How progress and status are worked out

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Execution turns the plan’s figures into percentages and statuses. This page explains exactly how, so you can trust what you see and explain it to others.

A KPI’s achievement

A KPI’s achievement compares its actual result with its target for the same plan year.

Higher is better (direction Increase, shown as Incremental): achievement = actual ÷ target × 100. For example, 72% collected against a target of 80% is 90% achieved.
Lower is better (direction Decrease, shown as Decremental): achievement = target ÷ actual × 100. For example, 12 days against a target of 10 days is 83% achieved. On the plan overview and the KPIs page, a result of 0 counts as 100%.

Achievement is kept between 0% and 100%. Beating the target counts as 100%.

On the plan overview, the KPIs page and the Objectives page, a KPI whose direction is Maintain (shown as Absolute) is worked out as if higher is better.

A KPI’s status

On the plan overview, the KPIs page and the Objectives page:

Status	Achievement this year
On track	100% or more
At risk	75% or more, but under 100%
Off track	Under 75%
No data	No result has been recorded for this year. The overview and the Objectives page also show No data when the KPI has no target for this year. On the KPIs page, a KPI with a result but no target this year shows Off track.

The KPI progress report uses the same limits. See Download KPI and annual plan reports.

When you record a result

When you record a result in a KPI review, it gets a status with the same limits: On Track, At Risk or Off Track. In addition:

a yes-or-no KPI is Achieved when the answer is yes, and Off Track when it is no;
a text KPI is On Track;
a number KPI with no target this year is Not Assessed.

See Record KPI results.

Department performance

The Department Performance page uses its own limits:

Status	Result against this year’s target
On track	95% or more
At risk	80% or more, but under 95%
Off track	Under 80%
No data	No result or no target, or a text KPI

On this page:

for a KPI that should stay at its target (Maintain), the score drops the further the result is from the target, above or below. For example, 110 against a target of 100 scores 90%;
a yes-or-no KPI scores 100% when the result matches the target, and 50% when it doesn’t;
the percentage isn’t capped at 100%.

An objective’s achievement and status

An objective’s achievement is the average achievement of its KPIs for the current year. Only KPIs with both a result and a target for this year are counted. Its status follows the same limits as a KPI’s: On track at 100%, At risk from 75%, Off track below that, and No data when none of its KPIs has a result. On the Objectives page, an objective whose average comes to 0% also shows No Data.

A theme’s average

On the plan overview, each theme’s Theme average is the average achievement of all the KPIs under the theme’s objectives that have a result and a target for this year.

The plan timeline

Plan Timeline on the plan overview is the share of the plan’s days that have passed, from its start date to its end date.

Initiative statuses

An initiative’s status comes from its tasks that are due in the current plan year. Archived tasks aren’t counted.

Done so far: the share of the year’s tasks that are completed.
Due by now: the share of the year’s tasks whose due date has passed. This is the mark on the progress bars.

VirgilTrack then checks, in this order:

Status	When
No work planned	The initiative has no tasks due this year.
Done	Every task due this year is completed.
Missed work	At least one task is more than 7 days past its due date and not completed.
Behind	At least one task is overdue, or done so far is more than 10 points below due by now.
Stalled	Work is still left, and nothing has been completed for more than 45 days. Early in the year, more than 45 days since the year started with nothing completed.
On track	None of the above.

The reasons shown with a status come from the same checks, for example “2 tasks more than 7 days late” or “nothing completed since 14 Feb”.

Funding

For each initiative and plan year:

Funding gap = allocated budget − secured amount.
The funding status follows the amounts:
- Fully Funded when the secured amount covers the allocation;
- otherwise Seeking External Grant or Awaiting Ministry Approval if the person who set the budget chose one;
- otherwise Partially Funded if some money is secured, or Unfunded if none is.
An unfunded mandate is an initiative with a funding gap whose status is Unfunded, Seeking External Grant or Awaiting Ministry Approval.

See Allocate an initiative’s budget.

Spending pace

Spending is compared with how much of the plan year has gone, by days:

Pace	When
ahead of the year	The share of the budget spent is more than 15 points above the share of the year gone.
behind the year	It is more than 25 points below.
on pace	Anything in between.
Over budget	More has been spent than was allocated.

Work alignment

When VirgilTrack’s AI analyses a weekly report, it links the report’s points to the plan’s objectives, initiatives and tasks, and gives the report an overall alignment score from 0% to 100%. The Entries serving the strategy tile counts the linked points.

On the Work Alignment page, the overall figure is the average of the analysed reports in the period. Levels: Excellent from 85%, High from 60%, Moderate from 35%, Low above 0%. A score of 0% shows as Not analysed.
On Department Performance, each week’s point is the average of the team’s reports that week. The tile shows the average of the last 8 analysed weeks, and the change against the 8 weeks before.

Department performance tiles

The KPIs on Target tile rates the share of KPIs on track: Excellent from 90%, Good from 70%, Moderate from 40%, otherwise Low.