1 Strategic Planning Matrix v1,0 User s Guide

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1 1 Strategic Planning Matrix v1,0 User s Guide Page 1

2 2 Strategic Planning Matrix v1,0 User s Guide Table of Contents Introduction... 4 Core Strategic Planning Matrix Concepts... 4 Metrics... 4 Matrix Properties... 4 Projects... 4 Strategies...5 Tactics...5 Key People...5 Strategy Owners...5 Strategy Viewers...5 Islands...5 Strategic Matrix Grid...5 Recommended Implementation Steps... 6 Part One: Outlining your Strategies and Goals... 6 Step One: Identify your Strategy Owners... 6 Step Two: Define your Strategy Viewers... 6 Step Three: Define your Metrics... 6 Step Four: Define your Tactics and Projects... 6 Part 2: Creating and Displaying your Strategies...7 Step One: Set Module Properties...7 Step Two: Setting Island Permissions...7 Step Three: Manage Strategies...7 Step Four: Manage Metrics...7 Step Five: Manage Tactics...7 Step Six: Manage Projects...7 Step Seven: Displaying your Content...7 Managing Strategies... 8 Creating Strategies... 8 Editing Strategies... 9 Page 2

3 3 Strategic Planning Matrix v1,0 User s Guide Deleting Strategies... 9 Archiving Strategies Managing Metrics Creating Metrics Editing Metrics Archiving Metrics Deleting Metrics Managing Tactics Creating Tactics Editing Tactics Archiving Tactics Managing Projects Creating Projects Editing Projects Archiving Projects Working with Matrix Properties Editing Matrix Grid Headers Editing the Island s Skin Setting Properties for the Two Optional Links Working with the Strategic Matrix Grid Island Expanding and Collapsing the View Viewing individual items Viewing a Strategy s Details Module Properties Page 3

4 4 Strategic Planning Matrix v1,0 User s Guide Introduction The Strategic Planning Matrix Application is designed to help your business engage employees in business goals through transparency and interaction. This is accomplished by displaying the strategies, tactics, metrics and projects on the Strategic Planning Matrix Grid Island. This application does work with the Passageways Dashboards module to provide dynamic visualizations of your company s success. (For additional information on the Dashboards Module please visit support.passageways.com) Core Strategic Planning Matrix Concepts There are some core concepts and terms that you should be familiar with when dealing with the Strategic Planning Matrix. These terms will give you a fundamental understanding of several of the terms used in the application and how they impact the overall Strategic Planning Matrix application. The image below represents the dependency projects and tactics have on the overall strategy set by your organization. Note, Metrics can be added to show the progress/status of the strategy and tactics. Strategy Tactic Metrics A quantifiable measure that is used to track and assess the status of a specific business process. Achieving goals is easier when you break the larger strategies down into microcosms. Assigning achievable metrics to each of your strategies will aid you in focusing on the important aspects that create the larger success. Utilizing the metrics component of the Strategic Planning Application does depend on the use of the Passageways Dashboards Module, for specific instructions on creating your visualizations please reference our Dashboard Administrator s Guide. Matrix Properties Matrix properties are the individual display headers, font and other options you can customize within the strategic planning matrix island. Projects Project Specific activities designed to achieve your strategic goals. These are the collection of definable actions your organization will engage in to achieve the overall strategy success. Page 4

5 5 Strategic Planning Matrix v1,0 User s Guide Strategies Strategies are the broad concepts of growth areas your company is looking to achieve. These strategies are added to the Strategic Planning Matrix so that they may be communicated through your portal. Tactics Tactics can be built in the Strategic Planning Matrix in order to create manageable portions and aid in the budgeting of your organizations goals. Tactics utilize specific resources to achieve sub-goals that support your organization s strategies. Key People There are two main types of permissions that you will want to be familiar with for the Strategic Planning Matrix; Owners and Viewers. Strategy Owners Strategy owners have the ability to add, edit, change and delete strategies for the organization. Typically these owners are members of your organization s executive team. Strategy Viewers Viewers are the members of your organization who have the ability to see the strategies they have been granted permissions to view. These strategies will appear on the Strategic Matrix Grid Island. They can be other strategy owners or just stake holders. Islands The Strategic Planning Matrix has one island that can be added to workgroup pages the Strategic Matrix Grid. Strategic Matrix Grid The Strategic Matrix Grid Island allows users to view all of the strategies, tactics, metrics and projects they are viewers of. Page 5

6 6 Strategic Planning Matrix v1,0 User s Guide Recommended Implementation Steps You can implement the Strategic Planning Matrix in several different ways and each organization has their own take on implementing a new tool. We have provided some basic steps that you can follow to help roll out this application. Part One: Outlining your Strategies and Goals The first part of implementing the Strategic Planning Matrix is to outline your organization s strategies and breaking them down into measurable metrics, tactics and projects. This is a two part process, including, in some cases creating visualizations using the Dashboard Module. Step One: Identify your Strategy Owners Define the list of Owners for each strategy. Who will be able to manage the details (metrics, projects, and tactics) for the strategy? These individuals are often members of your executive team. Step Two: Define your Strategy Viewers Who should be able to view your strategies? Are there certain strategies that only certain employees should have access to? Make a list of those individuals for each strategy. Step Three: Define your Metrics Define the list of Metrics associated to each strategy. The following are a list of questions you can use to find the best metrics for your organization. Does the Metric need a dashboard associated to it? Does the dashboard already exist in the dashboards module? o If yes, then you will be able to select that visualization when you create the metric. o If no, then you will need to create a new visualization Decide what type of visualization item will be used. Decide and create the Data Source that will be used for the visualization. Step Four: Define your Tactics and Projects Define the list of Tactics and Projects associated to each strategy. It is helpful to define the list for these two items simultaneously. A single project will be related to a specific Tactic within a strategy. Define the Project list that will be executed to accomplish this strategy. You will select a specific Tactic within the strategy to display this project. Page 6

7 7 Strategic Planning Matrix v1,0 User s Guide Part 2: Creating and Displaying your Strategies Now that you have organized and thought out your strategies, metrics, tactics and projects, it is time to create them in the Strategic Planning Matrix. The following steps will outline the process. More detailed information in creating, editing, archiving and deleting can be found within this guide. Step One: Set Module Properties The first step in creating strategies is setting up the module properties. A detailed list of all property values can be found at the end of this guide. Step Two: Setting Island Permissions If you have not already done so, you will want to determine which roles should have access to the Strategic Planning Matrix s Island. In order to set the island access go to Module Tools > Strategic Planning Matrix> Island Access. (Roles are groups of users who have similar business functions and were created by your portal administrator for your organization s portal. For additional information on Roles please see our Portal Administrator s Guide) Step Three: Manage Strategies From the manage strategies node create your organization s strategies, using the New Strategy button. Detailed instructions can be found in the Creating Strategies section of this guide. Step Four: Manage Metrics Using the manage metrics node create your organization s metrics and associate them with the correct strategy. Detailed instructions can be found in the Creating Metrics section of this guide. Step Five: Manage Tactics Next, using the manage tactics node create and associate your organization s tactics with each of the strategies created. Detailed instructions can be found in the Creating Tactics section of this guide. Step Six: Manage Projects Last, using the manage projects node, create the projects and associate them with each of (tactics). Detailed instructions can be found in the Creating Projects section of this guide. Step Seven: Displaying your Content The last step is displaying the content in your portal. Select the page you wish to display the Strategic Matrix Grid Island on and add it to your workgroup page. The content will be displayed for the viewers in your organization that you have assigned viewer permission to. Detailed instructions can be found in the Working with the Strategic Matrix Grid Island section of this guide. Page 7

8 8 Strategic Planning Matrix v1,0 User s Guide Managing Strategies The first step in setting up your Strategic Planning Matrix is building the foundation of your organization s goals. Your strategies. You create, edit and delete these strategies from the Manage Strategies Module tool. Manage Strategies Creating Strategies Using the Manage Strategy node on your navigation tree select Manage Strategies. To create a new strategy select the New Strategy button. Next select to display or not display on the Matrix Island and give your strategy a name and description. The description will show on the strategic planning matrix island, allowing the viewers to have a better understanding of the overall strategy. In some cases you may be creating a future strategy or a strategy that will be needed in the future and you are not ready to display this to you users, selecting not to display it allows you the ability to create the strategy and choose when your viewers can see it. Finally select your strategy owners and viewers. 1. Show On Matrix 2. Strategy Name 3. Strategy Description 4. Select Owners 5. Select Viewers 6. Confirm and Save Page 8

9 9 Strategic Planning Matrix v1,0 User s Guide Editing Strategies To edit a strategy use the Manage Strategies node, and select the edit button. Here you can edit the name, description, owners and viewers. Edit Strategies Deleting Strategies To delete a previously created strategy, use the delete button or red X pictured above. You are asked to confirm your request and then the strategy will be deleted. Please note that a strategy with a strategy-metric relationship cannot be deleted. You will need to first remove the related items then delete the strategy. Delete Strategies Page 9

10 10 Strategic Planning Matrix v1,0 User s Guide Archiving Strategies Archiving a strategy will remove it from the strategic grid island. In most cases it will be a strategy your organization has retired from the previous year. To archive a strategy that is no longer needed, select the edit button, then check the archive strategy box at the bottom of your edit screen. To view archived strategies, you will use the View Archives button on the manage strategies page. (Archiving a strategy will automatically mark all metrics, tactics, and projects associated to the strategy as archived.) Archive Strategy Page 10

11 11 Strategic Planning Matrix v1,0 User s Guide Managing Metrics Metrics are the measurable components that are a critical part of each strategy. This section will illustrate how to create and manage the metrics for your organization. These Metrics are created, edited, and deleted using the Manage Metrics module tool. Manage Metrics Creating Metrics To create a new metric, use the New Metric button. Now you need to select what strategy it is associated with. Next, select if it is to be displayed on the Strategic Matrix Island. Give your metric a name and description. Now you can enter a visualization URL or select from the list of already created dashboards (to copy and paste a Dashboard URL, go to the portal page the dashboard is displayed on and copy the URL link). This is a great benefit when trying to display your organization s progress on a specific goal. Decide if you want the dashboard URL link to open in a new window and set the dimensions the visualization will display on the matrix island. 1. Select Linked Strategy 2. Show On Matrix? 3. Metric Name 4. Metric Description 6. Open in New Window? 5. Dashboard URL 7. Select Existing Visualization 8. Set Width and Height Page Confirm and Save

12 12 Strategic Planning Matrix v1,0 User s Guide Editing Metrics From the Manage Metrics node you can also select the edit metrics button. You are brought back to the edit screen, where you can edit the name, associated strategies and the visualization. Edit Metric Archiving Metrics Metrics are archived when the strategy they are associated with is archived. To view an archived metric, click on the view archive button. View Archives Deleting Metrics To delete metrics, use the delete metrics on the Manage Metrics page. You will be asked to confirm your desire to delete the metric and then a green confirmation bar will appear. Delete Metric Page 12

13 13 Strategic Planning Matrix v1,0 User s Guide Managing Tactics Now you are ready to create the tactics associated with your strategy. This section will walk you through the components of creating, editing and deleting tactics. All of which is done from the Manage Tactics Module Tool. Manage Tactics Creating Tactics Similar to creating new Strategies and Metrics, you can create a new tactic from the Manage Tactics module tool. Select the New Tactic button, associate the strategy and give your tactic a name. You can also add a description and budget amount for the tactic. Select the add tactic button to save the tactic you have created. 1. Select Linked Strategy 2. Tactic Name 2. Tactic Description 3. Tactic Budget 4. Confirm and Save Page 13

14 14 Strategic Planning Matrix v1,0 User s Guide Editing Tactics To edit a tactic you have previously created select the edit button. After completing your changes make sure to press the Update Tactic button to save all modifications. Edit Tactics Archiving Tactics Using the view archives button you can see all tactics that have been archived. This function happens when the strategy the tactic is associated to is archived. View Archives Page 14

15 15 Strategic Planning Matrix v1,0 User s Guide Managing Projects Projects are the last piece of the Strategic Planning Matrix. This section will cover how to create and edit the projects your organization is participating in. Manage Projects Creating Projects Creating a new project allows you to enter a project into strategic matrix so that you can track and optionally display the project on the strategic matrix grid island. To create a new project go to the Manage Projects node in the Strategic Matrix Module tool and then select New Project button. This will take you to a new project screen where you will then select the tactic to associate the project with. Next, choose to display the project on the island and give your project a name as well as a description. You can also select a start and stop date for the project or select N/A if not needed. You must then set a priority for the project. At this point you can also enter a project URL, if you are using a third party project management software and wish for it to be displayed, copy and paste the project URL here. Finally select the Add Projects button to save the new project you created. 1. Select Linked Tactic 2. Show on Matrix? 3. Project Name 4. Project Description 5. Start and End Date? 6. Priority 7. Project URL (Optional) Page 15

16 16 Strategic Planning Matrix v1,0 User s Guide Editing Projects To edit a project you have previously created, select the Edit Button. You can now edit any of the fields for your project. Edit Projects Archiving Projects To view an archived project select the View Archives button. Archiving only occurs at the strategy level, subsequent tactics and projects are archived when the strategy they are associated with is archived. View Archives Page 16

17 17 Strategic Planning Matrix v1,0 User s Guide Working with Matrix Properties Managing Matrix Properties allows you to create a custom look and titling for the Strategic Matrix Grid island. Using these properties to create a dynamic view increases user engagement. It is important to remember that in order for any changes made here to take effect you will need to click the save button at the bottom of the page. Manage Matrix Properties The Portal Text Editor at the top of the Properties page allows you to add a header to the top of your Strategic Matrix grid island. You can use this header to add text and/or images. Page 17

18 18 Strategic Planning Matrix v1,0 User s Guide Editing Matrix Grid Headers You can change the displayed text on the Strategic Matrix Grid Island. Using the text tools pictured below, you can edit the color, size, font and text your viewers will see. The screenshot on the right shows where each header can be edited and the screenshot on the left shows the how the island will appear. Editing the Island s Skin One of the ways to most dramatically change the appearance of your island is to change the selected island skin. The image below depicts the silk skin however there are many appearance options to choose from. Page 18

19 19 Strategic Planning Matrix v1,0 User s Guide Setting Properties for the Two Optional Links The Strategic Matrix Grid island allows you to display two links at the bottom of the island. Each of these can be clicked to open a linked visualization or open the linked visualization in a new window. These Links can be restricted to only display for certain users as well. The first link is intended to link to an external project management software but can be repurposed for any page you would like to hyperlink to. The second is intended to connect to a dashboard visualization of your choice. Page 19

20 20 Strategic Planning Matrix v1,0 User s Guide Working with the Strategic Matrix Grid Island The Strategic Matrix Grid Island provides users with an easy way to view the organization s strategic goals and subsequent projects, tactics and metrics. It is important to note that this island will only display those items that a user has been given permission to view through the Strategic Planning Matrix s permissions structure. Expanding and Collapsing the View Users can easily change their view of the matrix grid island by selecting one of two available view options: Expand All, or Collapse All. Special Note: If you are a Matrix Admin you will also see a button called Show All Strategies. Viewing individual items Users can easily open individual Strategies, tactics, and metrics by clicking on the expand and collapse arrows for each item. Page 20 Expand/Collapse Arrows

21 21 Strategic Planning Matrix v1,0 User s Guide Viewing a Strategy s Details By clicking on the name of a strategy in the Strategic Matrix Grid island you can open that strategy s details. This will show you the strategy s description, metrics, tactics, and owners. See Strategy s Details Strategy Details Page Page 21

22 22 Strategic Planning Matrix v1,0 User s Guide Module Properties When setting up the Strategic Planning Matrix it is important to familiarize yourself with all the Module Properties of the Module. These are the pieces of the application that you interact with or ways to view the information. Property Name ConnectionString Default Expand all Strategy Rows Details Page Metric Height Description Connection string to Strategic Matrix Application. Set this value to True to have all the strategy rows expanded when the island loads. Set the value to False to have all the strategy rows collapsed by default when the island loads. Set this value to define the height of metric control area. Example Value SERVER=Org;DATABASE=organization;UID=puser; ORG=J3m86ABCD;enlist=false True/ False 150, or other custom number. Allows you to create a unique view for your organization. Details Page Metric Width Set this value to define the width of metric control area. 200, or other custom number. Allows you to create a unique view for your organization. Disable Owner User Photo Expand Metrics by Default Set this value to True to hide user photos in Owners section on Strategic Matrix details popup. Set the value to False to show user photos in Owners section on Strategic Matrix details popup. Set this value to True to have all the metrics rows expanded when the island loads. Set the value to False to have all the metrics rows collapsed by default when the island loads. False/ True False/True Expand Projects by Default Set this value to True to have all the projects rows expanded when the island loads. Set the value to False to have all the projects rows collapsed by default when the island loads. False/ True Matrix Admins Role name for users that will have permission to edit all functional units of admin pages. Portal Administrator Page 22

23 23 Strategic Planning Matrix v1,0 User s Guide Take Note! Information in this document, including URL and other Internet Web Site references, is subject to change without notice. Unless otherwise noted, the example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are fictitious, and no association with any real company, organization, product, domain name, address, logo, person, place, or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Passageways, LLC Passageways, LLC. All rights reserved. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. Last Updated February 2, 2016 Page 23