Microsoft Dynamics® CRM Training
An error occurred while loading the video. Please try again.
In this video, we're going to highlight some features in the Goals functionality in Microsoft Dynamics CRM 2011. Goals provide users with insight into their impact on the organization. Goal management also allows managers and executives to review the progress of a team and individual goals.
To navigate to Goals, we click on the Sales module and then click on Goals in the left navigation pane. Notice that the view I currently have open is "All Goals". But if we so choose, we can navigate through group goals, as well as individual goals.
(Open any goal in the view. The Goal form opens with the name of the current goal.)
I've selected an individual goal called "2011 Calendar Year Goal". This is a goal that I have created that will show me a projected estimated revenue and revenue already earned based on my sales opportunities in the 2011 calendar year. Let's walk through the steps of creating such a goal and see how it works.
The key metric (see the Goal Metric field) for this goal is "Revenue". To see what revenue includes and how it is calculated, let's click on Revenue. (The Goal Metric form opens with the name of the current metric.)
In this case, the revenue goal contains two Rollup Fields, Actual revenue ("actualmoney") and In-progress revenue ("inprogressmoney"). By highlighting one of these rollup fields, I can now click Edit (in the ribbon) and see how it is calculated.
(The Rollup Field form opens.)
See here that In-progress revenue is calculated from open opportunities that have been assigned an "In Progress" status.
(Close the Rollup Field form and bring up the Goal form for "2011 Calendar Year Goal".)
Now let's take a look at the timing that has been established for this goal. Under Time Period, notice that we have the option to choose from Custom Period or Fiscal Period. This goal is set up for Custom Period, with the dates established here by the calendar tabs (in the required From and To fields). But we also have the option to choose Fiscal Period, where we can select which fiscal quarter we want to examine in this dropdown menu. Over here under Fiscal Year, we select which fiscal year we want to examine in this dropdown menu.
Let's now take a look queries that have been defined to pull the data we're measuring for our goal. We do this in the Goal Criteria section of the form. On the left, we have the query for actual revenue. (The field name is Rollup Query – Actual(Money). ) On the right, we have the query for in progress revenue. (The field name is Rollup Query - In-progress(Money) .) We define these queries by using the Advanced Find capability in CRM Online.
When you are establishing your own goal, select your query by clicking on the search button. (The Look Up Records dialog opens.) As you can see, you have a number of options to choose from, or you can create your own by selecting New.
Going back to the previous screen, let's click on the query "Estimated Revenue from Opportunities" (the value currently shown in the Rollup Query - In-progress(Money) field in the video). Note that this was not a default query, and had to be created by using the New button shown on the previous screen.
(The Rollup Query form opens with the name of the current query.)
See how the query was defined using the Advanced Find feature? It is pulling the estimated revenue value for opportunities owned by "xRM Boss". To see the report, click View Records. This gives us a list of the opportunities generated from this query. The report also includes Customer, Revenue, and Status Codes for each individual opportunity (the relevant column headings are Potential Customer, Est. Revenue, and Status Reason).
(Close the Rollup Query form and go back to the "All Goals" view.)
The last important feature to note is that we can examine this data visually. If we click on this arrow on the far right (above the vertical text "Click here to view the chart"), we can see a visual representation of the data, and have the option to scroll through various graphs.
In CRM Online, it is easy to create, track, and measure goals to give users valuable insight into their impact on their business.
Thanks for watching.