Managing summary reports | ClearPoint Strategy

Managing summary reports

ClearPoint summary reports provide a way to view multiple strategic elements and related information all together, track trends in data over time, and share the results with various audiences. The process to utilize this feature is the same for objective, measure, initiative, action item, and risk summary reports.

In This Article

Creating and editing a summary report

Knowing both the basics and more advanced options available to create and customize summary reports can be incredibly valuable when you want to have a variety of reports for different purposes or audiences. You have the ability to create a high-level summary report for leadership and also create a more granular department-level report for specific teams. Regardless of your goals, knowing the ins and outs of summary reports is one of the most valuable pieces of information to understand in ClearPoint.

To start, decide which element will be the focus of the report – this will inform which top menu dropdown menu to select. For this example, we will create and edit a measure summary report. For a measure summary report, open the Measures menu from the top navigation and click on Manage Measure Reports.

Click the plus icon to add a new summary report.

Give the report a name. For now, keep the Report Type as Standard and Access Type as Global. For Report type, a Standard Report allows you to set measure fields as each column. This is the most common type of summary report. An Alignment Matrix shows the relationship between measures and the measures they are linked to in child scorecards. A Dashboard report shows all selected charts. To learn more about the different Access Types, check out the section below on setting access rules or visibility for a summary report.

There are a few more options in this window. If you are interested in learning about how to leverage ‘Page Breaks’, check out the section on defining page breaks in a summary report below. Under Table Style, you can use the dropdown menu to assign a custom style to your report. To use the summary report template library, take a look at this help article. You can check Hide page title on exported reports to remove the name of the report from any PDF export.

Columns tab – Selecting fields to include in the report

After adding the report, we can now select the columns we want the report to display. In ClearPoint, you can add columns from any element type to the report, regardless of the element type of the report. To add columns, navigate to the Columns tab.

Click Add Column to add additional fields to the report. Check the boxes next to the field names to include them. Use the tabs at the top to toggle between element types and select fields related to those elements as well. Fields can be filtered by searching in the Filter Fields search bar or using the dropdown menu to filter by certain field types. After selecting the fields you would like to include, click Save.

Columns tab – Standard Options

After adding your columns, there are several standard options you can adjust. You can drag and drop the columns to adjust the ordering. Under Column Header, type in the box to provide a custom name for a field for this particular report.

Under Width, type integers in the box to adjust the width of each column in the report. The other widths will automatically adjust so that the full width of the report is 100% of the screen or page size.

Click the x icon in the top right of a column to remove it from the report.

Lastly, you can use the Group By section to indicate which element the report will be based on. In other words, the element linkages displayed in the report will be based on the element that the report is grouped by.

Columns tab – Advanced Options

There are also a few advanced options on the Columns tab to further customize your report. These advanced options can be applied to individual columns. Check the box next to Show Advanced Options to view further customization.

Under Min Pixel Width, type in the pixel width to adjust the minimum pixel width of the report. If you check the box next to Full Width for a column, it will span across the top of the report. Use the Style dropdown menu to customize the table style for individual columns. Check the box next to Show Owner or Hide Status to control this at the individual column level.

Under Reporting Frequency, use the Reporting Frequency dropdown menu to display periods by reporting frequency.

Lastly, under Periods to Display, you can indicate how many periods of data to show for the individual column. This option can be applied to any update fields included in the report and is a great way to show trends over time.

Measure tab – Determining the measures to include in the report

In this example, we are using a measure report, so we will click into the Measures tab. If you are creating another element type report, that element tab will be listed in the left menu instead. This tab allows you to specify exactly what elements in what scorecards you want to include in the report, providing a further layer of customization.

Check the box next to the scorecards to include measures from. To include only specific measures from the scorecard, select Click to select specific elements. Check the boxes next to the specific measures to include in the report and click Save.

Filter tab – Setting criteria to narrow down measures included

Filters can be applied to summary reports to further narrow down elements included on the Filter tab. You can filter by fields such as status, owner, and many others to further customize a report.

Click the Add Filter button to add filter criteria.

The elements and fields that you can filter on are based on the type of report. Under Element, select an element. For a measure summary report you can filter on measures or series. Under Field, select a field to filter your report on. Next, select Comparison criteria and a Value. Click Save when finished.

Element Order tab – Customizing the order in which the measures appear

The element order on a report can be customized. Click on the Element Order tab.

Check the box next to Use Custom Element Sort Order. Drag and drop, or use the blue up and down arrows, to customize the order that the measures will appear in the report.  After a custom order is defined, new elements are added to the bottom.

Editing an element from a summary report

When you want to make a variety of edits to a particular element type at once, making those edits directly in a summary report can speed up the process by allowing you to make the edits all from one place. You have the ability to edit the status of an element, the owner, analysis, and more from a summary report page.

In order to edit an element from a summary report, simply double click into whatever Field you are interested in editing, make the necessary edits, and then click the Check mark in the top right. Here is an example of several edits being made to an objective report below.

It is important to note that you will never have to make a double-edit. This means that if you make an edit to an element in a summary report, then that edit will also be updated and reflected on that element’s detail page.

Ordering summary reports

Users can adjust the order that reports appear in dropdown menus to fit their organizations needs. This feature is helpful when you want to move the most frequently visited reports for a particular element to the top of the list for easier access for users. To order reports, you need to go to the the Manage Reports page for any given element. The steps below show how to order objective reports, but apply to ordering all types of reports.

To sort objective reports, open Objectives in the top navigation and select Manage Objective Reports.

To the right of the plus icon, click the arrow to open the dropdown menu. Select Sort Reports. A new window will appear.

In the new window, select the report you wish to move by clicking and dragging it. Drop the report where you would like it to appear in the list and click Save.

You can also use keyboard hotkeys to order reports instead of dragging and dropping. Click on a report name and a red marker will appear to the left hand side of the report to indicate that it has been selected. On your keyboard, hold the Shift key down and use the arrow keys to move the report up or down in the order. Release the Shift key when finished.

Duplicating summary reports

Duplication of summary reports is helpful when you have a structure, filter, or element order of a report that you like that you want to use for a new report of the same element type. In this case, you can duplicate a report and then replace the fields of the report from what was in the original report to what you now want this new report to have.

For this example, we will duplicate an objective summary report. Click on the Objectives dropdown menu. Select Manage Objective Reports. Click on the duplicate icon. A new window will appear. Name the summary report accordingly. Click Duplicate. The newly created report will appear at the bottom of the Objective Report page.

Deleting summary reports

This section uses an objective report to illustrate how to delete a report; however, the process is the same for measure reports, initiative reports, and action item reports. Click on the Objectives dropdown menu. Select Manage Objective Reports. Click the trash icon next to the summary report you would like to delete. Click Delete.

Defining page breaks in a summary report (for printing and exporting)

You can control page breaks (pagination) in ClearPoint specifically for PDF exports.  By default, a summary report will export with as many rows as possible before breaking to the next page.  This feature allows you define your own page breaks for an added layer of customization, a feature which can be helpful for stylistic reasons depending on how many rows you want to appear on each page. Additionally, if you have adjusted the element order to have elements grouped in a particular order, you can use page breaks so that each particular group has its own page.

To set page breaks for a summary report, click the pencil icon at the top of the summary report page. In the Print Page Breaks field, type in the number of the last row that you want to appear on each page, separated by a comma (e.g., 5,10,15 for 5 rows per page).

When determining which row numbers to use, keep in mind that ClearPoint counts the column with the largest number of rows (which are easy to spot as the cells of that column will be the shortest).  Make sure to click Save when you are done setting the page breaks.

Setting access rules or visibility for a summary report

There are four options for summary report access type: hidden, private, restricted and global. You can control the visibility any summary reports using these options.

You can control the visibility of summary reports using the Access Type dropdown menu when you edit a summary report. This article uses an objective summary report as an example.

Open the Objective menu in the top navigation and click on Manage Objective Reports.

If you are editing an existing report, click the pencil icon next to the report. If you are adding a new report, click the plus icon.

Under the Access Type dropdown menu, select one of the following:

Global – the report is visible to all users with access to the scorecard, both on the Manage Objective Reports page and in the Top Navigation.
Private – the report is only visible to the user who created it.
Hidden – the report is hidden from the Top Navigation, but will still be visible to all users on the Manage Objective Reports page.
Restricted – the report visibility is restricted to specific user groups.  Administrators can always see Restricted reports.  For more information on defining report visibility for user groups, please see this article: Adding and editing user groups.

When finished, click Save.

 

Note: For default layouts, the only option Access Type option is hidden.

If you want to get further insight into how to utilize summary reports, be sure to take a look at our Summary Report Care Package!