Creating Alignment

Webinar 23 in the "I Didn't Know ClearPoint Could Do That!?!" webinar series

When it comes to aligning your organization around your strategy, ClearPoint’s got you covered. In this episode of the “I Didn’t Know ClearPoint Could Do That?!” webinar series, learn about the ways that ClearPoint helps you keep your goals and progress in sync across divisions, departments and at the organizational level.

This episode covers parent-child relationships, alignment-focused summary reports, custom layouts, and a brand new feature – aggregated calculations.

Happy reporting!

Webinar 23 Transcript

 

Introduction

  • Hello everyone and Welcome to the “I didn’t know ClearPoint could do that!?!” webinar series
  • Today we’re going to talk about creating organizational alignment in ClearPoint
  • I’m Catherine and I’ll be your host 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] (answered at the end)
      • We’ll follow up via email

 

  • On our last installment, we covered ways to share your results from ClearPoint, and 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 creating organizational alignment in ClearPoint, to make it easier for departments, divisions and teams across your whole organization to stay in alignment about your progress on your strategy and your long-term goals.

 

Agenda

  • We’ll be walking through how to structure scorecards with parent-child relationships
  • Using custom language to tailor this structure to your organization
  • Creating landing pages that allow you to navigate through your account more easily
  • And a brand new addition to ClearPoint to help with your data rollups – aggregated series calculations!
  • So that’s what’s on tap today, and as I mentioned earlier, if you have questions, please send them to [email protected] and we’ll get to them at the end
    • Alright, let’s get to it!
  • Per usual, here we are flying the friendly skies at upward air, and we’ll jump right into scorecards

 

Parent-Child Relationships for Scorecards (1:58)

  • Now, all of your information in ClearPoint – your objectives, your measures, your initiatives, are organized into the scorecard structure.
    • The scorecard is a BSC framework
    • It can be helpful to think of it as a Folder of sorts – your CityWide Strategic Plan information might go into a different Folder than your Utilities department’s folder
    • And, similar to folders on a computer, these folders may need additional subfolders
      • To continue with the Utilities example, your Energy division might have different goals than your wastewater division, and so on
    • So, how can ClearPoint help with this? Enter parent-child relationships.
      • No, this doesn’t mean that ClearPoint is suddenly going to cook your favorite apple pie at Thanksgiving, or help your kids put your shoes on in the morning – although we’re not going to tell you what to include in your email reminders.
        • Scheduling a yearly checkup? Getting your daily helpings of veggies?
      • But family jokes aside, parent-child relationships allow you to define a clear hierarchy between scorecards that can be helpful in organizing the strategic plans and information relevant to each.
      • To get started, I’ll click on Manage Scorecards.
        • You’ll notice that on this page, just like in the scorecards menu in the control panel, there is a clear indentation where scorecards have been deemed children of other scorecards.
        • Now, whether you’re adding one or more new scorecards, or editing one or more existing scorecards, you have the option to add a parent.
        • The important thing to keep in mind is that you’ll want to add the parent scorecard to the child scorecard, and not the other way around.
        • So first, let’s go ahead and add a scorecard.
          • I’ll click on the add icon, and enter the name of the scorecard – this will be our commercial Space division.
          • Right below the name, you’ll see our Parent scorecard field. And in order to set the parent, I just open this dropdown, choose the proper name, and save.
          • So, see where that landed in our list? It’s indented under our corporate scorecard, just like the other three divisions.
        • So what if we wanted to add department scorecards to our divisions, so that we can track more measures related to marketing, or get more granular with operations? We can easily do so, and these scorecards will be grand-children in our account.
        • This time, I’ll click on the add menu next to the plus icon,
          • And click on add multiple.
          • Let’s enter our department names – Operations, Marketing
          • And then I’ll see here that I can add the parent for both, which will be our Central division.
          • Click save, and we can now see these further indented in our manage scorecards page
        • Now, you may only be using one scorecard.
          • And this can be the best way to manage in ClearPoint, based on the size and needs of your organization. But that doesn’t mean that you can’t also take advantage of parent child relationships.
          • Regardless of the number of scorecards you use, parent-child relationships can be set for any type of element in ClearPoint, down to the milestones contributing to your initiatives.

 

Parent-Child Relationship for Elements (5:55)

  • So configuring a parent-child hierarchy between elements helps to show which are dependent on or contributing to others.
    • And when you link two of the same type of element – objectives and other objectives for example, it is necessary to determine the relationship from those two options.
    • I’ll click on increase shareholder value from our upward air objectives,
      • And go to the links tab.
      • I’m going to link the profitability objective in each of my scorecards to increasing shareholder value, as our progress on each of these objectives contributes to the value for shareholders.
      • So, I’ll click on add link, select a scorecard,
        • And when I go to select element type, you’ll notice I don’t have ‘objective’ as my choice, but rather parent or child.
        • It’s important here to choose the relationship that the element you are adding a link to will have to this objective
        • So I’m going to choose child, as I’m adding the child objective to its parent.
      • I’ll click on add link, and see the link pop up in our list. Notice too that there is a down arrow to represent its relationship, just like there are icons for each of the other types of elements linked here.
      • Let’s then repeat this process for both the central and western divisions as well.

 

Customizing language (8:30)

  • Maybe by now you’re imagining your scorecards attending PTA functions, or have gone ahead and organized your whole family tree in a blank scorecard for fun.
  • You might be thinking “it would be really nice if we could call this structure something else instead”, and that’s what we’ll be tackling next.
  • Like many other names in ClearPoint, you can easily customize how the labels of ‘Parent’, ‘Parents’, ‘Child’, and ‘Children’ appear across your ClearPoint account.
  • This label will depend on the relationship of the elements.
  • I’m going to click on Admin Options,
    • I’ll see ‘Field and Element Names’ as one of my configuration categories in the top right of this grid.
    • When I click on Field Labels, I’m going to see parent and child as two tabs among several other fields whose names can be changed
    • Click on the tab,
      • Specify the singular and plural name you want the field to have
      • So the parent will be the Corporate level
    • And then for Child,
      • We’ll make it the Division level
    • And then click save!
  • So let’s click on the Eastern Division scorecard, and take a look at the Profitability objective. Now you can see that under ‘Corporate’, we have the Increase Shareholder Value goal, and going to that detail page, we can see that profitability in each department is related to and contributes to the stakeholder value at the corporate level.

 

Custom summary views (14:49)

  • Now that we have our account really showing some great logical relationships, why not make it easier to navigate between them from a custom scorecard summary view?
  • We can easily accomplish this using an HTML with Data field. This star among ClearPoint’s custom fields makes it simple to link to other pages and information in ClearPoint.
    • This feature is a great asset for creating a central landing page, which will then direct users to departmental landing pages, and that’s what we’ll cover today.
  • So first, I’ll create that custom field to make sure we have it available.
  • And that is back under Admin Options
    • We’ll click on Custom Fields
    • And we’ll create this field at the Scorecard level so that it can be used on our scorecard landing page.
    • So, I’ll click to add a field, and call it Division Links.
    • The name is not as important as the Field Type, which you’ll want to make sure is set to HTML with data.
      • This is going to allow us to do all our normal customizations with fonts and colors, adding images, and more,
      • But will also let us display links to other pages in ClearPoint.
    • We’ve added our field; let’s go ahead and click Save.
  • Now we’ll create our custom landing page. So In the Upward Air Corporate scorecard, I’m going to click on Manage Scorecard Reports, and this will let me add a new summary page.
  • Click the add icon
    • I’m going to give it a name – Division Overview,
    • And then click over to the Page Layout tab, where I can drag my new Division Links custom field out onto the page.
    • Now we’ll click save, and click on the report name to go add content to our landing page.
  • So I see my field, and I can double click to start making changes.
  • When I double click, I’ll see that not only is there a text box, but there are drop down menus at the bottom of the field. This will be what helps us decide the content we link here. But first, I’ll set up a little formatting for our links.
  • Clicking on the image icon in our field, and going over to my image library, I can add the upward air logo, always a nice feature for our landing page.
  • Then, I’ll add a simple table. Click on the table icon, and select insert.
    • We’ll give it 4 columns, for our divisions, and two rows.
    • A few more images here can’t hurt, so why don’t we use a more famous #23 for our twenty third webinar to distinguish between each division.
      • Here we’ve got east, central, west, and of course who could forget about our Space division.
    • Our custom table is all ready to display links that make it easy to navigate to each of our divisions.
  • I’ll start with the Scorecard dropdown. This is going to allow me to link or display information within a particular scorecard
    • Next comes element type, where I’ll choose the type of element whose page or information I want to show.
    • Keep in mind that we’ll be linking to a report at the scorecard level, so I’ll choose scorecard.
    • That third and finale FIELD dropdown is where the particular information will be determined – let’s pick the name of the scorecard to start.
    • Once I’ve got all these criteria specified, I can click on INSERT to paste this information into my field.
    • Now, this code won’t look like much, but Clearpoint uses it to reference the information you’ve chosen, so that it will show when we click save.
    • Let’s use the dropdown fields again, and this time we’ll use a Report Link to paste the direct link to a summary report in each scorecard
    • And let’s click save to see our report in action.
  • So this is a great page to have for easy navigation directly to the summary report pages that you want to see in your account –
    • and of course these links would always come in handy for including in briefing books and HTML reports, which we covered in our last webinar!

 

Aggregated series calculations (22:11)

  • So far we’ve shown a lot of ways to demonstrate alignment visually, but our next feature takes us deeper, into our newest way to align data using rollups.
    • This is a new feature that’s added a lot of power and flexibility to ClearPoint’s already robust calculations.
  • I’m going to click over to the Revenue measure in the Up Airlines scorecard to show you how it works.
    • Note here on this page that the Revenue measure in the East, West, and Central divisions are child measures of this corporate measure.
    • So in this case, we might want to show the combined revenue of all the divisions in a series, next to corporate revenue.
    • I’ll double click on the data table , and click the add icon to add that series. We’ll call it Division Total.
    • Now, we’ll go over to the calculations tab. We could always use our traditional calculations to add the Revenue measures’ actual series in the East, Central, and West divisions,
      • But using aggregations will make it easier to incorporate series in the future as we continue to build out additional divisions like space, which doesn’t currently have any measures in it.
      • To toggle between calculations and aggregations, simply use the dropdown at the top of the screen.
    • So first, we’ll have to determine which scorecards to include
      • Then, the Measures and Series names are going to play a role within those scorecards, and I’ll click on the measures dropdown.
      • You can select all measures, only child measures, or names fully or partially containing certain words in their names.
      • Now, you’ll notice to the top-right of each dropdown, we can see a number.
        • That number will show us how many scorecards, measures, and series, respectively, are being incorporated into your calculation.
      • Then, choose series from within those measures.
        • So I can again choose whether I want to pick the exact name, or just what is included in the series name.
        • Note that if I switch to contains, and type actual, there’s actually 6 applicable series, so we may have a monthly actual and then a YTD in each of these departments
        • I’m going to switch back to measure name equals, and use actual.
      • Next, we define just what we are going to do with these numbers.
      • For our purposes, we want the Aggregation to be a Sum. But it can also be a count, an average, or even a standard deviation!
        • You’ll see down at the bottom that for options like an average, where blank values can make a big difference, you have the option to count them as zero, or ignore them and pull data from existing values.
      • So aggregating gives you far more flexibility in instances where data is being averaged, and not all data has been entered for the month.
      • Click save, and you can see our new series. Double click, and you can see it is calculated. But let’s really take a look at this in action here.
        • Make a note of this value for Oct-16 here in the total series before we take this further.
      • We have a new division we haven’t added to yet – space
        • Let’s go ahead and go to the manage measures page, and add in that revenue measure
          • After all, we’ll have to be ready for when upward airlines’ revenue surpasses the rest of the commercial space industry.
          • So I’ll click the add icon, call it Revenue, and make it a child measure of the Revenue measure in the upward airlines scorecard, just like the other divisional revenues.
          • I’ll click save, and then go right to this detail page to add in some data.
          • So let’s just double click on the data table, add data for September and October, and click save.
        • Now, if we go back to the corporate level, and click on revenue, we’ll see that number spike
          • Remember, we didn’t have to manually update the calculation, our aggregated series was already set to include the Actual series for all child measures!
        • Aggregating data like this gives you a lot more flexibility to add and change the parent-child linkages and have the calculation evolve without having to manually adjust it each time
          • Plus, this just goes to show how those parent child relationships can help to add structure to your account, and make it easy to keep up with changes in your organizational structure.
        • We know this is a new feature and you may have some questions about it, so feel free to reach out to our support team for assistance in any specific aggregations you are trying to implement!

 

We are reaching the end of our time here today, so I want to be sure to leave a few minutes for questions.

 

Questions

  1. What about the grandchildren? Can they be called departments, and the parents are called divisions?
    1. Yes, you can be granular with the custom nomenclature.
    2. For a particular scorecard, you can specify the names of the children or parents, as you see fit.
    3. Also, there is no limit to the layers of the hierarchies you can add, so you can add grand-children and great-grandchildren where applicable. However – It is always good to consider the practical limits on the number of levels of alignment you want to organize and manage.
  2. Here it looks like we have one from our own ClearPoint team – Hey Catherine, what is a pirate’s favorite type of web content?
    1. Well, I might be biased, but that would have to be a Webinar

 

That’s all that we have time for today, thank you so much for joining us, and we’ll see you next time on the I didn’t know ClearPoint could do that webinar. Happy reporting!

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