Record KPI results

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A KPI’s actual value is what was really achieved, for example “71%” against a target of “80%”. You record the actual values in a KPI review: VirgilTrack takes you through every KPI in the plan, one at a time, for the current plan year. These results become your organisation’s official performance figures.

Before you start

You need permission to record KPI results in the KPI Review window. No role has it, not even the CEO, and there is no screen in VirgilTrack where your organisation can give it. Only Virgil Finance can switch it on for a person: email support@virgilfinance.com with the person’s name and organisation. If you don’t see Review KPIs on the KPIs page, you don’t have it yet.
The CEO can record results through Virgil Copilot instead, without this permission. See Record a result with Virgil Copilot.
You need the KPIs page in Execution. See Find your way around Execution.
Have your figures ready. The review shows the work done under each KPI’s objective as a guide, but the number you enter is yours.

Record the results

Open Execution, then KPIs.
Select Review KPIs at the top right, or Start review in the banner “A KPI review is due”.

The KPI Review window opens on the first KPI that hasn’t been reviewed yet this year. A bar across the top has one segment per KPI, and a count such as 3 / 12 shows where you are.
Read the KPI’s name, its objective and its definition at the top.
Check the line of figures: Baseline, Prev. (the result of the most recent earlier year), Target (this year’s) and Overall (the target for the whole plan).
Look at Heads-up on the left for evidence. See The Heads-up panel.
Enter the result in Actual value.
- For a number, a percentage or an amount, type the number. Under the box, VirgilTrack reminds you of this year’s target.
- For a yes-or-no KPI, choose Yes — achieved or No — not achieved.
- For a text KPI, describe the current state.
Write a comment in Narrative: why the value is what it is, and what happens next.

It is required for the KPI’s first review of the year, and whenever the value has changed since its last review. The label then says “— required, the value changed”. Otherwise it is optional.
Select Save & Next. On the last KPI, the button says Save & Finish.

To leave a KPI for later, select Skip. To go back one KPI, select the back arrow. To jump to any KPI, select its segment in the bar at the top.
When every KPI has been reviewed, the window says Review complete. Select Done.

The Heads-up panel

Heads-up gathers what VirgilTrack knows about the work behind the KPI. It looks at the KPI’s objective and that objective’s initiatives.

Part	What it shows
Tasks	How many tasks under the objective’s initiatives were completed this year.
Mentions	How many points in people’s weekly reports were linked to those initiatives.
Spend	How much has been spent on those initiatives this year.
Across periods — target vs actual	Each year’s target and result. The current year is marked NOW.
A short summary	VirgilTrack’s AI summary of the work done.
AI read	A tentative reading of the evidence by VirgilTrack’s AI. It never decides the value for you.
Progress notes	The progress notes written on the initiatives, with any progress estimate.

If nothing has been recorded, it says “No work, reports, or notes recorded for this period. Enter the value from your own knowledge.”

Record a result with Virgil Copilot

The CEO, and anyone allowed to record KPI results, can also ask Virgil Copilot to record a result, for example “Record 78% for the billing accuracy KPI this period”. Virgil records only a value you give it, with your reason and a status. It shows you the change first and saves nothing until you confirm it. See AI assistant.

What happens next

Each saved result becomes the KPI’s actual value for the current year. The KPIs page, the plan overview and the other Execution pages show it straight away.
In the KPI Review window, every review is kept. A later review adds a new entry; it never changes an earlier one. The KPI’s details show the latest one. See The KPIs page.
VirgilTrack gives each result a status: On Track, At Risk or Off Track for numbers, Achieved or Off Track for yes-or-no KPIs, and On Track for text KPIs. A number KPI with no target this year is Not Assessed. See How progress and status are worked out.
If a result is At Risk or Off Track, VirgilTrack notifies the CEO and the managers of the departments with initiatives under that objective, with a “KPI at risk” or “KPI off track” notification. See Notifications.
The review summary at the end lists each KPI you saved, with its value and status.
The KPI progress report uses these results and your comments. See Download KPI and annual plan reports.

Tips

You can close the window part-way. The KPIs you saved are kept. Next time, the review starts on the first KPI not yet reviewed this year.
If every KPI has already been reviewed this year, the review starts at the first KPI again, so you can update them.
Write the narrative for the people who will read the report: what moved the value, and what you are doing about it.
A KPI review is due every three months. A week before each quarter of your financial year ends, and three days after, the CEO and department managers get a reminder to review KPIs and update the initiatives’ progress notes.

If something goes wrong

What you see	Why	What to do
“Value needed” and “Enter the actual value before continuing.”	Actual value is empty.	Enter the value, or select Skip to come back to this KPI later.
“Comment required”	The value changed since the last review, or this is the KPI’s first review of the year.	Write a short comment in Narrative explaining why, then save again.
“You don’t have permission to record KPI results. Ask your CEO for KPI Review access.”	You don’t have permission to record results. In this version your CEO can’t give it, even though the message says so.	Email Virgil Finance at support@virgilfinance.com. If you are the CEO, record results through Virgil Copilot instead.
Review KPIs isn’t on the KPIs page	You don’t have permission to record results.	Email Virgil Finance at support@virgilfinance.com. If you are the CEO, record results through Virgil Copilot instead.