Role-based management dashboard: how each manager sees their own KPIs

On Monday morning the general manager, a unit manager and a field employee all log in to the same company system. Each of them is looking for something different, and showing all three the same screen helps none of them. A role-based management dashboard is a personal screen that brings KPIs, pending tasks and notifications together in one place and shows each user only the data defined for their role.

In this article we explain why a role-based dashboard is needed, what it can contain and how it is set up, using the Dashboard Management module inside YazSis KurumsalPortal.

One system, three separate screens

The Dashboard Management module publishes separate dashboards for three roles. They all live inside the same portal, but each user sees only the data defined for their own role:

• Senior management: KPIs and deviations that show the overall state of the company. Without drilling into detail, they can see whether things are moving in the expected direction.
• Unit managers: indicators for their own unit, plus pending and upcoming tasks. Data from other units never appears on their screen.
• Employees: their pending tasks, upcoming work and notifications. When they need it, they jump to the relevant process through a shortcut.

What matters here is that the dashboard comes with the role. Because each user reaches only the data they are authorized for, the screen stays simple and the scope of the data is limited by permissions. Not showing people unnecessary numbers protects their attention and also keeps anyone from seeing data outside their own job.

For example, when a unit manager logs in in the morning, they first look at the pending tasks that concern their team, then check the deviations in the indicators. An employee sees only their own tasks, upcoming work and notifications, and never runs into management indicators. Senior management reads the company’s overall picture on a single page without opening either of those two screens.

What does the dashboard contain?

• Live KPI view: the indicators defined for the role are tracked in their current state; nobody waits for a report to see them. Seeing the current situation without waiting for a report to be prepared makes it easier to notice a deviation earlier.
• Upcoming tasks and notification center: the tasks and alerts waiting for the user are collected in one place. There is no need to go from module to module to find a notification.
• Performance and process shortcuts: from a deviation they see, users move straight to the relevant process and turn a decision into action.

Three common mistakes in dashboard design

• Showing everything. Fitting twenty indicators on one screen means none of them gets looked at. A few indicators that directly affect decisions do more for each role than a long list.
• Giving everyone the same dashboard. Senior management’s indicators are of no interest to the employee, and the employee’s task list is of no interest to the general manager. Without role separation, the dashboard soon turns into a screen nobody opens.
• Adding indicators without actions. A dashboard that shows a deviation but not what to do next only raises alarms. Next to the indicator there should also be a path to the relevant process.

Setting up a dashboard in five steps

1. Connect the data sources. Decide up front which data the dashboard will draw on. An indicator is only useful if it comes from a reliable source.
2. Define roles and KPIs. Decide which indicators are really needed for senior management, unit managers and employees.
3. Publish the personal dashboards. Each user opens with the dashboard for their own role: senior management sees the overall picture, a unit manager sees their own unit, an employee sees their own tasks.
4. Monitor deviations. Indicators that move outside the expected range are noticed at a glance.
5. Turn decisions into action. The dashboard does not stay a mere information screen; from the place where the deviation appears, you move to the relevant process.

Can data from other systems be brought onto the dashboard?

The Dashboard Management module feeds dashboards from defined data sources. Bringing data from another system such as an ERP onto the dashboard is an integration project; KurumsalPortal does not come with a ready-made ERP connection. Which data will be transferred, and the scope, is determined together in the project. That is why first clarifying which indicators are really needed, and choosing the data source accordingly, keeps the project small and manageable.

What changes compared with manual reporting?

In many companies the management report is compiled by hand from several files by one person, and by the time it is ready it is already out of date. When everyone brings their own spreadsheet to the Monday meeting, the first part of the meeting goes to reconciling numbers. When everyone looks at the same numbers on the same screen, the meeting is about what the numbers mean. The role-based dashboard aims to reduce this compilation load. The expected gains fall under three headings: management visibility at a glance, faster decisions and less manual reporting.

To shape the role and KPI setup for your company, see the Dashboard Management page; to see how it works together with the other modules, see the KurumsalPortal page.