Note: The one highlighted with yellow are currently excluded from the dashboard in production
Terminology
| Term |
Description |
| User site | The site of the user who has logged in to the dashboard (in the document below we call the site of the user who logged in the dashboard as user site) |
| Service request | The The ticket that user creates creates in service one |
| Helix ticket | One service one ticket will can have one to many corresponding tickets in Helix in categories such as Work order (WO), Incident (INC), and CASE. An INC ticket in Helix is mapped to only one Service one ticket. However, more than one WO tickets can be associated to one service one ticket. |
| Open/Closed tickets | Tickets with the following status: CASE→ "Closed", "Pending", "Assigned", "Cancelled", "In progress", "New" INC→ "Resolved", "Pending", "Closed", "In Progress", "Cancelled", "Assigned" WO→ "Rejected", "Pending", "Cancelled", "Completed", "Assigned", "Waiting Approval", "Planning", "Closed", "In Progress" |
| Tickets pending user actions | Tickets with the status:"Pending" AND Status Reason: WO & INC→ "Status_Reason": "Client Action Required" CASE→ StatusReason:"Customer Response", "Customer Follow Up Required" |
| Fastlane ticket | WO → tickets with "Escalated Fastlane"= "YES", INC→ tickets with "Escalated fastlane"=Yes CASE → tickets with "Escalated_Custom"=10 |
| Today | In the document below, Today means the date that the user opens a dashboard and viewing the KPIs. The dashboard is being updated every hrs (Figures captured by KPIs is updated every hr) |
| Crisis/Maior incident | WOs with the work_order_template_used="Critical/Major Incident Communication" |
User view
The DT DASH user view aims to provide users with comprehensive visibility into tickets raised globally, their site's operations, and the details and status of their own tickets.
Important Note: The rows highlighted in yellow are obsolete, as these indicators have not been implemented in production.
| Context | Indicators/graphs / Fields | Description |
| INC | Indicator: Backlog incidents today | The number of incidents excluding the ones with "Status": "Resolved","Closed" AND "Cancelled" globally in the back log today |
| INC | Indicator: Submitted incidents today | The number of incidents globally with "Submit date" = today |
INC /WO/ CASE | Indicator: Backlog tickets per site | The total number of open INC/WO/CASE tickets per site in the backlog today.
- This indicator should be the sum of A, B and C below
INC | A) Indicator: Backlog incident tickets per site | The number of open INC per site in the backlog today
| WO | B) Indicator: Backlog work order tickets per site | The number of open WO per site in the backlog today AND excluding tickets with the time between "Submit date" and "Completed date" is less than 5 mins |
CASE | C) Indicator: Backlog case tickets per site | The number of open case tickets per site in the backlog today
WO | Indicator: Average Time to Resolve per site | Retrieve Ticket Data: WO tickets with
"Status": "Resolved" AND "Closed"
AND
Last Resolved Date falls within the last 2 months/last 7 days in the user site.
- Calculate the Time to Resolve by subtracting the 'Submit Date' from the "completed date" for each ticket.
- Calculate AVG of the Time to resolve data
INC /WO/ CASE | Indicator: Submitted tickets today per site | The total number of INC/WO/CASE tickets per user site with "Submit date" = today
- This indicator should be the sum of E, F and G below
| DT Global status | DT weather | This KPI represents a dynamic weather icon that reflects the current status of DT services. The icon adjusts and provides details based on last information received (according to refresh time) on factors such as service slowdowns or crisis, blocked apps, incidents, or user pending tickets . It transitions from sunny (indicating smooth service) to stormy (reflecting significant issues or disruptions), providing an intuitive, visual summary of system health and performance for quick monitoring and proactive action. DT-DASH Mappings: | Google Drive Live Link |
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| url | https://drive.google.com/file/d/1CrOdJGCOZa80XnGff7cNMb8UR7Di46M0xurfCY_1EhA/view |
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| My Requests | My Requests tab | Source: Service One and Helix Total of ongoing requests or closed / resolved in the last 30 days |
| My Requests | Requests Needing my Action tab | Source: Service One and Helix Total of ongoing requests that need user action to proceed. Service one tickets in which at least one of the related helix tickets is with the "Status_Reason": "Client Action Required".
Calculation at Helix ticket level: The number of INC and WO where status "pending" AND "Status_Reason": "Client Action Required" And The number of CASE tickets where status "pending" AND statusReason: "Customer Response"AND "Customer Follow Up Required" |
| My Requests | My Fastlaned Requests tab | Source: Helix Fastlane is defined at WO, INC, and Case ticket level. The number of service request tickets for which the corresponding : WO in helix is "Escalated Fastlane"= "YES", AND INC is "Total_Escalation_Level"= between 0 to 13 (not applicable for case tickets) AND CASE with "Escalated_Custom"= 10 If the Service one ticket refers to WOs in helix, at least one of the WO associated should be "Escalated Fastlane"= "YES" to be counted as Fastlane. |
| My Requests - details table | Service one request reference | Source: Service One The ID of the service one ticket. - An INC ticket in Helix is mapped to only one Service one ticket. However, more than one WO tickets can be associated to one Service One ticket. In this section only represents ticket id at service one level. The service one tickets with status= "waiting for approval" has not yet a corresponding ticket in Helix. When a service one ticket is approved, a Helix ticket will be created.
- The service one ticket ID should appear in the dashboard as soon as created in the service one (no matter if the corresponding ticket in Helix is created yet).
- As soon as the corresponding helix ticket created, it should be considered for the related calculations in the dashboard.
- In the dashboard, the hyperlink should land the user to the service one to see the details.
- Including HELIX tickets for which there is a link with Service request and tickets in SR for which there is NO link to helix.
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| My Requests - details table | Fulfillment number | Source: Helix A specific reference associated with the technical process, for technical teams use in helix. One service request can be linked to one or more fulfillment references. No hyperlink is expected to the user because the communication is done via Service One reference. This is just informative in case user needs to refer to it when asked by technical teams. |
| My Requests - details table | Priority | Source: Helix Calculation: if the service one ticket is an INC ticket in helix, "Priority"= the priority of the helix ticket if the service one ticket is WO ticket in helix, "Priority"= Fastlane or Normal based on "Escalated Fastlane" attribute of WO Exception: Incident tickets might become Fastlane. In this situation "Priority"= Fastlane or Normal based on " Esclated fastlane " attribute of INC . if the service one ticket is a case ticket in helix, "Priority"= the priority of the helix ticket. Exception: Incident & Case tickets might become Fastlane. In this situation: INC→ "Priority"= Fastlane or Normal based on "Escalated fastlane"attribute of INC. Case→ |
| INC | E) Indicator: Submitted incident tickets today per site | The number of incident tickets per user site with "Submit date" = today |
WO | F) Indicator: Submitted work order tickets today per site | The number of WO tickets per user site with "Submit date" = today
AND
excluding tickets with the time between "Submit date" and "Completed date" is less than 5 mins
| CASE | G) Indicator: Submitted case tickets today per site | The number of case tickets per user site with "With "createdDate"= Today |
| INC /WO/ CASE | Indicator: All my tickets | The number of tickets raised by the user |
| INC /WO/ CASE | Indicator: My pending tickets | Calculation is at Helix ticket level: The number of INC and WO where status "pending" AND "Status_Reason": "Client Action Required" And (Below not for S1: The number of CASE tickets where status "pending" AND statusReason: "Customer Response"AND "Customer Follow Up Required" |
| INC /WO/CASE | Indicator: My Fastlane tickets | Fastlane is defined at WO, INC, and Case ticket level The number of service request ticket for which the corresponding : WO in helix is "Escalated Fastlane"= "YES", AND INC is "Total_Escalation_Level"= between 0 to 13 (not applicable for case tickets) AND CASE with "Escalated_Custom"= 10 If the Service one ticket refers to WOs in helix, at least one of the WO associated should be "Escalated Fastlane"= "YES" to be counted as Fastlane. |
| Service one ticket | Service one request reference | The ID of the service one ticket. - An INC ticket in Helix is mapped to only one Service one ticket. However, more than one WO tickets can be associated to one Service One ticket. In this section only represents ticket id at service one level. The service one tickets with status= "waiting for approval" has not yet a corresponding ticket in Helix. When a service one ticket is approved, a Helix ticket will be created.
- The service one ticket ID should appear in the dashboard as soon as created in the service one (no matter if the corresponding ticket in Helix is created yet.
- As soon as the corresponding helix ticket created, it should be considered for the related calculations in the dashboard.
- In the dashboard, the hyperlink should land the user to the service one to see the details.
- The scope for S1 & S2 is to include only HELIX tickets for which there is a link with Service request plus tickets in SR for which there is NO link to helix.
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| INC /WO/ CASE | Priority | Calculation: if the service one ticket is an INC ticket in helix, "Priority"= the priority of the helix ticket if the service one ticket is WO ticket in helix, "Priority"= Fastlane or Normal based on "Escalated Fastlane" attribute of WO Exception: Incident tickets might become Fastlane. In this situation "Priority"= Fastlane or Normal based on "Esclated fastlaneEscalated_custom"attribute of INC. if the service one ticket is a case ticket in helix, "Priority"= the priority of the helix ticket. Exception: Incident & Case tickets might become Fastlane. In this situation: INC→ "Priority"= Fastlane or Normal based on "Escalated fastlane"attribute of INC. Case→ "Priority"= Fastlane or Normal based on "Escalated_custom"attribute of INC. |
| Service on request | Status | The status of the service one tickets: - In the dashboard, there should be a flag in the status column for records corresponding to tickets that require user action (service one tickets for which at least one of the related helix tickets is with the "Status_Reason": "Client Action Required" )
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| Service on ticket | Description | The title of the service one ticket |
| Service one ticket | Submit date | The submit date of the service one ticket |
| INC /WO/ CASE | Resolved date | Calculation: if the service one ticket is an INC ticket in helix, "Resolved date"= the "last resolved date" of the INC ticket if the service one ticket refers to one/many WO tickets in helix, "resolved date"= Max "Completed_date" of all WO associated AND all WOs' "status"= "Resolved","Closed" OR "Canceled" |
| DT weather | DT weather | | Widget Connector |
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| url | https://docs.google.com/document/d/1eiA-79zDMUODnjvR0_N6UCdJexUe7VNZE3s5GjqWsDo/edit |
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Crisis tickets |
DSDS view
The Site Manager view aims to provide comprehensive visibility into tickets raised per site, covering various aspects such as the number of tickets raised, resolved, their current status, priority levels, and required actions.
Scope:
Tickets assigned to DSDS→ Tickets with Service Type: "User Service Restoration","Security incident","user service request"
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Description
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Retrieve Ticket Data: WO tickets with (unit: days)
"Status": "Closed" , "Completed" And "Rejected"
AND
"Completed date" falls within the last 7 days in the user site.
Exclude: Submit date- Completed date < 5 mins - Calculate the Time to Resolve by subtracting the 'Submit Date' from the "Completed date" for each ticket.
- Calculate Mean of the Time to resolve data:
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WO rejected: Tickets created in the user site with Status='Rejected'
Calculation:
Rejected % of WO=(Number of WO rejected with "submit date" falling in the last 7 days /total number of tickets with "submit date" falling in the last 7 days) * 100
...
WO Overdue: Tickets created in the user site with the associating ticket in the measurement site where:
svt_title='Standard Support Target'
AND
goal_sched_goal_time < up_elapsed_time
Overdue % of WO=(Number of WO Overdue with "submit date" falling in the last 7 days /total number of WO tickets with "submit date" falling in the last 7 days) * 100
Note: Mostly After feb 2024 we have svt_title='Standard Support Target'. Might have minimal impact on the calculation of this KPI
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Retrieve Ticket Data: INC tickets with (unit is days)
"Status": "Resolved" OR "Closed"
AND
Last Resolved Date falls within the last 7 days in the user site.
- Calculate the Time to Resolve by subtracting the 'Submit Date' from the "last resolved date" for each ticket. → timestamp considered for calculation Exclude: Submit date- resolved date < 5 mins
- Calculate Mean of the Time to resolve data:
...
Scope is open tickets for both assigned & unassigned (excluding the ones with "Status": "Resolved", "Closed" AND "Canceled" -open tickets)
Unassigned INC= Tickets created in the user site WHERE "Assignee Login ID" is Null. Note that Status can be 'Assigned' but it is not reliable, we have many records with assigned status but assignee column is null.
Assigned INC= the same as above with "Assignee Login ID" filled.
Calculation:
% Unassigned INC: (number of unassigned INC with "submit date" falls within the last 7 days/ total open INC tickets per user site with "submit date" falls within the last 7 days) *100
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| My Requests details table | Status | Source: Service One and Helix CASE→ "Closed", "Pending", "Assigned", "Cancelled", "In progress" INC→ "Resolved", "Pending", "Closed", "In Progress", "Cancelled", "Assigned" WO→ "Rejected", "Pending", "Cancelled", "Completed", "Assigned", "Waiting Approval", "Planning", "Closed", "In Progress" If still pending from approval in Servcie one, the status will show that status, Once a fulfillment reference is create din Helix, it reflects Helix status. |
| My Requests details table | Description | Source: Service One The title of the service one ticket Anonymisation if related to HR: Condition IF (line_of_business == human-resources) then "*** Anonymised info ***" else > source value. |
| My Requests details table | Submit date | Source: Service One The submission date of the service one ticket |
| My Requests details table | Expected resolution date | Source: Service One and Helix Identify the SR Type of Each Ticket: Extract the SR type from the user list for each ticket. Find Corresponding MTTR in the Reference File: Match the SR type from the user list with the SR type in the reference file to retrieve the MTTR.
Image Added https://docs.google.com/spreadsheets/d/14tu7mSb4co4CXGHL-9y-4Y-mqErW6er4ei8dX6BjOuQ/edit?pli=1&gid=0#gid=0 Connect your Google account Calculate “Expected resolution date”: Add the MTTR to the submit date of each ticket. Then, round the resulting date to the next day to get the “estimated resolution date”. Calculate the days passed since the Submit Date and compare it with Expected resolution date”. Specify states including: If the status of the ticket is 'closed','cancelled','canceled','completed','rejected','resolved' => we display “completed” (grey background) if the ongoing resolution date < 1.15 * estimated resolution date => “too early” (grey background) if the ongoing resolution date >= 1.15 * estimated resolution date and <= 1.15 * estimated resolution date => “ontime” (green background) if the ongoing resolution date > 1.15 * estimated resolution date => “overdue” (red background) if not possible to compute => “not available” (grey background)
In order to determine the estimated resolution date of a ticket (available only for workorders):
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| My Requests details table | Resolved date | Source: Service One and Helix
Calculation: if the service one ticket is an INC ticket in helix, "Resolved date"= the "last resolved date" of the INC ticket if the service one ticket refers to one/many WO tickets in helix, "resolved date"= Max "Completed_date" of all WO associated AND all WOs' "status"= "Resolved","Closed" OR "Canceled" |
| My Daily DT Services | Crisis & Major Incidents | Source: Helix There is a WorkOrder (Crisis Ticket) managed by Siam team (part of Command Center) that is expected to update it upon any Crisis or Major Incident is identified. The table is then populated accordingly. - When WO (crisis ticket) is resolved, the status should turn mainly “complete”, “Closed”, “Rejected”, “Closed” .→ Green in the dashboard
The WO (crisis ticket) with status “Cancelled” are excluded The WOs with Status “In progress” always should appear on top of the list→ Red in the dashboard When WO (crisis ticket) is still ongoing (NOT resolved yet), the status is mainly “In progress”. In case the other status such as “Pending”, “Planning”, “Assigned”, “Waiting Approval” appears, the red colorcoding rules should be applied.
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| My Daily DT Services | Application status | Source: Kadiska and SolMan Connectivity per Application The avg connectivity for a specific application. it is used to assess the performance of individual applications globally. Calculation steps: AVG (CT) per Site Application in the Last Hour: Compute the average connection time for each application globally AVG (CT) per Site Application in the Last 3 Months: Compute the mean and standard deviation of the connection time for each application and use these as the reference for evaluating the last hour's connectivity. Display the results in the dashboard using 4 states visual as below:
4 States explanation: Fast: Medium: Slow: Blocked: Example Calculation-> NOHLast 3 Months Mean (μ) CT: 37ms Last 3 Months Standard Deviation (σ) CT: 17ms Fast: AVG (CT) in the last hour< (μ - σ) → 37ms - 17ms = 20ms Medium: (μ - σ) <AVG (CT) in the last hour<(μ + σ) →20< AVG (CT) in the last hour<54 Slow: (μ + σ) <AVG (CT) in the last hour<(μ + 2*σ) →54< AVG (CT) in the last hour<37+2*17=71 Blocked: AVG (CT) in the last hour>(μ + 2*σ)
Note: if there is no information related to the application up to 3 months, it will still be displayed, with the related last update time, due to the 3 months average calculation baseline. |
| My Site | Name of the user site | Displays the user site by default, according to his HR register |
| My Site | Network speed | Average Connection Time-> AVG (CT) KPI : Site Connectivity → gauge The avg connectivity time at a specific site. it helps in evaluating the performance of each site individually. 4 states: Blocked, Slower, In average, Faster Calculation steps: AVG (CT) per Site in the last hr : Compute the average connection time at each site. AVG (CT) per Site in the Last 3 Months: Compute the mean and standard deviation of the connection time for at each site and use these as the reference for evaluating the last hour's connectivity. Display the results (last 3 months average vs current speed) in the dashboard
Applied a pseudo fibonacci sequence ( 1.33 - 1.66 - 2 - 3) > to confirm to finetune the sensitivity to capture from lower instability. |
| My Site | Service Request Average Time to Resolve | Average number of days taken to resolve service requests in the user site, during the last 2 months. Color coding: Color coding: comparing to previous period of 2 months vs last 2 months. Green = Decrease versus previous 2 months; Orange = Stable; Red = increase Retrieve Ticket Data: WO tickets with "Status": "Resolved" AND "Closed" AND Last Resolved Date falls within the last 2 months in the user site. - Calculate the Time to Resolve by subtracting the 'Submit Date' from the "completed date" for each ticket.
- Calculate AVG of the Time to resolve data
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| My Site | Incidents Average Time to Resolve | Average number of days taken to resolve Incidents in the user site, during the last 7 Days. Color coding: comparing to previous period of 7 days vs last 7 days Green = Decrease versus previous 7 days; Orange = Stable; Red = increase Retrieve Ticket Data: WO tickets with "Status": "Resolved" AND "Closed" AND Last Resolved Date falls within the last 7 days in the user site. - Calculate the Time to Resolve by subtracting the 'Submit Date' from the "completed date" for each ticket.
- Calculate AVG of the Time to resolve data
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DSDS view
The Site Manager view aims to provide comprehensive visibility into tickets raised per site, covering various aspects such as the number of tickets raised, resolved, their current status, priority levels, and required actions.
Scope:
Tickets assigned to DSDS→ Tickets with Service Type: "User Service Restoration","Security incident","user service request"
DSDS view is not available for every user in Solvay, the access should be approved by g giusti and ricardo neves.
| Context | KPI name | Indicators/graphs / Fields | Description |
| WO resolution times (in days) | WO resolution times (in days) | KPI | Retrieve Ticket Data: WO tickets with (unit: days) "Status": "Closed" , "Completed" And "Rejected" AND "Completed date" falls within the last 7 days in the user site. Exclude: Submit date- Completed date < 5 mins - Calculate the Time to Resolve by subtracting the 'Submit Date' from the "Completed date" for each ticket.
- Calculate Mean of the Time to resolve data:
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| WO | Rejected % of WO | KPI | WO rejected: Tickets created in the user site with Status='Rejected' Calculation: Rejected % of WO=(Number of WO rejected with "submit date" falling in the last 7 days /total number of tickets with "submit date" falling in the last 7 days) * 100 |
| WO | Overdue% | KPI | WO Overdue: Tickets created in the user site with the associating ticket in the measurement site where: svt_title='Standard Support Target' AND goal_sched_goal_time < up_elapsed_time Overdue % of WO=(Number of WO Overdue with "submit date" falling in the last 7 days /total number of WO tickets with "submit date" falling in the last 7 days) * 100 Note: Mostly After feb 2024 we have svt_title='Standard Support Target'. Might have minimal impact on the calculation of this KPI |
| INC | Resolved Incident last calendar week | KPI | The number of incidents created in the user site with "last resolved date" falls within last 7 days (not considering the time stamp for the calculation ) |
| INC | MTTR of last week resolved incidents (in days) | KPI | Retrieve Ticket Data: INC tickets with (unit is days) "Status": "Resolved" OR "Closed" AND Last Resolved Date falls within the last 7 days in the user site. - Calculate the Time to Resolve by subtracting the 'Submit Date' from the "last resolved date" for each ticket. → timestamp considered for calculation Exclude: Submit date- resolved date < 5 mins
- Calculate Mean of the Time to resolve data:
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| INC | Created incidents last calendar week | KPI | The number of INC created in the user site with "submit date" falls within last 7 days |
| INC | %unassigned backlog INC | Pie chart | Scope is open tickets for both assigned & unassigned (excluding the ones with "Status": "Resolved", "Closed" AND "Canceled" -open tickets) Unassigned INC= Tickets created in the user site WHERE "Assignee Login ID" is Null. Note that Status can be 'Assigned' but it is not reliable, we have many records with assigned status but assignee column is null. Assigned INC= the same as above with "Assignee Login ID" filled. Calculation: % Unassigned INC: (number of unassigned INC with "submit date" falls within the last 7 days/ total open INC tickets per user site with "submit date" falls within the last 7 days) *100 |
| INC | Pending Sub state wise backlog volume | Pie chart | Pending INC= Tickets created in the user site with "Status": "Pending" Calculation: % Pending INC per 'status_reason' : (number of pending INC with with "submit date" falls within the last 7 days AND "status reason"= x/total INC tickets per user site with "submit date" falls within the last 7 days) |
Global view
The global view is capturing inisghts globally without any filter on the site.
| Context | Indicator name | Indicator/Graphs/ Field | Description |
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| INC | Incident age | PI chart | Filters: only open tickets are included.-> ( INC tickets with status: In progress, Pending, Assigned;) tickets submitted in the last 15 days for INC are captured
Categorization: Calculates the age of the ticket in days-> Age=date difference of current date and submit date. This gives the number of days since the ticket was submitted. Tickets are categorized into 5-day ranges (e.g., 0-5 days, 6-10 days, 11-15 days,).
Aggregation: Ordering in a bar chart:
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| INC | Incident age trend | Bar chart | The differences of the age of INCs per category between the current period and the previous period. For that the snapshot of age per category specified above is needed in the last 15 days |
| INC | Affected service | Pie Chart | FiltersInclude only open tickets: INC tickets with statuses: In Progress, Pending, Assigned. Filter tickets submitted in the last 15 days:
Categorization AggregationFor Affected Services: For SLA Categories: Count the number of tickets in each SLA category (IN SLA, NO SLA, OVER SLA) for each affected service. Aggregate data per service type to show a comparison of SLA performance.
Visualization Pie Chart: |
| INC | SLA status | stacked horizontal bar char | FiltersInclude only open tickets: INC tickets with statuses: In Progress, Pending, Assigned. Filter tickets submitted in the last 15 days:
CategorizationFor SLA Categories: Count the number of tickets in each SLA category (IN SLA, NO SLA, OVER SLA) for each affected service. Aggregate data per service type to show a comparison of SLA performance.
Visualization |
Service Management view
xxx
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Pending INC= Tickets created in the user site with "Status": "Pending"
Calculation:
% Pending INC per 'status_reason'
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