Setting Up Automatic Status Evaluations

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

During this webinar workshop, we’ll walk through setting up automatic status evaluations for each element type in ClearPoint.

Outline

  • Introduction (0:00)
  • Agenda (1:30)
  • Evaluation Basics (2:19)
  • Measure Evaluations (3:18)
  • Objective Evaluations (5:22)
  • Project Evaluations (7:42)

Introduction (0:00)

  • Rachel: Hello everyone, and welcome to our Webinar Workshop, a special extension of our “I Didn’t Know ClearPoint Could Do That?!” webinar series! This training workshop will be focused on setting up automatic status evaluations in ClearPoint!
    • But before we dive in, let’s introduce ourselves…
      • I’m Rachel!
      • Michael: And I’m Michael!
  • Rachel: For this workshop…
    • We’ll start out with about ten minutes of best practice sharing to introduce the  status evaluation options available for each of the main element types in ClearPoint – measures, objectives, and initiatives.
    • Then, we’ll use our remaining time to provide a free, hands-on training session. There will be three different training sessions available, one for each type of element evaluation, and you can pick the element that is most interesting or relevant to you and your organization.
    • During the training session, you will have the opportunity to log into your own ClearPoint account and directly implement what you saw in the presentation! Michael and I will each lead a session, we’ll have ClearPoint All-Star RJ Messineo leading the third session, and then we will have other members of the ClearPoint team in each room available for additional support as needed.
  • Michael: And we want to clarify that this session can be as interactive or as individual as you would like it to be! The smaller group sessions allow for more specialized support, but there is no pressure to turn on your camera or speak in your group. It is totally up to you!

Agenda (1:30)

  • Rachel: That’s right!! So with that, let’s dive in. Here is a quick look at today’s agenda and the upcoming training sessions.
    • First we’ll talk through the importance of setting up criteria to automatically and objectively evaluate your strategic elements in ClearPoint.
    • Next, we’ll dive into the evaluation options – starting with using measure data to evaluate the status of a performance measure.
    • Then, we’ll share an overview of objective status evaluations, which are based on the statuses of its linked elements.
    • Finally, we’ll wrap up with the Enterprise-only ‘Project Evaluations’ feature, which uses project-specific data to populate status.
  • Michael: As we mentioned before, there will be a training session for each of the three types of evaluations, so get ready for some skele-fun chills and thrills!

Element Evaluation Basics (2:19)

  • Michael: Alright, time to hop on our broomsticks and take flight. First, we will go over what exactly an auto evaluation is and why it is so important to use them. Auto evaluations use criteria to tell ClearPoint whether to assign a green, yellow, or red status to an element based on a certain threshold that needs to be met for each status. For example, you could tell ClearPoint to evaluate a measure to green if it equals its target number for the month or evaluate it to red if it falls below the target number. Then once you enter in your data for that measure, ClearPoint will compare it to the target number and assign the appropriate status based off its value.
  • Rachel: That’s great, but why is this something that we should be interested in?
  • Michael: Well for starters it saves a lot of time! Instead of having to manually set all of the statuses, ClearPoint will do it for you. Plus, it helps to erase human errors. Instead of having your users set the status based on how they think things are going, the status will be set on a predetermined set of criteria. Over time, this tends to give a more accurate representation on how your organization is performing.

Measure Evaluations (3:18)

  • Rachel: Fang-tastic! Now that we know why you would want to evaluate our strategic performance automatically, let’s go ahead and dive into ClearPoint so we can see it all in action!
    • Here at Upward Broomsticks, I am seeing a lot of unevaluated statuses on our home page. How are we supposed to know how we’re performing?? I guess we better get to work on these automatic evaluations quick!
    • Let’s start with Measures first! Performance measures in ClearPoint serve to track numerical data – which can then be used in calculations, to track trends in charts and summary reports, and to evaluate the overall performance status using the red, yellow, and green statuses Michael mentioned earlier.
  • Michael: I can’t believe all this can be accomplished from the measure data table!
  • Rachel: Right?! So it’s not everyday that I compare the Measure Data table to a cadaver…but in the spirit of spooky season, do you want to check out the data table’s skeleton and see how things are working “behind the scenes”?
  • Michael: Yes? I’m not sure how to feel about mummified measures, but automatic evaluations are worth it, so do your worst, Count Dracula!
  • Rachel: You got it! Let’s double click on the Actual series and take a look. On the Evaluation tab we can see the status indicators are checked off to include them in the evaluation criteria.
    • In the first column of dropdown menus, I can select the comparison type I want to use.
    • In the second column of dropdown menus, we can select our comparison value that we are gauging the measure’s success against.
      • The most common option is to select another series from the Data Table, such as Target, to compare the Actual value to.
      • In the ‘Calculation’ field, we can perform calculations on the comparison value as well,
    • My other option is to set the dropdown to ‘Static Value’ and input the value into the field next to the dropdown menu.
  • Michael: Wow, so simple and straightforward! I’m glad the data table’s skeleton is a bit less complex than a human’s!

Objective Evaluations (5:22)

  • Michael: Now that we know all about setting automatic evaluations for measures, it’s time to deep dive into how to set them up for objectives.
  • Rachel: Woah, I didn’t know you could set automatic status evaluations for objectives?! No one told me??
  • Michael: Sorry Rachel, it looks like you may have been ghosted on this topic, but no worries, I’ll fill you in now. Automatic objective evaluations work by taking the statuses of elements linked to an objective and rolling them up to evaluate the overall objective.
    • First thing you need to do when setting automatic evaluations is ensure you have scores assigned to your different status icons. For this example, we are using the score of 3 for the On Target status, 2 for the Caution status, and 1 for the Below Target status.
  • Rachel: What?! You can assign scores to status indicators. Talk about a Thriller!
  • Michael: Oh wait Rachel, you’ve seen nothing yet. Next, you’ll want to make sure that you have linkages set up between your objective and other elements. First, we are going to the links tab within the edit window. This is where we can enable and setup our evaluation.
  • Rachel: Oh my gourd! What are those boxes next to the measures?
  • Michael:  Great question, Rachel! This gives us the ability to assign weights to the linked measures. The idea is that these weights will all add up to 100 percent. In this example, we have four measures split equally, so each has a weight of 25%.
  • Rachel: So then Michael, what is that number being multiplied by the weight?
  • Michael: Well Rachel remember how we talked about assigning scores to statuses? This is where they come into use! Based on the status you set for the linked measure, the assigned score for that status will be pulled in. For example, when looking at these linked measures, two of the measures are green, one is yellow, and one is red. As you can see, the green measures are pulling in a score of 3, the yellow a score of 2, and the red a score of 1.
    • Michael: Now that we have both our weights and scores set, ClearPoint will multiply them together to get our weighted score for the measure. When you scroll to the bottom of the page you will see both your Total Weight and Total Score, which is the sum of our measures’ weighted scores. Next we will click on the “Evaluation Criteria” tab and set up our criteria like we would for a measure. The only difference with objectives is that we are using the Total Score as the comparison number to define our criteria.

Project Evaluations (7:42)

  • Rachel: The final automatic evaluation option in ClearPoint is for project-based elements, such as Initiatives, Milestones, or Action Items. Project Evaluations are available for those on the Enterprise-level plan.
  • Michael: Wow! This must be a pretty powerful feature. But why would you want to automatically evaluate your projects?
  • Rachel: Great question! While updates to your strategic initiatives might be more qualitative in nature and vary from month to month, it is still important to objectively evaluate progress and make sure the project remains on track so it can be completed by the End Date.
    • There are a number of ways we see users quantitatively evaluate progress on projects, but the most common are Percent Complete, Budget, or Milestone Progress.
  • Michael: Oh yeah! Those features are great indicators of progress. The problem is, I have no idea what the Percent Complete should be each month. I know the Start Date and the End Date, but everything in between is gray-area.
  • Rachel: Not to worry! The Project Evaluation feature allows you to add a Measure Data Table to any of the project-based elements and is dedicated to tracking project-specific data. It can be displayed on the detail page, populate charts, and automatically evaluate status, just like it works for measures.
  • Michael: That’s a relief! I hate being haunted by not knowing how my project is progressing. So can we bring this to life in ClearPoint now? I can hardly wait!!
  • Rachel: Hold up, Dr. Frankenstein! We don’t want to create a monster here. Before we enable any automatic evaluations, let’s scroll down to the Data Table and make sure we understand the series we have set up.
    • In this example, we have a Percent Complete and a Target Percent Complete series.
      • The Percent Complete series is set up with a Reference Calculation which is referencing the value that is input into the Percent Complete field each month.
      • The Target Percent Complete series is also a Reference Calculation, which is referencing an automatically calculated field associated with each project called ‘Calculated Completion’. ClearPoint generates this percentage value based on the Start and End Date of the initiative or milestone, and the number of days into that project you are based on today’s date.
  • Michael: That totally makes sense now! Thanks for helping me avoid a messy Monster Mash!
    • So for the automatic evaluation here, we can compare the Percent Complete series to the Target Percent Complete series, and set up evaluation criteria similar to how we did with Measures.
  • Rachel: Exactly!! So this is just one example of how progress on an initiative could be evaluated. Just like measures, the series in the data table for projects can be customized to any quantitative data you would like to track for your projects.
  • Michael: Wicked cool!

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