Settings

Clicking the User Settings icon will reveal the following menu (this may differ slightly depending on User rights):

Click on settings to reveal the following screen:

Organisation

From the Organisation section, Users with appropriate access can modify a variety of high level parameters:

1. Modifying the Company Display Name and Short Description
2. Uploading a Company logo
3. Rendering the Organisation ‘active’ or otherwise (checkbox)
4. Generating an API Key (for advanced IT personnel only)
5. To Manage Users and their high-level access rights
6. To add new Users to Activios

Managing/Viewing Users Profiles

In order to Manage Users, follow these steps:

1. Click on the ‘Manage users’ icon from the Organisation window – the following screen will be displayed:
   
2. To view the list of current Users click on the magnifying glass logo. If searching for a specific user type relevant search text in the search field and click the magnifying glass.
3. Against each User name there is a document icon on the right; clicking on this will enable the following:
   

   Title	Purpose
   Active	Most regular Users would have an ‘Active’ status, however, they can be rendered inactive by unchecking the tick-box (e.g. if they have left the organisation). This has the effect of blocking those individuals from the system and they will not appear in User lists when assigning Roles (for example).
   Logon User	This will determine if the User can log on or not. This is useful if one needs to block a User's access without deleting their profile.
   Visible	If checked, this User's Display Name will be visible within Activios when assigning Roles for Events etc.
   System Admin	Checking this tick-box grants the User System Administration rights at a global level. Persons with this access can grant other Users access to various functionalities as listed under 'User Group'.
   Action Reminders	Note: this feature has not been implemented as yet.

4. An important step is for a System Administrator to assign what authority each User has with regards to screen access within Activios. This is assigned through selecting 'User Group' from the following screen:
   
5. The User Group tickboxes should then be carefully assigned with the following in mind:
   

   User Group	Permissions Granted
   IMX Standard User	User has visibility of the standard Forums, Events, Scorecards and Actions menus and can participate in each of these with further Roles assigned at Events or Scorecard level.
   IMX Reporting	Checking this box will grant Users visibility of the Reporting menu.
   IMX Config	Checking this box will grant Users visibility of the Configuration menu.
   IMX Document Templates	Checking this box will grant Users visibility of the Templates menu.
   IMX User	This grants rights to add new Users to the system
   Scorecard Data Import	This should be checked for Users who will be capturing Scorecard data (Targets and Actuals).
   Forum Admin	These Users will be able to create and edit Forums in the Configuration menu.
   Scorecard Group Admin	These Users will be able to create and edit Scorecards in the Configuration menu.
   Scorecard Screen Admin	These Users will be able to create and edit Scorecard Data in the Configuration menu.
   KPI Admin	These Users will be able to create and edit KPI's in the Configuration menu.

Adding a New User

To add a new User:

1. Having clicked on 'Manage Users', click on 'Add User'
2. Click on all of the checkboxes with the exception of ‘System Admin’ (unless it is intended to give the User these admin rights)
3. It is important to note that, for security reasons, there is a 20 minute time-out window of opportunity between sending the invitation and receiving an email response. As such, it is recommended that the new User is in direct communications when commencing with registration.
4. To send the invitation, type the User’s email address into the email field and click ‘Save’ – the registration email will be sent immediately.
5. The recipient needs to respond to that email within 20 minutes but must first:
   1. Create a password (minimum of 8 characters which should consist of a combination of alphanumeric, numeric, uppercase, lowercase and special characters)
   2. Create a Display Name. It is recommended that this be the first and last names of the User as this will greatly assist in searching for them when linking them to Events, Scorecards etc.
6. Once loaded, it is important to then update their profiles. See 'Managing User Profiles'.

Roles

Activios offers an extremely comprehensive suite of tools to enable the management of who has visibility of what within the system. Nobody wants to sift through large volumes of unrelated activities to find which ones are applicable; Activios is designed so you only need to see relevant information. Furthermore, there is confidentiality associated with some event types (e.g. performance reviews) and it’s also important to ensure neutrality when capturing performance scores, hence the ability to limit such transactions to persons assigned to the role.

Although all role assignments are done on an individual basis, there are some Role titles which have pre-determined access rights. The rights profiles behind these roles can be modified, if necessary, by the organisation’s System Administrator.

Besides the high-level Role Assignments described in Managing/Viewing User Profiles above, there are various layers of role assignment which can be controlled in the below-mentioned system menu locations.

Forum Structure

• Forum Admin: assigns rights to create and modify Forums on behalf of the organisation
• Escalate: grants rights to individuals in the Forum to escalate matters arising from events within that forum or forum group.

Scorecard Group

• Group Admin: this checkbox is assigned automatically to persons creating a new Scorecard; it is assigned to persons who can modify the Scorecard Group. Persons assigned Group Admin rights can assign other Users to have these rights – it is recommended to have a backup person assigned in the event that the originator is unavailable.

There are 12 different roles which Users can be assigned to. It should be noted that any one User may be assigned several different roles depending on the suite of events, actions or scorecards that they are appointed to. The table of these various role titles is listed here alongside the activities that they are associated with:

These roles can be assigned to Users by persons vested with the appropriate authority (as per the selections mentioned above). Linking roles to Users takes place in the Configuration: Scorecard Group section as well as within Events and when generating Actions.

The default roles assigned to Admin, Chair and Secretary are almost the same, with the Admin role having only a handful of additional powers. They can be modified (by a person assigned with XXXXX rights) to suit any Organisation’s preferences from within the Configuration section (see Action Rules, Event Rules and Scorecard Rules). A table listing the default assignment of roles can be seen under the section on Rules.

Recommended Role Assignments per Organisation

1. System Administrator
• System Admin checkbox ticked
• User Groups - all checkboxes ticked
• This person can add new Users and assign User Group roles to Forum Administrators, as well as navigate all of the Adminstrative functions.
2. Forum Administrators
• Assigned Forum Admin rights to relevant Forums
• Assigned Scorecard Group rights to relevant Scorecards
3. KPI Data Administrators
• Assigned rights to update Scorecard data
4. Users
• Assigned Participant role in relevant Events

Configuration

The Configuration section is where Forums and Scorecards are created and edited. It is also where data is captured into the Scorecards and where document Templates can be uploaded and linked to the various Event types for use by the organisation.

This section also provides the System Administrator with the ability to fine-tune the default settings of various Role functionalities as detailed in the section under 'Rules'.

The following menu options would be visible to persons assigned to manage each of the various features associated and are hidden from those without:

Forum Structure

Within this section a User, granted System Admin rights, is able to create a Forum Structure (which could consist of a single forum or a group of associated forums).

When creating a forum for the very first time this is done by clicking the ‘Add’ icon at the top of the screen. Once the first forum is created, the ‘Add’ icon disappears and new Forums are created by either cloning the existing forum or by creating a ‘child’ sub-forum, which would then be linked hierarchically to the parent. For example, a Monthly Review forum can be a parent to a related Weekly Review which, in turn, could be linked to a Daily Action Centre. This way, unresolved or critical topics can be escalated from the Daily Action Centre to the Weekly Review and, in turn, to the Monthly Review if necessary. The following is an example of a large organisation's Forum structure:

1. Having created a new forum:
   1. give it a name
   2. capture the meeting interval (in days)
   3. ensure the ‘Allow Meetings’ checkbox is ticked, and
   4. click Save
2. Then click the Function Select button; this will offer the following Functions:
   1. Edit Roles
   2. View Escalated Forums
   3. + Add (current level vs child level)
   4. Delete
3. First, select Edit Roles, this page offers the following selections:
   1. Add the list of Users to be linked to this Forum,
   2. Assign Forum Administration and Escalation rights, as required, to the list of Users
   3. Delete Users from the list
   4. Block further system administration???
4. Return to the original page by clicking the <-Edit Roles icon
5. When wanting to add a new forum, click ‘+ Add’ and select the ‘Add to current level’ or ‘Add to child level’ as required. Adding to current level will create a new forum with no relationship to the current forum. Adding to child level will create a sub-forum of the existing forum.
6. Users with appropriate rights (e.g. Admin) will also be able to Delete Forums.

Administrators will also see a ‘Show change log’ icon: with a forum highlighted, clicking on this button will show the history of changes to that forum

Once a Forum is created it will be visible to the persons assigned to Events within that Forum.

As a protection mechanism, provided there are a minimum of two persons assiged with GroupForum rights for any particular Forum, it is possible to block the System Administrator from that Forum. To do this, one of the Users with ForumAdmin rights can check the check-box titled 'Block System Admin' in the 'Edit Roles' section.

Scorecard Group

Within this section a User, granted, System Admin rights, is able to create a Scorecard Group (which could consist of a single Scorecard or a group of associated Scorecards). When creating a Scorecard for the very first time this is done by clicking the ‘Add’ icon at the top of the screen. Once the first Scorecard is created, the ‘Add’ icon disappears and new Scorecards are created by either cloning the existing Scorecard or by creating a ‘child’ sub-Scorecard, which would then be linked hierarchically to the parent:

So, a real example might look like this:

Grouping Scorecards is useful when wanting to cycle through a list of individual scorecards during a meeting without having to select each individually. The typical workflow for this section is as follows:

1. Having created a new Scorecard Group:
   1. give it a name
   2. ensure the ‘Allow Scorecard’ checkbox is ticked, and
   3. click Save
2. Then click the Function Select button; this will offer the following Functions:
   1. Edit Roles
   2. Edit Scorecards
   3. + Add (current level vs child level)
   4. Delete
3. First, select Edit Roles, this page offers the following selections:
   1. Add the list of Users to be linked to this Scorecard Group,
   2. Assign Group Administration rights, as required, to the list of Users
   3. Delete Users from the list
4. Return to the original page by clicking the <-Edit Roles icon
5. Again, via the Function Edit button, select ‘Edit Scorecards’
6. The following pop-up will appear:
   

   Field	Description
   Scorecard Title	Select a title for your scorecard - choose one that is uniquely descriptive so that it's easy to identify from a list when linking to an Agenda.
   Offset	(optional). This is an integer value which enables offset of the x-axis starting point by 'n' fields, e.g. select 2 for monthly graphs to start from March to report on March-to-February tax years.
   Type	Monthly, Daily or Hourly. Note: for Weekly graphs select Daily (see the section on Scorecard Data below for more information).
   Layout	Action Centre, Full Period or Scorecard: Each presents data in a different way, but your selection here can be changed later. (see Scorecard Layouts section for more info)
   Allow import	For clients using API, tick this box (this can be modified elsewhere in the system).
   Allow View	Toggles the ability for other Users to see the graph or not (this can be modified elsewhere in the system).

7. This is an example of a completed set of Scorecards, illustrating that the above fields can all be modified to suit at any time.
   
8. Click on the Function Select button:
   1. Once again, it is important to click on Edit Roles to assign which Users have what rights regarding each Scorecard
   2. Add each user individually using the ‘+’ Add icon
   3. Once you have the list, assign Roles to the list of Users:
   

   Checkbox	Description
   Admin	person operating the Activios system during an event
   Chair	the event chairman
   Secretary	alternate administrator (e.g. Chairman’s secretary who can assign User Roles as required)
   Participant	viewing rights only
   DataAdmin	assigned access to updating Scorecard data (Targets and Actuals)

9. Having assigned Roles, click the '<- Edit Roles' icon to return to the previous page
10. Select Design Scorecard to define the Key Performance Indicators (KPI’s):
    1. A list of KPI’s can be associated with each Scorecard, however, each list should have in common the frequency of data capture (Hourly, Daily or Monthly).
    2. Adding Headings is optional but is recommended to enhance the logical layout for viewing participants.
    3. Adding Headings and KPI fields as required, give each a name and then click Save.
       
    4. Once the frame is defined, each KPI can be edited by clicking on the ‘pencil’ icon on the right of each:
       

       Field	Description
       Reference	Optional free text should the User wish to assign a reference keyword to this KPI.
       Desciption	This field is automatically populated with the Scorecard Title.
       Graph label	This label will appear on the graph's y-axis.
       Show top of graph	Optional setting which can be modified whilst viewing the graph. Allows the y-axis to shift from zero for improved differentiation between lowest and highest graph values.
       Show as line	Optional setting which can be modified whilst viewing the graph. Toggles between showing the graph as a line-graph vs a bar-graph.
       Heading	Three fields here allow for further heading descriptions - only displayed in the 'Action Centre' format.
       Direction	Normal vs Reverse. Normal will reflect a red status if below the target and green if above; reverse will switch this the other way around.
       Data Type	Currency, Integer, Percent.
       Display Rule	Units or Decimals. Units is the same as integers.
       Target Type	Percent. This field enables the ability to introduce an 'amber' status if the data is near the target. The two Target % fields determine the behaviour.
       Target % 1
       Target % 2	Sets the % variance at which 'red' data can be considered 'amber', e.g. setting this figure to '10' will reflect data as 'amber' if within 10% of the target (and green when target is met or exceeded).
       Calc Period-to-Date	None, Add, Current. This enables display of Period-to-Date information when selecting the 'Scorecard' display option.
       Calc Average	None, Average, Current, Manual. This enables inclusion of a period average bar to be displayed alongside the daily/monthly etc. data.

11. Note: if wanting to modify the sequence of Scorecards as they appear, highlight a Scorecard and use the Move up and Move down buttons (activate the 'Function Edit' button). Then click Save!
12. Users with appropriate rights (e.g. Admin) will also be able to Delete Scorecards. Note: a Scorecard Group will not be deleted until all of the KPI’s belonging to each Scorecard in that group have been deleted.

Administrators will also see a ‘Show change log’ icon: with a Scorecard highlighted, clicking on this button will show the history of changes to that forum.

Once a Scorecard is created it will be visible to the persons assigned to that Scorecard (or Scorecard Group) under the Scorecard menu option.

Scorecard Layouts

There are three scorecard types to choose from - the following illustrates the differences between these three:

Full Period:

Action Centre:

Scorecard:

Scorecard Data

In this section we are able to capture data into our Scorecards, however, it is important to note the following pre-requisites:

• A Scorecard must first have been created in Configuration/Scorecard Group
• User Roles must be assigned to the person capturing the data from within the Scorecard Group – against each Scorecard within the Group the relevant data capturer must be assigned DataAdmin roles, or they will not be able to see the Scorecards appear in this section.

Once the above have been accomplished, the Data Administrator will be able to see each Scorecard listed, together with two pencil icons next to each; one under the Actual column and the other under the Target column:

1. It is important to capture the Target figure first! (Note: Actual data fields will be greyed out if there is no corresponding Target figure)
2. Click on the Target icon and then select the period for review (Year, Month, Day).
   
3. The desired Year, Month, Days and/or Hours will be displayed in separate windows, defaulting to the current date/time; these can be modified as required. Once correctly selected for the period in review, click “Show Input”
4. The KPI framework, together with Headings, will be displayed. Capture target figures in each block for which you wish to enter Actual data.
5. Note for Weekly/Daily data capture:
   1. For Weekly data capture you would have created Scorecards with Daily KPI’s – you should then capture targets every 7 days, and on the relevant day of the week according to the calendar, i.e. if you measure every Friday, then capture a target on the date of all the Friday’s in the month. Only those fields will then be visible for capture in the Actual section.
   2. By leaving gaps on certain days (e.g. weekend days – Saturdays, Sundays or both) the graphs will display with a slight gap to differentiate between weeks and will enable evaluation of Monday to Friday trends.
      
6. There are two sliders in the score capture screens:
   1. Year-to-date:????
   2. Show headings: turning this off before clicking ‘Show Input’ will exclude the KPI headings from the list:

Once the scores have been captured the Scorecard can be viewed from the Scorecards menu and/or from within Events, provided the Scorecard has been linked to the Event agenda.

Templates

The Templates section serves as a convenient storage facility to keep any standardized document templates to support consistent practice in the organization.

In this section a logical folder system can be created to ensure an orderly arrangement of templates. Furthermore, the mechanism exists to link these templates to Event types so that they become visible for immediate download when in the associated Event category.

1. Much like in the Forum and Scorecard Group sections, the folders can be added at current level or child level (to arrange them independently or hierarchically-connected respectively)
2. If several documents are stored under one title then the title folder will not have a document linked. In order to distinguish between a folder title and a child folder carrying a document, click on the ‘Is Doc’ appropriately.
3. When checking the ‘Is Doc’ box the upload icon appears to enable importation of the document
4. Once a document is uploaded a range of additional icons appear.
5. The row of icons trigger the following functionality:
   1. Eye: view the document (provided it’s already been uploaded)
   2. Upload: upload a document from a connected drive/server (note: the last upload will replace the current upload as the default)
   3. Link: links the template to associated Event types
   4. History: provides a list of the history of uploaded documents to maintain traceability of previous records.
6. Having uploaded a template assign a Name and File Prefix – the purpose of the File Prefix is XXXXX
7. Also, if the template is mandatory for Users to adopt then tick the Mandatory check-box

Organisation

Rules

Key to the definition of which access rights are assigned to the various role-players in Activios, is a set of rules defining what functionality is available to each Role type. There are three Rule sets for Events, Actions and Scorecards. The following table summarises the list of different User Roles defined within Activios as well as which Rule set governs their access rights.

Event Rules

Within this menu the accessibility rights of various Role titles associated with Events can be customized to meet the Organisation’s requirements.

A summary of the default assignments is displayed here:

Action Rules

Within this menu the accessibility rights of various Role titles associated with Actions can be customized to meet the Organisation’s requirements.

A summary of the default assignments is displayed here:

Scorecard Rules

Within this menu the accessibility rights of various Role titles associated with Scorecards can be customized to meet the Organisation’s requirements.

A summary of the default assignments is displayed here:

Version Update

To be completed.

Reports

In some instances it is useful to establish a summary of the activities taking place within the system. This section allows Users with relevant access rights to view these reports.

Forum Usage

It is sometimes useful to see an overview of the number of Forum Events and associated activities between a range of dates. Capture the from and to dates and click on Filter to view the report

Action

In this section it is possible to see the number and status of Actions between a range of dates. There are two other filters to assist with search refinement:

• User: All users or individual Users by name
• Status: Open, Contained, Closed, Cancelled

Once the filter parameters are set, click the Filter icon