Administering OGSM software

Welcome to OGSM! This guide is designed to provide documentation for people who provide admin support to the teams using OGSM on a day-to-day basis.

Why the administrator role is important

As an administrator of the OGSM workspace, your role is crucial to the success of your organization’s change management efforts. You are the first level of support for your team, providing assistance and guidance on how to effectively use the OGSM software. Your advanced understanding of the software allows you to apply the right settings for your organization, ensuring that it aligns with your strategic goals and objectives.

Additionally, you play a key role in monitoring progress within the OGSM workspace. This involves tracking and analyzing data, generating reports, and providing insights to help your team make informed decisions and adjustments to their strategies and tactics.

Efficient and effective communication is essential in any organization, and as an administrator, you are responsible for ensuring that communication within the OGSM workspace is streamlined and productive. You facilitate collaboration, encourage open communication, and ensure that team members have the necessary resources and information to work towards their goals.

Furthermore, you contribute to the overall fun and positive working environment with OGSM. By providing support, guidance, and promoting the effective use of the software, you help create a positive user experience for your team, making their work more enjoyable and fulfilling.

Your role as an administrator is vital in driving change and delivering success in your organization. You are a key resource for your team, providing technical expertise, monitoring progress, and fostering effective communication. Don’t hesitate to reach out to info@ogsmsocftware.com if you have any questions or need further assistance. Let’s work together to make OGSM a powerful tool for achieving our organizational goals!

Technical

License do i have and what does that mean

People and Users in our tool

People

The list of people can be accessed from the left menu. Simply click on the “People” name to open the list of registered individuals in our tool. This comprehensive list displays the names, photos, email addresses, job titles, and company information of all individuals.

Only admin users have the ability to delete a person from the list.

By clicking on an individual’s name, you can access their overview page, which displays all relevant information such as their assigned tasks, linked users, projects under management, ownership of OGSMs, dashboard measures, requirements, and participation in meetings.

When creating a person in our tool, it’s important to note that they do not have access to the workspace. The primary reason for creating a person is to assign specific actions, KPIs, or steps to individuals who may not have access to the tool itself. This allows you to designate responsibility for these tasks to the appropriate parties, even if they are not registered as users.

By including a person’s email address, you can also communicate with them via email and receive updates on their progress without requiring them to become registered users of the tool. This allows for greater flexibility in managing tasks and projects, as well as facilitating collaboration with individuals outside of the workspace.

How to create a person

Hover the mouse over the people menu (a plus icon will appear) and click on it
Make sure you fill in the name field, which is mandatory
You may also enter the person’s email address if desired

By checking the “Invite to workspace” option, you can invite as a user who will be registered as a person as well in the list.

Another way to create a person is when you search for the team inside the action modal

To create a new person in the OGSM, follow these steps:
1.Click on the action team icon.
2.The search bar can be used to search for existing people or to create a new person.
3.Click on “create” and the create popup will appear.
4.When creating a new person, all you need to provide is their name. However, you can also add their email if you have it.
5.Click on “create” again and the new person will be created and added to the people list.

The same steps we follow when we want to add a new attendee inside the meetings, the search has the same

If you want to access people list and search for a specific person you need to open the left menu and click in people option

Person page

After creating a person, you can access further information about them. This includes all activities associated with the person, such as assigned tasks and responsibilities. You have several options at your disposal:
If the person is not a user yet, you can invite them to join the workspace.

Once the the user is invited you can check in the user section:

You can review all outgoing emails sent to this person

You can view all meetings where this person is listed as an attendee.

You can also see all tasks, projects, OGSMs, and other related items that this person has ownership of.

Users

Users are the “people” that interact with the software. Is someone who is able to login in our tool and based on its role can do specific actions.

How to invite a user

Create person and invite user at the same time
This is the same way we create a person, with the difference, in the “Create new person/user” popup you should also check “Invite to Workspace” option and select a role
Invite a person inside the tool as a user

Difference between people and users

The differences between a person and a user:

A person does not have access to the tool. A user can access the tool and based on its role can see/edit/delete things inside.
A person can give feedback only by status update emails he receives. Also a user can do that but they are able to login inside the system and make the changes manually

Logging in to OGSM Software and create your own OGSM

Getting started with OGSM is easy, in this chapter you will learn all methods of logging in and
Choose:

I already have a workspace and want to login

I have forgotten my password

I have been invited to someone else’s workspace and need to make my own OGSM

Step 1: Login into OGSM software (if not already logged in)

You have 3 ways to login into your OGSM Software account:

Using the SSO method – you can choose the options between Gmail, Okta or Microsoft and use the Single Sign-on method but your account must be registered to the same email address. Simply click on one of the options and sign into the service of your choice. You will not have to log in separately to your workspace.
Using your email and password – just fill your email, password and click on ‘Sign in’ button
Using the ‘Receive link to Login’ button – a password-less way to login, also known as a ‘magic link’. You only need to fill in your email address and then click on the ‘Receive link to login’ button. You will then receive an email with a link that lets you log-in right away without a password.

Note: If you login with email and password, you will be able to see the list of all the workspaces that have the same email and password.

Below you will find a specific example of different behavior of the tool.

If you want to make the login with email and password you need to change the passwords inside the workspace so you can have access to the whole list of workspaces.

Step 2: I have forgotten my password

If you have forgotten your password, don’t worry. In OGSM software it is easy to reset your password.

Open the login page and below the email address and password you will find the option ‘Forgot your password?’
Click over it and write your email address and click ‘Reset Password’
The email you will receive will allow you to reset the password of all workspaces you have created with this email.
Click in ‘Reset’ and write your new password and confirmation password, and save the changes.

Note: For security reasons, your new password must have at least one number, lowercase, uppercase, special character and at least 8 characters long.

How to activate the Two Step Authenticator in our tool (4th way of logging in)

Steps:

To Admins – Activate in Workspace Settings- Features- the Google authenticator box. In this way all the users will have access in their personal settings the section ‘Two step authentication’ and make the specific configurations. Please see slides 2-4 and follow the steps for the right configuration.
To all users – Go to personal settings and on the bottom of the page you will find the ‘Two step authentication’ section. Please see slides 5-8 for a better understanding on how to activate the two step auth
To Admins- Make sure all the users have already done the configurations in their personal settings. After confirming, go to Workspace Settings- Security – and choose the ‘Two step auth’ option. By activating this option all the users of the workspace must login only with two step Authenticator

If an admin user activates the two step authentication in the Workspace setting, all users are obliged to login only with a two step authentication method. Given that for some users this configuration is not done yet, our tool will give you the option to login via the code you can send in your email.

Permission levels
User/Manager/Admin –

OGSM mode
Project user mode
meeting user mode

How to hide OGSM from team ogsm ownership and what that means to the user

How can I see what changes have been made (workspace, ogsm, person)

Email configuration at workspace .. at person

what emails have been sent
what emails will be sent (when)

Difference between reminder, update request and overdue

OGSM.status draft, active, close

Where can I or other find help (manual, website, or contact with “feedback”)

Person leaves your organization – how can I transfer work to another person?

Frequently Asked questions

How many admins should there be and how can I see that?
What are the latest changes in the software
How can I provide feedback
user can’t see an OGSM?
Has Someone changed My OGSM? What now?
How can I make login easier (SSO)
How can I have a user start at their OGSM page

Functional

What does a good OGSM look like- this is covered in the AgileOGSM book and OGSM checklists, please send an email to info@ogsmsoftware.com for more information.

Chapter 1: OGSM list

On the left page there is the list of all OGSMs by default opened. When you hover the mouse on the list, you will find two arrows, going in opposite directions.

You can close the list by clicking in the left arrow and that will stay also after refreshing or logging out.

If you want to open the OGSM list wider than you click on the right Arrow.

If you are an admin user, you will be able to see all OGSMs created. Confidential and not confidential, whether you have access or not.

If the OGSM is confidential and you don’t have access to, you will be able to see the OGSM name in grey color. If you hover the mouse over the OGSM name, you will see a tooltip describing who is the owner, and if you want to access this OGSM you need to ask the Owner.

Chapter 2: Activate automatic reminders

Mailings

We have a digital assistant available for you, if you would like to activate this assistant to save time and bring a great habit of on time updates to progress reporting within your organization. Here we will explain all steps that are necessary to get the mailing section working as expected.

Workspace settings

To have the mailing subscription working as expected, it is necessary first to set the workspace general settings:

Steps

First click in the left menu and then ‘Settings’. After that click on ‘Workspace settings’. It will appear the Workspace settings options

2. Then click in the Workspace settings inside the ‘General’ section.

3. Go to the third tab ‘Reminders’ and there you will see all the mailing options such as reminders and mailings for the specific update date.

Click in the third tab and you will find all reminder options. These options are for the workspace level. You will have the option to activate or deactivate options on a personal level as well. Below you will find the explanation of all the options in the picture above:

Mailing enabled – If you want to receive any emails, this option should be active so you will be able to track your work. If this option is off, you will not receive any kind of emails from the digital assistant
Measure/Goal mailing (reminder) – You will receive an email X days prior to a measure date telling that: “This is a request to update the status of the Kpis assigned to you with status update on.”
Project status mailing (reminder) – You will receive an email X days prior to a measure date telling that: “This is a request to update the status of the project assigned to you with status update on.”
Risk status mailing (reminder) – You will receive an email X days prior to a measure date telling that: “This is a request to update the status of the risk assigned to you with status update on.”
Assignment mailing (reminder) – If you are assigned a task or project and you “send emails” is on, as work is allocated to you by someone else you will be notified.
Task status mailing – You will receive an email on the measure date itself: “This is a request to update the status of the task assigned to you, with the status update date today.”
Goal dashboard mailing – You will receive an email on the measure date itself: “This is a request to update the status of the goal (key performance indicator) assigned to you, with the status update date today.”
Requirement status mailing – You will receive an email on the measure date itself: “This is a request to update the status of the requirement assigned to you, with the status update date today.”
Action status update email – You will receive an email on the measure date itself: “This is a request to update the status of the project assigned to you, with the status update date today.”
Risk status mailing – You will receive an email on the measure date itself: “This is a request to update the status of the risk assigned to you, with the status update date today.”
Subscription mailing – You will receive an email on the measure date itself: “This is a request to update the status of the subscription, with the status update date today.”
Timesheet mailing – Your timesheet for year/month is not yet submitted. Please review your worked hours and submit it. You also receive a daily Timesheet reminder email to fill in your hours for the tasks and projects (weekdays to receive the daily Timesheet reminder is configured in the user’s settings page)
Task status update mailing (reminder) – You will receive an email X days prior to a measure date telling that: “This is a request to update the status of the Task assigned to you with status update on.”

Person settings

Besides the workspace settings, it is necessary to have the personal mailing set enabled:

First click in my settings, and then in the third tab select ‘ Reminders’ you will find that initially all reminders will be inherited by the mailing workspace settings, but you can personalize them in personal settings for specific users. You can activate or deactivate mailing reminders.

Mailing logic

Object Status Update Notifications are enabled per Workspace level (Workspace Settings page) and per Person level (Person Settings page):

The steps to get the PSU emails:

An object with owner that has mailing enabled
Status update frequency with the desired option selected
Status update start date defined

The email types are:

REMINDER An email X days prior to a measure date telling that: “This is a request to update the status of the Kpis assigned to you with status update on.”

TODAY An email on the measure date itself: “This is a request to update the status of the Kpis assigned to you, with a status update date today.”

OVERDUE An e-mail one day after the set date if no actual value is filled in: “The status updates of the following Kpis assigned to you are now overdue. The deadline for the status update date was before today. Please submit a status update for each Kpi now.”

The status update emails contain a token-secured link to a Single Update page accessible without the need to login into the tool.

Special cases

For the KPIs objects it is possible to make some exceptions that are :

A delay to receive the PSU email set in the ‘Status update notification delay (days)’ input field
Example: I have set the ‘next review date’ for March 16th with yearly frequency, it means that is going to be sent the email in this date, again on March 16th from the next year and so on, but if I set a value in the ‘Status Update notification delay (days)’ as 10, the emails are going to be sent alway 10 days later than the set date on March 26th in this case.
A delay for the item to become overdue after the user receives the ‘Overdue’ email set in “Turn on overdue after number of days’ input field
Example: Every time that the Overdue email is sent (one day after the set date if no actual value was filled in), automatically the object gets as Overdue and if you set a delay for it, in this case the KPI is going to become Overdue only after the period set. Using the example above, if the date is on March 16th and I set 5 days to become overdue, instead it gets overdue on the 17th, it is going to be only on the 21st.

It is possible to set these exceptions for the KPI mailing, following the steps below (you can set it as a generic setting in the Workspace or per object):

Workspace general settings

KPI individual settings (KPI overview page or KPI popup in the OGSM)

This is how you activate your OGSM: you specify the frequency with which emails should be sent to the owners of a goal or measure.

How does the Mailing dashboard page work?

If you want the mailing section in the left menu, you need to enable the ‘Mailing dashboard enabled’ in the workspace settings.

The first tab works the same way that the Reminder one in the Workspace settings, it is for defining the mailing options that are enabled or not:

In the second tab you will find all emails for the current day. Also if the item cannot be mailed for any reason(s) a warning is shown:

In the tabs: Risks, Risk Measures, Projects, KPIs and Tasks are displayed all mailing items from these specific entities:

The workspace admins can set it by themselves for all the users in the mailing page and enable/disable for specific mail types:

Email logs

The Email logs is a page where the workspace owners can see all the emails that were sent. It is possible to access it through the Administration area:

Email logs page

To see the email message, you only need to click on the envelope:

Monitor Action Measures with automatic email notifications

Action Measures or Task status update displays the current situation of a task at a specific time. You need to make some simple configuration so it is more clear when you need to request the status update.

Configurations:

Choose an Owner of the task
Set a Start date
Set an End Date
Choose a status review frequency

If you want to make a request for a task status update (even if you have not done the above configurations), it can be done inside the task modal. Everyone who is part of the workspace and has access to the task can request the status update anytime.

The only request is to choose a ‘Project manager’ for the task.

As soon as you request the status update, the owner of the task will receive an email.

Click in the ‘Update status Tasks’ and the page will appear below:

How to request the status update for a person that has no access in the workspace:

Create a person (make sure the person created has also email)
Request the status update

The person will receive the email and he can update the task without having to login to the software. He will not have access to open the task details or go to the dashboard.

CHAPTER 3 Cascade OGSM

Note: We are working on a Cascade OGSM manual describing the best way possible to understand. Thanks 🙂

What is Cascade OGSM?

-In progress

Why do we need to cascade an OGSM?

-In progress

How can we cascade an OGSM

There are two ways of cascading an OGSM.

First option is by clicking on the “Three dots” inside the OGSM and in the context menu choose “Cascade OGSM”

The second option is by cascading from the OGSM list. Click in the OGSM list, hover the mouse on the OGSM that you want to cascade and click on the “+” icon.

The cascade OGSM model asks you to write:

Name of Cascaded OGSM.
The start date and end date is based on the parent OGSM but you can choose the specific period you think this OGSM will be executed.
“Make it confidential” – is initially proposed as the parent OGSM. If parent OGSM is private also the cascaded one is by default confidential. If parent OGSM is public, also cascaded OGSM is public but you can check it if you want to choose otherwise.

How does the “Copy, link and keep empty” option work when cascading an OGSM?

Our Software gives you the ability to Cascade the OGSM using these different options.

Copy option allows you to copy all Goals that you have access to in the parent OGSM. Cascaded OGSM will transfer all information inside all goals and

Who has access in the Cascaded OGSM?

-In progress

You are allowed to create as many Sub OGSM as you want for one OGSM.

Cascade OGSM from a strategy

If the existing strategy is becoming very complex, we have a solution for you. Our software will help you create a new OGSM from a strategy and it is easy to do. After you have created the strategy, measure moments, actions and steps, you click in edit strategy and choose button ‘Cascade OGSM’

The strategy name becomes the OGSM name and Objective
Dashboard measures become Goal What/How. Our Software will automatically create Goal headers Goal What and Goal How and position KPI under the specific status
Actions will become strategies in the new OGSM
Steps will become Actions for that strategy

CHAPTER 4 Share your workspace with other users/people