User Guide Version March Copyright Perfony

Transcription

1 User Guide Version March 2016 Copyright Perfony

2 Your Perfony user guide This user guide is here to help you navigate through the key features of your iperfony space. For more details, please feel free to contact us at: or on There are 3 types of profile in Perfony. To simplify reading the guide, you will find the access level of the function at the top right of each page Take into consideration that an administrator has the same rights as a chairperson, and a chairperson has the same rights as a participant. Administrator Manages the Perfony account, adds users. Chairperson Can create as many meetings and records as he wants. Cannot create meetings or folders but can update his actions, post comments, have access to information.

3 Overview I. Personnalisation. 1. Login. 2. The Menu. 3. Icons and pictograms. 4. My personal informations. 5. My Dashboard. II. First Steps 1.Creating a folder. 2. Looking for a folder. 3. Managing a folder. 4. Folders List. 1. Creating a meeting. 2. Looking for a meeting. 3. Meeting List. 4. Before the Meeting : The Agenda. 5. During the meeting : action plans and list of decisions. 6. After the meeting : closing the session and reporting. 1. Creating an action. 2. Looking for an action. 3. My action list. 4. Managing an action. III. Advanced functions 1. Evaluating a meeting. 2. The Frequency. 3. Creating subfolders and subactions. 4. Duplicating an action. 5. My iperfony statistics. 6. Dashboard preferences. 7. Defining the priority of an action. 8. Managing the company parameters. 9. Commentaries. 10. Managing attachments. 11. The Benefits of iperfony. 12. PDCA according to iperfony.

4 I. Personnalisation 1. Login. 2. The Menu. 3. Icons and pictograms. 4. My personal informations. 5. My Dashboard.

5 1.1. LOGIN. Access is made through your space in iperfony : Attention! Don t write www. (save it to your favourites) Supported browsers: * *Internet Explorer 11 only Copyright Perfony

6 1.2. THE MENU. The main menu bar is composed of 9 key points : Your logo : for returning to your home screen at any time. For accessing various dashboards and statistics. For creating and managing folders, meetings and actions. A list of your favourites (folders and meetings). For managing users (Admin) or your profile preferences (login preferences, avatar). Your avatar. Logout button, access to help function and choice of language.

7 1.3. ICONS AND PICTOGRAM. Actions Close an action Delegating an action Modify Add a sub action Detailed informations Priority Comment History Attachments Completion Meetings Comments Add to favourites Export PDF Closing a meeting Delete an action List of participants Action plans Attachments Performance Evaluation expected Folders Add to favourites Export PDF Close the folder List of participants Action plan Folder meetings Comments Attachments Copyright Perfony

8 MY PERSONAL INFORMATIONS. Personalise your personal informations on this page : ID, , contact details You can also modify your avatar to upload a picture that represent you. It is also on this page that you can modify your password. To change the colour of your default avatar, you simply click on«x» next to the image. A new avatar will be created with a different colour. You can repeat this operation as many times as you wish.

9 MY PREFERENCES. This field enables you to choose when iperfony should send you «notifications» by . In the first instance we advise you to activate all possibilities and then determine which you feel are pertinent to you and those which are not, according to your needs.

10 CONTACTS AND SOCIAL MEDIA. On this page you can fill all the specific informations about social media and contacts. It enables you to share more information about yourself. Fill your informations and click on modify to save.

11 CALDAV SYNCHRONISATION This page will allow you to access the informations about synchronised data with Outlook, ios or Android Outlook : _Synchronisation_Outlook2.pdf ios : Android : content/uploads/2016/01/synchro- Android.pdf

12 1.5. MY DASHBOARD. Using the menu «reception», by clicking on «dashboard» you get this display that will give you a rapid overview of your meetings, your folders and actions that require your attention, as well as latest comments. Meetings in deep blue are those which you chair. The others are in light blue. A warning sign will appear next to the name of a meeting if an action is expected of you. Cancelled meetings appear crossed out. A click on the name of a folder, of the action or of the meeting will lead you directly to the file concerned.

13 II. First steps. 1. Creating a folder. 2. Looking for a folder. 3. Managing a folder. 4. Folders List. 5. Creating a meeting. 6. Looking for a meeting. 7. Meeting List. 8. Before the Meeting : The Agenda. 9. During the meeting : action plans and list of decisions. 10. After the meeting : closing the session and reporting. 11. Creating an action. 12. Looking for an action. 13. My action list. 14. Managing an action.

14 2.1. CREATING A FOLDER [1/2]. Chairperson You access this page via the menu «Folders» then «New folder». Give the folder a name and add participants so that they can get access to information and action plans related to a folder. Other fields enable you to further customise your folders. These fields are optional. Once the information has been entered, make sure that you validate them by clicking on «save».

15 2.1. CREATING A FOLDER [2/2]. Chairperson Define a theme that you consider useful. You can define a list of themes within your organisation in order to be able to analyse various data or do historical sorting. For example: quality, maintenance, clients Should you be absent, you can name a substitute chairperson and this person will automatically have the same authority as you to update and manage the folder.

16 2.2. LOOKING FOR A FOLDER. Chairperson At a glance, you can access the list of your folders, whether you're the chairperson or a participant. The filter function enables you to sort in many different ways if necessary. Clicking on the folder will open its contents, but you can manage essential aspects by using the icons.

17 2.3. MANAGING A FOLDER. Chairperson You can access the detailed content of each folder. At any time you can close it, add participants, manage the actions of the folder, or take notes in the section «Report». If a meeting has taken place with the participants of the folder, one can create a meeting that will be automatically attached to the folder.

18 2.4. LIST OF FOLDERS. At a glance, you can access the list of your folders, whether you're the chairperson or a participant. The filter function enables you to sort in many different ways if necessary. Clicking on the folder will open its contents, but you can manage essential aspects by using the icons. Copyright Perfony

19 2.5. CREATING A MEETING [1/5]. Chairperson Using the menu «meetings», you can create a new meeting. You can add it to a series of meetings that already exists if you wish. To do this, select the series from the menu that appears and plan in a date. Make sure that you validate the change by clicking on «save».

20 2.5. CREATING A MEETING [2/5]. Chairperson If the meeting is a new one (and not part of an existing series) then complete the fields indicated on the diagram relating to participants, agenda etc. You can also create a record of decisions that you can save for future meetings. As with a folder, naming a substitute chairperson will allow you to have someone who replaces you during your absence. Click on «save» to validate your input.

21 2.5. CREATING A MEETING [3/5]. Chairperson - Actions from an eponymous folder. A folder is going to be created by the name of your meeting and you may add your relatives actions to the meeting or folder.

22 2.5. CREATING A MEETING [4/5]. Chairperson - Import the actions from (a) folder(s) You can import the actions from your folders to add them to a meeting.

23 2.5. CREATING A MEETING [5/5]. Chairperson - Actions by word fields. You can chose the actions to be imported to your meeting or folder depending of the theme (Management for exemple).

24 2.6. LOOKING FOR A MEETING Activate the «Scrum Like» view. Proceed the same way you use for your folders. Go in the meeting, «Action plan» section then «List» and finally «Scrum Like» and you can take advantage from the «Scrum» view.

25 2.7. LIST OF MEETINGS In the "Meeting" menu, by clicking "My Meetings", you find the list of upcoming meetings in which you participate. A series of filters makes it easy to find past events or a particular meeting. By clicking on the desired meeting, there is direct access to the meeting file so that you can validate the participants and the agenda (see next page). The icons allow you to take action on a meeting without having to open the full page of details. Icons help you to modify the meeting without having to enter the meeting folder.

26 2.8. BEFORE A MEETING : THE AGENDA. Chairperson The whole grey area groups the key icons (see chap. 2 «icons and menu»). Before the meeting it is therefore possible to : Modify the date Change participants Prepare the agenda Update the action plan Input decisions to be taken in advance Once you have typed the agenda (using the help of each pencil icon), it is sent to all participants with a single click.

27 2.9. DURING A MEETING : ACTION PLANS AND LIST OF DECISIONS Chairperson Once you have clicked the green button "Start", it will turn to a yellow "current meeting" and starts the timer. During the meeting you can: Create and update actions Enter notes in the «record of decisions» Add attachments A good meeting will enable you to cover the points of the agenda, give the parole to all participants and scan over note taking and the action plan so that everyone has understood what it has been decided.

28 2.10. AFTER A MEETING : CLOSING THE SESSION AND REPORTING. Chairperson Once a meeting has finished you can either close it or progress to «to rank» in the status selection. Both options put the timer on hold. Regardless of this, at any time, you can export the minutes of the meeting in pdf format and send them to participants and / or more recipients by . The pdf file is accessible by a connection in the so that your mail boxes are not clogged up

29 2.11. CREATING AN ACTION. You can add actions directly into the meeting action plans or folders, or you can also create them via the "Actions" menu and then "Add an action." You will then be asked about which action plan you want to add the action to via a simple drop-down menu. The adjacent screen will appear so that you can key in information related to the action: state of progress, person responsible etc.

30 2.12. LOOKING FOR AN ACTION. Copyright Perfony

31 2.13. ACTIONS LIST As with folders and meetings you have quick access to the list of actions via the menu «actions». A filter allows you to list of actions that you want. You can record the filters in «favourites». The icons enable you to manage essential aspects of an action via the list of actions. By clicking on an action you get deeper into the detail of the action concerned.

32 2.14. MANAGING AN ACTION. The detailed file of an action allows you to modify any aspect of it and to add attachments. The list of comments and flow of progress of the action appear at the foot of this page.

33 III. Advanced functions. 1. Evaluating a meeting. 2. The frequency. 3. Creating subfolders and sub-actions. 4. Duplicating an action. 5. My iperfony statistics. 6. Dashboard preferences. 7. Defining the priority of an action. 8. Managing the company parameters. 9. Comments. 10. Managing attachments. 11. The Benefits of iperfony. 12. PDCA according to iperfony.

34 3.1. EVALUATING A MEETING [1/2]. Chairperson One feature of Perfony is to provide a system for participants to evaluate meetings afterwards that is unique. Each meeting participant can be asked to evaluate the meeting by selecting «to evaluate» in the status list. The evaluation is voluntary and anonymous. For a pre-set time, everyone is invited to respond either to a detailed questionnaire (see next page) or give a general evaluation of the meeting (see below cons). A meeting «to evaluate» is identifiable in a list thanks to this icon After the pre-determined time, the evaluation of the meeting will be available for all its participants to see.

35 3.1. EVALUATING A MEETING [2/2]. Chairperson Meeting evaluation by questionnaire.

36 3.2. THE FREQUENCY. Chairperson Amongst all the informations to enter, you can define the frequency of a meeting if it is an occurent meeting and if you know its frequence. It helps you earning time and make it appear in the agenda of every participants to reserve the slot.

37 3.3. CREATING SUBFOLDERS AND SUBACTIONS [1/2]. Perfony allows you to divide an action into "sub-actions" and offers two ways to do it: directly create sub-actions or go through a folder, commonly known as the "Sub-folder. Sub-actions: the sub-actions function allows you to split an action in several actions. The progress of the principal action is locked and depends on the progress of its sub-actions. To create a sub action, click on the following icon The creation window appear, fill it :

38 3.3. CREATING SUBFOLDERS AND SUBACTIONS [2/2]. Delegating an action: Perfony allows you to create a file attached to an action & this is called the "Sub Folder". When cutting an action into several activities, one may need to add players associated with this action, without adding them to the folders or the meeting. Main Folder Action 1 Action 2 Action 3 s in the folder or the meeting To delegate an action click on the following icon ; The creation window then opens: When you delegate an action into a sub-folder, you cannot change the name of the folder; it has the same name as the parent action. In this example, the subfolder is titled "Action 2": Subfolder Action 1 Action 2 Action 3 s of the sub-folder The person responsible for the main action will be designated as the manager of the sub-folder, and he will be responsible for monitoring the progress of actions that will be created therein. By default, iperfony adds all the participants of the upper level as participants in the sub-folder

39 3.4. DUPLICATING AN ACTION. Perfony lets you duplicate an action to several participants in just a few clicks. This feature is very handy if you want to assign the same action to several people. Then select the people responsible

40 3.5. YOUR IPERFONY STATISTICS. Via «Home» then «Statistiics» you can access a new insight to your meetings and action plans. With data on time spent in meetings and follow-up actions, you will be able to make decisions based on known facts. A chairperson can have access to his own personal statistics and also the meetings and records of people he is responsible for by altering the top right selector.

41 DASHBOARD PREFERENCES. By clicking on the gear in the top left of the calendar, you will be able to customize your dashboard. You can activate different views such as Scrum view, the calendar or your Actions/folders/meetings (not recommended)

42 CALENDAR PREFERENCES. By clicking on the gear in the top left of the calendar, you will be able to customize your dashboard. You can choose to display the weekend or only week days. You can also set the start and end times of the day to display your calendar in a more relevant way.

43 3.7. DEFINING THE PRIORITY OF AN ACTION. It is not always easy to classify one s tasks or actions for prioritisation: which must come before the other? A man considered this question: Dwight David Eisenhower, General in Chief of the Allied Forces in Europe, who notably directed the D-Day landings. For Eisenhower, the priority of an action was related to the combination of two factors: the urgency and importance. Thus, we can represent his method with a simple matrix that has the form of a double-entry table, on one axis the degree of urgency, and on another, the degree of importance. (+) Importance (+) Urgency: action to be done immediately (+)Importance (-) Urgency: action to plan in your diary (-) Importance (+) Urgency: actions to delegate if possible (-) Importance and (-) Urgency: action to remove or keep it until free time Determine the priority of each action according to this logic:

44 3.8. MANAGING THE COMPANY PARAMETERS. Administrator Using the «preference» menu, you can access the page «iperfony system parameters» and thus personalise different criteria so that they are better suited to the needs of your company. Don t hesitate to contact us for any additional information on this subject.

45 3.9. COMMENTS. Comments permit to exchange with a precise manner on a folder, meeting or action. Mails appear in the Alert Zone and directly in the folder, action or concerned meeting (and by mail following the user preference). Send a new comment by answering the message thread or use the button in the lists pages.

46 3.10. MANAGING ATTACHMENTS You wish to add the last graphics to highlight your agenda of the meeting? You need to deliver an attachment from an action that has been given to you? Click on the paperclip icon. You are about to display the already add elements and add yours.

47 3.11. THE BENEFITS OF IPERFONY

48 3.12. PDCA ACCORDING TO IPERFONY.