Intro

 

As you move from one annual performance cycle to the next, there maybe some redundant KPIs, Projects, Objectives and Teams that no longer need to be reported upon. Likewise, there maybe some new KPIs, Projects, Objectives and Teams that need not be mentioned on historical reports from previous years. Typically, you will find about 80% of your info staying the same year on year, and 20% being new or redundant. 

To manage these new and redundant items, the Tools | Inactivation screen can be used to mark items as redundant for given years.

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1) Inactive years

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Each item, can be configured with the years for which it is Inactive. 

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For example, if the current year is 2025:

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a) an item that is Inactive for the year 2024 will not show up when the kippy Reporting Year is changed to 2024 but will show up in 2025.

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b) an item that is Inactive for the year 2025, will not show up when the kippy Reporting Year is changed to 2025 but will show up in 2024.

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The inactive years are provided as a comma-delimited list of 4-digit years.

 

So to ensure that an item is inactive for all previous years it could be set to e.g. 2024,2023,2022,2021,2020

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To ensure that an item is inactive for all upcoming years it could be set to e.g. 2025,2026,2027,2028,2029

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2) Inactive objectives

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Making KPIs and Projects inactive will mean they are not visible when the Reporting Year is changed to a year for which it is inactive. 

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Making Objectives inactive works the same but with the additional caveat that making an objective inactive also makes all its KPIs and Projects inactive for that year (regardless of what the inactive years for the KPI or Project is set to). This makes logically sense because you a KPI or Project must always belong to an (active) objective. 

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This can be confusing when people expect to see KPIs or Projects in certain years (possibly because the KPIs or Projects and explicitly marked as inactive for those years) but do not see them because their objective is inactive for that year. 

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For clarity, the GET ALL INACTIVE items on the Inactive screen shows all items that have been made inactive. 

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3) Reactivating an objective, KPI or Project

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If you can't see your item in the lists on the Inactive screen but expect to see it, it could be that it is because it is Inactive for the currently selected Reporting Year. 

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Check the GET ALL INACTIVE items and move to a Reporting Year where the item is active. Then you can alter it's Inactive Years accordingly. 

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4) Inactive Teams

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Sometimes, you may need to inactive an entire team moving forward, but keep it there for historical reporting. This could be in the example of organisational restructures or splitting of departments in to new sub-teams. Team inactivation can be managed by System Owners in Tools | Settings | Teams | Inactivate team
 

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5) Bulk Inactivate Objectives

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For convenience, you can also multi-select all the Objectives you want to Inactive and set a common inactive years value for them using the BULK SAVE OBJECTIVE INACTIVE YEARS 

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6) Cascading Inactivate Objectives

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All objectives below level 1 must link to a parent team objective. Therefore, inactivating a parent team objective would cascade that inactivation down to all objectives on that parent team objective chain. This could be very risky as it could have unintended consequences in lower-level teams without them knowing or before they have time to adjust their local teams. 

Therefore, the system does not allow an objective that is currently the parent team objective of another lower-level team objective to be inactivated.

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First, the lower-level objectives must be inactivated (or deleted, or moved to another objective, etc.) - starting with the lowest-level and working your way up the org hierarchy.

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7) Re-activation of hidden KPIs

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The Quickset feature is a useful way to initially import your existing KPIs into the system. It can also be used to maintain KPI data but should be used sparingly and only by expert kippy users, particularly when using it to add and maintain KPIs after initial setup.

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A scenario to be aware of using Quickset to set new KPIs when a KPI with that name already exists, but has been made inactive for the selected year. 

For example, the current year is 2026. A KPI named "Olympics promos" was added in 2022 but inactivated for years 2023,2024,2025. If the user now tries to add a KPI named "Olympics promos" in 2026, the system will not allow it to be added because it is an existing KPI - but the user may be confused because they are not aware such a KPI ever existed. Therefore, it is useful to check GET ALL INACTIVATIONS and consider if the new KPI is re-instating the old KPI or maybe a new KPI in its own right e.g. "2026 Olympics promos" (that is inactive for all years before 2026).  

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8) Default inactivity

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In Tools | Settings | Config | Default Inactivity, system owners can choose whether all new items should be added as inactive for previous years by default.

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When initially setting up the system, you may want to add KPIs that have historical data that also needs to be entered into the system. 

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However, as you move in to the next annual performance cycle, you may want new KPIs to only be relevant from the current year forward. 

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The switch allows your system admin to control that behaviour. 

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Summary​​​

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The inactive feature allows you to maintain your strategy as it evolves per performance cycle.

 

Any questions, contact support@kippy.me 

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