ManagePro Training Program

ManagePro Basic Training Resource*

by Performance Solutions Technology, LLCPh. (707) 487-3000

Note: PST also makes available specific advanced training materials on topics such as managing meetings, project management and analytics. Contact PST if additional resources are needed.

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Introduction:• Training Schedule, Location & Contact• Case for Using ManagePro• Understanding the range of options for using ManagePro in your work• Business Rules

Content: 1. Navigating ManagePro - Understanding your way around the program Working with the four Views/Workspace; Referenced by User; Sub-tabs within views; Docking 2. Access Who can see what; who can edit and which fields; who can customize; How to assign people to records; how does the Private Checkbox work; what do the locks mean? 3. Updating & Managing Data Details window; Progress Updates and Results field; Tasks vs To-dos; Events; Attaching Documents and options 4. Email IN- Drag and Drop and Import email in from Outlook;  OUT- Right Click option and the value of emailing out from ManagePro; Synchronization with Outlook 5. Managing your Calendar & To Do List Entering directly into the Calendar and List; Push and Drag “show in calendar” from the Main Workspace view as a priority setting; Sorts in the List; 6. Using Priority, Filters, Search and Understanding Roll-Ups Getting to just the data you need to work with7. Managing Meetings Creating an agenda by assigning Meeting in the Who field; Where to find Meetings to assign to a record; Where to put meeting summary reports•Reports and Exporting/Importing to/from Excel Quick Report features; Printing in the Gantt Chart and Dashboard Views; Exporting to Excel•Project Management Building project plans and custom views, linked dependencies, calculated fields, resource allocation and layered duration displays in the Gantt Chart view10. Performance Management Setting up business and individual performance goals, scorecards and setting up a system that makes yearly reviews very simple, plus ties into ReviewWriter for automatic reviews11. Portfolio Management, Dashboard Analytics and Graphs Working with the pivot tables and pick-lists to mine and analyze your data, plus how to push graphs and composite dashboards into Excel12. Strategic Planning and Execution Setting up strategic goals, weighted scorecards and linking/aligning with projects and initiatives

ManagePro Training Schedule

Contact Person - Please contact with any scheduling questions, changes or confirmations

Training Schedule & Content

             

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Date/Time

Attendees

Location

Content

Date/Time

Attendees

Location

Content

ManagePro Adoption Process

Innovators and Early Adopters represent 16% of the user population. They adopt new software because they are attracted to new features embedded in the software (Innovators), or because of the “leading edge” qualities or reviews of the software (Early Adopters).

The Early Majority represents 34% of the user population and the group that is most influential in determining if software is to be adopted as part of the process in an organization. They adopt new software if enough data points are raised that they become discomforted with staying with the existing/old “system” (and its proven limitations and costs). Without the “proof”, the adoption of new software is viewed as an intrusion upon their already busy schedule - a fix for something that isn’t broke… and the adoption fails.

  The Late Majority represents 34% of the user population. They adopt new software after

everyone else on the curve ahead of them has typically put it into place. The word adoption might better be framed as “compliance” or “acceptance”. This group adopts software when it is mandated, when it is part of the process, when not adopting the software would generate a fear of loss (losing status, losing available income, losing your position, losing your job, etc.)

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ManagePro Adoption Worksheet

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Innovators - Cool Features Key Individuals in the Innovator Group1. (ex. Drag & Drop Integration with Outlook)  2  3     Early Adopters -Leading Edge Features Key Individuals in the Early Adopter Group1. (ex. Coordination and Collaboration via Todos and Progress Updates, Scorecards & Performance Metrics)  2  3     Early Majority - What's Broke that needs Fixing – Estimated Annual Cost

Key Individuals in the Early Majority Group1. (ex. Lack of a visible clear plan, leads to head down focus on the next task, being reactive loses market share, profit, efficiency – 15% of all labor cost)

 2. (ex. Lack of progress updates leads to avoidable mistakes and long meetings just to stay current – 10% over-runs)  3  4  5     Late Majority - What's to Lose if Software is not Adopted? Key Individuals in the Late Majority Group

1. (ex. If you don't use the system, you lose out on opportunity to participate in bonus pool, or it will negatively effect your next review, etc.)

 

2.  (ex. This is what you have to do to complete the task… it's part of our system).  3.  

ManagePro Introduction

Why Use the program? -

Examples: a centralized information system that streamlines information exchange across departments; a process management system that clearly outlines responsibilities and assignments, reducing reliance upon

people’s memory, and providing automatic tickler system; a project/process tracking system where anyone can see the most current status of a process, task, or

property, including an early warning system when there is a problem or a potential problem; a report generator that mines the data from the database and produces the reports used internally and

externally, reducing manual production of each report each time.

What is ManagePro to you? -

Examples: It’s a management information system for tracking processes, projects, properties, deliverables,

key dates, documents, production, and performance It’s a system that everyone uses, and can be kept up in 30 minutes a day, while reducing the time

spent on emails and meetings and ad-hoc requests It’s a system that we can all use to help each other work more efficiently, to leverage the

information we process

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ManagePro Introduction

Why Should You Use It?

Examples: Benefit #1 - Reduce the amount of time spent looking for information as you work through the day (small

amounts of time where people already have links, large amounts of time on tasks across departments)

Benefit #2 – Not forgetting something and missing a date or a deliverable when you have so much going on. Making it easier for other team members to coordinate with you

Benefit #3 - Reduce the amount of time it takes to generate reports and to respond to ad-hoc requests that are due to people requesting information from you

Benefit #4 – Allow you to see the big picture and what’s coming next in a process, so you can anticipate, be prepared, and stay organized

Benefit #5 - Provides a framework for making the improvements we want to see using a daily process of: 1. Prioritize and plan your work, 2. Work the plan and priorities 1 first, 3. Document your results

What are the expectations from the training/going forward?

What performance methods will be tracked initially?

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What Can You Use ManagePro For?Different business groups use ManagePro for different purposes, with the common goal of improving efficiency at work and leveraging information throughout the life-cycle of any project more effectively

Property & Project Management

Projects spelled out in terms of Defined Outcomes Requirements clearly specified Issues defined and visible Progress Updates to give real-time visibility of status Supports Agile opportunity development

Portfolio Management

Ensure oversight of the diverse activities in various departments Easy overseeing: no need for continuous polling Creating department summaries without having to cut-and-paste And with the saved time, there is more opportunity for real interaction,

instead of just “What’s new” updates

Team Collaboration One place where 90% of all the primary information is within 2 clicks Email, Documents; Updates and Issues Picture a 24-hour 7-day a week bulletin board Virtual meeting rooms where the team can leave things on the walls

Performance What gets measured is what gets done Definition and tracking of Priorities; Metrics Having feedback loops Communication of results, not just activities Each one of us has deliverables to the Company

Strategic Alignment All initiatives and projects must ultimatelyalign with the department’s and the company’s strategic objectives

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Preliminary Business Rules for UsageYou’ll start with basic business rules to guide your use of ManagePro, and develop more specific and useful guidelines as you move through the training. Here’s an example of basic business rules to start with, to be completed or assigned by the Lead Person on each record:

Email Primary Correspondence: All meaningful correspondence with partners, clients, and internally should be added as Progress Notes –

Email: All primary correspondence by email should be attached as Progress Report, with the Category marked as “Email”.

From inside MPro, originate the email from Progress Report inside the record From Outlook, simply drag and drop the email into the record The originator of the email should is responsible for deleting old emails if new one should be

attached (e.g., in cases where an email string is updated. Letters: All letters should continue to be housed on the network; however, if a Progress Report is added

that references a document, a link to the letter should be added so the user can easily reference it.

Details View and Todos:

Property/Project Description – each property or project shall have a summary description Issues – each property or project will include an updated list of issues and mitigations addressed Who – the Who field will include anyone working on this project. Who-ever is lead on the property or

project (this may change during the life-cycle of the project) will be identified as Lead with an * after their name

The “*” lead will enter in Todos, but each team member is expected to add next steps as well

Todos vs Tasks in Tracking Next Steps and Project Steps

Use To-dos as “Post-It” notes to track reminders to self and others, and use Tasks to track next steps when working on a project

The “*” lead will enter in Todos, but each team member is expected to add next steps as well Critical Action Steps: For active properties, generally there should be at least 1 next step indicating

future action. For property-related updates and actions: Critical, or “primary” milestone dates will be listed in the columns Next steps will be listed as “Todos”, not Tasks Priority: when indicating the Priority of a To Do, it is defined as follows:

Priority 1: due in 1-7 days and mission critical Priority 2: due in next 30 days Priority 3: due in 30 days+ 8

Preliminary Business Rules for Usage, continued

Critical Dates For processes: Critical dates will be listed as Tasks using “promote” and “demote” function to make tasks

primary and subordinate, when dates are not present as columns and when not working on properties

When setting up a project, the lead person assigned should put in as many of the steps as necessary with the deadlines

Todos, Dates, and Tasks should be reviewed and updated prior to property-review and process-management meetings

Using “Event” isn’t required for scheduling internal meetings, as Outlook is the primary tool

Progress Updates

Progress Updates are intended to record and exchange information, but are not intended to allow passive communication about critical information (e.g., delays, construction busts, missed deadlines), e.g. if it is critical, document it and email it from your progress update

Progress Updates should be reviewed and updated prior to property-related and process-management meetings

Copies of a spreadsheet can be pasted into a progress update using the “Paste Special” command, however be very careful, it is easy for such an image to be multiple megabytes in size and quickly make the database slow in response. Use the % scaling to size to readable size upon paste. The progress update scaling features after the initial paste result in diminished legibility.

Progress Updates: Properties and processes should have Progress Updates indicating current or past status

For property-related updates and actions, should include latest status resulting from meetings, monthly reports, conf calls, etc., that would typically be broadly distributed as an update to key members

Use the “Category” to designate type of Progress Report Generate email to team members once you’ve entered a Progress Update if the update

should be actively distributed (rather than a passive information record) Progress Updates that reference attachments should have the link to the document on the

network (unless it is a Key Document – see rules below) Key emails (per #1 above) should be generated and/or dragged and dropped in as Progress

Updates with Category “Email” For Process-related updates and actions, should include similar updates, particularly: If a deadline needs to be changed or extended, a Progress Note should be entered to

indicate why and distributed to team by email from within ManagePro9

Preliminary Business Rules for Usage, continued

Document Management

Key Documents - Only those core documents that give the most salient property or process details need to be attached as a document (rather than a link), as follow:

Final summary reports Documents attached in progress updates are not visible when clicking on the Record

Details/Document tab. If attaching Key Documents to a progress update, instead of the primary record, be sure to set the Progress Update Category to “Key Docs”

Put key words in the document description to enable effective search for documents

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When to Use Which Tools

ManagePro – Use to manage strategic plan, primary customers, products, projects across business groups, performance review (with ReviewWriter), meetings and basic document management

Outlook – Use as primary email tool, do not use for task management or update reporting, except as carrier for MPro data

Excel – Use for analysis of data, financies, calculations, not for task/project management PowerPoint – Use for presentations when data is not already in MPro or formatted ideally CRM - Track all initial prospects in CRM, transfer to MPro as they fit 80/20 profile for relationship

management

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Topic# 1 – Knowing your way around the ManagePro workspace

•Working with the 4 Views/Workspace•Referenced by User•Sub-tabs within views•Docking

Tabs & Views Goal Related Details View Calendar View User List View

Practice Tasks:

1.Pin and Unpin Related data panes2.Dock and Undock

(detach and attach)3.Display 3 panes by: a) hovering mouse over pinned tab

b)Use View4.Change data displayed in panes by selecting different users from the Users Meetings drop down list.5.Use View drop down menu & right side tabs to change and review custom views created to date

Practice Tasks:

1.Pin and Unpin Related data panes2.Dock and Undock

(detach and attach)3.Display 3 panes by: a) hovering mouse over pinned tab

b)Use View4.Change data displayed in panes by selecting different users from the Users Meetings drop down list.5.Use View drop down menu & right side tabs to change and review custom views created to date

4. Change Selected Users

3b. Open and Close Panes

1 & 3. Pin and Unpin Panes

2. Dock and Undock Panes

5. Navigate to Sub-views

4. Change User

What’s available to view in read-only mode, versus edit, based upon user access (set by Administrator) & user assignment

Who can see what, how does the private check-box work? Who can edit, Who can customize? What do the locks mean? How to assign people to records?

1. First, if there is No Lock symbol to the left of the record, then the (logged in) User has full viewing & editing rights to that goal

2. If there is a Yellow Lock symbol next to the goal (the goal has been created by someone else and assigned to the logged in user), then the User can edit all but the title & date fields – but not move the record to a new position.  

3. A record with a Red Lock is displayed only to complete a tree structure. This is a goal that the User has no access rights to at all. They cannot edit any of the fields, nor can they move, promote, demote or delete it.

4. Checking the Private box in the lower left details viewrestricts viewing to only those assigned to the record  

User Access ManagePro Who DialogueAssigning People to records by double-clicking the Who field – Who Dialog

1. People and/or Business Groups & Meetings can be assigned to records

2. Assign People from the People Tab, if user name is not available, select the Enterprise Tab, check their name, (this adds them to the People tab)

3. Click OK; People are assigned to record4. Business Group Tab assigns Business Groups 5. Meeting Tab Assigns MeetingsNote: Users, Business Groups and Meetings must

be created by the Administrator before they are available for selection in the Who Dialog.

Topic# 2– Understanding the impact of User Access and User Assignment

Practice Tasks:

1.Select records with red lock and try editing2.Select records with yellow locks and try editing3.Create a new to-do in practice area with goal assigned to your name and assign one other person.4.Add people from enterprise list to your personal list5.Assign users from Main Workspace view & details view

Practice Tasks:

1.Select records with red lock and try editing2.Select records with yellow locks and try editing3.Create a new to-do in practice area with goal assigned to your name and assign one other person.4.Add people from enterprise list to your personal list5.Assign users from Main Workspace view & details view

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1. Double-click any record to edit details

2. Add Progress Updates by using: ribbon control,or right click within Progress update history display 4. Document Management Features

Updating and managing data is easy and flexible

Details window Progress updates To-dos and Events in the record details Attaching Documents and options

3. Access and/or Add Todo’s & Events from any View

Topic # 3 – Updating & Managing Data

Practice Tasks:

1.Add text, dates and change priority settings to your practice goal2.Add a new progress update to your goal3.Create a new to-do and event that are attached to your goal while in the Main Workspace view4.Create a new to-do and event in the Goal Related Data Details view5.Add a document to your practice goal, but choose “Attach as Link”, do not choose “Store in SQL” for practice purposes (select any document from My Documents folder)

Practice Tasks:

1.Add text, dates and change priority settings to your practice goal2.Add a new progress update to your goal3.Create a new to-do and event that are attached to your goal while in the Main Workspace view4.Create a new to-do and event in the Goal Related Data Details view5.Add a document to your practice goal, but choose “Attach as Link”, do not choose “Store in SQL” for practice purposes (select any document from My Documents folder)

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Email Ins & Outs Drag and Drop email into ManagePro Convert emails to progress updates, to-dos, events or documents Import email in from Outlook

1. Drag & Drop Email1. Highlight email message

2. Drag to Icon in System Tray

3. Drag up To Goal in Main Workspace then release

4. Convert incoming email to1 of 4 data types:

1. Progress Update2. To-do3. Event4. Document

2. Right-click in any View to Import Email from Outlook To MPro

(Use this option when you have a number of emails to import at once)

Topic # 4 – Understanding the tools available for working with email

Practice Tasks:

1.Go back to your desk and drag and drop an email in as a progress update on your practice goal.2.At your desk drag and drop an email as a to-do on your practice goal3.Use the import to highlight and import 3 email at once into your progress updates on your practice goal

Practice Tasks:

1.Go back to your desk and drag and drop an email in as a progress update on your practice goal.2.At your desk drag and drop an email as a to-do on your practice goal3.Use the import to highlight and import 3 email at once into your progress updates on your practice goal

Working in the User List and Calendar with To-dos, Events, Progress Update and prioritized records

Entering directly into the Calendar and List Push and Drag “show in calendar” from the Main Workspace view as a priority setting Working in the List Views; history range, sorts & search

1. Enter new to-dos and events Right-click in Calendar and choose

Add a new Event or Add a new Todo.In the User List, make sure you are onthe tab displaying the record type youwant to add, then select Add fromright click option.

2. Show in Calendar enables you to view prioritized goals directly in your calendar

Right-click in Calendar andcheck preferences “Show Goal Calendar items”

Highlight a Goal in the Main Workspace ViewRight-click and selectShow in Calendar

Goals are Pushed/DisplayedIn Calendar View. You candrag up or down to specific Time slots in the Calendar

3. Display Date Range shows a filtered list of records based on if they were entered in the past 30, 60, 90 days or All.

4. Clicking in the Column Header enables you to Sort in Ascending or Descending Order

User the Right-click Find/Search feature to quickly find Records

Topic # 5 – Managing your Calendar & Todo ListPractice Tasks:

1.Enter new to-do and event in your calendar2.Change time of to-do using details view, and then by dragging3.Change duration of event by dragging4.Add your practice goal to your calendar; drag to 4pm for review5.Change date range of your to-dos to 90 days6.Sort to-dos in User List by date, then by title

Practice Tasks:

1.Enter new to-do and event in your calendar2.Change time of to-do using details view, and then by dragging3.Change duration of event by dragging4.Add your practice goal to your calendar; drag to 4pm for review5.Change date range of your to-dos to 90 days6.Sort to-dos in User List by date, then by title

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Topic #6– User Priority, Filters, Search, & Understanding Roll-ups

Sorting by Priority & Creating Filters

 

Sort by column values “Done” and “Lead Person” buttons Pre-defined filters Apply up to 4 custom filters

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Columns & Filters1. All column headings in views and User lists are sort-able by clicking on the right side of the column

2. The Done & Lead Person buttons represent display/don’t display filters

3. Clicking in the Select Filter box offers the user access to pre-defined filters

4. Clicking on the Manage Filters offers the ability to filter view with up to 4 concurrent filters

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Practice Tasks:1. Use the various views in the sample db to sort by date, then by priority, then by pick-list value2. Activate the “Lead Person” filter to view all goals you are assigned lead to3. Use the “Priority 1” filter to view only records assigned a priority of 1, reset then create that view manually

Practice Tasks:1. Use the various views in the sample db to sort by date, then by priority, then by pick-list value2. Activate the “Lead Person” filter to view all goals you are assigned lead to3. Use the “Priority 1” filter to view only records assigned a priority of 1, reset then create that view manually

Topic #6 (cont.) – Using Find/Search. Understanding Roll-Ups

Search (and Find)Roll-Up of fields

 

To quickly find a record, either FIND; searches all records by first word in title SEARCH, searches all records by any word Rollups, (Start & Due Date, Status and Risk)Manual and Ignore checkboxes

Practice Tasks:1.Click Find and view all records you can see by title2.Click Search and view all records containing the word ManagePro

Practice Tasks:1.Click Find and view all records you can see by title2.Click Search and view all records containing the word ManagePro

Find & SearchThe ribbon or right click option of Find provides two levels of searchcapability

Roll-upsStart & Due date, as well as Status and Risk value roll up the outline (from sub-goal to parent). Manual checkbox interrupts the rollup process from below, Ignore stops the current value from being rolled up. Fields that are not rolled up are indicated by a blue triangle in the upper right corner.

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Topic # 7 - Managing Meetings & their Progress Updates:

Keeping meetings on track; and keeping all it’s Updates (and To-Do’s ) easy to find

Preparing for a meeting Adding updates during/from the meeting Printing Meeting Minutes

Practice Tasks:1.Create an agenda by assigning StaffMtg in the Who field.2.Create a couple of quick progress updates and to-dos, then build a Quick Meeting Minutes Report with the last progress update and to-dos

Practice Tasks:1.Create an agenda by assigning StaffMtg in the Who field.2.Create a couple of quick progress updates and to-dos, then build a Quick Meeting Minutes Report with the last progress update and to-dos

Preparing for a Meeting1. Make sure a meeting is configured and assigned to a business group you have access to. Then create a meeting agenda by assigning the meeting (in the Who field dialogue) to all records to be covered in the meeting.

2. Review the meeting agenda you have created by selecting the meeting from the People/Meeting user drop down menu.

Note: if an agenda without hierarchy goals displayed is desired, create a special meeting view using the view configuration.

During the Meeting1. As a property or project task is discussed, select that record and capture the conversation content in a progress update, or update the latest summary in the Goal Details view

2. Capture anyassignmentsor commitmentsas to-dos attached to the samerecord + enter the meeting initials in the Who field

Meeting Minutes Report1. Need to print up meeting minutes? Use the Print/Quick Report and add the latest progress updates and to-dos to the print output

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Topic #8- Basic Fundamentals in Printing Reports

Reports and Print Options

  Quick Report features Report Designer

1. Quick Report

Quick Report prints your View based on selected criteriaOr you Select Layout and Configure.

Note: This option will cover 90% of your print/report needs.

2. Print Current View and Print Selection

Print Current View or Print Selectiontakes you to the Report DesignerGallery of pre-defined reports

Highlight one of the reports and Click review Report

3. Print Outline Print Outline creates a report of the

outline view expanded as displayed

Custom Reports enables you to configure your own reports or request PST to configure for you

Practice Tasks:

1.High light a range of practice goals and do a quick report preview that include to-dos and progress updates below each record2.High light a range of practice goals and do a quick report preview that include the last progress update at the far right side of the report3.Do a Print outline of all the goals assigned to you after they are fully expanded4.Configure a layout

Practice Tasks:

1.High light a range of practice goals and do a quick report preview that include to-dos and progress updates below each record2.High light a range of practice goals and do a quick report preview that include the last progress update at the far right side of the report3.Do a Print outline of all the goals assigned to you after they are fully expanded4.Configure a layout

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Topic #8 (cont.) – Direct Print and Export to Excel

Reports and Exporting to Excel

 

Printing in the Gantt Chart and Dashboard Views Exporting to Excel

Printing Gantt Chart and DashboardViews• Right-click in the Gantt Chart view• Click Print

Right-click in the Analytics View and select Print to print each Pivot Table

Export to Excel• Right-click in the Main Workspace View• Select Export |Excel Spreadsheet

• Right-click in the Analytics View and choose either Copy to Clipboard or Export to Excel

ManagePro Automatically exports your highlighted records directly into Excel for Report Configuration

Practice Tasks:

1.Do a print preview of the Gantt Chart view/Project Funded sub-tab2.Export the Outline to Excel3.Export 1 dashboard to Excel, a 2nd copy to clipboard, then paste into Excel sheet from 1st dashboard

Practice Tasks:

1.Do a print preview of the Gantt Chart view/Project Funded sub-tab2.Export the Outline to Excel3.Export 1 dashboard to Excel, a 2nd copy to clipboard, then paste into Excel sheet from 1st dashboard

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Topic #9 Project Management

Project Management Tools

Project Planning in Outline & Gantt Chart, with or without dates Linking dependencies Resource Allocation Process & Views

Practice Tasks:1.Create a 3 line item project, set dates, required hours and user assignments to each. Note the effects of changing % of user assignment. View results in both resource allocation tab views.

Practice Tasks:1.Create a 3 line item project, set dates, required hours and user assignments to each. Note the effects of changing % of user assignment. View results in both resource allocation tab views.

1. Project Planning1.1 The Main Workspace & Gantt Chart views are the most common views to

initiate project planning. Projects are structured around a tree or outline format in both views to organize the process. Datesroll-up the outline and can be entered at any time.

1.2 Durations are based upon Monday-Friday work day, minus whatever holidays have been identified in General Preferences. Start/Due Date time are set by default to 8am & 5 pm. % complete only rolls-up if using Weighted % complete field.

1.3 Duration displays in Outline view can be customized to display multiple date fields and durations.

2. Linking Dependencies2.1 Records are linked to support Finish – Start dependencies by using

the Link Activation button in the Gantt Chart view, then clickon predecessor record, hold left mouse button down and drag dependency arrow to 2nd record.

3. Resource Allocation Process & Views3.1 Records are flagged for Resource Allocation using the following components: 1. Assigning an hourly requirement using the Hours Required field;

2. Checking the Resource Allocation check box (may need to add to view) 3. People are assigned a % of their day to line item throughout its duration, 4. Actual time worked toward the goals is tracked via Time Card entries or import from outside time keeping systems.

3.2 Two primary Resource Allocation views are provided: 1. The Resource Allocation displays hours required, % resourced, etc on a by-product basis (see above). 2. The People & Meetings Resource Allocation displays relative allocation

and specific projects on a by-person basis.

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Topic #10 Performance Management & Scorecards

Creating Scorecards to track progress &

trends 

Scorecard configuration & Setting the Performance Flag Using the results fields – Source data for scorecards Viewing scorecards

Practice Tasks:1.Create a scorecard using a practice goal of increasing web traffic to your site. Set the target to 100,000 visitors/month, color ranges at green >= 100,000, yellow >= 70,000 and add 3 progress updates to view trend.

Practice Tasks:1.Create a scorecard using a practice goal of increasing web traffic to your site. Set the target to 100,000 visitors/month, color ranges at green >= 100,000, yellow >= 70,000 and add 3 progress updates to view trend.

1. Quick Overview of Performance Scorecard Setup1. To setup a record with a scorecard, in the Goal Details view click the Scoring tab to define scoring specifics.2. Type refers to the format for the type of data you will be tracking in the Results field, e.g. $, % of #, and whether or not the

Results field will be reflecting averages from sub-goals. Onmost properties the Results will reflect the current IRR value.

3. The Target is the metric for the objective, ex. The Rate of Return on Investment.4. Set which color globes will represent what range of data values

using the variables and range fields5. The Results value determines how the trend indicator is computed 6. If scoring the performance is to be used for personal review, check the performance checkbox (may need to be added to view) and confirm

lead assignment. Only records checked for performance revieware transferred to ReviewWriter for automated reviews

7. Calculated fields can also function as scorecards, by defining a color globe range.

2. Results – the foundation of the tracking performance 2.1 The Results value, is taken from the latest progress update and

the value contained in its results field – see the Progress Updatesequence of results entries in the goals detail form

2.2 Note: additional Results fields (userdefinedresults) can be added to progress updates. Although not directly part of a scorecard, they can be

displayed in the view or serve as a basis for calculated fields.

3. Viewing Scorecards3.1 The Target based Scorecards are viewed in the Scorecard tab, calculated field scorecards are viewed in Main Workspace

Gantt Chart and Scorecard views. Note: Only records with a completed scorecard configurationare displayed in this view, only scorecards with more than one progress update display a trend arrow 22

Analytics Dashboard & Graphs

Using Pick Lists to Establish Analytic Critieria Analyzing Properties by Data Types Sorting data using Drag and Drop Converting pivot tables to dashboard graphics

Practice Tasks:Using Sample db, change analysis from geo region to product type and graph % of total

Practice Tasks:Using Sample db, change analysis from geo region to product type and graph % of total

Working in the Analytics tab

1. Prior to working in the Analysis tab, you will need to define the criteria (either numbers or Pick-List field values) by which you will be “analyzing” the records, and enter those criteria values for each record. You will also need to consider how you will only include only the records pertinent to your analysis (by filtering).

2. Each view displays database based upon two criteria:1. Which fields have been dragged into and are active in the pivot table and2. What filter has been applied to the data (right click option).

3. Any pivot table can be switched back and forth as a graphical displayof one of the data columns at any time (right click option).

4. Right click options allow you to configure the format of columns, specifywhich columns to graph, what type of graph and add columns such as % of Total.

5. Any pivot table or graph can be copied to your clipboard and pasted into Excel, helpful if you are creating a composite dashboard display within an Excel format

6. Any configurations to the views are temporary, unless you have been granted configuration rights by the db admin.

7. Sort-based analysis is available with Main Workspace and Gantt Chart views by clicking to the right side of the column name

Topic#11 Portfolio Management & Analytics

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Tracking & Executing a Strategic Plan

Growth-based initiatives only Adding and linking records to Strategic Plan Displaying Strategic Plan (and scorecard performance)

Resources:

1. http://www.managepro.com/m9portal.html

2. Performance Solutions Consulting – (877) 487-3001

3. Trainer - Sandra Harley SandraH@ManagePro.com

Resources:

1. http://www.managepro.com/m9portal.html

2. Performance Solutions Consulting – (877) 487-3001

3. Trainer - Sandra Harley SandraH@ManagePro.com

1. Strategy Assumptions1.1 Strategic Initiatives should be growth based. Whether they address actions, intent, values, etc, they should be defined in the

strategic plan only if they drive growth.1.2 Strategic goals only exist if they are measured (& supported by activities

& review)1.3 Strategic plans should be focused and light (no extended outline), supporting

projects and activities belong in “Operations” db area

2. Adding and Linking to Strategic Plan2.1 Strategic plan goals and initiative are added to strategic plan with right click option 2.2 Projects and actions supporting the strategic goals are linked to a specific (only one)

strategic goal via right click

3. Three options for displaying Strategic Plan3.1 Within the Main Workspace view use the Strategic Highlight filter to see supporting

projects for each strategic goal3.2 Within the Map view, use the Strategic tab to view the supporting projects

for each strategic plan with Target, Results and Score values3.3 Within the Scorecard view all records with scorecards including,

strategic plan, or configure a viewusing the “View is Strategic Alignment”option to display all line items alignedunderneath the strategic goal they support.

Topic #12 Strategic Planning & Execution

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