Simple No-Code Visual KPI Using A List Calculated Column

Products: SharePoint 2010, 2013

[Updates: Also works for 2013]

There are numerous posts regarding calculated columns and the ability to display KPI images based on list values, etc.   Microsoft provides a reference to a list of the basic formulas that may assist you with solving some of your most common business related challenges.

Many of the other solutions call for some special HTML code to be added to the page or to another column within the list.  For this solution, no additional code is required; it’s simply a matter of correct configuration.

Requirements

The client has a simple list of systems and servers that need to more visible to the enterprise.  The expectation is to provide a visual KPI for each item on the list and manage this from the intranet Help Desk site.  As always, this solution needs to be simple to manage by the key stakeholders of the site.

Create a new list and name it SystemStatus; then configure the following columns.

Columns
The following columns are required for this solution.
– 1st column: Title        (Required)
(single line of text; 255 characters)

– 2nd column: Description  (Optional)
(multi-line)

– 3rd column: Status       (Required)
(choice options: Available (default), Experiencing Problems, Down)

– 4th column: Region       (Required)
(choice options: Central, East, West)

– 5th column: Result       (Required)
(calculated)
(data type returned as a number with zero decimal places)

Formula
=”

http://enterprise/_layouts/images/kpidefault-0.gif“,
IF(Status=”Experiencing Problems”,”http://enterprise/_layouts/images/kpidefault-1.gif“,
IF(Status=”Down”,”http://enterprise/_layouts/images/kpidefault-2.gif“,””))))
&”‘>

“

NOTE: After copying the above formula to your list column formula box, you may need to re-type the single & double quotes !!

Images

There are numerous icons available with the delivered SharePoint platform.  These may be found on the server at …/yoursite/_layouts/images/… .  This solution references the following icons to indicate the health of our systems and servers across the enterprise.

http://yoursite/_layouts/images/kpidefault-0.gif   [Green Symbol] http://yoursite/_layouts/images/kpidefault-1.gif   [Yellow Symbol] http://yoursite/_layouts/images/kpidefault-2.gif   [Red Symbol]

System Status Management

The Site Owners and Content Editors of the site refer to the System Status list when making changes.

• manage the Status value
  * select one of the three options: ‘Available’, ‘Experiencing Problems’ or  ‘Down’
• manage the Region value
  * select one of the three options: ‘Central’, ‘East’ or ‘West’

Results

References

• Progress Bar for Tasks
• Simple KPI Using Calculated Columns