Optimizing ClearPoint for Your Organization

Webinar 46 in the "I Didn't Know ClearPoint Could Do That!?!" Webinar Series

Make ClearPoint work for your organization, not the other way around! Take advantage of custom color schemes, terminology, status icons and more to fit your branding. Then, learn shortcuts, tricks and tips to make updating a breeze. We’ll also walk your through some of our newest charting features! Join us on this episode of the “I Didn’t Know ClearPoint Could Do That!?!” webinar series to learn more!

Excited to put what you just learned into action? Here are the key steps and linked resources you need to get started:

  1. Check out ClearPoint’s customization help article library 
  2. Filter your summary reports 
  3. Add trendlines and plot bands to your chart 
  4. Create a year-over-year chart 
  5. Add custom status indicators 

Webinar Transcript

Outline

  • Introduction (0:00)
  • Agenda (1:03)
  • Custom Terminology (1:40)
  • Custom Summary Reports (4:50)
  • Branded Table Styles (7:42)
  • New Charting Features (10:38)
    • Trendlines (13:11)
    • Year-over-year charting (15:05)
    • Plot Bands (17:07)
    • Embed Codes (18:40)
  • Status Indicators (20:16)
  • Questions (22:56)

Introduction (0:00)

Rachel: Hello everyone and welcome to the “I didn’t know ClearPoint could do that!?!” webinar series.

  • Today, we’re diving into some super cool ways to optimize ClearPoint for your organization. Including walking through some of our new charting features!
  • But before we get started, here are your smiling hosts, I’m Rachel
    • Tricia: and I’m Tricia! And if you couldn’t tell, we are really excited about the US women’s soccer team winning gold over the weekend!
  • As a few housekeeping announcements:
    • We will be recording this session and will make it available within a week
    • The webinar will last about 25 minutes with time for questions at the end
    • So you can submit your questions to [email protected]
  • Any that we don’t get to, we’ll follow up with over email
  • Now, on our last installment, we walked through the new features of ClearPoint 12.5, so if you’ve been curious about all of those new capabilities – including peer-to-peer sharing in the Measure Library and Template Scripting, now’s a great time to check out that recording and transcript on our website or Vimeo channel! Just search “Webinar”.

Agenda (1:03)

  • Today, we’ll be focusing on optimizing ClearPoint specifically for your organization.
  • We’ll walk through customizing terminology in ClearPoint to meet your preferences
  • Create filtered summary reports with table styles that match your organization’s branding
  • Dive in to our awesome new charting features
  • And set up custom status indicators for your strategic elements.

So again, if you have any questions, please reach out to the address on the screen – [email protected]!

Custom Terminology (1:40)

  • Rachel: So today we’ll be flying the friendly skies with Upward Airlines!
    • To start, let’s take a look at the default language in our account.
    • We all know that the traditional balanced scorecard is made up of Objectives, Measures, and Initiatives. And you can see that each has a dropdown in the top menu. But that’s not really how we refer to our strategic elements at Upward Air.
  • Tricia: Yeah I was wondering…where do our Projects fit into ClearPoint? And KPIs?
  • Rachel: Good question Tricia! The great thing about ClearPoint, is that we can actually customize all of the terminology in our account to fit with that of our organization. To do so, I’ll go to System Settings > Admin Options > Menu & Element Names.
    • This is where I can customize any of the strategic elements that appear in the top menu
  • Initiatives are time-bound elements with clear start and end dates, key milestones to be completed, and usually a budget as well. That sounds a lot like what we refer to as ‘Projects’ so I’m going to Edit Initiatives and rename it as Projects.
  • Tricia: So this will update the Initiative naming everywhere in our account?
  • Rachel: Exactly!
  • Tricia: Perfect! Another question…The Western Division refers to Measures as Key Performance Indicators or KPIs. Is there a way to customize the naming by scorecard instead of across the whole account?
  • Rachel: I’m so glad you asked! Yes, you can customize naming by Scorecard. For Measures, I know that the Western Division refers to them as KPIs, so let’s set up that customization.
  • Once I save all of these changes, you can see that the top menu has updated to reflect the customization I just made.
  • Tricia: That makes things a lot more clear now that ClearPoint is speaking our language! But what about all of the other default fields and terminology in ClearPoint. Can that be customized too??
  • Rachel: Of course! If I click on Default Fields, I can change the name of…you guessed it! …the default fields for each element type.
    • I know that for Measures, we actually refer to ‘Owners’ as ‘Data Leads’. If I click the downward arrow next to Owner, I can change the name to ‘Data Lead’ here.
    • This can be done for any of the element types in ClearPoint.
  • Tricia: Additionally, if you want to rename any of the other terms in ClearPoint, you can do so from the ‘Field Labels’ menu. This includes renaming Categories, Briefing Books, and Milestones among others!
  • I can click into Briefing Books to rename this to Performance Reports to better match Upward Air’s language

Custom Summary Reports (4:50)

  • Rachel: Alright! So, now that we have our terminology all squared away, let’s move on to something a little more fun – like creating custom summary reports!
  • To add a new measure summary report, I’ll click on Measures > Manage Measure Reports > Plus icon
    • I’m going to call this report ‘My Measures’
    • On the Columns tab, I’ll select Measures, Data Lead, Analysis, and Series Status
    • On the Measures tab, I could select exactly which measures I would like to include. However…
    • On the Filter tab, I can also add a filter where Owner (renamed Data Lead) – Equals – Current User
      • This will now only show measures that I am responsible for. And what’s cool about this is that depending on who logs in, they can view the same report but will only see the measures that they are responsible for instead!
  • Tricia: Right! This summary report would actually be a great one for us to ‘favorite’ since we can make updates to each measure we are responsible for directly from the report!
    • To add this report to My Favorites, I’ll click on the star icon at the top right of the page.
    • Then, if I go to the My Favorites page from the left panel menu, I’ll see that this summary report is now listed. I can click on it from the list and be taken directly to report for super easy navigation!
    • Another helpful page for quick navigation is the My Scorecard page. This shows all the objectives, measures, and initiatives that I am the owner of. From this page, you can easily update all of the elements you own by clicking the edit icon, giving your updaters an easy place to navigate to see everything they are responsible for updating
    • Back on the My Favorites page, I can also make this report my Home page by clicking on the house icon next to this report. This means the next time I log into ClearPoint, I will be taken directly to this report, so I do not have to worry about any extra navigation and can make all of my updates quickly and efficiently. This can be a huge timesaver since I no longer have to go to each individual detail page and instead I can click into my Analysis and update the measure data across measures all from my homepage!

Branded Table Styles (7:42)

  • Rachel: Totally! And optimizing ClearPoint isn’t just about terminology and updating information either, you can also customize the look of your account as well! You can see that currently the table is just a generic black. I think it’d look really great to have this match Upward Air’s branding instead.
    • Back in Admin Options > Custom Styles, I’ll navigate to the Table Styles tab. This is where you can customize the grid style table for Summary Reports.
    • You’ll notice that there is also a tab for ‘Pod Styles’, which can be created in the same way as Table Styles.
    • For today though, we’ll focus on Table Styles. Personally, I think it’s easiest to duplicate an existing style and then adjust the hex codes and other parts of the CSS from there. However, we do have a support center article to help you navigate using CSS if you’d like to start from scratch, and our Support Team is always happy to assist!
    • If I duplicate ‘Dark Tables’ then I can change the name to ‘Upward Air Table’ 
      • In the Table Style section, I’ll adjust the ‘border’ pixel width to be 3px so there is a thicker border. Then I’ll insert the hex code for Upward Air’s orange color here. (#E87037)
      • In the Header Style section, I’ll set the ‘background-color’ as Upward Air navy blue (#2C3086). I’ll keep the font as arial, bold, and size 14. #FFFFFF is the hex code for the color white, so we can keep that as well!
      • There is nothing in the Cell Style section currently, but if I wanted to increase the type, size, or color of the font for the text that populates within the report itself, I can do so here.
      • Then I’ll click Save, and you can see that our new table style has been created!
    • To set this up for My Measures measure summary report, I’ll navigate back to the report. Then I can click Edit > Advanced Options.
      • From the Table Style dropdown menu, I’ll select the new Upward Air style that we created. Then I’ll click Save.
      • And look at that! The table style has taken hold and really gives this summary report a fresh, clean look!

New Charting Features (10:38)

  • Tricia: Wow, that really looks great! So another way to optimize ClearPoint for your organization is to take advantage of the charting functions available.
    • I can go to the Total amount of time at gate measure and double click on the chart to make changes
  • Rachel: Whoa! That looks a little different than what I remember with charting
  • Tricia: You are right! We recently introduced a lot of cool new charting features, so things do look a little different when editing a chart
    • One thing you might notice is the Select Legend Position dropdown. This makes it super easy to update where the legend should be on the chart and you can see there are a lot of options! I can now center my legend at the bottom of the chart, or even move it to the top, left, or right of my chart! For this chart I am going to choose to view my legend on the Bottom Center
    • If I click into the Chart Series tab, here is where I can manage the series that are being displayed on the chart by simply clicking the Add icon or the Remove icon.
    • It is important to note that clicking the Add or Remove icon only adds or removes the series from the chart, it has no effect on the series in the data table. So if you only want to look at just the Actual on the chart you can easily remove the Target series by clicking the X icon.
    • You’ll see the Target is still there and can be easily added back by clicking the Add icon
    • You’ll also notice editing a chart series looks a little different. Now you can click the Edit button for the Actual series to open the Edit Series window.
  • Rachel: Wow! There are so many options for customizing your chart series here.
  • Tricia: I know it’s really awesome! Here I can change the label name of the series, as well as change the Shape, add a Data Label, and update the color. For this example, I am going to go ahead and update the color based on our Upward Airlines branding. Then if I refresh the preview you’ll see that the Actual series is using Upward Air’s custom blue color.

Trendlines (13:11)

  • Tricia: Another really awesome feature that was added is being able to add trendlines to your chart. Trendlines gives you the ability to see the direction data is moving in the future. For this example, I want to add a Linear Regression based off of my Actual value to see how we are trending for the rest of our fiscal year.
    • If we click the Add icon at the top of the window and choose the Actual series to base the trendline off of and name it Linear Regression
    • Then we can scroll down to set up a trendline. You can see there are a few different types of regressions. I can go ahead and add a Linear Regression to my chart and refresh the preview to see how this will work
    • Since I want this to be a line – I can set the Shape as a Line and change it so there is no marker, also I can set the color as a Red so it will really stand out
    • Now I can see that based on my Actual data for the fiscal year thus far, I am trending down for future periods, which is great since this measure is tracking the time at the gate!
    • Once again, it is important to point out that this regression is only being added to the chart and will not be added as another series in your data table

Year-over-year charting (15:05)

  • Tricia: One last new charting feature I wanted to point out is the ability chart last years data and compare it to the current year!
    • By clicking the Add icon again, we can choose our Actual series to compare last years data to and name it Previous Year. Then scroll down to the bottom and choose to plot periods before or after reports and offset that by -12 since we want to look at the data from 12 periods ago.
    • To keep on brand with our organization, I can set the color for the Previous Year to be the Upward Air orange and set the Shape to be a Bar. Then we can save this and refresh to see the year over year series on our chart.
    • Looking at the chart now, I think it would be good to update the order of the series so that Linear Regression is first, then Previous Year, and Actual, which I can do by dragging and dropping the chart series
    • If I save the changes that I made to my chart, I can see the Linear Regression, Previous Year, and Actual, all on my chart
    • If I scroll down to my data table, I can still see my Actual and Target series there

Plot Bands (17:07)

  • Rachel: All those new charting features are super cool, but there is one you haven’t shown yet that I think people will really love.
    • I think this new feature would work well on our # of unionized job descriptions measure. I’ll double click on the chart to edit it.
    • Then, if we click into the Advanced Options tab, we can see the option to Add Plot Bands. If we click on this, we can add plot bands in order to provide a visual display of the status for our series data. For this example, let’s add in bands for the red, yellow, and green statuses based on the ranges we have set for each status.
    • First I’ll select red from the color picker, and then I’ll indicate the values for the range that this color should span.
    • I’ll repeat this for yellow and green as well.
      • Once these are in place, we can refresh the preview to see how these new plotbands look on our chart.
    • Tricia: What a great way to quickly see the status of each period on the chart!

Chart Embed Codes (18:40)

  • Tricia: While we are looking here on the Advanced Options tab, there is one other thing I wanted to point out. If we click on Enable Embed Code, we can see an iFrame appears in the field below
    • This iFrame can be copied and easily pasted wherever you wanted to view the chart – like your website, intranet site, or ESRI dashboard
    • You can see here in a blog post we wrote, we have embedded a chart onto our website directly from ClearPoint by simply using the iFrame found here. The chart is interactive just like it is in ClearPoint!
    • One thing to point out, is the data on the chart is not updating live when new data is entered into ClearPoint, so you don’t have to worry about data being published before it has been reviewed. Once the embed code is enabled and the chart has been saved, I can edit it again and click under Advanced Options to see a box I can check to Update Published Chart with the current data
    • If I check this box and then save the chart, the published chart would update on whatever site it is displaying
    • Another important point is that the chart embedding is currently a beta feature, so you need to be opted in to use it. So if you are interested in using the chart embed capabilities, please reach out to our support team!

Status Indicators (20:16)

  • Rachel: ClearPoint really has taken charts to the next level! Now to wrap things up today, I wanted to show you one last insider trick for optimizing ClearPoint for you and your organization.
  • I’m sure everyone is familiar with the red, yellow, and green status indicators that help you track the progress of your strategic elements. But, did you know that you can actually customize these too?
  • To do so I’ll take one last trip into Admin Options, but this time I’ll click on Status Indicators.
    • From here, I can rename the existing, default indicators by clicking the edit button next to each
    • Most of our clients like using the default statuses, but often we see organizations adjust the naming to better fit their lingo.
    • A common example is renaming ‘Above Target’ as ‘Above Plan’ or ‘On Track’. I’ll rename this one ‘On Track’ since I think that terminology makes sense for both our measures and projects.
    • Then to keep this consistent with ‘On Track’, I’ll rename ‘Below Plan’ to ‘Off the Rails’
  • Tricia: Oh man! Sure is stressful when things go “Off the Rails” at Upward Air
  • Rachel: Agreed! I can also add a new custom status indicator. One that we see our clients use pretty frequently is a ‘Completed’ status indicator, which we’ve already created here.
    • If I click to edit the completed status, you can see where we gave this a custom name, uploaded a custom image, and gave this a custom color to match.
    • For elements, it makes the most sense to select those that are time-bound and typically have a completed date associated with them – such as Projects, Milestones, and Action Items. This means that the status will only be available as an option for these three element types.
  • And with that, we now have some really cool custom charts, our measure summary report is well-branded and filtered for optimal use, and we even have custom terminology and status indicators set up. We’ve sure accomplished a lot in the last 25 minutes!
  • And you can learn even more about organizational branding in particular, by checking out Tricia and I’s training session from this year’s ClearPoint Strategy and Performance Management Summit. Just go to the Support Center on our website and search ‘Branding’.

Questions (22:56)

Now with our remaining time today, we’d love to open up the floor for your questions!

Q: What if I want to create a whole new field all together, rather than renaming existing fields…is there a way that I can do that?

A: Yes! While the default fields in ClearPoint are great starting points, there are limitless possibilities for custom fields. In Admin Options > Custom Fields, you’ll see on the left that there is a tab for each element type. If I click into ‘Measures’ for example, I can see and add new custom fields specifically for my measures. I can click the Plus icon to add a new one, give it a custom name, and then even select the field type with options including picklists, date, image, or simply HTML text!

 

Q: Can we still save customized charts for other users to apply to different measures so they do not have to go through the process of customizing them again?

A: Yes! If we go back to the Total amount of time at gate measure and double click to edit the chart, I can click on the Chart Type dropdown and scroll to the bottom to see Custom Chart JSON option. Once I click on that I can click on Add Custom Chart Type and give it a name that makes it easy to see the customization for this specific chart. I’ll name it Upward Air Branding and go ahead and save. Now it will be available from the Chart Type dropdown for all your other users to apply to other measures!

 

Q: If I am publishing multiple charts, is there an easy way to see and manage all of the charts being published?

A: Another great question! From Admin Options, you can all of the published charts from Custom Charts > Embedded Charts. From here, you could select all charts and refresh the published data for all charts at one time. As well as unpublish any charts you no longer want to share.

Rachel: Alright, that’s all we have time for today! Thanks for taking the time to optimize ClearPoint with us! We hope you can now confidently say ‘I DID know ClearPoint could do that!’ See you next time, and Happy Reporting!

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