There are many days when a Marketing Operations administrator may experience a Déjà Vu day. Déjà Vu is a French expression that refers to the illusion of having previously experienced something actually being encountered for the first time such as receiving an error 5000.
Defining the metrics for all levels in Marketing Operations is a Déjà Vu type of activity where one activity is similar to the next but slightly different. There are two documents that the developer may refer to for guidance when designing metrics. The documents are the Marketing Operations User's Guide and the Administrator's Guide.
It is helpful to understand how the user would like to utilize the metrics in the plan, programs and projects prior to the design and construction because the application has a roll-up limitation with the plan level. Metrics are the building blocks within the tracking tab of the program and project that measure performance such as total contacts, responses, cost and revenue. Metric calculations may be configurable calculations based on other metric values within the project level and roll-up to the program level. However, there is a limitation to the plan roll-up configuration. The plan level is a limited view where the program values are not able to roll-up as the project values do within a program, instead the plan values may be viewed on the program level.
I recently came across a client situation where the core issue was a misunderstanding of the application roll-up limitations coupled with a designer error. The misunderstanding was related to how the plan roll-ups are configured with programs and projects and the user's expectation of the roll-up in the application.
The Marketing Operations User's Guide provides the following instructions for using plan metrics to the users:
To enter planned values for metrics that roll up:
1. Open a plan or program that has child programs or projects with rollup metrics.
2. Click the Tracking tab.
3. Click the Planned Rollups icon ( ).
The Edit Planned Rollup Values page displays.
4. Enter the planned values for the metrics.
5. Click Save and Finish.
The planned values entered display in the Planned column of the Program Metrics or Project Metrics table on the Tracking tab. This is the limitation. The value is displayed. It is a static value that is not updated by a roll-up.
The Marketing Operations Administrator's Guide provides the following instructions for configuring plan metrics:
To define a planned metric, check both the Roll-up and Is Planned boxes when adding the metric to the plan or program metrics template. Planned metrics appear in the Planned column of the metrics table on the Tracking tab of each child object.
The documentation does not describe in detail how the data is displayed in the application. In order for the Planned values to be displayed on the Program Tracking tab the user must enter the data with the Planned Rollups functionality. The data entered in the Plan Tracking tab are displayed on the Program tracking tab as entered by the user. The Plan values are static values that appear in column format next to the Actual and Target columns. The Actual and Target columns are the roll-up values that will be updated as the project metrics are updated.
The plan level view is the view that may be confusing to the administrator that is designing the metrics. The reason it may be confusing is that the administrator's guide and the user's guide explain the roll-up configurations within a project and program, but do not clearly describe the plan functionality. The project metric roll-ups on the tracking tab will only roll-up to the program level. The project metrics will not roll-up to the plan level.
I think our best documented case study regarding the subject is captured in the following Tech Note:
* TechNote 1633431 -- How to roll project metrics up to the plan level