Introducing Automated KPI Templates: Streamline Data Collection

[sravyabandh]

What's New

Automated KPI templates are now available in Supplier Lifecycle Operations. The system extracts and calculates supplier performance metrics directly from ServiceNow tables—automatically and on schedule—reducing dependency on stakeholders for data entry.

Two Approaches to KPI Collection

Manual KPIs

Manual KPIs require stakeholders to input data on a scheduled basis. Essential for:

• Qualitative assessments requiring judgment
• Data from external systems
• Metrics not available in ServiceNow tables

Automated KPIs (New)

Automated KPIs extract data directly from ServiceNow tables and calculate metrics automatically. This approach:

• Eliminates manual data entry for metrics already in ServiceNow
• Runs on schedule without human intervention
• Ensures consistent measurements
• Frees stakeholders to focus on analysis and action

Note: Automated KPIs are for Quantitative metrics only. If automation fails, the system creates a manual task as fallback.

Creating an Automated KPI Template

Prerequisites

• Role: sn_kpi.admin, sn_slm.manager, or sn_slm.admin
• Read access to relevant ServiceNow tables

Steps

1. Navigate to All > Supplier Lifecycle Operations > Source-to-Pay Workspace
2. Select Create KPI template
3. Configure the template:

Key Fields:

Field	What to Enter
Type	Quantitative (required for automated)
Data collection type	Automated
Collection table	Table containing the data (e.g., Incident, Purchase Order)
Entity table column	Column identifying the supplier
KPI data table column	Column with the metric data
Aggregation method	How to calculate the metric: • Count - Number of records • Sum - Total of all values • Average - Mean value • Min - Lowest value • Max - Highest value • Latest - Most recent value
Collection frequency	How often to calculate (Daily, Weekly, Monthly, etc.)
Criteria	Filters to include only relevant records

1. Add at least 2 thresholds (one marked as target) to activate
2. Apply to suppliers

Benefits of Automation

• Consistent data collection - Runs on schedule without delays
• Reduced administrative burden - Stakeholders focus on analysis instead of data entry
• Real-time visibility - Performance updates automatically
• Improved accuracy - Eliminates manual entry errors

Troubleshooting

Automation not working?

• Verify table access permissions
• Check that records exist matching criteria
• Ensure entity column correctly identifies suppliers

Unexpected values?

• Review criteria filters
• Verify correct aggregation method
• Check data column selection

Key Takeaway

Automated KPIs complement manual KPIs by handling quantitative metrics that exist in ServiceNow tables. This allows your team to focus on analysis and improvement while the system handles routine data collection.