New Year’s Rockin’ Rollover

Webinar 66 in the "I Didn't Know ClearPoint Could Do That!?!" Webinar Series

During this webinar we will introduce walking you through the process of rolling over your ClearPoint account as we head into the new year. Join us on this episode of the “I Didn’t Know ClearPoint Could Do That!?!” to learn more!

Outline

  • Intro (0:00)
  • Agenda (0:58)
  • Why Account Rollover is Important (01:56)
  • Preserving your Information in ClearPoint (3:38)
  • Reporting Periods and Frequencies (8:35)
  • Reporting Calendar (13:38)
  • User Management
  • Questions (24:16)

Intro (0:00)

  • Laura: Hello everyone, and welcome to the “I didn’t know ClearPoint could do that!?!” webinar series
  • Today, we’ll be talking about executing a rockin’ account rollover for the new year
  • But before we get started, here are your smiling hosts, I’m Laura!
    • Michael: And I’m Michael!
  • Laura: 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… our Q&A chat box!! This is located in the toolbar at the bottom of the Zoom window.
    • As always, any that we don’t get to, we’ll follow up with over email!
  • Now, on our last installment, we hosted a webinar on data integrations, so if you want to learn how to both populate ClearPoint with your data and share ClearPoint data with your other applications, be sure to check out that recording and transcript on our website or Vimeo channel!

Agenda (0:58)

  • Laura: So Michael, do you have a New Years Eve date yet?
  • Michael: Yeah, I’ve got my eye on December 31st!
  • Laura: You better be sure to clean up your ClearPoint account and get it set up for 2022 by then!
  • Michael: In the midst of planning my resolutions and my new years’ party, I totally forgot! That is going to be so annoying and overwhelming. I don’t even know where to start.
  • Laura: Actually, it’s a lot easier than you think! Today, let’s talk about why account rollover is important, and then walk through the steps. The most important parts will be preserving your 2021 information in ClearPoint, adding any new periods and reporting frequencies we need for the new year, setting up a reporting calendar with meetings and schedules, and then managing any new and old users.
  • Michael: Sounds great!  You know what they say – new year, new ClearPoint! As a reminder to our audience, if you have any questions you would like to address during the webinar, be sure to submit them to the Q&A located at the bottom of your Zoom toolbar!

Why Account Rollover is Important (1:56)

  • Laura: Why should you take the time to execute an account rollover and cleanup? Because your strategy is dynamic! It updates over time, from year to year or in response to external forces like market changes, a natural disaster, or maybe something totally crazy like a global pandemic.
  • Michael: That being said, this rollover process might be helpful for you now, at the end of the calendar year, or perhaps at the end of your fiscal year, when you implement a new strategic plan, or anytime you’re refining your strategy reporting.
  • Laura: Exactly. Luckily, ClearPoint is designed to be as dynamic as your strategic plan and the world we live in. Rolling over and cleaning up your account at least once a year will keep all your information organized, easy to navigate, and accurate. This includes something as simple as making sure the periods for the next year are set up in the measure data tables so users can continue entering data, to something a bit more complex like creating a new scorecard to distinguish between last year’s information and this year’s. We wouldn’t want to mix up which year’s plan we’re working on.
  •  Michael: This is also a great time to do some user management. Perhaps some of your users have left the organization and you have replacements for them who don’t have access to ClearPoint yet. Or maybe you’re adding a new department plan into ClearPoint and need to add 10 more licenses to your account. Use this opportunity to clean up your users and reach out to your account manager if you need to purchase more licenses.
  • Laura: Finally, you can invest some time now setting up automation features like Reporting Workflows and scheduled briefing books so you don’t have to worry about it for the rest of the year! This will save you a ton of time each month. Let’s get started, by first learning how to preserve your information in ClearPoint.

Preserving your information in ClearPoint (3:38)

  • Laura: There are two ways of preserving information in your account.If you’re making changes, you might be nervous about messing something up or not being able to refer back to your old way of doing things. So with these tools in mind, you can feel confident in making new changes for the upcoming year.
  • The first type of archive I’m going to cover is a Snapshot.
    • If you’re not familiar with Snapshots, a snapshot is a view-only copy of your account, separate from your live account, that shows all your information as it was on the day you created the snapshot.
    • Administrators can create snapshots by heading over to System Settings > Admin Options and clicking on the Snapshot panel.
    • To add a snapshot, I’ll just click add, and give my snapshot a name.
  • The name should give you an idea of when the snapshot was created, so you know what data you’ll be looking at.
  • Then, I can click Start Snapshot. Once the snapshot is complete, I can assign it to various users – that means that when these users log in, they’ll see the option to log into their live account OR log into this snapshot.
  • Now, accounts are typically licensed to maintain up to 3 snapshots – if you already have a snapshot for each of the past 3 years in your account, it’s time to think about deleting any older ones you no longer need.
    • Chances are that the information you wanted to preserve three years ago isn’t as relevant as the newer snapshots, so you can delete it to make room for newer copies of your account.
  • Michael: The alternative to snapshots that I want to mention is duplicating your existing scorecards. You can then use one set of scorecards as a locked “archive” copy, while you continue to adjust the other copy to fit your purposes going forward.
    • So to do that, I’ll head over to the Scorecards dropdown > Manage Scorecards page.
    • And since we’ve got the Upward Airlines Corporate Scorecard over here with the two divisional child scorecards, let’s click this copy icon to duplicate the top level.
    • Now in this box, we’ll see a few options.
  • We can name the new scorecard – so I’ll call this our 2021 Archive Copy
  • Then copying our statuses and scorecard data will ensure that all update fields, status indicators, and data from our data table is preserved identically in this new copy.
  • Then because we’ve got some scorecard hierarchy here – the corporate level scorecard with two “child” or “division” scorecards underneath it – we can choose to Cascade copy all our divisions too by selecting duplicate all child scorecards.
  • When we click this, a new set of fields pops up so that we can rename the scorecards.
  • I’ll add ‘ – 2021 Archive Copy’ as a suffix after the child scorecard name, so that it matches the corporate scorecard.
  • When I’m done, I can click Duplicate. It’ll just take a minute to go through them all.
  • Laura: While we wait, is there a reason that you’re using the newly duplicated set of scorecards – rather than the existing ones – as the archive? I mean, does it matter whether you use the original one or the duplicate?
  • Michael: That’s a great question. And it really depends on the way you plan to make changes – what’s important to keep in mind is that the duplicate of the scorecard will not automatically be added to your existing briefing books, HTML reports, or summary reports in other scorecards in ClearPoint.
    • So if you’re overhauling a lot of these reports anyway, it might not really matter which one you use, but otherwise you’ll want to stick with the original scorecard.
  • Laura: Also, if you have a community dashboard, keep in mind that your dashboard information will already be linked to the original scorecard too. The ClearPoint team is happy to assist with annual dashboard changes, so feel free to get in touch with questions!
  • Michael: you can also go ahead and add ‘2022’ to your original scorecards so it’s easy to tell which ones are for the current year.)
    • Alright, I can see our duplicate scorecards have appeared, with the name we gave them. So the last thing we want to do here is to lock these archive scorecards, which I can do from the scorecard edit window.
  • Laura: Locking does exactly what it sounds like – it locks the scorecard to prevent users from making any further changes.
  • Michael: Right, so in a way it’s like a view only scorecard for everyone, even administrators. And to lock the scorecard, I just check the box marked Locked.

Periods and Reporting Frequencies (8:35)

  • Laura: Now that our scorecards are all cleaned up, we should take a look at our reporting periods and frequencies. Adding the reporting periods for 2022 to your account is crucial if you want to keep moving forward with your strategic plan.
  • Given 2021 is almost over, it may be alarming to come into the office in a couple weeks and realize that you can’t report on the January 2022 reporting period because it doesn’t exist yet!
    • So let’s take care of that right now and avoid a y2k-esque scare! Adding multiple periods for the upcoming year is super quick and easy. I’ll go to System Settings > Reporting Periods and click to Add Multiple.
      • To speed up the process even more, I already created an Excel file with the 2022 periods and the corresponding calendar dates already filled out, so all I have to do is copy and paste!
    • Michael: And while Laura is setting this up, I’d like to point out that all the periods have the same format as our existing periods in ClearPoint – the shortened month, hyphenated, followed by the two-digit year.
      • You can always adjust the format of the periods for various reporting frequencies, but it’s good to have a consistent base.
      • Also, note that the Period Date should correspond to the end of the month.
    • Laura: Right! I’ll go ahead and add these periods to the ‘Monthly’ reporting frequency right away, since all of the 2022 periods are included in this frequency!
      •  Then I’ll save, and add the appropriate 2022 periods to the other frequencies. I’ll click into the Reporting Frequencies tab here and then use ‘Annual’ as an example
  • The Dec-22 period will be included in this frequency, so I’ll check the box to add it and then type in the custom name – 2022
  • Since there are quite a few older periods included in this frequency, I can select to ‘Hide in Grid’ some of the earlier years to help de-clutter the data table. I’ll do this for the 2020 periods. You know, Michael, I hate when people ask me what happened in 2020
  • Michael: Why?
  • Laura: because I don’t have 20/20 vision!
  • Michael: While we’re here, this might be a good time to make sure all of your frequencies are still relevant. Since they are so simple to create, it can be easy to end up with too many and not know which ones to use going forward.
  • Laura: You’re totally right Michael! I actually don’t recognize this ‘Trimesterly Reporting Frequency’, but it seems to be in use somewhere in the account since the trash icon is greyed out. This is helpful because it prevents me from deleting the frequency when doing so might impact elements in our account.
    • Luckily, I know a really cool way to figure out where I am using this reporting frequency throughout the account. That way I can decide if I should keep using it or not.
    • So from ‘Manage Measure Reports’, we’ll create a new report called “RF Clean up” and include ‘Measures’ and ‘Reporting Frequency’ as our columns.
    • On the measures tab, i want to include all my scorecards so I can see any instances where this reporting frequency is in use.
    • In the Filter tab I’ll select to only show measures that are using the ‘Trimesterly’ Reporting Frequency’ by setting Reporting Frequency Equals Trimesterly.
    • It looks like only this one measure is using this frequency, so it doesn’t make sense to keep it.
    • Instead, I’ll change the reporting frequency for these measures by clicking into the detail page > Edit > select Monthly.
    • Now that no measures are using this frequency, you can go back to Reporting Periods and delete it!
  • Michael: Great, this is looking nice and standardized! And just a reminder – deleting a reporting frequency won’t delete any data, since it’s just a combination of your periods. But you do want to be extra careful about deleting Reporting Periods, since that’s where data is stored.

 Reporting Calendar (13:38)

  • Laura: Okay now that we have our reporting periods configured for a new year, I really want to ensure that we’re hitting our deadlines and getting our reports in on time. We can’t afford to drop the ball this new year’s!
  • Michael: Hmm sounds like we need to get our calendar organized for 2022. A properly managed reporting calendar is a crucial tool for any organization doing management reporting and should be a top priority when rolling over your strategic plan to the new year.
    • At the annual rollover, we recommend updating the calendar to include all important dates. This should include dates for every meeting in the upcoming year, due dates for report data, when each period will be locked from future updates, and when important reports will be generated. This will help to increase accountability across your organization, as employees have clear visibility on these important dates.
  • Laura: Exactly, we want our new year’s resolution to be 1080p! Let’s start by getting our reporting calendar organized for the new year. The first thing we will want to check is that our reports and workflows are up to date and scheduled for the correct days in 2022. We can organize our calendar in ClearPoint to have our reports be automated to go out before our meetings throughout the year.
    • First, we will want to start with our Briefing Books. On our Manage Templates page, we will want to ensure that all of our briefing books are scheduled to be sent out at the proper time. In ClearPoint, if a briefing book is scheduled, it will have a yellow scheduled tag next to it. As you can see, our annual briefing book already has a schedule, but our quarterly template does not.
  • Michael: So in this example, say we want to have our quarterly briefing book to be sent out at the end of every quarter.
    • First, we will click on the edit icon. If you are using a new PDF cover page for 2022, make sure that you update it within all your templates for the new year.
    • Since we only created an archive copy of our scorecards, and did not replace them with new ones, there is no need to update which scorecard is showing for this report. As you can see, we already have our 2022 scorecard selected.
    • Next, we will navigate to the Schedules tab and click on the plus icon to create a new schedule. We will give our schedule a name and then choose the first day and time that we would like our briefing book to run on. Since this is a quarterly report, we will pick the month following a quarter end to have it generate on,
    • Now if we want this briefing book schedule to generate automatically throughout the year, we will click on Recurrence and then choose to have it repeat either daily, weekly, or monthly. For this example, since it is a quarterly report, we choose monthly and have it run every 3 month on the third Monday. Finally, we can choose an End by Date to end the schedule if we want to run only for a certain time.
    • Lastly, you may need to click into the Recipients tab to update who this Briefing Book will be sent out to when it is generated every quarter.
    • Once we are done, we will click save and our quarterly briefing book is all set to be sent out in 2022!
    • We do recommend looking through the rest of your briefing book templates that are already scheduled to make sure everything is set up correctly.
  • Laura: Amazing! So now that our briefing books are all set, are all our reports now ready for the new year?!
  • Michael: Not exactly, we still need to make the adjustments to our HTML Exports to make sure that they are scheduled to generate on the correct date.
    • The process to do this is almost identical to briefing books. Clicking into the HTML Export tab, we will click on the edit icon and navigate down to the Schedule tab. Next, we will add in a new schedule and recurrence for 2022. Once we are done, you will click Save.
    • Lastly, we will check all of our old HTML exports that were scheduled to make sure that they are up to date and relevant for this year.
  • Laura: Okay so now that we updated our HTML exports, are all our reports correctly scheduled and ready to run on the correct dates?
  • Michael: We’re close but not quite done yet! One more thing we need to do is update our reporting workflows to run on the correct date and for the correct reporting period.
    • First, we will navigate to the Manage Workflows page. In our account, we have four workflows setup for each quarter in 2021. We need to recreate these workflows for 2022. First, we will click on the duplicate icon. Next, we will want to rename our workflow to 2022, adjust the reporting period to the correct month in the new year, and then update the Start and End Dates. Once done, we will click Duplicate.
    • Once the new workflow is generated, we will click on the edit icon and make any changes to the instructions that are needed.
    • Since we will still be reporting in the same scorecards as last year, there is no need to update which scorecards these workflows are referencing.
    • Next, we will want to navigate to Workflow Emails and edit any existing emails. We do this by clicking on the edit icon next to the email and then make any appropriate changes to the name and body of the email.
    • Once that is done, we will next navigate to the Schedules tab and you can see that the date that the reminder email is being sent out has automatically updated when we adjusted the Start and End Dates of this workflow to 2022. Remember, workflow emails can not be set on a recurrence, so make sure to add as many email schedules as you need to ensure you are properly reminding your users to make their updates.
  • Laura: Oh wow, Michael, that sure is a lot of different schedules that we set for a variety of different reports and workflows. It would be great if we could see when they would all run on a calendar view.
  • Michael: Wait Laura, you actually can! By clicking on the Schedules tab under Automation, you are able to view all of the different types of schedules that you have set up, as well as see the date they will run on.
    • Even better, by clicking on the blue calendar icon in the top right corner, you are able to view which day your different reports will generate on a calendar view. Since we set everything to run on a quarterly reporting frequency, when we click to the month of April, the month following the end of quarter one, we can see when our briefing books, HTML exports, and reporting workflow reminder emails are all set to generate.
  • Laura: Amazing! So, are we ready to pop the champagne yet?

User management (21:02)

  • Michael: Not quite! One more thing – once you have tidied up your various system settings, you can now focus on the most valuable piece of the puzzle: your users! Proper user management at your annual rollover will allow you to more effectively and efficiently manage who has access to what in your ClearPoint account, and reach out to those users who may not be getting as involved in the account as you would like. It is also common at the start of your new fiscal year that different people may become responsible for different elements, and this is a great time to make those changes to their settings to make sure that all elements are accounted for and nothing in your strategic plan falls through the cracks.
  • Laura: Okay, first, let’s add any new users we have. We’re going to bulk add them to make this efficient.
    • In the control panel, open System Settings and click on Users and Groups.
    • Click the dropdown arrow next to the plus icon. Select Add multiple users.
    • Select the desired User Type for the users added in bulk. Fill in the First Name, Last Name, and Email Address, one new user per row. I have my new users set up in a spreadsheet, so I can copy and paste into the columns to speed up the process!
    • Click on the Security tab and assign a default password to all the new users being added in bulk. On the Scorecards tab, check the boxes next to the scorecards that the users will have access to. Finally, click Save.
    • Now all my new users are set up!
  • Michael: What about people who need to be removed from the account?
  • Laura: You can remove a user’s access from ClearPoint so that they no longer have access to your key reports and data. This step is important for security reasons, but will also free up a ClearPoint license.
    • Click on the pencil icon next to the user’s profile and a new window will appear.
    • In the edit window, select No Access under User Type. Click Save.
  • Michael: The last step here is to assign ownership of elements to the new users, or reassign ownership from the offboarded users. To do this, we recommend making a report for each element type that filters on the owner field or any other user picklist field in your account that denotes ownership. In this example, we will use a measure report with the owner and collaborator fields.
  • We won’t go over the exact steps of how to make this report, but be sure to check out the Support Center if you aren’t sure how to create a filtered report
  • You can double click to inline edit the report and change the Owner and Collaborator to be the new person taking their place. Repeat these steps as necessary for other elements in your account.

Questions (24:16)

  • Laura: Great! So with that, we have a survey asking which of these topics you learned the most about today. Looks like we had one question come in.
  • What if I delete something by accident as I’m reorganizing my account? Is there any way to get it back?
    • Yes, you are in luck! For any user who is able to delete things from ClearPoint, which is editors, scorecard admins, or full administrators, they can click into the recycle bin to undo any changes that were made by mistake or need to be undone, within 30 days of that initial deletion. As far as permissions, editors and scorecard admins can delete anything they themselves have deleted, whereas full administrators will have access to delete anything that’s been deleted across the account.
  • Michael: Alright, that’s all we have time for today. Make sure to check out the Spring Cleaning e-book, which you can download from our website. Thank you so much for taking the time to learn about the annual rollover process!  We hope you can now confidently say ‘I DID know ClearPoint could do that!’. See you next time, and Happy Reporting!

Laura: And Happy New Year’s!

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