HOW DO I USE STRATEGY MAPS?

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1 HOW DO I USE STRATEGY MAPS? SCOPE & STRUCTURE OF THIS HOWDY An overview of the Strategy Map An explanation of how create a new map What all the items on the toolbar and menus do How to format your map How to export your map How to include your map in a report Viewing Maps in the Home Portal Jargon that you ll need to know Element Grid This describes each object that is placed on the strategy map, i.e. each text box, PI, Scorecard Hierarchy etc. Each element has a set of properties which can be set to adjust the look and feel. This is the area where you draw your Strategy Map, an everexpanding space where elements are dropped into. Navigation for this Howdy Go to Views topic in the navigation panel at bottom of screen and select Strategy Maps from the sub-options available. Please note: the topic buttons on your navigation panel may not match with the default layout described here. COVALENT 1 of 19 Last updated 14/03/2014

2 PURPOSE & OVERVIEW OF STRATEGY MAPS Strategy Maps are a way of providing a macro view of an organisation's strategy. They provide a diagrammatic view that describes how an organisation creates value by connecting strategic objectives in explicit cause-andeffect relationship with each other. As all of the information is contained on one page, this enables relatively easy strategic communication among executives and to their employees. In this way alignment can be created around the strategy, which makes a successful implementation of the strategy easier. Covalent Strategy Maps work in association with Scorecards and provide a more pictorial one-page summary of a scorecard (or part of a scorecard) organised as a series of interconnected elements in an organisation chart-like view. This provides an alternative view to the Windows Explorer folders layout for Scorecards; drill down in Strategy Maps is done by clicking on a part of the map to access the next layer down as opposed to expanding the folder out, as in Scorecards. This is an example of a Strategy Map using the elements described later in this document: COVALENT 2 of 19 Last updated 14/03/2014

3 HOW TO CREATE A STRATEGY MAP Click on the New button into the top left-hand corner of the screen to create a new Map. Within the Diagram Tab, you will be shown a list of all the scorecards you have on your site to allow you to choose elements in these scorecards to pull into your map. You can add items from one or more scorecards onto the same Strategy Map, for example you might have elements you want to pull together from both your Corporate Plan Scorecard and your Service Plan Scorecard. The General tab is where you setup the code and title for your map, and the ownership options available, which follows the same conventions as ownership elsewhere in the application. You can link your strategy map to other Actions, PIs, Risks or Categories stored in Covalent. BUILDING YOUR MAP Click on the Diagram Tab, this is where you see your drawing grid and where you build the map. To first add some scorecard elements, open the scorecard of your choosing using the blue cross button, and keep expanding this until you see the element you wish to add to your map. In the example below we ve added the theme Affordable Housing from the Corporate Priorities scorecard. To add this element, click and drag it into the drawing grid area. The theme is surrounded by a green border with square handles ; this is to allow this item to be resized. Click and drag on any of the green handles to set the size. Clicking and dragging anywhere other than the green handles will give you a white cross as your mouse icon, and will move the element anywhere on the grid. About the Grid The grid is an ever expanding area for you to draw on, if you draw something in the grid and you realise you would like to draw extra elements above or below, left or right then you can do so by clicking on the element and dragging it around the grid. The drawing area will continue to expand as you drag allowing you complete flexibility over where you place each element. COVALENT 3 of 19 Last updated 14/03/2014

4 With the theme selected you can now set the properties of this element. At the bottom of the screen beneath the list of scorecards there are two tabs which allow you to switch this list view from the list of scorecards to the properties of this element. Clicking on properties gives you the options available for the element selected. Notice at the top of this list it shows 1 element selected, this is because you can select more than one element and set the properties of them all at the same time. We have added a scorecard hierarchy element and therefore have certain properties available, for example we can see the number of Actions, Risks and PIs beneath this level. We can choose to show red, amber, and/or green and zero values. And we can show the icon for the element, the code, title and description where available. If we switch on all of these items on the Affordable Housing theme, it now looks like: Note: Only items that are immediately attached to this scorecard hierarchy show in these counts. The Strategies wording is overlapping with the red icon in the example above, so we have the layout settings to allow us to change this altering the horizontal and vertical gaps and the title width will change how this looks. As you can see this becomes much more evenly spaced. COVALENT 4 of 19 Last updated 14/03/2014

5 We can link this element to another strategy map, which allows you to navigate between different strategy maps by double-clicking on the element and the target map will open within a new tab. You can then build smaller maps and navigate through them, should you wish to do so. You will see a black arrow in your element to indicate a linked scorecard, i.e.: The next group of settings (position, shown above) relate to the location and size of the element. If you just had one element selected you would probably move this around the Map using the mouse to put it in the position required, but if you have lots of elements selected you may want to make sure they re all the same width or height or, using the X and Y co-ordinates, you can also ensure that multiple elements are neatly aligned without using the guesswork of using the mouse to move each one. There is also a set of buttons to achieve this and this is covered under the toolbar and menus chapter later in this document. The Panic? Overlay settings allow you to choose how you show the Panic? Red/amber/green/unknown colour on the chosen element. Choose from Ignore, Header, Icon Only or Full. The final properties for this element are to do with the style. The Filled checkbox will fill the element with a colour of your choosing, as specified by the background colour. Unchecking this will make the element transparent and you will see the grid beneath this may be useful if you re overlaying elements and want to see what s underneath. The Weight and Corner Radius options allow you to change how the border of the element looks. In the example below we ve unchecked the filled checkbox, and set a thicker line with a radius of 20 giving nice curved corners and the grid visible underneath. We can also alter the font, size and set the text to bold and italic, as required. And we can change the colour of the element, clicking on the block of colour for either the Background or Foreground will open the select colour dialog box and allow you to pick from some swatches or define a colour using the HSB or RGB settings. COVALENT 5 of 19 Last updated 14/03/2014

6 In this example we ve added this new background colour and set the filled tickbox to allow this colour to show as the background, our theme now looks like this: Other elements can be added to the strategy map, and they too have their own set of properties. For example, here we ve added a PI and have selected to show the gauge, the description and changed the look of the background, border and the font. Anything that can be put into a scorecard can be added to a strategy map. COVALENT 6 of 19 Last updated 14/03/2014

7 THE TOOLBAR AND MENUS There are a number of icons on the toolbar to help you organise your map drawing; each of these items are also available within the menus too and some options are only available from accessing the menus. Where there is a keyboard shortcut for the action, these are shown within the menu and are documented here; these options are: Panic? This works in the same way as the Panic? button in scorecards, pressing this will overlay each element with its Red, Amber, Green or Unknown status, for example: Undo and Redo Cut, Copy, Paste and Delete Select All and Select None This can be controlled by using the Panic? Overlay options, if you don t like the whole element coloured, then you can choose the header, the icon or you can configure this to ignore the overlay altogether. Press the Undo button to undo the last change or changes made, pressing Redo will reapply the change that has just been undone. Shortcuts: Ctrl + Z for Undo Ctrl + Y for Redo This will apply to the element or elements you have selected; you can cut or copy and paste an element from one Strategy Map to another, or copy elements to the same Map. Delete will remove that element from your Strategy Map, but not delete anything from the scorecard. Shortcuts: Ctrl + X for Cut Ctrl + C for Copy Ctrl + V for Paste Delete key for Delete Clicking select all will select everything within your Strategy Map, you may want to align everything and this is a quick way to do this for all your elements. Select none will remove the selection. Shortcuts: Ctrl + A for Select All COVALENT 7 of 19 Last updated 14/03/2014

8 Print Edit Menu: Draw Lines, Rectangles, Ellipses and Text Clicking Print will ask you to choose one of the following formats: Choose your required image and this will open in a new browser window, in the same way as printing from a query; this is then ready to be printed. Note: If you select only part of your map, then only this part will be printed; if nothing is selected, the whole map will be printed. You may want to draw a rectangle or ellipses to border some other elements on your Map. Click on either the rectangle or ellipses button and click and drag within the grid, when you release the mouse button the drawing will appear. Also within the Edit Menu there is the option to draw lines and text boxes too You can use the line to draw a straight line, or a shape. To draw a shape, click and drag to draw a single line, as the line drawing tool will still be switched on, click on the handles of the line to draw another line, linking the two together, for example: You can then continue to click on the handle and join the two ends of the lines together, to make a complete shape this shape can then be filled. This allows you the freedom to draw any shape required, for example you may like to draw a large arrow: Each of these drawing objects will have their own properties so you can change the look of the element accordingly. They can be copied and pasted to reproduce the same shapes throughout your Strategy Maps. Once you have finished using any of the drawing tools, choose the Select option to return to a selection too. COVALENT 8 of 19 Last updated 14/03/2014

9 Insert Menu Align Menu Insert Image Bring to Front, Send to Back, Bring Forward and Send Backward You may want to add an image to your Map, for example your organisation's logo. Click the image button and a list of available images will appear. This shows any images that have been uploaded to your Documents vault that have the Allow use as image option ticked, and also the default logo for your site. Select the image and click OK to add it to the Map. The image can be re-sized and moved in the same way as other Map elements. Each element is in a layer on the drawing grid, this allows you to move elements up or down a layer and decide which should be above or below another. For example here the red circle is on top of the blue square: When you press send to back, with the red circle selected, the layer changes to: Left Align, Right Align, Centre Align, Top Align, Bottom Align and Middle Align Also in the Align Menu you can choose to bring the selected element(s) forward or backwards by one level. For example if you have three elements layered together, clicking on the lowest level (3 rd ) element and choosing bring forward will move this up to the second level. Shortcuts: Ctrl + Shift + F for Bring to Front Ctrl + Shift + B for Send to Back Ctrl + F for Bring Forward Ctrl + B for Send Backward This will align a multiple selection of elements. If you are aligning to the left, for example, it will align all elements to the same as the one the furthest to the left; this applies the same principle if you re aligning right, top or bottom. You can align: Left all with the same left edge Right all with the same right edge Centre all aligned to the centre point vertically Top all with the same top edge Bottom all with the same bottom edge Middle all aligned to the centre point horizontally COVALENT 9 of 19 Last updated 14/03/2014

10 Group and Ungroup Grouping elements together allows you to fix the position of one element relative to another and prevents them being moved independently. For example, you may have a PI with an arrow that points to another PI and you want to lock the arrow in place between these two elements, grouping these three things together will prevent the arrow from being moved accidentally. For example, these three elements are joined and they now have one green set of handles around the entire group to show they can t be moved independently. The can be moved, resized, or properties set as a group. To remove this grouping, to allow independent modification, click on the Ungroup button. Tip: Don t forget to select more than one item before grouping by either: Clicking on one item, then holding the control key click on other elements; Click and hold the left-hand mouse button while you draw a square round a number of elements; or Use the Select All menu item as described above. Shortcuts: Ctrl + G for Group Ctrl + U for Ungroup COVALENT 10 of 19 Last updated 14/03/2014

11 View Menu Snap to Grid View Menu Grid Preferences When the snap to grid is switched on (the default is for this to be switched off) you will notice that moving elements around the grid you will only be able to place them aligned with the gridlines. This helps if you are aligning your elements manually. The Grid Preferences will bring up the following popup menu: Where you can decide increase or reduce the grid size, change the colour of the gridlines or remove the grid completely. COVALENT 11 of 19 Last updated 14/03/2014

12 ADDING FORMATTING TO YOUR STRATEGY MAP We ve already seen how you can format your elements to show a specific background and foreground colour, and how you can add basic rectangles and ellipses to your Map. Let s look at this in some more detail and see how you would build up layers of elements to give the required look to your Maps. Drawing a Rectangle To start with on a blank grid we ve added a rectangle, the properties of which we ve changed to show a filled grey background with a heavy, rounded border. COVALENT 12 of 19 Last updated 14/03/2014

13 Adding some Text We can now select the Draw Text tool, and draw a square within the grey rectangle where we can enter some text. The text is entered as Example 1, the font fact to Broadway to give us a nice bold font with the size 24. The foreground colour is blue and the alignment of the text within the scope of the text box has is centred vertically and horizontally. The result of the text box is: This is now layered with the rectangle at the bottom level and the example text on top. COVALENT 13 of 19 Last updated 14/03/2014

14 Add a Scorecard Element To add a Scorecard element, click on the Scorecards tab and in this example we will locate an Action and add this into our map, which is then resized using the mouse to fill the space below the text. The Progress bar, Dates and Sub-actions are switched on to display within this element. Copy and Paste The next thing we want to do is copy these three items. To select all you can do this in three ways: Use the Select All button (shortcut is Ctrl +A); or Position your mouse above and to the left of the top-most element, click and drag the box to select all items as each item is selected there will be a pink box to show it s been selected; or Click one element hold the control key and click each element until they all are selected When everything has been selected it will look like this: The pink lines show that more than one item is selected and as they re surrounding each element individually you know that they re not grouped together. To copy all of these items, press the copy button anywhere on the empty grid and press paste., click The three items are pasted in the top-left hand corner of the grid, and may overlap elements already present. They can then be moved around the grid to your desired location. COVALENT 14 of 19 Last updated 14/03/2014

15 Send to Back/Bring to Front After pasting, as showing in this example, the copy and paste has not necessarily put the elements into the right layer order, the Action is at the bottom, followed by the text with the grey box on the top. To move these to the right order we need to send the grey box to the back; click on this box and press the Send to Back button. The order is then changed, as follows: We can now arrange the elements to show as required, here we ve moved them with the mouse and relabelled the text Example 2. This gives us two identical boxed containing the same Action. COVALENT 15 of 19 Last updated 14/03/2014

16 Group and Ungroup We may want to prevent these elements from being accidentally moved by grouping them together. To select all elements just for one of these boxes, click and drag to surround just the items you need, they will have a pink border as shown earlier. Click on the Group button and you will now have a single green line surrounding the group and you won t be able to move each element individually. Ungroup will reverse this action. DRAWING SHAPES The line tool allows you to draw not only lines, but also a freeform shape. To do this you use the line drawing tool which is in the Edit menu. Build up your shape by drawing a set of straight lines, starting subsequent lines on the green handles of the previous line, i.e.: And finally join the two ends together to form a shape. This shape is now one element and can be filled, the line colour, weight and pattern changed, for example: COVALENT 16 of 19 Last updated 14/03/2014

17 Continue to experiment with the formatting of your own Strategy Maps! The drawing can be as complex as you like using this drawing tool, for example these are some drawings done during the development phase of this product, which show the levels of complexity you can achieve! HOW TO EXPORT YOUR STRATEGY MAP Strategy Maps can be copied and pasted into another document, for example a word document. To do this select your entire map, or you can just choose a set of elements you wish to copy, and right-click and choose Copy you can also use the shortcut Ctrl + C. Note: depending on the number of elements you ve selected, it may take a few seconds to copy your map to the clipboard. Open your Word document (or whichever application you are pasting into) and choose Paste Special and paste this as an image file, the Picture (PNG) format works the best for this. Maps can be printed by using the print button on the toolbar, which is explained in the The Toolbar and Menus section above. COVALENT 17 of 19 Last updated 14/03/2014

18 HOW TO INCLUDE YOUR MAP IN A REPORT A Report Dossier can combine other Covalent reports, external documents and/or Strategy Maps into a single document. Create a new dossier from the report central screen, for detailed instructions on how to do this refer to the Howdy ADH10 Setting Up a Report Dossier, and from the Composition Tab click on the Add button and choose Strategy Map. Choose the map you want to display from the list that comes up and it will then appear on the Composition Tab. Tick the use panic status overlay? checkbox if you want to print your map with the red/amber/green colour status overlaid on to the elements in your map, this has the same effect as clicking the Panic? button, as described earlier in this document. Add any other strategy maps, or other types of document, to your dossier in the same way; when you re happy with the content click on the Publish tab. Click on the Add button to choose a format for your published report, save and you can then generate the final document. Dossiers can be schedule to run automatically by using the scheduling options in the Options button. COVALENT 18 of 19 Last updated 14/03/2014

19 VIEWING MAPS IN THE HOME PORTAL Strategy Maps can be viewed from within the Home Portal in two ways. A gadget can be added to show a list of all Strategy Maps, and clicking through on each one will take you to the Strategy Maps screen. You can also show the full diagram on the home page with the Map gadget by selecting the Strategy Map from the drop-down list, as shown here: SEE ALSO Online TUTORIAL Training LESSON Related TOPICS STRT1 Creating a Strategy Map STRL1 Working with Strategy Maps VWH3 View Scorecards ADH3 Build and Use Scorecards ADH10 Setting Up a Report Dossier COVALENT 19 of 19 Last updated 14/03/2014

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