ManagePro Training Program

1
ManagePro Training Program

• 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 with
• 7. 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 view
• 10. 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 reviews
• 11. 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 Excel
• 12. Strategic Planning and Execution
  Setting up strategic goals, weighted scorecards
  and linking/aligning with projects and
  initiatives

• ManagePro Basic Training Guide
• by Performance Solutions Technology, LLC
• Ph. [phone]

2
ManagePro Training Schedule

• Contact Person -
• Please contact with any scheduling questions,
  changes or confirmations
• Training Schedule Content
•              

3
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 isnt 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.)

4
ManagePro Adoption Worksheet
5
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 peoples 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
• Its a management information system for tracking
  processes, projects, properties, deliverables,
  key dates, documents, production, and performance
• Its 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
• Its a system that we can all use to help each
  other work more efficiently, to leverage the
  information we process

6
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
  whats 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?

7
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

8
Preliminary Business Rules for Usage

• Youll start with basic business rules to guide
  your use of ManagePro, and develop more specific
  and useful guidelines as you move through the
  training. Heres an example of basic business
  rules to start with, to be completed or assigned
  by the Lead Person on each record

9
Preliminary Business Rules for Usage, continued
10
Preliminary Business Rules for Usage, continued
11
Topic 1 Knowing your way around the ManagePro
workspace

• Practice Tasks
• Pin and Unpin Related data panes
• Dock and Undock
• (detach and attach)
• Display 3 panes by a) hovering mouse over pinned
  tab
• b)Use View
• Change data displayed in panes by selecting
  different users from the Users Meetings drop down
  list.
• Use View drop down menu right side tabs to
  change and review custom views created to date

4. Change Selected Users
12
Topic 2 Understanding the impact of User Access
and User Assignment

• Practice Tasks
• Select records with red lock and try editing
• Select records with yellow locks and try editing
• Create a new to-do in practice area with goal
  assigned to your name and assign one other
  person.
• Add people from enterprise list to your personal
  list
• Assign users from Main Workspace view details
  view

13
Topic 3 Updating Managing Data

• Practice Tasks
• Add text, dates and change priority settings to
  your practice goal
• Add a new progress update to your goal
• Create a new to-do and event that are attached
  to your goal while in the Main Workspace view
• Create a new to-do and event in the Goal Related
  Data Details view
• 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)

• Double-click any record to edit details

• Add Progress Updates by using ribbon control,or
  right click within Progress update history
  display

14
Topic 4 Understanding the tools available for
working with email

• 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)

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

15
Topic 5 Managing your Calendar Todo List

• Practice Tasks
• Enter new to-do and event in your calendar
• Change time of to-do using details view, and then
  by dragging
• Change duration of event by dragging
• Add your practice goal to your calendar drag to
  4pm for review
• Change date range of your to-dos to 90 days
• Sort to-dos in User List by date, then by title

• Enter new to-dos and events
• Right-click in Calendar and chooseAdd
  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 and
• check preferences
• Show Goal Calendar items
• Highlight a Goal in the Main Workspace
• View
• Right-click and select
• Show in Calendar
• Goals are Pushed/Displayed
• In Calendar View. You can
• drag 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

16

• Topic 6 User Priority, Filters, Search,
  Understanding Roll-ups

Practice Tasks 1. Use the various views in the
sample db to sort by date, then by priority, then
by pick-list value 2. Activate the Lead Person
filter to view all goals you are assigned lead
to 3. Use the Priority 1 filter to view only
records assigned a priority of 1, reset then
create that view manually

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/dont 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
2
1
3
4
17

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

• Practice Tasks
• Click Find and view all records you can see by
  title
• Click Search and view all records containing the
  word ManagePro

Find Search The 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.

18
Topic 7 - Managing Meetings their Progress
Updates

• Practice Tasks
• Create an agenda by assigning StaffMtg in the Who
  field.
• 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 Meeting 1. 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 Meeting 1. 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 Report 1. Need to print up
meeting minutes? Use the Print/Quick Report and
add the latest progress updates and to-dos to the
print output
19

• Topic 8- Basic Fundamentals in Printing Reports

• Practice Tasks
• High light a range of practice goals and do a
  quick report preview that include to-dos and
  progress updates below each record
• 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
  report
• Do a Print outline of all the goals assigned to
  you after they are fully expanded
• Configure a layout

1. Quick Report Quick Report prints your
View based on selected criteria Or 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 Selection takes you to the
Report Designer Gallery 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
20

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

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

• Printing Gantt Chart and Dashboard
• Views
• 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

21

• Topic 9 Project Management

• Practice Tasks
• 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 Planning 1.1 The Main Workspace
Gantt Chart views are the most common views
toinitiate 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
Dependencies 2.1 Records are linked to support
Finish Start dependencies by usingthe 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
Views 3.1 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.
22

• Topic 10 Performance Management Scorecards

• Practice Tasks
• 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 gt 100,000, yellow gt 70,000 and add 3
  progress updates to view trend.

1. Quick Overview of Performance Scorecard
Setup 1. 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. On most 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
valuesusing the variables and range fields 5.
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 confirmlead 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 Scorecards 3.1 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
configuration are displayed in this view, only
scorecards with more than one progress update
display a trend arrow
23
Topic11 Portfolio Management Analytics
Practice TasksUsing Sample db, change analysis
from geo region to product type and graph of
total

• Working in the Analytics tab
• 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).
• Each view displays database based upon two
  criteria
• Which fields have been dragged into and are
  active in the pivot table and
• What filter has been applied to the data (right
  click option).
• Any pivot table can be switched back and forth as
  a graphical displayof one of the data columns
  at any time (right click option).
• 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.
• 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
• Any configurations to the views are temporary,
  unless you have been granted configuration rights
  by the db admin.
• Sort-based analysis is available with Main
  Workspace and Gantt Chart views by clicking to
  the right side of the column name

24

• Resources
• http//www.managepro.com/m9portal.html
• Performance Solutions Consulting [phone]
• Trainer - Sandra Harley SandraH_at_ManagePro.com

Topic 12 Strategic Planning Execution
1. Strategy Assumptions 1.1 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),
supportingprojects and activities belong in
Operations db area 2. Adding and Linking to
Strategic Plan 2.1 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
Plan 3.1 Within the Main Workspace view use the
Strategic Highlight filter to see supporting
projects for each strategic goal 3.2 Within the
Map view, use the Strategic tab to view the
supporting projectsfor each strategic plan with
Target, Results and Score values 3.3 Within the
Scorecard view all records with scorecards
including,strategic plan, or configure a
viewusing the View is Strategic
Alignmentoption to display all line items
alignedunderneath the strategic goal they
support.