Re_Figma_Code/DASHBOARD_FORMULAS.md

Dashboard Formulas & Calculations Documentation

This document provides a comprehensive breakdown of all formulas and calculations used in the Dashboard for both Admin/Management users and Regular Users.

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📊 1. REQUEST VOLUME STATISTICS

Admin/Management View

Scope: All requests across the organization

Formulas:

Total Requests = COUNT(*) 
  WHERE submission_date BETWEEN :start AND :end
  AND is_draft = false
  AND is_deleted = false
  AND submission_date IS NOT NULL

Approved Requests = COUNT(*) 
  WHERE status = 'APPROVED'
  AND submission_date BETWEEN :start AND :end
  AND is_draft = false

Rejected Requests = COUNT(*) 
  WHERE status = 'REJECTED'
  AND submission_date BETWEEN :start AND :end
  AND is_draft = false

Pending Requests = COUNT(*) 
  WHERE status IN ('PENDING', 'IN_PROGRESS')
  AND is_draft = false
  (Note: Includes ALL pending requests regardless of creation date)

Draft Requests = COUNT(*) 
  WHERE is_draft = true

Regular User View

Scope: Only requests initiated by the user

Formulas:

Total Requests = COUNT(*) 
  WHERE submission_date BETWEEN :start AND :end
  AND is_draft = false
  AND initiator_id = :userId

Approved Requests = COUNT(*) 
  WHERE status = 'APPROVED'
  AND submission_date BETWEEN :start AND :end
  AND initiator_id = :userId
  AND is_draft = false

Rejected Requests = COUNT(*) 
  WHERE status = 'REJECTED'
  AND submission_date BETWEEN :start AND :end
  AND initiator_id = :userId
  AND is_draft = false

Pending Requests = COUNT(*) 
  WHERE status IN ('PENDING', 'IN_PROGRESS')
  AND initiator_id = :userId
  AND is_draft = false

Draft Requests = COUNT(*) 
  WHERE is_draft = true
  AND initiator_id = :userId

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⏱️ 2. TAT EFFICIENCY & SLA COMPLIANCE

Admin/Management View

Scope: All completed requests in date range

Formulas:

Completed Requests = COUNT(*) 
  WHERE status IN ('APPROVED', 'REJECTED')
  AND is_draft = false
  AND submission_date IS NOT NULL
  AND (
    (closure_date IS NOT NULL AND closure_date BETWEEN :start AND :end)
    OR (closure_date IS NULL AND updated_at BETWEEN :start AND :end)
  )

Breached Requests = COUNT(DISTINCT request_id)
  WHERE EXISTS (
    SELECT 1 FROM tat_alerts ta 
    WHERE ta.request_id = wf.request_id 
    AND ta.is_breached = true
  )

Compliant Requests = Total Completed - Breached Requests

SLA Compliance % = ROUND((Compliant Requests / Total Completed) × 100, 0)
  If Total Completed = 0, then Compliance = 0%

Average Cycle Time (Hours) = ROUND(SUM(cycle_times) / COUNT(cycle_times), 1)
  Where cycle_time = calculateElapsedWorkingHours(submission_date, completion_date, priority)
  (Respects working hours, weekends, holidays based on priority)

Average Cycle Time (Days) = ROUND(Average Cycle Time (Hours) / 8, 1)
  (Assumes 8 working hours per day)

Regular User View

Scope: Only completed requests initiated by the user

Formulas:

Completed Requests = COUNT(*) 
  WHERE status IN ('APPROVED', 'REJECTED')
  AND is_draft = false
  AND submission_date IS NOT NULL
  AND initiator_id = :userId
  AND (
    (closure_date IS NOT NULL AND closure_date BETWEEN :start AND :end)
    OR (closure_date IS NULL AND updated_at BETWEEN :start AND :end)
  )

Breached Requests = COUNT(DISTINCT request_id)
  WHERE initiator_id = :userId
  AND EXISTS (
    SELECT 1 FROM tat_alerts ta 
    WHERE ta.request_id = wf.request_id 
    AND ta.is_breached = true
  )

Compliant Requests = Total Completed - Breached Requests

SLA Compliance % = ROUND((Compliant Requests / Total Completed) × 100, 0)

Average Cycle Time (Hours) = Same calculation as Admin
Average Cycle Time (Days) = Same calculation as Admin

Note: Breaches are tracked at approver/level level but counted at request level for SLA compliance.

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👤 3. APPROVER LOAD STATISTICS

Admin/Management View

Not Applicable - This metric is user-specific

Regular User View

Scope: User's approval workload

Formulas:

Pending Actions = COUNT(DISTINCT level_id)
  WHERE approver_id = :userId
  AND status = 'IN_PROGRESS'
  AND request.status IN ('PENDING', 'IN_PROGRESS')
  AND is_draft = false
  AND level_number = request.current_level
  (Only counts requests at user's current active level)

Completed Today = COUNT(*)
  WHERE approver_id = :userId
  AND status IN ('APPROVED', 'REJECTED')
  AND action_date BETWEEN :start AND :end
  (Date range start/end for "today")

Completed This Week = COUNT(*)
  WHERE approver_id = :userId
  AND status IN ('APPROVED', 'REJECTED')
  AND action_date >= start_of_week
  AND action_date BETWEEN :start AND :end

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📝 4. ENGAGEMENT STATISTICS

Admin/Management View

Scope: All work notes and documents across organization

Formulas:

Work Notes Added = COUNT(*)
  FROM work_notes wn
  WHERE wn.created_at BETWEEN :start AND :end

Attachments Uploaded = COUNT(*)
  FROM documents d
  WHERE d.uploaded_at BETWEEN :start AND :end

Regular User View

Scope: Only from requests initiated by the user

Formulas:

Work Notes Added = COUNT(*)
  FROM work_notes wn
  WHERE wn.created_at BETWEEN :start AND :end
  AND EXISTS (
    SELECT 1 FROM workflow_requests wf 
    WHERE wf.request_id = wn.request_id 
    AND wf.initiator_id = :userId
    AND wf.is_draft = false
  )

Attachments Uploaded = COUNT(*)
  FROM documents d
  WHERE d.uploaded_at BETWEEN :start AND :end
  AND EXISTS (
    SELECT 1 FROM workflow_requests wf 
    WHERE wf.request_id = d.request_id 
    AND wf.initiator_id = :userId
    AND wf.is_draft = false
  )

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🤖 5. AI INSIGHTS

Admin/Management View

Scope: All approved requests with conclusion remarks

Formulas:

Total with Conclusion = COUNT(*)
  WHERE status = 'APPROVED'
  AND submission_date BETWEEN :start AND :end
  AND conclusion_remark IS NOT NULL
  AND is_draft = false

AI Generated Count = COUNT(*)
  WHERE status = 'APPROVED'
  AND submission_date BETWEEN :start AND :end
  AND ai_generated_conclusion IS NOT NULL
  AND ai_generated_conclusion != ''
  AND is_draft = false

Manual Count = COUNT(*)
  WHERE status = 'APPROVED'
  AND submission_date BETWEEN :start AND :end
  AND (ai_generated_conclusion IS NULL OR ai_generated_conclusion = '')
  AND is_draft = false

AI Adoption % = ROUND((AI Generated Count / Total with Conclusion) × 100, 0)

Average Remark Length = ROUND(AVG(LENGTH(conclusion_remark)), 0)
  WHERE status = 'APPROVED'
  AND conclusion_remark IS NOT NULL

Regular User View

Scope: Only approved requests initiated by the user

Formulas:

Total with Conclusion = COUNT(*)
  WHERE status = 'APPROVED'
  AND submission_date BETWEEN :start AND :end
  AND conclusion_remark IS NOT NULL
  AND initiator_id = :userId
  AND is_draft = false

AI Generated Count = COUNT(*)
  WHERE status = 'APPROVED'
  AND submission_date BETWEEN :start AND :end
  AND ai_generated_conclusion IS NOT NULL
  AND ai_generated_conclusion != ''
  AND initiator_id = :userId
  AND is_draft = false

Manual Count = COUNT(*)
  WHERE status = 'APPROVED'
  AND submission_date BETWEEN :start AND :end
  AND (ai_generated_conclusion IS NULL OR ai_generated_conclusion = '')
  AND initiator_id = :userId
  AND is_draft = false

AI Adoption % = ROUND((AI Generated Count / Total with Conclusion) × 100, 0)

Average Remark Length = Same calculation as Admin (filtered by initiator_id)

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📈 6. SUCCESS RATE (Regular Users Only)

Formula:

Success Rate % = ROUND((Approved Requests / Total Requests) × 100, 0)
  If Total Requests = 0, then Success Rate = 0%

Where:
  Approved Requests = From Request Volume Statistics
  Total Requests = From Request Volume Statistics

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🏢 7. DEPARTMENT STATISTICS (Admin Only)

Scope: All requests grouped by initiator's department

Formulas:

Department Stats = GROUP BY initiator.department

Total Requests per Dept = COUNT(*)
  WHERE submission_date BETWEEN :start AND :end
  AND is_draft = false
  GROUP BY initiator.department

Approved per Dept = COUNT(*)
  WHERE status = 'APPROVED'
  AND submission_date BETWEEN :start AND :end
  AND is_draft = false
  GROUP BY initiator.department

Rejected per Dept = COUNT(*)
  WHERE status = 'REJECTED'
  AND submission_date BETWEEN :start AND :end
  AND is_draft = false
  GROUP BY initiator.department

In Progress per Dept = COUNT(*)
  WHERE status IN ('PENDING', 'IN_PROGRESS')
  AND submission_date BETWEEN :start AND :end
  AND is_draft = false
  GROUP BY initiator.department

Approval Rate per Dept = ROUND((Approved / Total Requests) × 100, 0)
  If Total Requests = 0, then Approval Rate = 0%

Note: Limited to top 10 departments by total requests.

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🎯 8. PRIORITY DISTRIBUTION (Admin Only)

Scope: All requests grouped by priority (EXPRESS vs STANDARD)

Formulas:

Total Count per Priority = COUNT(*)
  WHERE submission_date BETWEEN :start AND :end
  AND is_draft = false
  GROUP BY priority

Approved Count per Priority = COUNT(*)
  WHERE status = 'APPROVED'
  AND submission_date BETWEEN :start AND :end
  AND is_draft = false
  GROUP BY priority

Breached Count per Priority = COUNT(DISTINCT request_id)
  WHERE EXISTS (
    SELECT 1 FROM tat_alerts ta 
    WHERE ta.request_id = wf.request_id 
    AND ta.is_breached = true
  )
  GROUP BY priority

Average Cycle Time per Priority = ROUND(SUM(cycle_times) / COUNT(cycle_times), 1)
  Where cycle_time = calculateElapsedWorkingHours(submission_date, completion_date, priority)
  Only for COMPLETED requests (status IN ('APPROVED', 'REJECTED'))
  GROUP BY priority

Compliance Rate per Priority = ROUND(((Total Count - Breached Count) / Total Count) × 100, 0)
  If Total Count = 0, then Compliance Rate = 0%

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👥 9. APPROVER PERFORMANCE (Admin Only)

Scope: All approvers who completed approvals in date range

Formulas:

Total Approved per Approver = COUNT(DISTINCT level_id)
  WHERE approver_id = :approverId
  AND action_date BETWEEN :start AND :end
  AND status IN ('APPROVED', 'REJECTED')
  AND action_date IS NOT NULL
  AND level_start_time IS NOT NULL
  AND tat_hours > 0
  AND elapsed_hours > 0

Within TAT Count = COUNT(DISTINCT level_id)
  WHERE approver_id = :approverId
  AND action_date BETWEEN :start AND :end
  AND status IN ('APPROVED', 'REJECTED')
  AND elapsed_hours IS NOT NULL
  AND elapsed_hours > 0
  AND (
    elapsed_hours < tat_hours 
    OR (elapsed_hours <= tat_hours AND (tat_breached IS NULL OR tat_breached = false))
    OR (tat_breached IS NOT NULL AND tat_breached = false)
  )

Breached Count = COUNT(DISTINCT level_id)
  WHERE approver_id = :approverId
  AND action_date BETWEEN :start AND :end
  AND status IN ('APPROVED', 'REJECTED')
  AND elapsed_hours IS NOT NULL
  AND elapsed_hours > 0
  AND (
    elapsed_hours > tat_hours 
    OR (tat_breached IS NOT NULL AND tat_breached = true)
  )

TAT Compliance % = ROUND((Within TAT Count / Total Approved) × 100, 0)
  If Total Approved = 0, then TAT Compliance = 0%

Average Response Hours = ROUND(AVG(elapsed_hours), 1)
  WHERE approver_id = :approverId
  AND action_date BETWEEN :start AND :end
  AND status IN ('APPROVED', 'REJECTED')
  AND elapsed_hours IS NOT NULL
  AND elapsed_hours > 0

Pending Count = COUNT(DISTINCT level_id)
  WHERE approver_id = :approverId
  AND status IN ('PENDING', 'IN_PROGRESS')
  AND request.status IN ('PENDING', 'IN_PROGRESS')
  AND is_draft = false
  AND level_number = request.current_level
  (Only current active level for each request)

Sorting Order:

1. TAT Compliance % (DESC - highest first)
2. Average Response Hours (ASC - fastest first)
3. Total Approved (DESC - most approvals first)

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🤖 10. AI REMARK UTILIZATION (Admin Only)

Scope: All conclusion remarks generated in date range

Formulas:

Total Usage = COUNT(*)
  FROM conclusion_remarks cr
  WHERE cr.generated_at BETWEEN :start AND :end

Total Edits = COUNT(*)
  FROM conclusion_remarks cr
  WHERE cr.generated_at BETWEEN :start AND :end
  AND cr.is_edited = true

Edit Rate % = ROUND((Total Edits / Total Usage) × 100, 0)
  If Total Usage = 0, then Edit Rate = 0%

Monthly Trends (Last 7 Months):
  AI Usage = COUNT(*)
    WHERE generated_at >= NOW() - INTERVAL '7 months'
    GROUP BY DATE_TRUNC('month', generated_at)
  
  Manual Edits = COUNT(*)
    WHERE generated_at >= NOW() - INTERVAL '7 months'
    AND is_edited = true
    GROUP BY DATE_TRUNC('month', generated_at)

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📅 11. DATE RANGE CALCULATIONS

Date Range Parsing:

Today: 
  start = start_of_day(today)
  end = end_of_day(today)

This Week:
  start = start_of_week(today)
  end = end_of_week(today)

This Month:
  start = start_of_month(today)
  end = end_of_month(today)

This Quarter:
  start = start_of_quarter(today)
  end = end_of_quarter(today)

This Year:
  start = start_of_year(today)
  end = end_of_year(today)

Custom Range:
  start = start_of_day(custom_start_date)
  end = end_of_day(custom_end_date)
  (Capped at current date if future date provided)

Default (if not specified):
  start = 30 days ago (start of day)
  end = today (end of day)

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🔍 12. CRITICAL ALERTS

Admin/Management View

Scope: All requests with critical TAT status

Formulas:

Critical Requests = Requests where:
  - TAT percentage used >= 80% (approaching deadline)
  - OR TAT percentage used >= 100% (breached)
  - OR has breach alerts (is_breached = true in tat_alerts)

Breached Count = COUNT(*)
  WHERE breachCount > 0
  (From critical requests)

Warning Count = COUNT(*)
  WHERE breachCount = 0
  AND TAT percentage >= 80%
  (From critical requests)

Regular User View

Scope: Only requests initiated by the user

Formulas:

Critical Requests = Same logic as Admin, filtered by initiator_id = :userId

Breached Count = Same calculation as Admin (filtered by user)
Warning Count = Same calculation as Admin (filtered by user)

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📊 13. UPCOMING DEADLINES

Scope: Requests with active levels approaching TAT deadline

Formulas:

Upcoming Deadlines = Requests where:
  - Current level is active (status IN ('PENDING', 'IN_PROGRESS'))
  - remainingHours > 0 (not yet breached)
  - tatPercentageUsed < 100 (not yet breached)

TAT Percentage Used = ROUND((elapsedHours / tatHours) × 100, 0)
  Where elapsedHours = calculateElapsedWorkingHours(level_start_time, current_time, priority)

Remaining Hours = MAX(0, tatHours - elapsedHours)

Elapsed Hours = calculateElapsedWorkingHours(level_start_time, current_time, priority)
  (Respects working hours, weekends, holidays based on priority)

Note: Only shows requests that are NOT yet breached (remainingHours > 0 and tatPercentage < 100).

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📝 14. RECENT ACTIVITY

Admin/Management View

Scope: All workflow activities across organization

Formulas:

Recent Activity = All activities from workflow_requests
  ORDER BY activity.created_at DESC
  (No user filter)

Regular User View

Scope: Activities from user's requests or where user is a participant

Formulas:

Recent Activity = Activities where:
  - request.initiator_id = :userId
  - OR user is a participant in the request
  ORDER BY activity.created_at DESC

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🔑 KEY DIFFERENCES: ADMIN vs REGULAR USER

Metric	Admin/Management	Regular User
Request Volume	All organization requests	Only user-initiated requests
TAT Efficiency	All completed requests	Only user-initiated completed requests
Approver Load	N/A	User's own approval workload
Engagement	All work notes/documents	Only from user's requests
AI Insights	All approved requests	Only user's approved requests
Department Stats	✅ Available	❌ Not available
Priority Distribution	✅ Available	❌ Not available
Approver Performance	✅ Available	❌ Not available
AI Remark Utilization	✅ Available	❌ Not available
Success Rate	❌ Not shown	✅ Available

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📌 IMPORTANT NOTES

1. Date Filtering:

   • Most metrics use submission_date (when request was submitted), not created_at
   • Completed requests use closure_date or updated_at for completion date
   • Pending requests are counted regardless of creation date

2. Working Hours Calculation:

   • Cycle time uses calculateElapsedWorkingHours() which respects:
     • Working hours (9 AM - 6 PM)
     • Weekends (for STANDARD priority)
     • Holidays (configured in system)
     • Priority type (EXPRESS vs STANDARD)

3. Breach Tracking:

   • Breaches are tracked at approver/level level (each level has its own TAT)
   • But SLA compliance counts at request level (if any level breaches, entire request is non-compliant)

4. Rounding:

   • Percentages: Rounded to nearest integer (0 decimal places)
   • Hours: Rounded to 1 decimal place
   • Days: Rounded to 1 decimal place

5. Null Handling:

   • All COUNT operations handle NULL values
   • Division operations use NULLIF to prevent division by zero
   • Default values are 0 if no data exists

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🔄 DATA REFRESH

All calculations are performed in real-time when:

• Dashboard is loaded
• Date range filter is changed
• Refresh button is clicked
• Custom date range is applied

Data is fetched in parallel for optimal performance.

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Last Updated: Based on codebase as of current date Version: 1.0