Managing your goals

In this article we are going to look at how to manage your Goals once they have been created. If you are just starting out you can read all about creating Goals here.

You will manage your Goals in the My Goals area. The video will give a quick run down of what you can do on this page.

 

The Goal Hub

The Goal Hub is where you manage everything related to an individual goal. You can access a Goal Hub by clicking on a goal on the My Goal page (or the goal’s magnifying glass symbol on the Strategy Planner). In your Goal Hub you will be able update your completion, add Updates, Issues and Tasks, and invite others to help complete your Goal.

Updating Completion

update completion

Updating your Goal completion is the single most important thing you can do inside the Goal Hub. To update the completion of your Goal simply click the green update completion on the left hand side on the page. Your Goal can be tracked both by your selected metric and by a percentage. If you decide you would like the system to automatically track the completion of your Goal you will not see this button.

Tracking

Tracking Options Screenshot 20160725a

Goals in Cascade can be updated in several different ways. You can choose one of the following options to track each of your Goals.

Manual Tracking: You will manually track and update the progress of the Goal yourself. Its completion will be independent from any of its Sub-Goals. This type of tracking is ideal when the Goal does not have Sub-Goals or Tasks attached, or not all the pieces of work required to complete the goal added in the system.

Sum of Sub-Goal Completion: This Goal will be tracked automatically by taking the completion of the eligible Sub-Goals and adding them together. A Sub-Goal is “eligible” if it has the same unit (e.g. $) as the parent Goal, therefore the parent Goal must have a unit selected. This type of tracking is ideal for Goals that have Sub-Goals attached that are all of even weight. This is because Sum of Sub-Goal Completion divides the number of Sub-Goals up evenly over the target. If you have some Sub-Goals the are worth more than others, this tracking type won’t track the Goal correctly.

Note that changing the unit of the parent Goal or a Sub-Goal while this method is being used can affect the auto tracking (the user will receive a warning).

Sub-Goal Average: This Goal will be tracked automatically by taking the average completion of the Sub-Goals below it.
Example: If the Goal has 4 Sub-Goals, 2 of them are 50% complete and 2 of them are 0% complete, the average completion would be 25%. This type of tracking is ideal for situations where progress of each Sub-Goal is made gradually over time, and you’d like the tracking to reflect this. If you know you won’t complete your Sub-Goals till closer to the end of the time period given, this tracking will still allow your Goals status to reflect the progress you have made on your Sub-Goals, even if they aren’t complete.

Weighted Sub-Goal Average: The goal will track automatically by taking a weighted average of completion of Sub-Goals when weights have been set for each Sub-Goal.

Goal Weights allow you to set different priorities for your Goals. Goals (or Sub-Goals) with a higher priority will have a bigger impact on the overall completion of a parent Goal than those with lower priorities. When you create each Sub-Goal, you will need to set a weight for each for this tracking to work properly. Once you’ve set a weight for each Sub-Goal an “importance”  value will of been given to each. Importance scores define how much a Goal is worth relative to other Goals it is compared against.

This type of tracking is ideal when you have a few Sub-Goals that are of different importance in terms of completing your Goal. Completion of some Sub-Goals may complete the majority of your Goal, while other Sub-Goals may be only a small proportion of the work required to complete your Goal. This tracking can be used to reflect this.

Tasks: The Goal will track automatically by taking the completion of Tasks and adding them together. Tasks should be used for pieces of work required to complete a goal that can either be marked as complete or not complete. They shouldn’t be used for pieces of work that progress over time, this is what Sub-Goals should be used for, as they give you the functionality to track progress.

Goals being tracked by Tasks will simply divide the Goals target by the number of Tasks. Note- Tasks due dates are not accounted for in this type of Tracking.

This type of tracking is ideal for Goals which only have Tasks attached and no Sub-Goals.

In this example, a Goal has three Sub-Goals underneath it, and is set to track using “Sub-Goal Tracking”.
 
1
 
Using non-weighted tracking, the parent Goal’s progress will be calculated to be the average of the three Sub-Goal’s progression. In this case: 50+25+75/300 = 50%.
Turning on Weighted Sub-Goal Tracking will weight each of the Sub Goal’s progression by its importance score, giving a weighted average.
2 
 
In this example, we can see that the first two Sub-Goals are worth more than the last one, and their progress has been converted into a score based on that importance.
In this case, the main Goal’s progress will be (30 + 15 + 22.5) / (60 + 60 + 30) = approximately 45%, that is, the weighted progress score divided by the total maximum importance scores of the Goal.


Tasks: The Goal will track automatically based on the number of ‘To Do’ and ‘Completed’ tasks associated with it.
Example: If the Goal has 10 Tasks, and 8 are marked as ‘Completed’ the Goal would be tracked automatically at 80%.

Goal Completion Status

Goals in Cascade will appear with one of the five following status’s attached to it. Depending on their current completion progress they will display as either-

  • On Track- At your current amount of completion, your goal is on track to be complete by the deadline.
  • Behind- At your current amount of completion, your goal has not enough work achieved to be complete (if continued at the same rate) by the deadline.
  • Overdue- The deadline of your goal has passed and the work is not complete.
  • Not Started- The goal’s start date has not yet passed, even if their is progress on the completion, the goal will still display as not started.
  • Complete- The goal has been completed.

goal-status
Note- how each status is calculated will vary depending on the tracking type selected for each goal.

Updates

Updates allow you to give a written comment on the progression of your Goal. Updates are split into a title and a body (also, files can be uploaded along side them). You can edit and delete any updates within 15 minutes of adding them – after that time, you won’t be able to make further changes to your update.

updates

 

Tasks

Tasks

Tasks must be inserted under a corresponding Goal. Simply click the ‘Add Task’ button. You can split your Task between a title and (optionally) more details. You can also upload a file which will be stored alongside your Task. Once you have added a Task it will display in your Task list in the Goal Hub for this Goal (and also your Task list on your My Dashboard), alongside all your other Tasks relating to the Goal. To complete a Task, simply check the box next to desired Task and it moves to the completed list.

Issues

issues

Issues allow you to flag problems, risks etc. against a particular Goal. They must be attached to a Goal or a Sub-Goal. Simply select the Goal or Sub-Goal with which you wish to raise the Issue, and click the ‘Raise Issue’ button. You can split your Issue between a title and (optionally) more details. You can also upload a file which will be stored alongside your Issue. If your Issue is particularly critical, tick the ‘Critical’ checkbox. Issue notifications will be sent to co-owners of the Goal, and also appear on their dashboards when they first login to the system.

Once an issue has been raised it will sit under the issues tab denoted by the “!” icon. Here you will also be able to resolve an Issue or mark it as critical.

Files

files

All the files you upload alongside your Updates, Tasks or Issues will all be stored in the “Files” section. Here you will have easy access to all your files relating to that Goal. Note that this is just an overview of all files – they haven’t been removed from the Issues, Updates etc. to which they were attached.

Adding Co-owners

goal hub co-cowners

Co-owners allow you to share the ownership of a Goal. Co-owners have the extra ability to edit and update Goal completion. To add a co-owner, click on the “people” icon in the Goal Hub. Here you can type the names of others in the organisation you wish to share the Goal with. They will receive a notification and must accept the collaboration invite before they can start working on the Goal. Once you  co-own a Goal it will also appear on your My Goals page.

Archiving and Deleting Goals

Goals in Cascade must be archived before they are deleted – you are able to archive a Goal using the folder icon located on the goal when in the My Goals pages, or by using the edit icon and then selecting the Archive button.

Once you have archived a Goal it will move to the archive tab inside your My Goals page (if it’s a goal you own),  and you will still be able to click inside it and view all the connected information, but you cannot make any changes. If you archive an organisational goal, it will move to the archive tab located in Strategy>Plan>Archive. Once you navigate to the goals correct archive, you’ll be able to delete the goal by clicking the ‘x’ icon. This will permanently remove the goal from the system.

User’s with Strategy Privilege have the ability to archive their own goals, as well as any other goal in the organisation. However, once archived, they only have the ability to delete goals they own, and organisational goals. They will not be able to delete goals that belong to other users.

Note- Draft goals will not need to be archived prior to deleting, they are able to be deleted straight away using the edit icon, and then selecting ‘delete’. However, if the draft goal has sub goals attached to it, you won’t be able to delete it.

If a goal has been archived by mistake, or you later decide you’d like to take it out of the archive, this can be accomplished by navigating to the correct archive (depending on whether it is an organisational goal or one of your own), and selecting the folder icon. This will move the goal back to the My Goals page, or the Planner, depending on where it came from.

This short view walks through the process of archiving and deleting Goals:

 

FAQs

Why can I sometimes delete my goal directly without archiving?

If your goal is in a Draft state, you won’t need to archive it before deleting.


Can I edit or delete my updates / comments?

You have 15 minutes from when you make an update or write a comment to either edit or delete it. You can do this by clicking the ‘Edit Pen’ icon next to the update or comment that you want to edit. You can also click the ‘Cross’ icon to delete it. We only allow you to make changes for 15 minutes to ensure the integrity of updates and correct obvious typos or errors.


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