Uk tips rismaexecution 4 3

Tips on how to use RISMAexecution Release 4.2

RISMA Systems A/S

Lyskær 8

DK - 2730 Herlev

Denmark

+45 70 25 47 00

[email protected]

Tips on how to use - RISMAexecution November 2015

Copyright © 2015 RISMA Systems A/S – All rights reserved Page 2

Content

About getting started .................................................................................................................. 3

About Super User’s tasks .............................................................................................................. 3

About the initiative responsible´s tasks .................................................................................. 4

About daily use ............................................................................................................................... 5

About traffic light function and status ..................................................................................... 5

About attached documents .......................................................................................................... 5

About e-mail notifications ............................................................................................................ 6

Numerical unit .................................................................................................................................. 6

About tags ........................................................................................................................................... 6

About Risma Board ......................................................................................................................... 7

About milestones ............................................................................................................................. 7

About closing, archiving and deleting initiatives ................................................................ 7

About the use of templates ........................................................................................................... 7

About using RISMAexecution during meetings .................................................................... 8

About exporting reports ................................................................................................................ 8

About reports on missing updates ............................................................................................ 8

About ensuring data discipline ................................................................................................... 9



1. About getting started The first Super User has already been given access when the system was installed.

It is recommended to have at least two Administrators to ensure that at least one person has access to the general administration section during periods of vacation or other absence. Only Administrators can for instance provide access to new users, or provide new passwords for users who have forgotten their access credentials.

1.1 About Administrators tasks Administrator must initially perform the following four tasks:

Create organisations Create new users Create overall initiatives Register who is responsible for the overall initiatives

How to create users initiatives and organisations, please see the User Guide section “1. General Administration”. The user level must be decided for every user. The user can be a Regular User, a Privileged User, a Super User or Administrator. Regular Users only have access to initiatives in which they are responsible for. Privileged Users can enter data on all initiatives within their organisational unit, and can furthermore create reports about progress on all initiatives within their organisational units. Super Users have access to all initiatives and can furthermore create reports about progress on all initiatives. Administrators have access to all functions in the system and all initiatives. Administrator is the only user type, who can create users and organisations. Members of management are typically Super users. Some managers, however, prefer to be Administrators. The reason for this could, for instance, be that the manager wants to be able to create reports about missing updates of initiatives. How to pull these reports please see, the User Guide section “2.3 List stale initiatives”.



It might be a good idea to get a management approval of the user rights. Finally, one or more responsible must be assigned to the initiative, and they must be informed, that the system is ready for their input. To register the responsible and organisations for the initiative, press the + next to the relevant heading. Look at the data entry page below. To find more information on how to add responsible and organisations to the initiative, see the User Guide section “3.0 update initiatives”.

1.2 About tasks for those responsible for the initiatives The persons responsible for the respective initiatives need to ensure, that the relevant information is registered and updated in the respective data entry pages. See a picture of the data entry page at the top of this page. The persons responsible must ensure that the following information is provided:

Description Target Deadline (Due) Attach organisation – if any

The description and the target description should be relatively short. Typically, it should not exceed 5-6 lines. It is possible to attach documents or link, if a longer description is needed – or if a formal initiative description exists. Normally, the traffic light function and the status box will not be used in connection with registration of a new initiative. If an initiative has been initiated,



before the system is taken into use, it might be relevant to fill information into these boxes. The person responsible must not only fill in information about the overall (level 1) initiative, but also create and fill in the underlying initiatives. This means that the initiatives supporting the overall initiative should be documented on level 2, the initiatives supporting these level 2 tasks should be documented on level 3 etc. There is 4 levels, like illustrated below. On each level, it is possible to create up to 999 initiatives. Initiative number 1-499 are active, meanwhile number 500-999 can be used as an archive and for templates.

2. About daily use In this section, you can read about a number of tips to use the system

2.1 About traffic light function and status The traffic light function is a tool, which is used by initiative responsible to report to management about the likelihood of reaching the target. The initiative responsible is obligated to apply on a yellow or red traffic light, as soon as possible, if there are reasons to believe that the target is not reached on time. The colour is used to provide management with a short status description. The initiative responsible can attach documents if there is a need for a longer report. The initiative responsible must provide an explanation of the reason for the traffic light colour, if the traffic light is yellow or red.

2.2 About attached documents The following types of documents can be attached:

Word Excel PowerPoint Pdf

The size of the document can be up to 25 MB.

1.

1.1

1.1.11.1.1.1

1.1.1.2

1.1.2 1.1.2.1

1.2 1.2.1 1.2.1.1



An attached document is stored as it was when it was attached. The document must be re-attached if it is changed later on. It is possible to attach a link to the document being stored if the company has a document handling system.

2.3 About e-mail notifications Users can, for each initiative, choose to add their name to an e-mail list linked to the initiative. This is done by applying the username by pressing the + at Notifications in the box at the right side of the page. It is possible to apply users to as many initiatives the user wants to follow. Regular Users can only add themselves to initiatives they are responsible for. A user who has applied his or her name to the e-mail list will receive an e-mail:

If updates have been made on the initiative within the last 24 hours When there is one week to deadline On the day of the deadline

Unless otherwise is requested by the customer, the system is set to send these e-mails at 5 am. CET/CEST. The time of issuance can be customised to the customer, but not for the user.

2.4 Numerical units Numerical units allow the company to keep track on resources used by measuring specific units. As an example, numerical units can e.g. budget, cost, man-hours, etc. Numerical units can be measured within a specific initiative, or across a number of initiatives. In the data entry page, the Total inclusive underlying is shown. This is a fast way to determine how many resources are spend on the initiative, including underlying initiatives. At the bottom of every report, is the total of all numerical units spend in the initiatives included in the report. This gives the management a quick overview of the different resources spend when making the reports. Furthermore, it gives the management an overview on spending vs. budget, etc.

2.5 About tags The system allows the user to apply tags/search criteria to an initiative. The tag can be used as search criteria when reports are made. The tag function enables the Privileged and Super User to create reports based on e.g. subjects, geography, departments or based at the initiatives’ respective importance or urgency. In this way, the management gain a fast overview through reports on specific tags. To ensure the best use of the Tag function, the management must create a strategy of the use within the company. Furthermore, the users should be informed of the



strategy in order to be able to use the function correct. In this way, you ensure that the tags are being used most effectively for your company.

2.6 About Risma Board Risma Board is found in the data entry page of each initiative. This function allows the users, who have access to the initiative, to have an informal forum for questions or discussions relevant to the initiative. The Risma Board is not included in reports.

2.7 About milestones Milestones are reflected in the system by creating an underlying initiative, in which the milestone is set as a deadline. Deadline for initiatives 1.1.1 and 1.1.2 might, for instance be milestones in initiative 1.1.

2.8 About closing, archiving and deleting initiatives An initiative is closed, when the tasks have been completed. A closed initiative is still visible in reports. A crossing of the text in the list of initiatives, under Update initiative and in the report, will show that the initiative is closed. Archived or deleted initiatives are not visible in reports. It is possible to reconstruct and reopen the history of archived initiatives. This is not the case for deleted items. Closed initiatives are, furthermore not on the list of initiatives under Update initiative. However the history of a closed initiative can be viewed by the super user under the heading History in the section “1. Administration” in the User Guide. How initiatives are closed, archived and deleted, please see the User Guide section “3.7 Close and reopen initiatives”, “3.8 Archiving of initiatives” and “3.9 Delete initiatives”

2.9 About use of templates The system allows the users to create and copy templates. Templates are normally used in situations where a number of initiatives have a similar structure. This could, for example, be a sales strategy that should be applied in a similar way in a number of markets or a cost cutting initiative that should be executed in the same way in a number of departments. The template can include as many elements as desired. This could include text in the data entry page, but it could also include the underlying tree structure. The template is archived in one of the system’s archiving numbers (initiative numbers 500-999). Here it can be copied to the initiative where it is needed.



2.10 About using RISMAexecution during meetings The system can provide reports, which can be used for inspiration (or as an agenda) during meetings. The filters in the report section can be set to provide reports, which can be used for instance in meetings about an initiative, an appraisal interview, a status meeting in a team or in the management team. It is possible to document the decisions at the meeting in the system. How to do it, please see the User Guide section “3.3 Correction of data in reports/minutes from meetings”.

2.11 About Risma Road Map Risma Road Map provides an overview of the chosen initiatives. Risma Road Map can be found under ”My Initiatives”. All initiatives, which the user is responsible for, are shown. In “Reports”, it is possible to create an initiative list and a Risma Road Map. It is possible to sort from all parameters and which will result in only relevant initiatives. Risma Road Map can be saved as an image file or pdf. This makes it possible to copy to Word, PowerPoint or another presentation tool. It is possible to write notes directly in the chart, and print directly from the system.

2.12 About exporting reports It might be useful to export reports from the system to use in, for example, management reports or board material.

This can be done by exporting the reports to Excel, and then process the data into the required format, e.g. Word or PowerPoint.

2.13 About reports on missing updates It is possible to create reports about initiatives, which have not been updated for a specific period. Please see the User Guide, section “2.3 List Stale initiatives” on how to do this.



It might be worth considering implementing a procedure, or providing management with information, about these stale reports, on a regular basis. This will allow the management to contact the responsible for a status. This will ensure, that the initiatives will not be forgotten.

2.14 About viewing history Super Users have access to see all history of all initiatives. There are three types of reports that can be particular relevant:

Update history for a particular initiative

List of deleted initiatives List of updates made in a given period (either for a particular initiative or

across all initiatives). Information on how to create these reports can be retrieved in the User Guide section “2.4 History”.

2.15 About ensuring data discipline A requirement for having optimal benefit of the system is that there is a discipline in regards to updating information. It might occur that employees are late in realising, or reporting problems with achieving the targets. In other words, it is possible that traffic lights stay green too long. When this happens, management is deprived the opportunity to make the required adjustments in operation. To ensure that the management has the opportunity to act with due diligence, it is important – if optimal benefit should be made from RISMAexecution – to address potential issues with overoptimistic or stale reporting.

Documents

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