Tracking Progress & Submission Metrics

Overview

Real-time progress tracking is essential for managing inventory timelines, identifying bottlenecks, and ensuring completion. ARMOR provides comprehensive metrics showing submission counts, user activity, completion percentages, and processing status. This guide explains all available metrics, how to interpret them, and how to use progress data to manage your inventory effectively.

Understanding Progress Calculation

Core Progress Formula

Progress % = (Verified Assets / Expected Assets) × 100%

Key Terms:

• Expected Assets: Assets assigned to site in database (at inventory creation)
• Verified Assets: Submissions that have been approved in Review & Process Tab
• Progress %: Can exceed 100% if new assets discovered

Example Calculation

• Expected Assets: 500
• Total Submissions: 550 (includes duplicates, pending, flagged)
• Verified Assets: 475
• Progress: (475 / 500) × 100 = 95%

Dashboard Metrics Overview

KPI Cards (Top of Dashboard)

Four key performance indicators:

KPI Card	What It Shows	Why It Matters
Active Inventories	Number of inventories currently collecting submissions	Workload indicator - how many inventories need processing
Completed Inventories	Finalized inventories in current period	Productivity metric - inventory completion pace
Draft Inventories	Inventories in planning stage (not yet Active)	Pipeline view - upcoming workload
Total Submissions (Today/Week)	Submissions received across all inventories	Activity level - is scanning progressing?

Inventory List View Progress Bars

Each inventory card/row shows:

• Progress bar: Visual representation of completion percentage
• Color coding:
  • Green: 85-100% (on track)
  • Yellow: 50-84% (progressing)
  • Red: 0-49% (needs attention)
• Percentage label: "475/500 (95%)" shows verified/expected
• Due date indicator: Days remaining or "Overdue" badge

Detailed Inventory Progress View

Accessing Detailed Metrics

1. Click inventory from dashboard
2. View "Overview" or "Progress" tab
3. See comprehensive statistics

Expected vs. Found

Metric	Definition
Expected Assets	Assets assigned to site at inventory creation (baseline)
Assets Found	Verified submissions matched to expected assets
Assets Missing	Expected - Found = Assets not yet verified
New Assets Discovered	Submissions creating new database records (not in expected list)

Submission Statistics

Statistic	What It Represents
Total Submissions	All scans received (may exceed asset count due to duplicates)
Verified Submissions	Approved in Review & Process Tab (count toward progress)
Pending Submissions	Awaiting approval (not yet counted)
Flagged Submissions	Require investigation (not yet counted)
Rejected Submissions	Invalid scans (duplicates, wrong barcodes, etc.)

User Activity Tracking

Active User Indicators

For standard inventory (assigned users with logins):

• Green dot: User submitted in last 10 minutes (actively scanning)
• Gray dot: User inactive (no recent submissions)
• Last activity timestamp: "Jane Doe - last scan 3 minutes ago"
• Submission count per user: "John Smith: 47 scans"

For blind inventory (token-based access):

• Aggregate only: "12 active users in last hour" (no individual names)
• Device count: "15 unique devices" (rough participant estimate)
• No personal identification: Privacy by design

User Performance View (Standard Inventory)

Detailed user breakdown:

User	Submissions	Last Active	Progress
Jane Doe	127 scans	● 2 min ago	25% of total
John Smith	95 scans	● 3 hours ago	19% of total
Maria Garcia	88 scans	● 8 min ago	17% of total

Use cases:

• Identify top contributors: Recognize high-performing users
• Spot inactive users: Follow up with those who haven't scanned recently
• Balance workload: Reassign areas if some users are overloaded
• Estimate completion time: Based on current pace

Completion Rate Metrics

Overall Inventory Completion

• Formula: (Verified / Expected) × 100
• Display: Large percentage on inventory overview
• Target: 95-100% (excellent), 85-94% (good), <85% (needs attention)

Completion by Location

Break down progress by building/floor/room:

Location	Expected	Found	Completion
Building A - Floor 1	150	148	98.7%
Building A - Floor 2	175	162	92.6%
Building B - Warehouse	275	198	72.0%

Benefit: Identify areas needing follow-up scanning

Completion by Asset Category

Track progress by asset type:

• IT Equipment: 220/250 (88%)
• Furniture: 140/150 (93%)
• Vehicles: 15/15 (100%)
• Tools: 90/120 (75%)

Benefit: Focus scanning efforts on lagging categories

Completion by User (Standard Inventory)

Individual user progress (if assigned specific areas):

• Jane (Building A): 90% complete
• John (Building B): 65% complete (needs support)
• Maria (Vehicles): 100% complete

Real-Time Updates

Automatic Refresh

• Dashboard refreshes: Every 30 seconds (configurable)
• Progress bars update: As submissions are verified
• User activity dots: Real-time (within 10 seconds)
• Manual refresh: Pull-down or refresh button

What Updates Immediately

• Total submission count (as users scan)
• User activity indicators (green dots)
• Last active timestamps

What Updates After Processing

• Progress percentage (after approval in Review Tab)
• Verified asset count (after Match/Review)
• Completion rate (based on verified count)

Progress Alerts & Notifications

Automatic Alerts (If Configured)

• Milestone reached: "Inventory ABC hit 50% completion!"
• Due date approaching: "Inventory ABC due in 3 days - currently 75% complete"
• Progress stalled: "No submissions in last 24 hours for Inventory ABC"
• High flag rate: "15% of submissions flagged - review queue growing"
• Completion achieved: "Inventory ABC reached 100% completion!"

Setting Alert Thresholds

Configure alerts (if feature available):

• Progress milestones: Alert at 25%, 50%, 75%, 90%, 100%
• Due date warnings: 7 days, 3 days, 1 day before due
• Inactivity threshold: No submissions for X hours
• Flag rate threshold: Alert if flagged % exceeds X%

Reporting on Progress

Daily Snapshot Report

Daily email or dashboard widget:

• Yesterday's submission count
• Progress change (was 70%, now 78% = +8%)
• Active users
• Pending/flagged queue size
• Days remaining to due date

Weekly Summary Report

Week-over-week metrics:

• Total submissions this week
• Progress increase
• Inventories completed this week
• User performance comparison
• Upcoming due dates

User Performance Report

Compare user contributions:

• Submissions per user
• Scans per hour rate
• Accuracy rate (rejections / submissions)
• Leaderboard (gamification)

Site-by-Site Breakdown

Multi-site organization view:

• HQ Site: 95% complete (475/500)
• Warehouse Site: 88% complete (220/250)
• Remote Office A: 100% complete (45/45)
• Remote Office B: 72% complete (36/50)

Using Metrics to Manage Inventory

Scenario 1: Progress Stalled at 60%

Metrics show:

• Submissions stopped 2 days ago
• User activity: all gray dots (inactive)
• Pending queue: only 3 items

Action:

• Email users: "Please continue scanning - we're at 60%"
• Check if physical scanning is blocked (access issues?)
• Extend due date if needed

Scenario 2: Submissions High, Progress Low

Metrics show:

• 550 submissions received
• Only 200 verified (progress 40%)
• Pending queue: 150 items, Flagged queue: 75 items

Action:

• Administrator needs to process Match/Review Tabs urgently
• Allocate more time for processing
• Consider additional processing staff

Scenario 3: One User Far Behind

Metrics show:

• Jane: 120 scans, John: 25 scans, Maria: 115 scans
• John's area (Building B) only 30% complete

Action:

• Contact John: issues? need help?
• Reassign some of John's area to Jane/Maria
• Provide additional resources or training

Scenario 4: High Rejection Rate

Metrics show:

• 500 submissions, 100 rejected (20% rejection rate)
• Common reason: "Wrong barcode scanned"

Action:

• Clarify instructions (example photos of correct vs. wrong barcodes)
• Retrain users on proper scanning technique
• Check if asset tags are confusing (multiple barcodes on asset?)

Best Practices

Check Progress Daily

• First thing each morning: review dashboard
• Assess pace: on track for due date?
• Identify blockers early

Process Incrementally

• Don't let pending queue grow beyond 50 items
• Tackle flagged items same day they appear
• Progress updates faster = better user morale

Communicate Progress to Team

• "Great work team - 70% complete!"
• "Push to 90% by Friday - we can do it!"
• Celebrate milestones (50%, 75%, 100%)

Export Metrics for Reporting

• Weekly progress report to management
• User performance for evaluations
• Historical data for planning next cycle

What's Next?

• Dashboard Overview & Navigation - Using the inventory dashboard effectively
• Results Tab - Reports & Analytics - Final outcomes and completion statistics
• Best Practices for Inventory Success - Strategies for efficient inventory management

Getting Help

For questions about metrics or progress tracking, contact the ARMOR Support Team.