Cycle Time by Milestone Report

Track the time your Milestones spend in each Milestone Status

The Cycle Time by Milestone Report shows you how long Milestones spend in each Milestone Status, helping you identify bottlenecks in your approval and checkpoint processes. 

Example of a Cycle Time by Milestone Report. You can see the average number of days Milestones spend in each Status and the number of Items contributing to the time calculation. 

Who can access this Report?

Anyone with the "View Report Data" permission can see this Report.

This Report can be accessed under the Activity section of the Reports page. It can also be added as a Card on a Board.

Working with the Report

• Understand the data
• Use filters to control which data the Report displays
• Customize the Report's columns
• Export the Report

Understand the data

This report displays the cycle times for each Milestone Status and a Milestone's total lifespan. 

You can view the following Milestone Statuses in this Report: 

• Total: The days a Milestone spends between its initiation and its approval or rejection. 
  
  • If the Milestone is the first Milestone on its Template, the starting point is the Item's Created Date or Start Date, depending on the Milestone configuration. 
  • If the Milestone is not the first Milestone on its Template, the starting point is the approval of the previous Milestone. 
• Not Ready: The days a Milestone spends in Not Ready Status, from its initiation until it is Ready for Approval.  
  • If the Milestone is the first Milestone on its Template, the starting point is the Item's Created Date or Start Date, depending on the Milestone configuration. 
  • If the Milestone is not the first Milestone on its Template, the starting point is the approval of the previous Milestone. 
• Ready: The days a Milestone spends in Ready for Approval Status, from the time it is Ready for Approval to when it is marked Approved or Not Approved. 
• Overdue Ready Deadline: The days a Milestone spends with an Overdue Ready Deadline. 
• Overdue Approval Deadline: The days a Milestone spends with an Overdue Approval Deadline. 

For each Milestone Status column, you can include two types of data: 

• Avg Days: An average number of days a Milestone spends in the Milestone Status. 
• #: The number of Items contributing to the cycle time data. 

Use filters to control which data the Report displays

Any relevant filters in use on the main Reports screen will be automatically applied to this Report, but you can still update the filters as needed.

• There are two date-based drop-downs. First is the "Reference Date" drop-down, and second is the "Range" drop-down.
  
  
  • Reference Date: Expand the drop-down to choose which type of date should be referenced by the Report. For example, select "Created in" if you want the Report to reference only those Items that were created in the specified date range.
  • Range: Expand the drop-down to choose the range of dates that should be included in the Report.
    • All Time removes any date range parameters. 
    • Custom allows you to enter any date range you want. 
    • Past shows you a rolling date range that counts back from the current calendar date. 
    • Current shows you data for the current week, month, quarter, or year. 
    • Last shows you data for the previous week, month, quarter, or year. 

• Workflow: Expand the drop-down menu to choose which Workflows should be included in the Report. The report will visualize milestones present on Templates in this Workflow. 
• Template: Expand the drop-down menu to choose which Templates should be included in the Report. The report will visualize the milestones present on your selected Templates. 
• Select Originating, Responsible, or Impact to decide whether the Report should reference an Item's Originating, Responsible, or Impact Location.
  
  • Originating and Responsible will be the default selection.
  • If Impact is selected, both Originating and Responsible will be toggled off. 

• • If no Location is selected in the Location Filter or Item Filter, the Originating, Responsible, and Impact toggles will not affect Report data. 

• Click the filter icon, and the Item Filter window will open.
  
  
  • Update the item filters to control which Items are included in the Report's metrics. These selections will not affect which Milestones are visualized in the Report, but they will impact the Report data. 
  • Click Save.
• Click the Locations panel on the left side of the Report to expand it.
  
  • Filter the Report by Location; only Items tied to the selected Locations will be included in the Report's data. 
• Milestone: Expand the drop-down to choose which Milestones should be visualized in the Report. 

Customize the Report's columns

By default, your report will have an Order, Milestone, Total, Not Ready, and Ready column. However, you can add and remove columns depending on which data you're interested in. 

To customize the columns on your report:

• Hover over the header of an existing column on your Report. 
• Select the drop-down arrow. 
• Hover over Columns to see the available columns. 
  • Select the checkbox next to a column to include it in your Report. 
  • De-select the checkbox next to a column to remove it from your Report. 
  • Each Milestone Status column can include Avg Days and # secondary columns. Hover over the name of a primary column to see the secondary column options. 
    

Share the Report

To share the Report, select the ellipsis icon. In the resulting drop-down menu, you can export the Report as a PDF, download it as an XLSX file, or copy it to a Board. 

• Select Print/Save PDF to export the Report as a PDF. The "Print" window will open.
  • Page Size: Expand the drop-down to choose your preferred page size.
  • Scale: Expand the drop-down to choose the scale percentage. This allows you to fit more content on a single page. For example, selecting 50% doubles the amount of content you can fit on one page. Make sure to select "Fit to page" in your browser's print settings.
  • Click either Portrait or Landscape to choose the PDF's orientation.
  • Click Print.

• Select Save XLSX to export the Report as a spreadsheet document. 
• Select Copy to Board to add the Report as a Card on a Board. 
  • In the resulting window, select a Board. All Boards that you have permission to edit will appear as options. 
  • Select Copy to add the Report to your selected Board. All filters and columns included in the Report will be carried over to the Card. 
    • The Report Card will appear at the Board's top left corner.

Cycle Time by Milestone Report Cards

Cycle Time by Milestones Reports can also be added as a Card on Boards.

When creating a Cycle Time by Milestone Report Card, you use the same filters discussed in this article to build the Report. However, you will have an additional Edit Columns option.

• Edit Columns: Use the Edit Columns window to select which columns appear on the Card. These selections will persist the next time you view the Board.

Recommended Reading

• Submitting and Approving Milestones
• Milestone Deadlines