2.3 Cycle Planner Completion Tracking

Two metrics, one tab

The Cycle Log tab tracks two separate but related metrics for every cycle planner:

On-Time Rate
Completion Rate

When to do this

Cadence

Every Monday morning as part of the Monday Metrics Update (SOP 2.4). Log any cycle planners that were closed in HubSpot during the previous week.

Step-by-step: how to find and log cycle planners

1	Open HubSpot → Projects. Switch to the Cycle Planners view (this is a saved view that filters for Project Type = Cycle).
2	Filter by date closed: look for cycle planners whose Closed Date falls within the previous week.
3	For each closed cycle planner found, note the following: Architect (deal owner), Client name, Cycle number, Start Date, Planned End Date, and Actual Closed Date (the date HubSpot shows as the closed date).
4	Calculate the On-Time metric: if Actual Closed Date ≤ Planned End Date → Status = On-Time. If Actual Closed Date > Planned End Date → Status = Extended. If no Actual Closed Date exists but it is past the Planned End Date → Status = Extended.
5	Open the cycle planner Google Doc linked inside the HubSpot Project record. Go to The Work table.
6	Count the total number of task rows. Count how many have a status of Completed. Divide: Completed ÷ Total = Completion Rate. Round to two decimal places (e.g. 6 ÷ 8 = 0.75).
7	Open the Operations Dashboard → Cycle Log tab.
8	Add one new row at the bottom. Fill in all columns: Architect (A), Client (B), Cycle # (C), Start Date (D), Planned End Date (E), Actual End Date (F), Status (G), Notes (H), Completion Rate (I).
9	Repeat for every cycle planner closed during the previous week across both architects.

Status definitions — Column G

Status value	When to use it
On-Time	Actual End Date (F) is on or before Planned End Date (E)
Extended	Actual End Date (F) is after Planned End Date (E) — cycle ran longer than the 2-week window
Incomplete	Cycle was closed but fewer than 80% of to-do items were completed
Missing	A cycle planner should exist for this client for this period but was never created

How to calculate Completion Rate — Column I

Example: The Work table has 8 tasks total. 6 have status Completed. 2 have status Next Cycle or Blocked.

Completed: 6
Total tasks: 8
Completion Rate: 6 ÷ 8 = 0.75 → enter 0.75 in Column I

Only count Completed

A task marked Client Review, In Progress, or Blocked does not count as completed. Only tasks with status Completed count toward the numerator. Tasks marked Next Cycle are counted in the total — they were committed to this cycle and were not delivered.

Troubleshooting

Problem	Fix
Can't find the cycle planner Google Doc link	Open the HubSpot Project record → look for the Cycle Planner URL property. If empty, the architect needs to add the link. Check the client's Google Drive folder as a backup.
HubSpot Closed Date is missing	The architect may not have closed the project in HubSpot. This means is Extended.
The Work table has no statuses filled in	Enter the Completion Rate as blank and add a note: 'Task statuses not populated — completion rate unavailable'. Flag to the architect.

2.3 Cycle Planner Completion Tracking

How to log cycles, calculate on-time rate, and enter completion rate