Uk userguide rismaexecution 4 3

User Guide

RISMAexecution Release 4.3

RISMA Systems A/S

Lyskær 8

DK-2730 Herlev

Denmark

+45 70 25 47 00

[email protected]

User Guide - RISMAexecution January 2015

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

Content 1. General Administration (Administrators)............................................................................................. 3

1.1 Create new users ........................................................................................................................................... 3

1.2 Change user data, including change of password ........................................................................... 4

1.3 Deactivate and activate users .................................................................................................................. 5

1.4 Delete users ..................................................................................................................................................... 5

1.5 Create Organisation Units ......................................................................................................................... 5

1.7 Send e-mails to all users ............................................................................................................................. 6

1.8 Holidays ............................................................................................................................................................. 6

2. Administration for RISMAexecution ............................................................................................................. 6

2.1 Create overall initiatives (level 1) .......................................................................................................... 6

2.2 Numerical units .............................................................................................................................................. 7

2.3 Tags ..................................................................................................................................................................... 7

2.4 List stale initiatives....................................................................................................................................... 7

2.5 History ............................................................................................................................................................... 7

3. Update initiatives .................................................................................................................................................. 8

3.1 Responsible ...................................................................................................................................................... 9

3.2 Notifications .................................................................................................................................................... 9

3.3 Tags ................................................................................................................................................................... 10

3.4 Depending initiatives................................................................................................................................. 10

3.5 Links (Requires RISMAcontrols.) ......................................................................................................... 10

3.6 Daily team ....................................................................................................................................................... 10

3.7 Traffic lights ................................................................................................................................................... 11

3.8 Risma Board .................................................................................................................................................. 11

3.9 Establish new initiatives at level 2, 3 and 4 ..................................................................................... 11

3.10 Close and re-open initiatives ............................................................................................................... 11

3.11 Archiving of initiatives ........................................................................................................................... 12

3.12 Delete initiatives ....................................................................................................................................... 12

3.13 Copy initiatives and templates ........................................................................................................... 12

3.14 Renumber initiatives............................................................................................................................... 12

3.15 Numerical unit ........................................................................................................................................... 13

4. My initiatives (All usertypes) ......................................................................................................................... 13

5. Reports (Administrator, Super Users and Privileged Users) ............................................................ 13

5.1 Create reports ............................................................................................................................................... 14

5.2 Risma Road Map .......................................................................................................................................... 14

5.3 Numerical unit .............................................................................................................................................. 15

5.4 Correction of data in reports/minutes from meetings ............................................................... 15

5.5 Print reports .................................................................................................................................................. 15

5.6 Export reports to Excel ............................................................................................................................. 15



1. General Administration (Administrator)

Administrators have access to all parts of the system, and is the only user type, who has access to the General Administration. In the General Administration, Administrators can create users and Organisation Units.

1.1 Create new users

To Create a new user, press the + in the box named Users. This will lead Administrator to a page in which the following data, related to the new user, must be registered: Name: Type the user’s full name. (Mandatory) User name: Type the username. Numbers, normal letters and capital letters can

be used, however, space is not allowed in the username. A minimum of two characters is required. (Mandatory)

Password: Type a password. This password is temporary. At the first login, the

user is asked to change the password. The password must consist of minimum eight characters. (Mandatory)

E-mail: Type the user’s e-mail. This enables the system to send e-mails to

the user. (Mandatory) Access: Assign access to the user. The four user types are described below.

If the organisation has more than one of Risma Systems’ systems, it is possible to make differentiated access for RISMAcontrols, RISMAexecution and RISMArisk. This allows one user to be Super User in one system, and regular user in another.



An Administrator has access to all functions of the systems, and the only user with access to the General Administration. The symbol of the Administrator is shown with an A. A Super User has access to Administration for RISMAexecution, Initiatives, My initiatives and reports. However, a Super User cannot create users or Organisation Units. The symbol of the Super User is shown with an S. A Privileged User has access to Initiatives, My initiatives and reports. A Privileged User has access to the initiatives within the organisation unit and underlying units, connected to the user. The symbol of the Privileged User is shown with a P. A Regular User has access to initiatives and My initiatives, including the initiatives, the user has been given access to. The symbol of the Regular User I shown with a symbol of a person.

If a user has no symbol, this means that no access is given to any of the systems. The symbol shown in the overview, is the highest level of access the user has in any of the systems. Organisation: Add the Organisation Unit, for which the user is associated. Others activities: If a user should have access to others activities, add the

usernames of the persons who the user should have access to. Add the user(s) by pressing the + in the box named, “Allow access to the activities from”.

When a user has access to the activities of another user, the

activities will be shown under the main menu Others Activities on the front page of RISMAbusiness.

The button Create must be pressed for the user to be saved.

1.2 Change user data, including change of password

A list of all users is available in the General Administration section. Pressing the respective user’s “username” will lead to a page, where the user´s user data is listed. Administrator can change all data in the pop-up window. The button Update must be pressed for the changes to have effect.



1.3 Deactivate and activate user

A list of all users is available in the General Administration section. A user with the user number crossed, is a deactivated user. To deactivate a user, press the red X next to the users e-mail address. The user number will now be crossed. In order to activate the user again, press the red X again. The user will now be active again. This is shown by not having the user number crossed. When a user is deactivated, the user has no longer access to the system.

1.4 Delete users

User profiles cannot be deleted from the system. Administrator can, however, overwrite data in a user profile, and thereby delete the previous user data. This can be done by selecting the username of the user, who should no longer have access, and change username, password, full name and e-mail address to reflect the new user´s data.

1.5 Create Organisation Units

To create an organisation unit, press the + in the box named Organisation.

The button Create must be pressed, to save the Organisation Unit. To create underlying Organisation Units, press the overlying Organisation Unit, under which the underlying unit shall be placed. In the bottom of the pop-up box, you see two options, Create underlying Organisation Unit and Delete organisation. When creating an underlying Organisation Unit, a unit is created on the level below the chosen organisation unit. It is possible to have organisation units in a total of three levels.



To delete an organization unit, press the organisation unit you wish to delete, and press the button Delete Organisation in the bottom of the pop-up page. When deleting a unit, a warning message will appear, press OK to continue the deletion.

1.7 Send e-mails to all users

Above the list of all users, in the general administration, is the button Send E-mail to all users. By pressing this button, Administrator will get a pop-up window, in which e-mails of all users are listed. This list can be copied to Administrator’s e-mail system by pressing the button Copy using the “Ctr + c” function (“Cmd + c” for Apple products), and then go to the e-mail system and use “Ctr + v” (“Cmd + v” for Apple product). It is possible to move only a part of the list by highlighting it with the mouse, before using “Ctr + c”. This requires that “Flash” is installed on the PC or Mac. The function can be used, if Administrator wants to give a general information about the systems.

1.8 Holidays A box named “Holidays” is placed at the bottom of the left column. This is used in RISMAcontrols. It is possible to create holidays in the company and when a holiday/public holiday is created as a holiday, a control cannot have a deadline on this day if the deadline is a calculated frequency.

2. Administration for RISMAexecution

2.1 Create overall initiatives (level 1)

To create a new overall initiative, press the + in the box named Overall Initiatives. Super User gets access to a page, in which the title of the overall initiatives can be entered. Please see the picture below. The button Create must be pressed for the changes to have effect. To have a guide for further updates of the initiative, please see section “3. Update initiatives”.



2.2 Numerical units

The administration section offers the option to add numerical units. In order to use the numerical units in the initiatives, they have to be created in the administration section, by a Super User. To add numerical units, press + in the box named Numerical units. A pop-up window will appear, from where Label and Unit should be named. Label can for example be costs, and Unit can be GBP, USD or another currency. Numerical units can be used in the initiatives.

2.3 Tags In the box called Tags, it is possible to create and delete tags. Create new tags by clicking + in the right corner. To delete a tag, click on the name of the tag you want to delete.

2.4 List stale initiatives

Super User can create a report, showing initiatives without recent updates, by pressing on List stale initiatives. Super User will then have to choose a cut-off date and press on Create List. A report showing initiatives, not updated after the selected cut-off date, will then appear on the screen. This report can be printed by pressing on Print list. A list of e-mails addresses of the responsible for the initiatives listed in the report can be generated by clicking on Send e-mails to users. This list can be copied to Super User´s e-mail system by using the “Ctr + c” function (“Cmd + c” for Apple products), and then go to the e-mail system and use “Ctr + v” (“Cmd + v” for Apple products). It is possible to move only parts of the list by highlighting it with the mouse, before using “Ctr + c”. This requires, however, that “Flash Player” is installed on the PC or Mac. 2.5 History

Super User can access old data entry pages by pressing on Show history, at the bottom of the administration page. Super User can choose to view changes in all not deleted initiatives, all deleted initiatives or any specific open initiative. The search can be narrowed to a specific period. When the criteria has been selected, Super User must press on Create list to create the report.



The report generated includes information about, who made which changes at what time. By pressing the initiative name, you enter the data entry pages. Pressing on the link will lead Super User to the respective data entry page – showing how it looked before the change took place.

3. Update initiatives

Super Users and Privileged Users have unlimited access to data, under the main menu item Update initiatives. Regular Users only have access to the initiatives allowed by a Super User or a Privileged User. Users can perform the following tasks in this section: When pressing Update initiatives, a list of all initiatives at level 1 and 2 will appear. Here users choose the initiative, which should be updated, and will then be directed to the data entry page for the selected initiative. When looking at the overview of all initiatives, under the main menu line Update Initiatives, some headings are highlighted with a bold text. These initiatives with a bold text have been updated, since the user had accessed the system last. If this is the case for initiatives at level 1 and 2, the heading of these initiatives will be highlighted in the overview of the initiatives. If an initiative at level 3 and 4 have been updated/changed, the arrow, next to the level 2 heading, will change colour from light blue to dark blue. After pressing the arrow, the heading of the updated/changed initiative, at level 3 or 4, is highlighted with a bold text. An overview of initiatives at level 3 and 4, can be retrieved by pressing the arrow next to the level 2 heading. The user will be directed to an overview of underlying initiatives related to the selected level 2 initiative. A + instead of an arrow means no underlying levels. By pressing the +, a new underlying level will be created. The information, that initially is performed in the data entry page, includes: title, present status, description, target and the deadline (due). See the data entry page, shown in the picture below. By pressing the button with tree dots, documents can be attached. Documents of the following format can be attached: Word, Excel, PowerPoint and PDF-files. The document size can be up to 25 MB. The system can be customized to have a link for the document if the company has a document handling program.



To add Responsible, potential Teams, Notifications, and Tags, see the small box on the right side. After making any changes, the button, Update initiative, must be pressed to save the changes.

3.1 Responsible

To add responsible users, press the +. A pop-up box with all usernames will appear. Press the username to add the person as responsible for the initiative. To exit the box, press any place on the screen outside the box. To remove responsible users, press the X next to the user name. If the user is not found, the user is not created in the system. In this case, please contact Super User.

3.2 Notification

A user or team can ask for an e-mail notification, by adding their username. The user will receive e-mails:

When changes are made in the data entry page. When there is one week until deadline. On the day of the deadline.



The system is set to send the e-mail at 05.00 am, unless the customer has requested another time. It is possible to customize for the company, but not for a specific user. To add a person or a team for notifications, press the + and a box pops up with all teams and users with access to this initiative. Press the username or team name to add to notifications.

3.3 Tags

Pressing the + next to Tags, allows the user to add tags/search criteria. A list of existing tags will appear in a box. New tags can be entered at the bottom of the box. When creating a new tag, the tag should first be created and then subsequently attached to the initiative.

3.4 Depending initiatives

It is possible to make one initiative dependent on another. 1.2 can, for example be dependent on initiative 1.1. If an initiative is depending on another initiative, the responsible will be notified if the deadline changes. If another initiative is dependent on this initiative, the number and title will be under ”Precursor to”.

3.5 Links (Requires RISMAcontrols.) If the company has both RISMAexecution and RISMAcontrols, it is possible to create a link between a specific initiative and a specific control. The link is created by clicking the (+) next to Link. Next comes a pop-up box where it is possible to search for a specific control. Write a text in the box, and then click on the button. The search results appear below. To create the link, click on the control title. The control now appears under the heading Links. When clicking on the control title, you are led directly to the control. A link is automatically created in the control, from which makes it possible to go back to the initiative. To remove the link press the (x) next to the control title.

3.6 Daily team Add users who work on this initiative. Users associated with the daily team receive an e-mail when a message is updated in Risma Board. The e-mail includes the message updated in Risma Board and a direct link to the initiative. This function allows you to send a message out to the team. When a user is added to a daily team, the initiative is automatically shown in ”My initiatives” under a separate heading.



3.7 Traffic light

Left to the initiative title, a small dot is placed. Pressing the dot allows the user to change the colour of the traffic light. The traffic light can be used according to the customer’s own policy, but many customers use the traffic light to indicate if the owner expects the target to be met (on time). A red traffic light shows that the target will not be met on time and the yellow colour indicates doubts.

3.8 Risma Board

The box named Risma Board allows users to communicate and share ideas, without including this in the report. To leave a message, write the text in the bottom of the box, and press the white arrow to submit the text. To gain access to all previous messages, press the button Full Risma Board and a pop-up window will appear with the full version. This allows a user to see all previous messages from the users in the initiative. To exit the pop-up window, press the white X in the right corner of the box.

3.9 Establish new initiatives at level 2, 3 and 4

New initiatives at level 2, 3 and 4 can be established in one of the following ways:

1) Pressing on Create underlying initiative in the data entry page for the overlying initiative.

2) Pressing on Create subsequent initiative at this level in the data entry page, for an initiative at the same level and with the same overlying initiative.

New initiatives at level 1 can only be established by Super Users in the Administration section.

3.10 Close and re-open initiatives

Closing an initiative means – in contrast to deleting or archiving an initiative - that the initiative will still appear in reports. A crossing of the initiative name, in the overview of initiatives and in the reports, will show that the initiative is closed. A typical reason for closing an initiative – and not deleting it or archiving it, could be, that the initiative is completed, but still wanted in the reports. Initiatives are closed by pressing on Close initiative at the bottom of the data entry page.



An initiative can be re-opened by pressing the button Re-open initiative, which appears in the data entry page, for all closed initiatives. See how the data entry page is shown on the next page.

3.11 Archiving of initiatives

An initiative is archived by re-numbering the initiative to a number in the interval 500-999. The initiative will no longer appear in reports unless specifically requested.

3.12 Delete initiatives

A deleted initiative will appear neither in reports nor in the list of initiatives listed under the main menu item Update initiative. Initiatives are deleted by pressing on Delete initiative in the bottom of the data entry page for the initiative. Please see the picture below. Regular Users can only delete initiatives they themselves are responsible for. Super Users and Privileged Users can delete all initiatives.

3.13 Copy initiatives and templates

The data entry page of an initiative, and the underlying initiatives, can be copied by pressing on Copy initiative + underlying…. The User is then led to a separate page where the overlying initiative is chosen. See the picture below. The button Copy is used when the overlying initiative has been chosen. This function can be used for moving initiatives, in which case the user must delete the original initiative after copying. It can alternatively be used for copying templates. It is only possible to copy initiatives / templates to level 2 to 4. An overlying initiative should always be chosen.

3.14 Renumber initiative

All users can renumber initiatives. This could be relevant when an initiative must be archived, or when another initiative has been archived or deleted, leaving a broken number sequence.



Initiatives are re-numbered by pressing on Update sequence number, at the bottom of the data entry page. Users can now type in the new number that should be attached to the initiative. Only the number at the lowest level shall be typed (e.g. only “4” if initiative 1.5 should be re-numbered to 1.4).

3.15 Numerical unit

In the data entry page, numerical units can be added to the initiative. A Super User has created these values. See section “1.7 Numerical units”, to learn how they are created. They are added to the initiative by pressing the button with tree dots. A drop down menu will appear with the different numerical units. Press the ones needed for the initiative. When adding a numerical unit to an initiative, the same numerical unit will be added to all underlying initiatives, and all future underlying initiatives, but not to any overlying initiative. Follow the line from the numerical unit to the right side of the page, and you will find the Total including underlying. This is the total of that specific numerical unit spend in this initiative, including all underlying initiatives. The number of numerical units from overlying units is not included.

4. My initiatives (All usertypes) When pressing this main menu item, a list of all initiatives, which you are responsible for, will appear.

5. Reports (Administrator, Super Users and Privileged Users)

Super Users and Privileged Users can retrieve reports, showing progress in the initiatives. Reports are generated under the main menu point Reports. Super Users and Privileged Users can perform the following tasks.



5.1 Create reports

The main menu item Reports will direct the user to a page, in which the criteria of the report is defined. The user can sort the report after the following parameters:

Initiative (including underlying initiatives) Responsible Traffic light colour Open/closed (open initiatives, closed initiatives or all initiatives) Organisation Initiative level (1, 2, 3 and/or 4) Deadline (before or after a given date) Start date (before or after a given date) Tags (Search criteria) Risks (if RISMArisk is available)

User must press on Create list after choosing the criteria to retrieve the report. A list of initiatives, meeting the chosen criteria, will now appear on the screen. The list includes all data registered about the initiatives, and links to any attached documents. The list does, however, only include data for initiatives in the interval 1 to 499. Reports for archived initiatives and templates (initiative numbers 500 to 999) can be retrieved, by selecting the required number, in the drop down menu under the heading Initiative.

5.2 Risma Road Map

Risma Road Map is a graphic presentation of initiatives start date and deadline. The colour represents the traffic light, and blue shows closed initiatives.

In the right corner, it is possible to change the date for the period shown, as well as four sorting options.



Moving the mouse over the title of the initiative, it is possible to see whether the initiative is dependent on or precursor to another initiative. Dependency is indicated by an arrow either before or after the title. By clicking on the timeline, it is possible to change the start date and deadline.

5.3 Numerical unit

In the bottom of the report, a total of the numerical units is shown. This is the total of the different numerical units in the initiatives shown in the report.

5.4 Correction of data in reports/minutes from meetings

After creating a report, it is possible to add or change data in the report. By pressing the initiative title, it will direct the user to the data entry page of the initiative. After adding or changing data in the data entry page, the button Update initiative must be used before pressing on Back to report. The report has now been updated. This function could, for instance, be used when a report has been made for a meeting, and the decisions from the meeting are documented directly in the system.

5.5 Print reports

The report visible on the screen can be printed by pressing on Print list. A pop-up window will show that the report is about to be printed. The user can exclude columns from the report by using the X mark next to the column heading. A heading or an explanatory text can furthermore be added to the report before it is printed. This is done by typing in the heading or explanatory text in the white text field at the top of the report, in the pop-up window. The button Print is used after the necessary adjustments have been made.

5.6 Export reports to Excel

The report visible on the screen can be exported to Excel by pressing on Export list.