Aligning Your Organization in ClearPoint

Webinar 47 in the "I Didn't Know ClearPoint Could Do That!?!" Webinar Series

With ClearPoint, communicating strategy and priorities across your organization is a breeze. Link initiatives, measures, and objectives across divisions and departments, leverage roll-ups for calculations and evaluations, and create reports to showcase alignment.

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

  1. Link your elements
  2. Enable automatic objective evaluations
  3. Create a summary reports to show alignment
  4. Set up aggregate calculations
  5. Install the ClearPoint Sync Excel Add-in

Webinar 47 Transcript

Outline

  • Introduction (0:00)
  • Agenda (0:58)
  • Objectives (1:40)
    • Linking to Measures and Initiatives (1:53)
    • Automatic Objective Evaluations (4:01)
    • Balanced Scorecard Report (6:33)
  • Measures (7:47)
    • Linking Parent-Child Relationships (8:44)
    • Aggregate Series Calculation (9:33)
    • Alignment Matrix Report (13:42)
  • Initiatives (14:13)
    • Project Management Dashboard (14:17)
    • Aggregate Status Calculation (15:00)
  • ClearPoint Sync (23:02)
  • Questions (18:24)

Introduction (0:00)

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

  • Today, we’re talking about aligning strategy throughout your organization using ClearPoint! And be sure to stick around until the very end, because we’ll also be previewing the recently released Excel Add-In – ClearPoint Sync!
  • But before we get started, here are your smiling hosts, I’m Rachel
    • Tricia: and I’m Tricia!
  • 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 optimizing ClearPoint for your organization so if you want to review custom styles or our new charting features, be sure to check out that recording and transcript on our website or Vimeo channel!

Agenda (0:58)

  • Today, we’ll be focusing on aligning your organization in ClearPoint
  • We’ll walk through linking high-level objectives to the related measures and initiatives
  • Setting automatic objective evaluations based on those linkages
  • Roll up strategic elements from departments or divisions up to the corporate level
  • Leverage summary reports to visualize the established alignment
  • Creating a high-level project management dashboard for the organization
  • And finally we’ll do a brief demo of the new Excel Add-in, ClearPoint Sync!

So again, if you have any questions, please reach out to [email protected]!

Objectives (1:40)

  • Rachel: Today we’ll once again be joining Upward Airlines – this time to help them align their strategic elements across the Eastern, Central, and Western Divisions.

Linking to Measures and Initiatives (1:53)

  • To start, it’s important that we establish the connection between the objectives or goals in the top-level scorecard, and the associated measures and initiatives that we’re tracking for the company overall.
  • I’ll start by clicking on the Objectives top menu dropdown, and selecting Increase Shareholder Value since this is an important goal that we’ll definitely want to keep track of through the performance of measures and completion of key initiatives.
    • Tricia: Based on the Measure and Initiative pods pulled out onto the objective detail page, it looks like this objective is not currently linked to anything! This makes it challenging to know or understand how we are truly doing in our efforts to increase shareholder value.
  • Rachel: I agree Tricia! Luckily, it’ll be super easy to establish the correct linkage right from the detail page.
    • I can just double click on the field for the element type you would like to link to. Let’s start with Measures.
      • Here you have the option to either ‘Add’ a new measure to link or ‘Link’ to an existing measure.
      • We already have some built out measures that should be linked to this objective so we’ll select ‘Link’. This will open a window where we can select the Scorecard and Element (Revenue). Then we’ll click Add Link and Save.
    • Then we can do this for the Expenses measure as well. And the same thing can be done for linking Initiatives as well, only this time I’ll double click on the Initiatives field instead. Let’s select Purchase 5 new planes for this example.
  • Then, if I want to view and manage all of the linkages for this objective, I can click on the Edit pencil and go to the Links tab. From here we can see all of the linkages that already exist, and add new ones as well!

Automatic Objective Evaluations (4:01)

  • Tricia: While we’re on this window…I was wondering, what does checking the box next to Enable Automatic Evaluation do?
  • Rachel: I was actually just about to talk through that! Thanks for making the *link* to our next topic!
  • So enabling the Automatic Evaluation for the objective allows us to use the statuses of linked elements to automatically determine the status of the overall objective.
  • First, I’ll check the box to enable this feature and a space to input a weight for each linked element appears. This allows us to signify the importance of each element in contributing to the overall status of the objective. The number that the weight is being multiplied by, corresponds with the score that each status indicator was assigned in Admin Options. By default, green has a score of 3, yellow has a score of 2, and red has a score of 1. You can clearly see that here, since revenue is green, it’s being multiplied by 3, and expenses is yellow so it’s being multiplied by 2.
  • So let’s go ahead and give the two measures each 25% and then the initiative can contribute the remaining 50% so that the total weight is 100 when we scroll down to the bottom of the page.
  • Tricia: Then on the Evaluation Criteria tab Rachel is going to enable the status indicators that we would like to make available for the automatic objective evaluation. This will be set up similar to automatic measure evaluations, selecting the evaluation symbols and then comparison values.
  • The key difference is that rather than comparing to targets or other measure series, objectives use the average score of all the elements based on their status and the weight we just assigned. So Rachel just needs to add in the score criteria for each status indicator enabled.
  • Rachel: Once I’m done setting up the criteria and click Save, you can see that the status has changed to reflect the new criteria set. The overall score will appear in the top right corner of the detail page and if I double click on the status, I can no longer change it manually.
  • Tricia: That’ll definitely save us a lot of time now that the status evaluation is automatic and based on the element alignment!

Balanced Scorecard Report (6:33)

  • Rachel: Agreed! And we can show all this alignment off by bringing our strategic elements into one summarizing report to clearly display the alignment of strategic elements at a high-level!
  • Tricia: Yes! My favorite report – the Balanced Scorecard view!
  • Rachel: Exactly! We can make this an objective summary report and call it BSC report. I’ll include Categories, Objectives, Measures, and Initiatives.
  • Because we’ve linked all of these elements to the objective, the measures and initiatives that are included are displaying according to that alignment. This will be a great report to refer to for a high-level overview of Upward Air’s strategy.

Measures (7:47)

  • Tricia: What an easy way to see how our corporate strategy is doing!
  • So as Rachel just walked us through, we can set up links and reports within one scorecard in ClearPoint
  • However, there might be relationships between scorecards where we want to show alignment and create reports
  • One great example would be when divisions or department all feed into the overall organization’s scorecard
    • Here you can see that Upward Air has three divisions that are child scorecards under the overall corporate scorecard
  • Rachel: So what if each division has a measure that adds up to the overall organizational measure? Like if Upward Airlines Corporate revenue is the sum of each divisions’ revenue?
  • Tricia: That is a great question! So if I click into the Revenue measure for the Upward Airlines Corporate scorecard, I can see right now I am manually entering in the Actual value

Linking Parent-Child Relationships (8:42)

  • However, if I am already putting in the revenue data for the divisions, I can set up a parent/child relationship between the corporate and the division measures
  • This will make it easier for me to sum the data from all the divisions at the corporate level
  • To set up the relationships, I will edit the Upward Air revenue measure and click into the Links tab
  • From here I can choose Child from the dropdown since I want to set up the divisions as children measures under the corporate level scorecard

Aggregate Series Calculation (9:33)

  • Once I have linked all three of the division revenue measures, I can save and then set up my aggregate calculations
  • Rachel: Aggregate calculations are a powerful way to quickly add or average across departments or in this case divisions
  • Tricia: Exactly! So here, we want the Actual and Target series for the Upward Air scorecard to sum the data from the revenue measures of the three divisions
  • To do this, I can click the Edit icon for the measure and go into the Series tab
  • Then I will click on the Edit icon next to the Actual series for the Revenue measure and click into the Calculation tab
  • From here I can click on the Series Calculation Type dropdown and select Aggregate Series
  • Then, I can choose the criteria that works best for the alignment between the Corporate and Division scorecards
  • For this example, I can just select Child Measures of “Revenue” from the Select Measures dropdown
  • You’ll notice the number next to Select Measures goes down to three, letting me know that there are three measures that meet the criteria I set up
    • So that let’s us know this is set up correctly and the three linked child measures are being pulled through!
  • The next step would then be to add in the Series Name which I can set as Actual since all the revenue measures in the Division scorecards have Actual series where the data is entered
    • Again you will see the number next to Series Name go down to three, confirming that have this set up correctly with the three child revenue measures
  • Under the Aggregate Type dropdown, we will keep this as Sum
  • There all some situations when you might need to change this to average, like when aggregating a percentage
    • When taking the average of measures, it would also be important to pay attention to the option to ignoring blank values or treating these as zero, but for this example I can leave this as is and go ahead and click Save
  • Then I can go ahead and follow those same steps for my Target series
  • Again I am going to double click on Target and click into the Calculations tab
  • Then I can set the criteria for the child measures of Revenue and then this time put Target in as the series name
  • Now you will see that the Actual and Target data is automatically summing based on the parent/child relationship that we set up for the Revenue measures
  • To show how this will work when adding new data, I can click into the Western division Revenue measure from the Children field, I can add in new data for Feb-19and see the data populate for the Upward Airline Revenue measure
  • Rachel: That’s awesome that you can update data at the division level and see it populating for the Upward Airlines revenue measure.
  • And another great feature is if Upward Airlines was to expand by adding additional divisions, as long as they link the Revenue measure for the new division as a child, it will automatically be calculated in the corporate level revenue measure
  • Tricia: That is exactly right! Using aggregate calculations is a great way to plan for scalability within your organization in ClearPoint since you do not need to go into the revenue measure and update the calculation with each new division added

Alignment Matrix Report (13:42)

  • The last thing I wanted to point out now that we have our corporate and division measures aligned is an easy way to view this alignment in the Alignment Matrix report from the Measures dropdown
  • In this report, I can see the linkages I just set up with the Revenue measures, as well as the other parent/child measure relationships in this scorecard
  • This report is a default report in ClearPoint, so it is already in your account!

Initiatives (14:13)

  • Rachel: This is great that our measures are all aligned, but let’s not forget about initiatives!

Project Management Dashboard (14:17)

  • One way to gain high-level insight into our initiatives is through a Project Management Dashboard. Upward Air already has one built out here as a scorecard summary report. It uses an aggregate calculation similar to the one that Tricia showed us to count the statuses of each initiative, which is visually displayed in this pie chart.
  • This is really cool, but it doesn’t incorporate our new ‘completed’ status that we created during our last webinar!
    • Let’s go behind the scenes and take a look at how this is set up so that we can include the new completed status in this pie chart count. If I click on the chart name here, I’ll be taken to the measure detail page.

Aggregate Status Calculation (15:00)

    • We created this measure called ‘Project Status Count’ to keep track of the number of initiatives in the Upward Air corporate scorecard. If I scroll down I can see there is a series for each status type except completed.
    • To add a new series, I can double click on the Measure Data Table and click ‘Add Series’
    • I’ll name this ‘Completed’ and select the data type as Integer like the other series.
    • Then I’ll click on ‘Calculation’. Where Tricia selected Aggregate Series as her calculation type, I’m going to select ‘Aggregate Status’.
    • From there we selected Upward Air for the scorecard we want to look at, and Initiatives for the element type.
    • We’ll keep ‘All Elements’ to include all the initiatives in the Upward Air scorecard as part of our count, rather than selecting specific initiatives here.
    • Then, since this is the ‘Completed’ series, it will count all initiatives that have a ‘Completed’ status. Once I click save, you see the new series has populated with the number of completed initiatives.
    • Lastly, we’ll want to include this series in our pie chart. To do so I’ll double click on the chart and click into the Chart Series tab. I can check the box next to the ‘Completed’ series and then give it a black color to match the status icon. Now when I click save, completed has been successfully added to the chart! This gives us a complete overview of the status of our initiatives. If we did not keep track of our initiatives, then we would inevitably see issues with measure performance and thus struggle to reach our goals down the line, so keeping track of our initiatives is very important to our overall strategy!
    • Tricia: To provide a quick example – if I change the status of the Purchase 5 new planes initiative we’ve been working on, we can see this first reflected in the project count on our dashboard, but also in the status of our objective, as seen in the BSC Report. It’s pretty cool to see how everything is tied together!

ClearPoint Sync (18:24)

  • Rachel: Let’s take a step back and review what we’ve accomplished. We have our elements aligned, summary reports constructed, calculations all set up…Now our only task left is to keep our data updated! And the new ClearPoint Sync Excel Add-in can be a great way to do so!
    • As we all know, summary reports allow us to make updates to multiple measures all at once. Let’s look at the ‘Measure Alignment and Analysis’ summary report that Upward Air uses to update its monthly measures as an example.
    • I can inline edit by double clicking in the field, making some updates to the analysis for multiple measures if I want, and then save all my changes at once.
  • Tricia: That’s great, but where does ClearPoint Sync fit in to this?
  • Rachel: I’m glad you asked – to use ClearPoint Sync, I’ll need to export this report to Excel. Since I have ClearPoint Sync enabled in my account, I’ll be prompted to select if I want this to be exported with or without Sync.
  • Tricia: Okay gotcha, so how do I get Sync enabled in my account? Should I reach out to the support team?
  • Rachel: Yes, exactly! If you would like to opt-in to this beta feature you will need to reach out to our support team to have it enabled in your account and to request the care package which includes the necessary set-up file.
  • So now that the report has downloaded, we can go ahead and open it. Since I have the plug in installed, you’ll notice that there are some new menu options on the Excel ‘Home’ tab – Refresh, Post, and Logout.
  • If I click ‘Refresh’, it will bring any new updates from ClearPoint into the summary report.
  • Tricia: So you’re saying I don’t even need to log back into ClearPoint and re-export my report to Excel to get the most up to date information?!!
  • Rachel: That’s right!! And hold on, it gets even better! If I add information directly into the Excel sheet and then click ‘Post’, it will send my updates directly to ClearPoint!
  • Tricia: No way!! Can we see it in action???
  • Rachel: Sure thing! Let’s start with making a change in ClearPoint. I’ll update the Actual data directly in the summary report and save. Notice that this change in data caused the status to go from red to green. Then in Excel I’ll click on ‘Refresh’.
  • Since this is the first update I’m making, I’ll need to log in, using the same credentials as my account. Once I’m logged in, the data that I updated in ClearPoint is reflected in Excel.
  • Tricia: Wow!! Even the status indicator has updated! ClearPoint and Excel are perfectly in sync!
  • Rachel: Get Justin Timberlake in here because we are totally NSYNC!
  • Now, if I add in some new analysis in Excel, and then click ‘Post’…it’ll automatically appear in ClearPoint as well. It is important to note, I don’t need to be signed into ClearPoint in my browser to make the updates, so a user can just open this Excel file on their computer, enter in their updates and click to post to ClearPoint!
  • Tricia: Amazing! So even our qualitative data can be sent back and forth between Excel and ClearPoint. ClearPoint Sync is sure to make the life of our updaters easier

Questions (23:02)

I know that was a lot of awesomeness to take in…so with our remaining time today, we’d love to open up the floor for your questions!

Q: My users might be confused with the Parent – Child terminology. Is there any way we can change this language?

A: Great questions! In Admin Options > Field Labels, we can change Child to be ‘Division’ and Parent to be ‘Corporate’. Then if we jump back to the Revenue measure we were working with earlier, you can see that the field has updated to be Division instead!

Q: ClearPoint Sync sounds great, but when would you suggest using it?

A: Good question! ClearPoint Sync is great for users who want to share and update their data more widely across the organization, while still maintaining validity in ClearPoint to ensure the most recent data is accessible no matter where you are viewing it. It allows real time changes to be made without having to log into ClearPoint itself, and can be especially helpful when collaborating with various teams or departments, which actually plays a big role in maintaining alignment! You might think this is similar to the Data Loader, however ClearPoint Sync introduces the ability to update qualitative data right from Excel as well and you can use the reports you already have created in ClearPoint, without having to further format the Excel file!

Q: What are your favorite NSYNC songs?

A: Rachel – Hmm, I think mine would have to be ‘I want you back’

Tricia – Mine is definitely ‘Bye, bye, bye’…. **music plays**

Rachel: Alright, sounds like that’s all we have time for today! Thanks for taking the time to create alignment in 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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