Goals – Your Personal GPS

Written By: Dave Packard

from October 9, 2012

Am I going in the right direction? Am I on track? Do I have time for golf?

A GPS can guide you while driving but what do you use as a guide for your goals at work? Can you easily see where you are today versus your goal for the quarter? Can you see your goal and your team’s goals along with the overall company goal?

But more importantly, is your goal close enough so you can spend the afternoon golfing with clients? Microsoft Dynamics CRM 2011 has a built-in goal system so you can track your goals, your team goals, and even your company goals quickly and easily.

To create a goal simply navigate to Goals which can be found under the Sales and Service modules:

1)      Click on NEW:
a.   

 

2)      This brings up the Goal form:

    a. 

    b. Enter a NAME.

    c.  If this is a child goal you can select which PARENT GOAL this will roll up to.

    d. Add the GOAL OWNER. If this is your own personal goal you will be the owner and the MANAGER.

    e. Add the GOAL METRIC.

i.  Note: the Goal Metric is what is used to define the goal. CRM has two metrics by default but you can add others as needed.

    f.  Determine the TIME PERIOD for this goal. It can be either a fiscal period such as a quarter or a custom period such as a month, week, or even a few days.

    g. TARGET is the number you are trying to hit within this time period.

For this example I’m creating a sales goal for myself that will track my Opportunities sold during the 4th quarter of 2012. This is my personal goal, so I am the owner and the manager. And my target is $200,000 in won Opportunities. If I wanted to split up my goal by month I could create three child goals that would roll up to this goal: one for each month of the 4th quarter.

3)      The remainder of the Goal form includes:
a. 

b. The ACTUALS will display the progress toward the goal and are read only because they are system calculated. In this example they are calculated based on the Opportunities assigned to me, specifically the Estimated Revenue field on the Opportunity form. Once an Opportunity is closed as Won, it goes to the Actual (Money) field. If it is open, it goes into the In-progress (Money) field.

c. For this example we can leave the GOAL CRITERIA as is since there aren’t any child goals and it is a personal goal, so I only want records owned by me.

4)  When done, click SAVE and then RECALCULATE in the ribbon:
a. 
    b. Give the Recalculate a minute to populate and then review your numbers:
    c. 
    d. I have $13,333 in In-progress money via my open Opportunities that have an Estimated Closed Date in the 4th quarter. And since we are not in the 4th quarter yet, the Actual money is at $0. Once I close an Opportunity in the fourth quarter that will roll up into the Actual money.

Goals, by default, recalculate once every 24 hours. You can change this by going into Settings, Administration, System Settings, and then the Goals tab. Clicking recalculate in the ribbon will force it to recalculate now if you don’t want to wait.

You can view your new goal in the Goals list or, if you haven’t done so already, you can pull it into a dashboard as explained in this blog.
Goals are an easy way to check your progress each day. To find other ways CRM can help you stay on track contact Cargas Systems, a certified Microsoft Dynamics CRM partner offering software, services, and support that help improve your business processes.