- What are Scorecards?
- How can I create a Scorecard?
- Showing Hierarchy Performance
What are Scorecards?
Scorecards are a hierarchy of Pentana Risk objects (Actions, Risks, PIs) used to view and report on organisational performance, goals and strategic objectives and other business functions and relationships.
How can I access Scorecards?
To build and edit Scorecards, users will need to access the Classic application. With the default Topic buttons, Scorecards can be found under 'Views'. This will open the Scorecard list page:
Clicking on a Scorecard object in the list will open the Scorecard notebook.
Clicking on the (+) symbol next to hierarchy objects will expand the tree and allow you to see the nested children.
Scorecards can also be viewed in Browser, although no changes can be made. For more information on using Scorecards in Browser, please see our Browser Scorecards guide.
How can I create a Scorecard?
Setting up Hierarchy Objects
Scorecards can include hierarchy objects which are used to create structure within the Scorecard. These can be customised with a code, name, icon, and allowed depth within the tree. To set these up please contact the Support Team.
Once your objects have been created you can use them within your Scorecards.
Creating a new Scorecard
To create a new Scorecard first go to the Scorecard list view (Classic, 'Views' topic button, 'Scorecards').
Click on the 'New' button on the toolbar:
This will create a blank top level Scorecard object for you:
Adding/Removing Objects from the Scorecard Hierarchy
To add an object, first select the element which will be the parent in the tree. In this example we will add an item in directly under the Scorecard itself, so we'll select the Scorecard in the list:
Next, click on the 'Add/Remove' button in the toolbar:
This will open a list of available objects:
The top four objects are Pentana Risk object types:
- Performance Indicators (PIs)
- Organisational Units (OU)
You are also able to link another Scorecard ('Linked Scorecard'). This is covered in another section of this guide.
The other items are site specific Scorecard Objects as covered in the 'Setting up Hierarchy Objects' section of this guide. The examples shown here are from our training site, so may not represent what you currently have on your version of the application.
Once you select an object type you will be shown a standard add/remove window. Only items that you have visibility of will be displayed in this window. On the left side are objects which have not been linked to this hierarchy level; on the right are linked objects.
Items can be linked to multiple areas of the Scorecard hierarchy if they are relevant, allowing for a comprehensive overview.
Any changes made to the items via the Scorecard view will be saved against the items themselves. This applies to Actions, Risks and PIs data, which can be modified through the Scorecard if you have sufficient permissions and ownerships to modify the objects data. Likewise, using the 'Delete' button in the toolbar can delete items from the system:
Creating Smart OU Objects
Smart OU hierarchy objects are automatically propagated based on a User or Roles ownerships. To create a Smart OU Scorecard you must not have added any Risks, Actions or PIs to the hierarchy object already.
To add an 'OU' click on the level of the Scorecard that you want to add the object to. The click on the 'Add/Remove' button and select 'Organisational Unit'.
Use the Add/Remove screen to add a User or Role, and click 'OK':
The Role or User will now be shown as an OU object in your Scorecard:
Select the OU object from the list, and look at the notebook. Along with the usual options, there is a new option called 'Maintain Automatically'.
Once checked, a list of ownerships will be shown:
When these options are checked, items owned by the Role and User will be automatically added to the Scorecard. If any new items (PIs, Risks, Actions) are added to the Role or User, they will be automatically added to the Scorecard.
The 'Add/Remove' option in the Scorecard view screen allows you to add a link to another Scorecard into your hierarchy. This link can only go one way as reciprocal links are not allowed, however you can join multiple Scorecards together using this tool.
The 'Add/Remove' list will only display a list of Scorecards you can edit.
The ownerships for Scorecards are inherited down the tree structure so a User added in the top-level business plan is also in the theme, strategy, objective, or whatever hierarchy elements you have
defined. This does not extend to the linked Scorecard. You will need to define the ownership within this
linked Scorecard to make it visible to the required Users.
Notes can be recorded against each hierarchy object, separate to the individual items. Here we've selected the Scorecard level of the hierarchy:
Any notes added on Actions, PIs and Risks via the Scorecard will also be added onto the items themselves.
Uploading and Attaching Documents
Documents can also be attached to individual hierarchy elements using the 'Documents' panel:
This functions like other Document panels in Classic: the 'New' button allows you to upload new documents and link them directly, the 'Add/Remove' button allows you to edit links with existing documents on the application.
Showing Hierarchy Performance
Once an item such as an Action, Risk or PI has been linked to a Scorecard hierarchy, the combined performance of these objects can be used to create a performance rating for each level and the overall Scorecard itself. Any updates to these items (such as a new Risk assessment, completion of Action milestones or a PI update) will influence this Scorecard performance status.
Panic Status replaces the object icons with performance icons using the RAG status mapping:
This is set on a User basis. To toggle this view, select the 'Panic' button in the toolbar:
With 'Panic?' disabled, the object icons will be shown:
When enabled, the status icons will be shown:
The status for each level of the hierarchy is calculated according to the rules created in the 'Weighting' and 'Threshold' settings, which are covered in the following sections of this guide.
Scorecard objects can be weighted to account for different levels of importance within the current hierarchy level. This weighting allows to statuses of all the sub-items in a hierarchy level to be combined to calculate the overall status.
By default each object weighting is set with a weight of 1, i.e. they all contribute the same when aggregating up. However if you want to specify that one element carries more influence, or is more important than another in the calculating the status of hierarchy objects above it, you can assign it a higher weight.
Here we have a hierarchy which has two levels, each with the same two Actions included:
Level 1 has been assigned the following weighting:
Which is giving the red status '0.1AIM' Action a higher level of importance, causing 'Level 1's status to be red.
Level 2 has been given the following weighting:
Which is giving the green status '0.1CS' Action a higher level of importance, causing 'Level 2's status to be green (with a red rider icon to indicate that it has a red status icon below it).
Thresholds in Scorecards are used to calculate how statuses are aggregated. They function similarly to Gauge Thresholds in PI settings, giving you finer control over each RAG status.
By default, Thresholds are calculated on a worst child basis., with amber and red thresholds set to 1. This means:
- If there are any reds on any of the elements below, then the hierarchy object status is red.
- If there are no reds, but ambers, then the hierarchy object status is amber.
- If there are no reds or ambers, then the hierarchy object status is green.
However these standard rules can be altered using the Thresholds to create your own scoring rules. For example, setting your 'Red' threshold to 3 would mean that there would need to be 3 or more objects with a 'Red' status for the hierarchy to be set to red.
The amber threshold is only used when there are not enough red objects to change the hierarchy to red. This threshold works in the same way as the red threshold, i.e. if the amber threshold is set to 2 there would need to be at least two amber objects and an insufficient amount of red objects to cross the red threshold.
You can also set your thresholds using % variances, and this functions in the same way as the scoring rules using whole number thresholds. It is important to note that percentage thresholds will not automatically update when new items are added to the hierarchy.
If all items below the hierarchy object are data only PIs then the status of the hierarchy object will be data only.
Using the thresholds as shown above can result in a hierarchy object being one status, even when other statuses are shown by the objects below, e.g. a green Scorecard status but there are some Actions at red included in the Scorecard. When this happens, the presence of the red object will shown by a rider icon:
If there are not enough items in the hierarchy to meet the thresholds, the status icon will be displayed as a blue question mark 'Unknown' icon: