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🧮 Creating and Linking Deviations and Actions to KPIs

This article explains how to create deviations directly when entering KPI values or afterward from the KPI view. It also describes how to link actions, track their progress, and correctly interpret the color-coded symbol logic in the KPI dashboard.

🔍 Contents

  • Why this topic matters

  • Prerequisites

  • Step-by-step guide

  • Tips & Best Practices

  • FAQ

🎯 Why This Topic Matters
Deviations on KPIs are essential for effective problem-solving management. Direct entry in the KPI context enables quick action — for example, by immediately creating actions and triggering structured escalation.

✅ Prerequisites

  • ✍️ Write access in the respective team

  • 📊 The KPI is available in the team

🛠️ How It Works

📥 Enter a KPI value

  1. Navigate to the "Enter KPI Values" tile.

  2. Enter the actual value (Ist-Wert).

  3. If the target value (Soll-Wert) is exceeded or not reached, the "Deviation" button will appear automatically.
    📸 Screenshot: Enter value + trigger deviation

➕ Create a deviation

  1. Click on the "Deviation" button.

  2. The actual value will be carried over into the dialog.

  3. Fill in the following fields:

    • Title: What happened?

    • Category: e.g., Error, Problem

    • Description

  4. Click "Create".
    📸 Screenshot: Deviation form

📊 Create a deviation from the KPI view (after the fact)

  1. Navigate to KPIs and open the desired KPI.

  2. Click on "Deviation Management +" in the top-right corner.

  3. Select the time period and KPI values for which you want to create a deviation.

  4. Fill out the deviation form as usual.
    📸 Screenshot: Creating deviation directly from KPI dashboard

🔗 Link an action

  1. After saving, you will be prompted: "Link an action?"

  2. Choose between:

    • 🔧 PDCA Action (Cause known – direct action)

    • 📄 A3 Report (Cause unknown – structured problem analysis)

  3. Add:

    • Team

    • Responsible person

    • Due date

    • Optional: Additional tasks or info teams

✅ Complete an action

  • Open the action from the action list.

  • Change the progress to "Act".

  • Click "Save and close".

📈 Status Logic in the KPI Dashboard:

  • 🔴 Red PDCA symbol: Deviation without linked action

  • 🔵 Blue PDCA symbol: At least one action linked

ℹ️ Note: Only team members with the appropriate rights can close actions.

✨ Tips & Best Practices

  • 💡 Direct linking saves time and improves traceability.

  • 🧩 Use the A3 report for unknown causes — ensures structured, sustainable problem-solving.

  • 📅 Schedule regular review meetings for open actions to track progress.

  • 📌 Clearly prioritize actions and assign responsibilities immediately.

❓ FAQ

What’s the difference between PDCA and A3?

  • PDCA: Cause known → direct action.

  • A3: Cause unknown → structured analysis required.

Can I create my own deviation categories?
→ No, only the system administration can do that. Team admins choose from the provided categories.

Can I merge multiple deviations?
→ Yes, mark the desired deviations in the list and click "Merge".

How can I identify open deviations in the KPI dashboard?
→ By the colored PDCA symbol directly below the KPI:

  • 🔴 Red: No action linked

  • 🔵 Blue: At least one action linked

Can I add actions to existing deviations later?
→ Yes, open the deviation in deviation management and select "Link action".