Being an Administrator

Webinar 20 in the "I Didn't Know ClearPoint Could Do That!?!" webinar series

Being the boss is not always easy. However, being the boss as an Administrator in ClearPoint 10 is a cinch.

In this episode of the “I Didn’t Know ClearPoint Could Do That!?!” webinar, we’ll show you everything you need to know to be an account administrator. Managing users, periods, scorecards, and customizing your account has never been this simple… like a boss! Check it out!

Happy Reporting!

Transcript

Introduction

  • Hello everyone and Welcome to the “I didn’t know ClearPoint could do that!?!” webinar series
  • And the Being an Administrator episode… also known as the “like a boss” webinar
  • I’m Joseph and I’m joined by my co-host Catherine. So, you’ll have us both guiding you today
  • HOUSE KEEPING
    • 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]
      • We’ll follow up via email
    • On our last installment, we covered ClearPoint 10 and it was great! If you missed that last webinar, I’d highly recommend you check out the recording on the ClearPoint Live Vimeo Channel, on our blog, as well as in our Support Center. Just search webinar.
    • Today, we’re focusing on the administrators out there and things you can do to manage your account in ClearPoint 10…. like a boss.

Agenda

  • As an administrator, there are several things you take on in ClearPoint that separate you from a basic user. You have control of everything in your account and I often describe the administrator like the queen on a chess board. She can do anything she wants, including move forward and backward, side-to-side, as well as diagonally.
  • You are uniquely able to add scorecards, manage periods and reporting frequencies, as well as control your users and their access to ClearPoint. These types of changes can impact everything in your account.
  • So as you can see here, those are many of the things we’ll cover today and Catherine will showcase some highlights from Admin Options.
  • As I mentioned earlier, if you have questions, please send them to [email protected] and we’ll get to them at the end
  • Alright, that’s more than enough intro. Let’s ride!
  • Per usual, we’re flying the super friendly skies in our Upward Airlines demo account.
  • When it comes to your reporting structure and process in ClearPoint, nothing is more important than how you decide to setup your scorecards. How granular will you get? How granular is necessary? We have some clients who only have one corporate scorecard. Others have dozens of scorecards representing departments and even divisions. You need to decide what works best for your organization and what you can reasonably manage.
  • One of the great things about ClearPoint is the flexibility it provides. Here, you can start out small with one corporate scorecard and then very easily add new scorecards as you roll out ClearPoint in your organization.

 

Manage Scorecards (3:24)

  • As you know, we have changed how you manage elements in ClearPoint as objectives, measures, etc. are added from their own dropdowns in the top navigation.
    • For consistency, we have made the dropdown in the top navigation also be the place where you manage your scorecards.
    • So, I’ll click on scorecards and head to “Manage Scorecards.”
    • Here we can see a list of all the scorecards we have in our account.
    • Remember, if you have a lot of scorecards, you can also change the orientation here so you can view four across instead of just one by clicking this icon in the upper right.
      • See, imagine we have 18 scorecards that span two pages, now we can see them all here.
      • Clicking the icon again sends my scorecards back to one per line
      • Of course, you can always use the filter option at the top here to find a particular scorecard you are looking for. These are the scorecards you’re looking for
    • Now, to make it easier on all of you, adding a scorecard is going to work exactly like adding any other element.
      • If I want to add a scorecard, I simply click on the “+” sign.
      • I’ll call my scorecard EMEA as our airline is going global and expanding to Europe, the Middle East, and Africa
      • My scorecard is still going to be under the Upward Airlines Corporate scorecard, so I’ll make that scorecard my parent scorecard. Notice how any scorecard in the system is here for me to make a parent
      • You’re probably wondering what all these other fields are and that’s a good question. These are all scorecard level custom fields we have added to this account. For you, you will see any scorecard custom fields you have created here, which will most likely be different than these.
      • When I hit save, you’ll see the scorecard appear and you can see where it says “Child of Upward Airlines Corporate” in the teal box. This should help you track your hierarchical structure from this page.
    • If I decide I want to change the order of these scorecards, I can sort them by choosing to sort elements.
      • Then, I can grab my new scorecard and move it to the bottom.
      • If I have clicked on and highlighted the element in red like so, then I’m also able to hold down the shift key and use the arrows to move it up and down. This affects the scorecards on this page and in the scorecard tree in the left control panel.
    • New in ClearPoint 10, you can bulk edit scorecards!
      • Say, I would like to change these division scorecards so they are no longer child scorecards to the Upward Airlines Corporate scorecard.
        • I simply check the scorecards I would like to edit
        • Choose to edit multiple
        • Here again we’ll see several default options like “Parent” and “Locked” as well as some of the custom fields we’ve added to this account for scorecards.
        • Locked will be very helpful for those of you out there who are looking to lock down many scorecards at once for a little bit, as well as when you go to unlock them.
        • I’ll choose Parent though since that is what I came here to do and tell ClearPoint I do not want to define a parent.
        • When I click save, volia! None of these scorecards have a parent scorecard anymore
        • Depending on what you are looking to do, this could really be a big time-saver for you.
      • Speaking of time-savers, a lot of people are going to love this.
        • Like other elements, you have the ability to delete, duplicate, and edit your scorecards. I’m sure you saw those icons and thought. Big whoop.
        • However, you might have noticed one additional icon here for each scorecard. What could it be?
        • Well, it’s the copy forward icon at the scorecard level!
          • If I click that arrow icon for the Upward Airlines Corporate scorecard, I’ll see all the options available to me.
          • You are all probably familiar with copy forward at the individual element level which lets you pull forward the color status, analysis, and other update fields from the previous period one element at a time.
          • Well, this feature allows me to copy information forward, like the color status and analysis from one period to any other period in the future.
          • For example, let’s say I want to update all my initiatives from Feb-16 to April-16, then I can do this like so…
            • I’ll leave my source period as Feb-16 and change my destination period to Apr-16
            • Under elements to copy, I would choose which elements I want to be affected.
              • I only want to update my initiatives and milestones, so I’ll uncheck the other elements.
            • Finally, I’ll tell ClearPoint to only bring forward the status indicators. I do not need the analysis, but just the status colors.
            • When I’m all set, I can hit copy forward and the status color of all my initiatives and milestones from Feb-16 will be applied to Apr-16.
          • If some things have changed slightly, then I can go to those individual initiatives and update them, but this can be a quick way to roll information forward depending on your needs. Cool stuff.

 

Manage Periods (9:25)

  • So, with a brief shout-out to February and April, we started talking a little about periods. Let’s dive into periods a bit more.
    • Back over on the control panel, I can go to the very bottom where we see “System Settings.” System Settings is something only admins have access to. It’s like your own private admin club inside your account.
    • I’ll open it up and there we see “Reporting Periods” for me to select.
    • If I click there, then I’m going to see all the periods I have in my account. I can see the period names, end date, as well as my ability to edit and delete the period. Please do not delete periods unless you know 100% for sure what you’re doing. Well, more like 120%. Remember, all your data, commentary, and color statuses are tied to the period. So, if you delete a period, you’re deleting all your data, commentary, and color statuses for that period too.
    • You are also going to see the names of any reporting frequency the period belongs to. We’ll chat a bit more about that soon.
    • If you were to click into a period to edit it, you can see the options available to you, including the two most common we see: Locking the period as well as making this the default period when someone logs into ClearPoint
      • Under “Reporting Frequencies,” we can see each reporting frequency this period belongs to as well as any custom name it has been given for that reporting frequency. For example, here the period has been relabeled XX within the Quarterly Frequency
    • If I move along to Auto Period Locking, here you can see how we can lock the period across the account or by scorecard.
      • With auto-locking, we can tell ClearPoint to lock down that period at midnight on a specific date. Then, your users know they must get their information in by that time and it also preserves your historical data securely too.
      • Let’s say I want updates in by May 19th. Then, I’ll review the information on Friday, May 20th ahead of generating our briefing books for the meeting on May 24th.
        • I can set the date to be May 19th and copy it down to all my scorecards.
        • If EMEA has a different schedule, I can change their date to be different.
      • This gives admins a lot of control over their reporting calendar.
    • When it comes to adding new periods, it’s very easy to do this.
      • I can click on the “+” sign and add a new period. I’ll name it Jan-17 and the end date it 1/31/17.
      • I click save and it’s added.
    • To save time, I can add multiple periods at once by choosing add multiple.
      • Then, the quickest way to get my periods in is to set them up in columns in Excel with my date labels on the left and the end date of the period on the right.
      • I just copy them and then paste them into ClearPoint here, hit save, and I’ve added my periods for 2017. Awesome!
    • Once I have my periods added, I can toggle over to manage my reporting frequencies.
      • Now, I can see a list of all my reporting frequencies and even a quick preview of the periods that belong to each one.
      • We have a pretty solid list here with Annual, Fiscal Years, Monthly, and Quarterly, but let’s say we want to add a reporting frequency for Biannual measures.
      • Well, I’ll click the “+” sign to add a reporting frequency, and I’ll call it Biannual.
      • We can even choose if we want this to be the default reporting frequency whenever new measures are added.
      • Under reporting periods, we choose which periods we want to be included and we are going to choose the final end date for the period using months as our base units.
      • So, for biannual, we’ll use June, the halfway mark of the year, and December, the last month of the year.
      • Here’s an important distinction between older versions of ClearPoint, versions that must not be named, and our newest version ClearPoint 10. It’s super important to know.
        • Now, whenever you select which periods to include in your reporting frequency, you are going to actually select that period instead of choosing which periods to hide.
        • For my biannual reporting period, that means I’ll check Jun-15, Dec-15, Jun-16, and Dec-16.
        • I can change their labels here so that way the names of the periods showing up in my measure data grids are not the month names, which can make it clearer for my users.
        • I’ll do that and click save. Awesome! Now I have a new reporting frequency.
      • Finally, if I want to set my Fiscal Years for the organization to be used in calculations, I can do that here really easily.

 

Manage Users (17:15)

  • Obviously, no boss or administrator can go it alone, so before I pass the reins to Catherine, let me show you a few quick things related to managing your users.
    • Under “System Settings,” I’ll just click on “Users and Groups.”
    • Here I’ll see all my users! On top, I can see how many users I have and how many licenses I’ve purchased for my account as well as my renewal date.
    • Below, I can see all my users and their permission types too. Some have pictures while others just have their initials.
    • At the bottom, I can choose to hide anyone who is a no access user as well as hide browsers so I can just focus on my licensed users.
      • If I’m looking for someone specifically, like Moira, I can filter to find her.
    • If I’m looking to add a user, then guess what… exactly, I’m going to click on the “+” sign.
      • Now I can enter in the name of the person who will be using ClearPoint, set their permission level, and put in their email address to get them set up. I also choose which scorecards they should have access to.
      • I click save, and they’ve been added. Simple as that!
    • Something new for all you administrators out there, which is so, so awesome and you’ll love because it’s going to be a real time saver, is that now you can add multiple users at once!
      • Just select add multiple, choose the permission type for the individuals you would like to add, and then copy/paste the first name, last name, and email address of the people you would like to add. Hit save.
      • It’s that simple!!
    • Oh, and one more thing… you can generate user access reports as well as user activity reports right from here!
  • We’re got a lot of the basics covered here. Now it’s time for some cooler, fun stuff. And with that, I’m going to turn it over to Catherine. Let’s ride!!

 

Admin Options (19:50)

  • I’m going to walk you through a portion of ClearPoint that has changed significantly for the better in our new release
  • Let’s click on Admin options, the final frontier to explore under System Settings.
    • This is a pretty important section of ClearPoint where Administrators can configure and customize all kinds of account-wide options.
    • Many of these options were buried under layers of tabs and sub-tabs in the OPTIONS menu in ClearPoint 8 – you can see it’s gotten a pretty extensive makeover.
      • we’ve laid out these choices to be way more accessible.
  • We’ll start with Organization and Security.
    • In this window, you have useful information pertaining to your account overall.
      • Here on the Organization tab is your account name and currency type
    • The Licensing tab shows you useful information such as expiration date, as well as your number of users and browsers
      • The security tab shows you password and security options,
    • And Report Options and Completed items give you control over how your summary reports are displayed account-wide.
      • On the Report Options tab, this includes showing the owner inline with summary report elements,
      • And on the Completed Items tab, this includes the ability to hide completed projects and tasks from summary reports.
  • Let’s move on to chart options
    • This is the first of many options on this screen that help you to configure newly added elements in ClearPoint.
    • So in Chart Options, you can select the chart type that will be displayed by default for newly added measures.
  • I can also standardize the layout of newly created elements by clicking on ‘Default Layouts’
    • Default layouts let you define the detail page layout of new elements based on the layouts of existing elements
    • If you don’t define a default layout, ClearPoint will use the layout of the most recently edited element of that type.
    • To select an element here, simply begin typing its name, and click to select when it appears.
  • Moving over to Default Series, you can also determine the measure series that will be included in the data table of new measures.
    • By default, this is Actual and Target, with a currency format,
    • But you can easily delete one of these series,
    • Add a new measure series
    • Or change any of their names and data types.
  • So, all of these options are a great way to standardize the elements added to ClearPoint with minimal effort, no matter who is entering them into the system.
  • And, speaking of data types, Custom Number Formats is where you can create a new number format if ClearPoint doesn’t have what you’re looking for.
    • Common options of this might include a percentage with no decimal places, or a number with more than 2 decimal places.
    • To add a custom number series, I’ll click on this green button
      • Add a name
      • Choose any associated symbols, so in this case, I’ll use percent
      • Choose my number of decimals, which now goes up to 8,
      • Configure settings related to symbol position, and negative numbers,
      • And when I click save, this option will be available in all series under CUSTOM data types.
      • This gives you a lot of flexibility to enter the type of data that you need.
  • Under menu and element names, you have the ability to change how the names of ClearPoint’s elements appear in your account.
    • So, say your organization actually refers to measures as KPIs.
      • It might make more sense then to change ‘Measures’ to be called ‘KPIs’ in ClearPoint
      • And you’ll want it to display that way in the top navigation menu as well.
      • You could also choose to HIDE elements from the top navigation.
      • If we collapse KPIs here, you can see that Risks is already hidden from the top navigation.
      • Let’s click Save, and you’ll see Measures has become KPIs.
    • This is just one example of how ClearPoint works for your organization’s reporting preferences, and not the other way around.
  • ‘Status Indicators’ houses your status indicators, as well as their associated colors and scores.
    • The colors matter when you are creating a matrix summary report, and the scores come into play for automatic objective evaluations
    • You can always customize the icon associated with a status, by selecting to use a custom indicator
    • OR you can add new status indicators from this window.
  • Moving on to Custom Styles,
    • Here is where you can create CSS for your Pods and Tables,
      • This is a great way to tailor your reports to your organizational branding.
      • OR to add emphasis to a particular pod on a page with a bright color.
      • Clicking into our Orange Box style, you can see that CSS has been used to add a background color to the header, an orange border, and more.
    • We have detailed instructions on how to create a CSS style on our support center, but if you ever need assistance, you can always reach out to us!
  • Next, snapshots allow you to create a record of your account that is frozen in time.
    • This is a great way to preserve historical information if you are going to be making a lot of changes to your account
      • And you can create up to 3.
  • Let’s take a look now at Custom Fields.
    • Here you can create a field to display any type of information you need in ClearPoint.
      • We’ve changed the organization here to be more intuitive
    • So first, fields are organized by element, as you can see in the tabs on the left
      • Then, they are split by whether the field is default or custom.
        • And update and edit fields are also now displayed together, rather than on separate tabs.
    • Default fields cannot be deleted, but their names can be changed.
    • Custom fields can be added or deleted, and you can change both the name and the field type necessary to display the information you want.
    • Let’s go ahead and add a custom field.
      • We’ll call it Why We Track This.
      • There are several Field Type choices here,
        • and I’m going to go with HTML text, which will allow me to enter and format the text using our HTML editor.
      • I could also choose to put the field in Update mode, so that the values will be associated with particular reporting periods, and will need to be updated periodically.
      • If you do not select “update mode”, the field will be and edit field, where the information will be consistent regardless of reporting period.
      • Lastly, you can opt to display these fields in particular scorecards,
        • But they will be available in all scorecards by default.
  • Calculated fields have moved to admin options from the add/edit layout window –
    • These are the fields that allow you to display the values in a series – or even a series calculation – as a column in a summary view.
    • To add a calculated field, click the green button,
      • Add a name
      • And you can either use the default data type for each series, or specify a data type
      • Then, insert your series into the calculation, along with the aggregation
      • So for this one, we’ll use Actual, Current Period, and click Insert
      • and click Save.
      • This field will now be available to enter as a column in measures summary reports along with the other fields in ClearPoint.
  • Lastly, we’ll click on Field Labels.
    • There are a variety of fields that are not element-specific, such as Parent, Child, or Attachments
      • And this is where you would change how those fields are displayed in ClearPoint.
      • So, if I click to add a label,
      • You have the option to change the name in a particular language of scorecard,
        • And language is what I would choose to change the name across the entire account,
      • Then I Choose the field’s original name from the dropdown list,
        • And then type the singular and plural versions of how you’d like it to be displayed.
        • Now, these fields will appear with your custom name in detail views and summary reports.

And there you have it! We’ve covered a lot of ground, but it just goes to show the extensive capabilities that Admin Options gives administrators in ClearPoint 10.

That’s awesome! The way everything is laid out under Admin Options is going to make utilizing many of these features so much easier and more welcoming.

We’ve had a lot of questions coming, so with the time remaining, let’s dive in!

Questions (30:32)

  1. How does copy forward work on a measure?
    • Oh, let’s go to our favorite Revenue measure and I’ll show you.

 

Wrap Up                     

Now, before we let you go, people often ask where they can find new information and we always direct people to us and our support center. Well, our support center has a brand new look we want to show to you….

And with that, it’s getting toward the end of our time together today, but we’ll be back in a few weeks with a new webinar for you.

  • From Catherine and I, thanks so much for your time and for joining us.
  • We’ll see you next time, on the “I didn’t know ClearPoint could do that!?!” Webinar. Happy reporting!

EXPLORE MORE VIDEOS