Process metric definitions

Action: Whether your organization is expecting a response or is required to respond to a particular mail. Applicable only when completion status is overdue or outstanding, otherwise will display as N/A.

• To respond: Your organization is expected to respond
• Expecting response: Your organization is expecting a response from other organizations.

Ball in Court (Responsible organization): List the organization(s) required to reply or action the process.

• If the process is completed/closed: Displayed as N/A, as the process is now completed.
• If the process is overdue or outstanding: Displays the “To” recipient(s) of the latest mail with a response required. 
• If the process is responded: Displays the sender of the latest mail with a response required. This is because the sending organization has received a reply and is expected to complete or respond to the process.

Completion status: Displays the status of the process from your organization's perspective. Typically, this is the status of the latest mail with a response required, where your organization is either the sender or recipient.

Count of Activity: Total number of mails sent (by type) in the process. Only mails defined in the process (from start to end) are counted.

Initial Mail: The first mail of the process that your organization can view.

Involved As: Describes how your organization is involved in the process.

• Initiator: The process was started by your organization by sending the initiating mail.
• Participator: The process contains mail where your organization is required to respond.

Latest Activity: The mail type of the latest mail in the thread.

Latest Mail: The latest mail of the process that your organization can view.

Mail Status: Status of the latest mail in the thread.

Overdue: The number of days the latest response required mail is overdue.

Process Delay: This is applicable only for a completed or closed process. It is the difference between the actual duration and estimated duration

Process Duration: The number of days between the date the first mail was sent, and the date the process was closed out. 

Process Estimated Duration: Configurable as a fixed value or a calculated sum of response required durations in the process. 

For example, lets look at a mail thread between a builder, architect, and consultant:

• The builder starts a process by sending a mail to the architect with a response required in 5 days. 
• The architect responds with a response required in 3 days.
• The builder sends another mail to the consultant with a response required in 5 days. 
• The consultant sends the mail to the architect with a response required in 3 days. 
• The estimated process duration is 5+3+5+3 = 16 days
• When configuring the process, the builder can set the process estimated duration as a fixed value, such as 10 days.

Process Status: The overall status of the process. Determined from the status of mail where a response is required. This is usually the status of the most recent mail in the thread that requires a response.

In order of priority:

• Overdue: The latest mail with a response required has passed the due date. (highest priority)
• Outstanding: The latest mail with a response required is within the due date.
• Responded: The latest mail with a response required has been responded to, but the process has not been closed.
• Closed-Out: The process has been closed. (lowest priority)

If the process contains more than one response required mail, the highest priority status of all the mails is used.

Process Type: Select from a predefined list of process types, or create multiple processes of the same process type.