Elements exceeds the maximum allowed as defined in the Properties

[Nate Wert1]

I have a user table that has 110K plus records.   I am trying to get a breakdown of a team by user.   When I create a breakdown source off the sys_user table I get the following error: "This breakdown source was automatically disabled because the number of elements exceeds the maximum allowed as defined in the Properties".   What is even more perplexing is the fact that with the filters set, this breakdown source is really only using 7 records.

I have tried to adjust the properties setting to exceed the number of records that are in this breakdown.   The property that I adjusted was "Maximum number of breakdown elements for a breakdown to be included in data collection."   However still get the same message.  

  Has anyone seen this before?   Thoughts?

[Nate Wert1]

Hi Vincent:

Thank you for the response.   To answer your questions...

"Adjusting the properties should be handled with care. Best is to leave them as they are, because they can seriously impact the performance of your instance."

Completely agree, but do not see another option.

The question I am trying to answer is pretty simple.   I want to understand many of our PKIs by team member.   Of particular use would by a moving average of tasks completed by team members (incidents, changes, RITMs/CTASKS, problems, stories, etc).   We have a very large user base (60K active) but a smaller IT shop, about 400.   I have thought about creating a separate extension of the user table to capture this subset of the user community, but I am not sure that this will fix the issue as the data needed for the breakout really comes as a reference to the sys_users table (which has 110K+ entries on it).

I don't really have a need to breakout all 110K users.   At most of interest would be about 500-1000 users.

I hope this answers your questions.   Thank you again for taking the time to respond.

Regards:

Nate.

[Vincent Loffel1]

Hi Nate,

The simplest option is the create a breakdown on assignment group or subgroup within IT. Than if you insist on showing the information per person, you should go to the records tab and perform a group by on the assigned user.

The other option is to set a filter on your breakdown source for the user breakdown. You could create a filter such as "Departement is IT", or whatever your instance is configured. This way you create a breakdown that only selects the IT employees. This reduces your breakdown significantly and gives you the option to show the KPI per employee, which will fix most of the issue. If you than create a label such as 'non IT employee' for every ticket that is not assigned to an IT user you have the selection you need.

On the side, I still find it hard to understand why you would want to create this for 400 users? Performance Analytics is designed to improve your processes and search for the bottlenecks in your process as a whole. Anyway with the two solutions above you will be able to maintain the original properties and solve the error.

Cheers,

Vincent

[Nate Wert1]

Hi Vincent:

Thank you again for your response.   In answer to your first statement, I already have the breakdowns by assignment group.   That was easy enough to create and can easily look at the data from the breakdown through the scorecard.   That is insightful data but does not provide trending that I am looking for.

Also, considering you second statement, I was under the impression that I had already done this, but maybe I am doing something incorrect.   I have included an image of the breakdown source.   This source already had a filter on it so it would not exceed the limits.   As you can see, the breakdown should only be of 7 records, but I still get the error anyway.

Thank you again for your time and responses.   They have been most helpful.

Regards,

Nate.

[Vincent Loffel1]

Hi Nate,

That's strange. Did you create this breakdown source first without a filter on it and tried to run in before putting in the filters?

If that's the case, than PA already collected all elements (users) at some point in time, therefore keeping this error alive. To solve this remove the breakdown and breakdown source and rebuild it with the filters in place before collecting any records.

Cheers,

Vincent

[Nate Wert1]

Hi Vincent:

I will try to create a new breakdown source with the filter in place and see if it gives me the same issue.   Thanks again.

Nate.