Template Performance View

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This feature is available to the following product editions:

Standard
Premium

Under the Performance tab, the Template Performance View is a place where you can view metrics for any TaskRay template that is used in your organization, as well as make certain adjustments to the templatized processes.

What are templates?
You can read all of the details about TaskRay Templates in this article: Intro to Templates. In short, template projects and task groups are great for any sort of a repeatable process that follows the same set of steps every time. You can create templates and structure them in a way that makes most sense using task groups and tasks. These templates can then be cloned or stitched to create new projects or modify existing ones.

This view is a centralized place for analyzing the performance of any template that is used in your organization. After selecting a template, you will see a summary of template targets, template averages (based on projects and task groups created from the template), as well as view any trends associated with the template. Using that information, you will have insight into how the average performance of projects aligns with set template targets, allowing you to take action to further optimize the process if needed.

Using Template Performance View

Select a Template

When you open the Template Performance View, the first thing that you will need to do is select a template. Using the template search field in the top right corner of the view, start typing the name of the template and then select it from the dropdown that appears.

Tip: If the selected template contains task groups, you will be able to filter the information displayed in this view by a specific task group. To do this, select the necessary task group in the dropdown field that appears to the right of the template search field (the task group dropdown field will only appear for templates that contain task groups).

Template Snapshot

Once a template is selected, the view will display metrics associated with that template project or template task group. The information will be organized into four sections (boxes).

Created From Template

This box will display the total number of projects or task groups (if filtered by a template task group) that have been created using the selected template. You will also see a donut chart that will display how many of those projects/task groups are in-flight vs. completed.

Template Targets

In this box, you will see the targets as they are set on the selected template. This box will display information from the template project or task group record.

Duration: This is the number of days that is estimated to complete a project/task group created from the template (value from the Estimated Duration field on the template).
Estimated Time: This is the number of hours that is estimated to be spent on tasks in the selected template (value from the Estimated Time field on the template).

Template Averages

Here, you will see the averages for the projects or task groups that have been created from the selected template.

Duration: This is the average number of days that it takes to complete projects/task groups created from the template (average of the values from the Actual Duration field across project/task group records).
Actual Time: This is the average number of hours that is spent on tasks in the projects/task groups created from the template (average of the values from the Actual Time field across project/task group records).
Onboarding Score [Project Only]: This is the average Customer Onboarding Score across all projects created from the template (average of the values from the Customer Onboarding Score field across all project records).

Note: This metric is only available at the project level and will not be visible if you are filtering the view by a template task group. Customer Onboarding Score is used to measure the success of customer onboarding projects in TaskRay. You can read more about the Customer Onboarding Score in this article.

Template Trends

In this section, you will see template trends based on the projects or task groups that have been created from the selected template. This box will include links to view the most commonly blocked tasks, most commonly overdue tasks, as well as tasks that are most commonly completed ahead of schedule. Clicking on any of the three links will open the Template Trends pane and list the tasks according to the selected link criteria.

In the Template Trends window, you will see that it is organized into three subtabs: Blocked, Overdue, and Completed Ahead of Schedule. Within each subtab, you will see a list of tasks that meet the criteria accordingly.

The tasks will be listed in the order of occurrence on the projects or task groups created from the selected template, as well as display the number of times that the type of task became blocked/overdue/completed ahead of schedule. From here, you will have the option to either navigate to the template task to see if there are any changes that you can make to resolve the common trend. In addition, you can also click on the Chevron to the left of each template task name and view the projects where that type of task was most commonly blocked/overdue/completed ahead of schedule.

Finally, you also have the option to filter the list of tasks viewed by a timeframe. By default, the table will list tasks from all time. You can select to narrow in on a specific timeframe, such as if you wanted to see the template trends for projects or task groups completed in the last month.

Tip/Example: The Template Trends window is a great resource for optimizing your templated process. Let's say that you have a Customer Onboarding Template Project with a task "Send welcome email". Using that template, you create a set of onboarding projects for different customers. In three of those customer onboarding projects, the "Send welcome email" task was blocked as it was being worked on. If you select that template in the Template Performance View and open the Blocked Template Trends window, you will see that the "Send welcome email" task is listed in the table with the count of 3. Clicking on the task name will open the template task details, allowing you to quickly make any necessary adjustments to the template task to resolve the bottleneck trend for any future projects created from this template. If you expand the task in the table, you will see all of the projects where the task was actually blocked, as well as navigate to those projects. This can be used to further understand the reason behind the block on each project specifically.

Projects/Task Groups Created From Template

At the bottom of the page, you will see a table that will list all projects and/or task groups created from the selected template. Using the Settings button in the top right corner of the table, you can add and remove columns to view information for different fields from the project or the task group object. Clicking this button will open the Configure Columns window where you can select/deselect fields to be displayed in the table. If you would like to reorder the columns, move them up and down within the list in the Selected Fields box.

When looking at the list of projects, the projects that contain task groups will display a Chevron to the left of the project name. Clicking on the Chevron will expand the row to display task group information for that project.

Additionally, you also have the option to filter the list of visible records by project/task group status. At the top of the table, use the Showing field to view either All Projects/Task Groups, All In-Flight Projects/Task Groups, or All Completed Projects/Task Groups. After you make that selection, you can narrow in on a timeframe. Use the Timeframe field to either see records for all time or select the Custom option to set the date range, such as last quarter.

Tip: If you are looking at the list of projects and you add a field column with a field that is matching the name of a field on the Task Group object, the values from that field will appear for both, task groups and projects (the API name of the field must match on the TaskRay Project and the TaskRay Task Group objects).

Export Template Performance View

There are a couple of different options for exporting the Template Performance View. For all export and print options within TaskRay, see this article.