ClearPoint 12.5: Peer-to-Peer Sharing and More

Webinar 45 in the "I Didn't Know ClearPoint Could Do That!?!" Webinar Series

We couldn’t be more excited for the newest version of ClearPoint, coming to a screen near you. On this episode of the ‘I Didn’t Know ClearPoint Could Do That!?!’ webinar series, preview how ClearPoint 12.5’s new Peer-to-Peer Sharing feature brings benchmarking data right into to your account. Plus, we’ll show you a new way to rapidly add things like measures and summary reports to make your annual rollover processes easier than ever.

Check out the full ClearPoint 12.5 Release Notes here.

Happy Reporting!

Webinar 45 Transcript

Outline

  • Introduction (0:00)
  • Agenda (0:49)
  • Measure Library (1:25)
    • Navigating the Library (3:23)
    • Adding a Peer’s Measure Series from the Library (5:42)
    • Adding a Peer’s Measure Series from Your Measure (6:38)
    • Adding an Entire Measure from the Library (8:28)
    • Contributing a Measure to the Library (11:46)
  • ADA Compliance (15:01)
  • Other UI enhancements (16:32)
    • Collaborators Field (16:39)
    • Exporting a Gantt Chart (18:16)
  • Template Scripting (19:24)
    • Running a Script – Add New Objectives (19:58)
    • Creating a Script (22:05)
    • Running a Script – Apply Custom Chart Type (23:12)
  • Questions (25:07)

Introduction (0:00)

  • Catherine: Hello everyone and welcome to the “I didn’t know ClearPoint could do that!?!” webinar series
  • I hope you’re prepared for 30 minutes of awesomeness because today we’re unveiling the new features of our upcoming release, ClearPoint 12.5.
  • Before we get started, here are your smiling hosts, I’m Catherine
    • Rachel: and I’m Rachel!
  • As a few housekeeping announcements:
    • We will be recording this session and will make it available within a week
    • Webinar will last about 25 minutes with time for questions
    • Submit questions to [email protected] (answered at the end)
  • Any that we don’t get to we’ll follow up over email
  • On our last installment, we tackled managing process improvement projects in ClearPoint, and I’d highly recommend checking out that recording and transcript on our website or Vimeo channel! Just search “Webinar”.

Agenda (0:49)

  • So as you know, we’re going to cover the exciting new features of ClearPoint 12.5 today,
  • And this is a release that really pushes ClearPoint’s capacities to new heights.
  • We’ll start off with our new Peer to Peer Sharing features in the measure library that make benchmarking easier than ever – and we’ll do a refresher on measure library functions as a whole
  • Then we’ll talk through new accessibility features,
  • Share a couple of interface changes,
  • And introduce a new enterprise feature to assist with account-wide changes.

So with that, let’s dive right in! Rachel, can you start us off?

Measure Library (1:25)

  • Rachel: Sure thing Catherine! Today we’ll be looking at our new features in the City of Metropolis! One of the most exciting developments are some major enhancements to our Measure Library.
  • Catherine: It’s been a while since I’ve done anything in the Measure Library, can you remind me what that is?
  • Rachel: Of course! The Measure Library is a collection of measures contributed by high-performing organizations using ClearPoint.
    • It allows you to view the charts, data, and measure descriptions contributed by peer organizations, and share measures that you think might be valuable to others as well.
    • In 12.5, we’re taking the Measure Library to the next level with Peer-to-Peer Sharing.
    • This means you’ll soon be able to reference information from other organization’s measures directly into your own account’s data tables
      • And by extension, use them for calculations, charts, and benchmarking! Let’s take a peek at what this might look like…
    • You can see in this example, that I have included data from the cities of King’s Landing, Dorne, The Vail, and Dragonstone to compare to Metropolis. So because these cities have shared this data in the measure library, we’re able to pull the data directly into our data table from these other cities’ accounts.
    • The series appear greyed out to indicate that the data can’t be edited. And we’re even charting them side by side with our own response time data. Gone are the days of having to open another window to reference linked measure data – it’s all right here!
    • And their response times are pretty good, considering the types of emergencies they’ve been dealing with lately!
  • Catherine: This is so cool, and I can think of several organizations and benchmarking groups off the top of my head that will get a lot of use from having benchmarking data integrated into data tables. But how did you create this? Can you show us how to set up something so amazing?

Navigating the Library (3:23)

  • Rachel: Of course! Let’s start back in the Measure Library and I can walk you through the process.
    • When I first open the Library I am viewing all 300+ measures in the ClearPoint Municipal Measures Library.
    • If I click into our filter menu here at the top, I can see there’s a drop down that also shows what library we are viewing. So if you’re a current member of the measure library, this “ClearPoint Municipal Measures Library” is the library you would see.
    • With our 12.5 release, you’ll also have the opportunity to create smaller custom groups with the organizations you’d like to benchmark with.
    • If you would like to form a custom group you can reach out to our Support Team at [email protected], and any groups you’re a part of will show up in this drop down menu.
    • I can also filter measures by peer organization that Metropolis wants to benchmark with.
    • Then I can choose how they’re sorted – whether by date added, how recently they’ve been updated, or other criteria. I can also sort through the library by searching for keywords such as “response time”. You can see that each measure shows who it was contributed by and when it was ‘Last Updated’
    • Oh my gosh, it looks like the City of Winterfell just started contributing to the Measure Library, we’ve been wanting to benchmark with them for a while now! Let’s go ahead and add this city’s measure data to the measure we were looking at earlier!
    • To preview the information I can click on the turquoise screen icon. Here I can see the city’s chart data. If I click on the Measure Data Grid’ tab, then I can see which series they have shared and the raw data.
    • Then I can click into the ‘Measure Definition’ tab to make sure this will fit in well with our benchmarking. Based on what is says here, it looks pretty good to me!
    • Lastly, I can look at the ‘Contact Information’ if I want to learn more about this city’s data tracking process or if I just want network with other cities that are tracking the same things we do! Sansa Stark seems like a great strategy management professional to get to know!

Adding a Peer’s Measure Series from the Library (5:42)

  • Now I’m ready to add this measure to the matching benchmarking measure in my own account.
  • For this example I am going to select to ‘Add series to existing Measure’ and I’ll select our benchmarking measure for average response time.
    • I’ll check the box next to ‘Actual’ since that is the information I would like to compare against Metropolis’ actual series.
    • Then I’ll name the series Winterfell so that we know which City the data is coming from. Then I’ll click ‘Add to My Account’
    • Now we can see what it looks like in our own measure. If I scroll down to the data table you can see that this series has been added. It is greyed out like a calculated series because the series is automatically populating from Winterfell’s ClearPoint account.

Adding a Peer’s Measure Series from Your Measure (6:38)

  • I can also add ‘Shared Series’ from measures contributed to the Measure Library, directly from my measure.
    • To do this I can double click on the Measure Data table to add a new series. I think the Iron Islands may have recently contributed this measure data as well, so I’ll name it accordingly
    • Then I can click into the Calculations tab and set the calculation type as Shared Series
    • From here I’ll be prompted to select which Peer Group, Peer (Iron Islands), Measure (response time), and Measure Series (Iron Islands).
    • Once I click Save, the Iron Islands data will populate in my measure series as well!
  • It’s great to have this data, but I’m really excited to include the new series in my chart as well. To do this I can double click to edit my chart and check the boxes next to my new series.
  • Now the City of Winterfell and Iron Islands data is officially part of my benchmarking measure!

Adding an Entire Measure from the Library (8:28)

  • Catherine: So I know some of you out there might be in the process of establishing or updating metrics, and so you might be thinking this doesn’t apply to you…
  • But the great thing about the Measure Library is that it can help you see what other organizations are tracking, to help you decide what would make the most sense for your own organization –
    • AND start benchmarking right off the bat. This is where adding whole measures rather than just series can come into play.
  • So we’re in the process of updating our Sustainability Department’s strategic plan – we know that electricity-related measures are going to be important for them to track.
    • We can search here for electricity, and see that we’ve got plenty of organizations tracking relevant measures already.
    • Let’s take a look at Winterfell’s measure. They’re aiming to reduce community electricity usage by 20%.
  • Rachel: I mean I can see how those long winters would drive up your heating bill.
  • Catherine: For sure. Maybe they can invest in some alternative energy sources… anyway, let’s take a look at their data. This looks like something that we could track, too, given the records we have from electrical companies.
    • So we’ll go ahead and click on Add to My Account.
    • First thing’s first, let’s make sure this measure is going to go into the right scorecard.
    • And right up at the top here I see the option to “Add as a new measure” rather than as a series.
    • By default, ClearPoint will use the contributing organization’s name and the name of the existing measure as the name of the new measure.
    • We can always change this, though, if we plan to add our own data, and even other organizations’ data too.
    • Then if we already have our objectives set up, let’s go ahead and link our new measure to the relevant strategic objective in our account.
    • Then under Series To Add, we can decide which series from this measure we want to have in the version we add to our account.
    • And again we’re going to have the name of the existing series and contributing peer organization as the series name that will appear in our account. Now, let’s click Add to My Account.
    • Then we can click Yes to go and dive into the newly added measure in our account.
    • And we’ll see here Winterfell’s data is pulled into the two shared series in our data table and shown in our data table.
    • That means we can now add our own data to track alongside Winterfell’s…We’ll open the edit report window, go to the Series tab, and just add two series whose names and data types match the shared series.

Contributing a Measure to the Library (11:46)

  • Now let’s talk through another scenario. You’ve finished developing your Sustainability department strategic plan, and one of the measures that you decided to track is a measure of how much your citizens prioritize the environment in their daily decision making.
  • This was a survey-style measure that you actually didn’t see in the Measure Library before.
  • Maybe you’ve been tracking it for a few months, and you think your results might be useful to other organizations. You want to contribute this measure and its data to the library.
  • If you’ve done this before, the option used to be in the measure library, but in 12.5 we’re making it even easier.
    • So we’ll click on Edit Measure, and you’ll notice a Peer-to-Peer Sharing tab right here at the bottom of the other tabs
    • So clicking on that, we’ve got similar options to our current sharing setup
    • You do need to agree to contributing a measure that other organizations will be able to see. At which point you’ll be able to select the Measure Library groups you’d like to contribute to.
    • The Contact Name will be the person whose email and phone will appear in the Measure Library in case other peer organizations have questions.
    • Then under measure definition, we want to provide a clear, short paragraph describing important information that would allow other organizations to understand our data.
      • So this should answer questions like, where does the data come from? What does it tell us?
    • And when we’re done and ready to add the measure to the Library, we’ll click Save to save the window just like any other change.
    • Rachel: that means that anytime you want to update the measure’s definition, or add the measure to additional Measure Library groups, you can always come back to the edit window to do so.
    • Catherine: If you’re already sharing measures online with the public, we’d love to help you import them into the ClearPoint measure library – do reach out to us for more information!
  • So let’s click back over to the library, and if we search for environmental impact we can see the measure we contributed.
  • I do want to show off one more feature here too, which is the tab up here for measures in use. So this page will give us the full view of any measures we’re actively referencing in our account.
  • Rachel: This goes for both full measures and individual shared series – you’ll see the measures appear here. And if we click this ‘link’ icon, we’ll see where in our account the measures are being used. And we’ve got a link here to visit that measure page in a new tab.
  • Catherine: Very cool! Now let’s click back into our account so Rachel can show you another exciting addition to 12.5.

ADA Compliance (15:01)

  • Rachel: So in this new release, we are adding some ADA compliance features through a new optional plug-in called “AccessiBe”! With this plug-in, ClearPoint accessibility now meets WCAG 2.1, ADA, and Section 508 standards. If you would like this enabled for your account, make sure to reach out to our Support Team!
    • Once enabled, you’ll see a new accessibility icon in the upper right hand corner of ClearPoint.
  • AccessiBe will allow me to enable a lot of great features, including a virtual keyboard, basic accessibility-mode options, adjusting font size, emphasizing links, and adjusting color and display.
    • Here is what emphasizing links would look like in ClearPoint. If I want to make the text bigger I can adjust that using the plus and minus buttons here.
    • If I would like to revert back to the original settings, I can click on Cancel Settings
  • Catherine: If my organization enables this, will the new settings apply to all users?
  • Rachel: Good question! Once the plug-in is enabled for an organization, each user has the ability to set their own preferences. so while the icon will appear for everyone, any changes made to the settings will only impact your user account.

Other UI enhancements (16:32)

  • Catherine: Now, no release would be complete without a few cosmetic enhancements, and 12.5 is no exception.

Collaborators Field (16:39)

  • The first one that we’ll touch on here is an upgrade to the collaborator field. Let’s go take a look at our ‘Identify and hold additional safety events’ project to see the improvement
  • Rachel: As a reminder, the collaborators field is used when there are multiple responsible parties for a project or other element.
  • Catherine: Exactly – it’s a good way to keep track of everyone, and also to include these individuals on automatic reminders and notifications.
    • So right here on the page we can see our list, and when I double click into this field, we can see the change already.
    • There are now Select All and Select None buttons if you need to add all users (or remove all users) as collaborators on a project.
    • Now, the more likely scenario is that you’ll be adding users one by one –
    • In which case we can still select them from the dropdown list and click the ‘x’ to remove an individual from the field.
    • So let’s save, and take a look at how this now exports to Excel.
    • We’ll take a look at our Project Manager Report, which shows ownership and collaborators, analysis, and more.
    • I’ll click into the dropdown next to the edit icon to export it to Excel.
    • It won’t take long, but just to save us a few seconds, I’ve actually already pulled up this same export here.
    • And we can see that the collaborators are transferred neatly to a list, with semicolons separating them.

Exporting a Gantt Chart (18:16)

  • Rachel: Awesome! And we’ve got one other helpful exporting enhancement to share too…
  • Catherine: Indeed! This one is also going to be especially helpful for your projects.
    • We’ve added some additional flexibility to exporting Gantt charts.So let’s take a look at our default gantt chart here –
    • We’ve got a few milestones that have pretty descriptive names, sso when we look at the Gantt chart, it’s no surprise that some of the names are truncated. But when we’re creating a report to share before or during a meeting, we want to make sure they’re visible enough to identify and discuss.
    • So just like table-style reports, we can now drag the name column out to our desired width. And then when we export to PDF, that column width is going to be reflected there too.

Template Scripting (19:24)

  • Rachel: Now we have one last super awesome feature to show you that’s really going to save you some time – and that is Template Scripting.
  • Template scripting is an enterprise level feature that enables you to make bulk changes quickly and repeatedly across your account –
  • So for example, when you want to add the same new measure in all your departmental scorecards, or change user permissions across multiple users at once.
  • Catherine: And this is one of our more technical features, so we wanted to give you the quick run-down with the few minutes we have remaining. There will be a more in-depth webinar at a later date.

Running a Script – Add New Objectives (19:58)

  • Rachel: Let’s go to system settings, then admin options to show off this new feature. So down here with our enterprise capabilities, I’ll click on template scripting.
  • And we’ve got a couple of scripts set up to run today. So let’s check out the Add new objectives template to see if it lives up to its name!
    • I’ll click the play button to run this script. And a window is going to pop up here where we see a description of what happens when we run the script, followed by the information we need to identify.
    • So first we specify the name of the objective we’ll be adding to our scorecards. We’ll call this objective “Good Value for Tax Dollar”
    • Then the scorecards where we want to put the objective. We’ll choose them all
    • Lastly we can define the reporting frequency that we want these new objectives to have.
    • If we check out the Preview tab, we’ll see that 17 objectives will be added, and if we were to click in we could preview the ID of the assigned reporting frequency and scorecard.
    • So when we’re ready we can click ‘Run’, and ClearPoint will just double check that we want to run it, then we’ll see a toaster pop up for when the script is started and completed.
    • Now, we know the name of the objective we added – let’s type it into the search bar. And we can see all these new objectives that we added across scorecards with just a few clicks

Creating a Script (22:05)

  • Catherine: So let’s take a step back and take a quick look at how they’re configured. I’ll click on the Edit icon next to our Add new objective script.
  • And we can see here where we’ve named the script, and written a description of what happens when you run the script.
  • Below, you can see the full outline of the script. And template scripts are built using JSON.
  • We won’t get too much into the syntax today, but there’s two important parts to point out – parameters, and steps. You can see these reflected in the preview tabs as well.
    • Parameters are the criteria you’ll specify so that ClearPoint knows what changes to make. So in our objective example, we could have created an additional parameter too – like an owner assigned to each of those objectives or a value in a custom field.
    • Steps are the actions that ClearPoint will follow in order to execute on the changes.

Running a Script – Apply Custom Chart Type (23:12)

  • So now that we’ve seen this configuration, let’s run through one more example that’ll be helpful to compare. Here we’ve got our Apply custom chart type script, and let’s click the run button.
  • We can see that we’ll be adding a custom chart type to charts with a specified name within the scorecards that we choose.
  • And so right off the bat we can see our parameters are different, because of what’s assigned in this script.
  • We’re first going to choose our scorecards, and then filter down the names of the charts that we want to update with this custom chart type – Expenses
  • From there, we can select the custom chart type that we want to assign to this chart. And when we click Preview, we’ll see that four charts will be updated.
  • So let’s click run, click run to confirm, and then once we see that the script has completed running, we’ll head over to the Airport Department Expenses measure to take a look.
  • We can see the chart is customized off the bat, and when we double click into the edit window, we’ll see that it’s using the custom chart type we assigned. Nice!
  • Now because this feature is more technical, we’ll be speaking with individuals to determine whether it’s the right solution for the changes you want to make in your enterprise account.
  • So if you’re a large organization with an enterprise ClearPoint account, and you can think of account-wide changes that you repeat on a regular basis, reach out to us to see if template scripting can help!
  • Catherine: With that, we’re reaching the end of our time here today, and we definitely want to leave time for your questions.

Questions (25:07)

  • I don’t see the measure library in my account. How do I activate it?
    • Rachel: First off, it’s important to note that the measure library is available to professional, government, and enterprise accounts.
    • If you’re a city-, county-, or state-level government organization using ClearPoint, reach out to us for access to the Municipal Measures Library.
    • Otherwise, if you want to start a smaller group with organizations from your industry – like finance or utilities – we’ll just need all organizations to reach out to us to express consent to share their measures with the group in question.
    • We can then create a new library measure group where you can share them.
  • What level of access do you need to be able to pull a measure in from the library?
    • Catherine: Scorecard Admins can share measures to the library, while Editors can pull data form the library to their own measures.
  • How can we be sure that we have all data from other accounts showing in shared series?
    • Rachel: There’s a couple ways for this data to be refreshed!
    • Whenever you save changes to the data tables in your account, that will refresh the data,
    • Or we also have a central recalculation button in the measure library – we can take a look at the Measures in Use page > then click the recalculate button, and we’ll see toaster messages pop up to confirm that the recalculation has started… and completed.
  • When will 12.5 be available?
    • Catherine: We are on track to release ClearPoint 12.5 in mid-June, and we will be in touch with administrators closer to that time with release details as well.

Catherine: Alright, that’s all we have time for today. We’re looking forward to seeing many of you at the Annual Strategy and Performance Management Summit next week, where we’ll be answering many more ClearPoint questions, engaging with presentations from our awesome speakers, and networking… it’s going to be a great event!

We hope to see you next time on the IDK webinar series and Happy Reporting!

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