Case Study: Integrating KPI Tracking into a Custom HR CRM Platform
Project Description
We implemented KPI tracking as part of our HR CRM solution built on Salesforce. This improvement allows management and HR to monitor work quality and speed, see where problems arise and who is affected, and react on time to implement necessary improvements.
Every day at 6:00 AM, a batch job runs and collects data from the task tracking system (such as Jira or Weenvo). It calculates all the KPI metrics automatically based on the latest information.
The system works with any task management or accounting platform used by IT companies.
Goals and Tasks
The main goal was to introduce a mechanism for HR and leadership to monitor key performance metrics and improve visibility into employee performance.
We implemented 12 KPIs:
- Unresolved Tasks, N
- Overbudget Tasks, N
- Unresolved Overdue Tasks, N
- Worklogs For Tasks With No Due Date, N
- Not Estimates Tasks, N
- Total Overbudget Hours, H
- Resolved Tasks, N
- Tasks Worked On, N
- Days To Complete The Task, N
- Billable Hours Logged, H
- Overhead Hours Logged, H
- Internal Products Hours Logged, H
And divided the KPIs into two categories for clarity:
- N (Numeric) — indicators based on task count or completion time.
- H (Hours) — indicators based on logged time.
This categorization allowed us to create two separate line charts for visualizing performance: one focused on task-based KPIs, and another focused on time tracking. This clear structure helps users quickly understand trends and spot performance issues.
Each KPI has its own calculation mechanism based on its logical meaning. The data is pulled directly from Jira or Weenvo systems. For some KPIs, we defined a maximum acceptable limit. When the value exceeds the limit, it is clearly shown on the chart.
We display the KPIs on a custom line chart. Since 8 KPIs are numeric (in days or task counts), and 4 are based on hours, we decided to separate them into two charts within the same section for clarity:
- Numeric KPIs
- Hours KPIs
Each chart can be filtered separately. Filters include commonly used date ranges (week, month, quarter, half-year, year), or a custom range using a calendar.
All lines on the chart are shown in different colors with labels, which makes the data easier to read and understand. If a KPI limit is exceeded, it is clearly visible on the chart.
Project Scope
- Two separate line charts in one page: one for numeric KPIs and one for time-based (hour) KPIs.
- Filters for common time ranges and a custom calendar selector.
- Visual alerting on charts when KPI values exceed defined limits.
- Data collected automatically each day at 6:00 AM from task tracking systems.
- Fully implemented on Salesforce platform.
Results
- Management and HR can now track employee performance in real time.
- Issues such as task delays, overbudget hours, or missing estimates are visible immediately.
- The system helps detect problems early and take action quickly.
- The new reports improve transparency, efficiency, and decision-making.
