

Discounts Given (excluding VAT)

Outstanding Debt (including VAT)

Click the Print tile to print the grid.

Branch Financials

This displays the same information as Global Financials (minus the outstanding debt column), broken down by branch.

Moving Annual Total

This displays a graph of a moving annual sales total for each period. This is based upon the sales total for the relevant period, plus the annual sales total for the previous eleven periods. It is designed to show a moving trend of your annual sales.

If you have been using Assisi for less than 12 months, it will calculate the total based upon the number of periods for which figures are available and then recalculate pro rata for the full twelve months.

The Base Date will default to the current period and the default number of years to Look Back is 2 years. You can change these default entries and click Plot, to recalculate the figures based upon your revised settings.

Small Animal KPI

The data displayed includes -

The actual number of cats and dogs seen - by branch - in the previous 7 days, one month and one year. It displays the actual figure per branch and an average figure for all branches.

In addition, the percentage of the number of cats and dogs seen that have been, or that are:

  • vaccinated;

  • scheme members;

  • wormed;

  • received flea treatment; and or

  • chipped

is calculated and displayed, together with:

  • the number of neuters performed and the percentage of those neuters > that included labwork; and

  • the number of dentals performed and the percentage of those dentals > that included labwork.

Note: The system will identify included labwork by looking for a fee that is marked either as a KPI Neuter or a KPI Dental fee and that has a KPI Labwork fee on the same consultation.

To display the figures, select your base date and click Calculate.

To print the displayed results, click Print.

Demographics

This option displays:

  1. A graphical age profile of active cats and dogs that have been seen in the last 12 months, broken down into puppies/kittens and young, mature and geriatric adults.

  2. The average age of active cats, dogs and rabbits.

  3. The number of active cats, dogs and rabbits.

    Note: In this instance, Active relates to work carried out in the period and not the Active setting on the animal record.

You can set the base date and the number of years on which to base the graphs. The default Base Date will be the current month and year and the default number of Look Back years will be 2. It may take a little while for the results to be calculated, but once the figures are displayed you can amend the default entries and click Plot to recalculate to your own requirements.

Click Print to print the displayed graphs.

Flea and Wormer Products Sales

These graphs will display - for flea and/or wormer products sold:

  • Value before Discount

  • Invoiced Value

  • Cost

  • Margin

  • Number of Transactions

  • Dispensing Fees

If a product is for both Flea and Wormer control, both of the indicators can be ticked on the stock file. This will result in entries being counted in both categories.

By default, the figures will be calculated for all branches but you can filter by Branch and the Base Date and Look Back default entries can be edited. Click Plot to recalculate to your own requirements.

The format of the graphs can be changed by removing the tick from either the Filled Graph or 3D options – or both. With neither of these boxes ticked, the figures will be displayed in standard line graph format.

Click Print to print the displayed graphs.

Scheme Membership

For those practices running in-house Schemes, this option allows you to track the impact of the scheme/s upon your income.

Tick boxes for each scheme are displayed on the left hand side of the screen which allows you to either look at the results for all schemes or filter for specific schemes by ticking only the required boxes.

  1. Set your base date and click Plot. Two series of graphs will be displayed.

Series 1 – shows the number of scheme members.

Series 2 – shows the following for each period:

  • Scheme Fees;

  • Scheme Discounts;

  • Non-Discounted Sales and

  • Scheme Impact, ie whether you have profited or lost revenue from > your scheme/s. However, if no scheme invoices are being posted > within Assisi, then this income is not being taken into account in > this graph,

Click Print to print the displayed graphs.

Invoice Footprint

This allows you to track the stock value, services value and total number of invoices raised for the period selected. An additional graph showing the average invoice value for the period is displayed.

You can specify the Base Date and the number of years to Look Back. By default these figures are for all branches and all users but you can filter for individual branches and/or users if you wish.

Click Print to print the displayed graphs.

Sales League Table

This option shows the value invoiced by each user in a selected date range.

By default it shows data for all branches but you can filter by branch. Edit the options and click Plot to recalculate the results.

Click Print to print the displayed graphs.

Waiting Times

This option shows the average waiting times in minutes for each of your vet waiting lists. There are list selection tick boxes on the left hand side of the screen and the graphical data is displayed on the right hand side of the screen.

You can tick/untick the lists as required and edit the base date and click Plot to recalculate the results.

Click Print to print the displayed graphs.

Recalls

The base date will default to a date 12 months into the future and today’s date will be plotted in the centre of the graph.

To the left of today’s date, the thin line of the graph represents the number outstanding recalls for the previous 12 months (ie those to which no response has been recorded) and, to the right of today’s date, it represents the number of recalls due within the next 12 months.

Alongside this graph, on the right-hand side, is a key that refers to reminders sent in the past and is represented by the thicker vertical lines on the graph.

Each vertical line breaks down reminders sent by recall reminder output options, ie Mail Merge, File Exported, SMS Sent and Label Printed, to help you to analyse which method/s have been most effective at recalling animals for their boosters.

The box on the left-hand side of the graph displays all possible reminder codes that exist on your server. If none of these is selected, then all of the codes will be included. If any of the codes are selected, then only the selected code/s will be included.

By default, none will be selected and all reminders will be included. To print the displayed graph click Print.

If you wish to amend the base date or the recall selection criteria, then you should make the necessary changes and replot the graph.

  1. Check the base date and amend it if you require a different base date.

  2. Check the recall code selection criteria and amend if required.

  3. Click Plot.

  4. To print the displayed graph, click Print.

Usage Figures

The Usage Figures option allows you to produce a more detailed breakdown of Fee and Stock sales than those produced in Global Financials, including a branch breakdown where applicable.

  1. Select the date range required. The To Date will default to the first day of the current month and the From Date will default to the same day and month in the previous year. You can either generate figures based on the total sales between these date ranges (Total) or broken down into a total per month (Analyse).

  1. You can further analyse sales based upon Stock/Service Codes, Analysis Codes or Generic Codes. Select which of these you wish to base your analysis on by clicking on the relevant tick box/boxes.

  2. If no individual Stock/Service/Analysis or Generic codes are > selected, then all codes will be included. If any codes are > selected, then only those codes will be included.

  3. If no usernames are selected, then all usernames will be included. > If any usernames are selected, then only those usernames will be > included.

  4. If no branch is selected, then all branches will be included. If any > branch is selected, then only that branch will be included.

  5. The grouping section determines how the data is calculated and presented on the graph.

  6. Total/Analysis determines whether a total of all codes or a > breakdown by code is required (X Axis).

  7. Value/Quantity determines whether the results are broken down > into total value or quantity sold (Y axis).

  8. When all of your options have been selected, click Plot to produce a graph.

  9. You can then:

  10. Click Print to print the graph

  11. Click Export to export the raw data to a spreadsheet.