Smartsheet scorecards & stocktakes

D100 Goal and Strategy lead training

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October 4, 2023

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As you login, open up your strategy Smartsheet scorecard (let me know if you need help accessing)

Objectives

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The what and why of stocktakes

Importance of and steps for preparing for the stocktake

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2

3

Practice using smartsheet scorecards to execute

4

Clarify next steps

Your plan in smartsheet

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15

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Objectives

3

The what and why of stocktakes

Importance of and steps for preparing for the stocktake

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2

3

Practice using smartsheet scorecards to execute

4

Clarify next steps

Your plan in smartsheet

5

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We are excited to introduce D100’s new scorecard tool for our strategic plan!

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The tool allows us to update progress and get quick insights into performance across our strategic plan:

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• Gives stakeholders clear ongoing visibility into the work

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• Allows you to deliver stronger results

• Serves as a single place to review, update, and monitor plans

• Drives problem solving conversations

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• Provides insight into success and challenges

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Dave will be your system administrator - feel free to reach out to him if you need help or have any questions!

D100 scorecard tool

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~15 strategy scorecards

11 school scorecards

Goal-level KPI charts

Aggregate (across strategies, *schools):

• % KPIs on track
• # or % milestones on track
• Qualitative updates

Strategy-level KPI charts

Milestone table

Qualitative updates

Aggregate (across goals & schools):

• % KPIs on track
• # or % action steps on track
• Qualitative updates

Reporting timeline

2 sections (1 per area) with:

• Description, strategies
• KPI charts
• Milestone table
• Qualitative updates

Feeds strategy scorecards for those that schools are working on

Public view-only scorecards

Strategy Scorecards

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Elements

• Summary of milestone and metric progress for district (& schools for 1A and 2A), description and reflection ratings
• KPI charts to track target vs. actuals of key KPIs (w/clickable link to edit or update data)
• Milestone table for tracking status of key activities (update/edit milestones live right on the scorecard)
• Monitoring section to capture qualitative updates on successes, challenges, help needed and reflection ratings (w/clickable link to submit updated reflection)

Features

• Notify strategy lead when KPI data expected to be updated
• Notify strategy lead when milestones expected to be complete (if not marked complete)
• Notify strategy lead when qualitative reflections due
• Feed into aggregate goal reporting on goal and district scorecards

Goal Scorecards

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Elements

• Description of strategies & owners included in goal
• % milestones on track by strategy and overall, % KPIs on track by strategy and overall, most recent goal-level monitoring ratings
• KPI charts to track target vs. actuals of key KPIs (w/clickable link to edit or update data)
• Monitoring section to capture qualitative updates on successes, challenges, help needed and reflection ratings (w/clickable link to submit updated reflection)
• Next steps tracker

Features

• Notify goal lead when KPI data expected to be updated
• Notify goal lead when qualitative reflections due
• Feed into district scorecard

INTERNAL District Scorecard

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Elements

• Summary of goals and associated strategies, with link to goal scorecards
• Charts to track milestone completion across goals and schools, metric status across goals and schools
• Monitoring section with successes, challenges, and support needed from goal reflections
• Next step tracker

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Features

• Allows for look across goals, strategies, and schools

PUBLIC District Scorecard

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Elements

• Overview of goals and strategies in plan
• Performance section with chart of KPIs on track by goal, reflection updates and ratings by goal
• KPI detail by goal for each metric, charting actual vs. target vs. projected status quo

Features

• Public view-only access
• Transparency with KPI progress

Leads engage in the system in 3 key ways to keep the scorecard updated: track KPIs, update milestones, and provide qualitative reflections

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• Capture and track status of ongoing milestones (*strategy leads only)
• Review overall strategy performance across milestones

TRACK MILESTONE PROGRESS

• Reflect on progress, data, strengths and challenges to implementation
• Provide qualitative ratings and rationales for current performance
• Flag asks for help if/as needed

SUBMIT QUALITATIVE RATINGS AND UPDATES

To support you in these tasks, we have created a series of D100 user guides that walk through how to update, edit, and troubleshoot

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KPIs in your scorecard

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Tracking data is essential for knowing if your work is having impact, adjusting if not, being able to communicate progress.

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How it works:

• Tracks data for KPIs for goal and all strategies or school KPIs
• Populates graphs and charts on scorecards based on values
• Within KPI identifies most recent data, checks if on track (equal or better) than target
• Calculates % on track across KPIs of strategy or goal

KPIs: How to update - for Goal and strategy leads

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View as slideshow for step by step animation

Want more? Watch our updating metrics demo video at https://tinyurl.com/PIMmetricsbrief

MILESTONES: Deeper look at how it works

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Milestones help keep the plan on track and ensure we are clearing major hurdles to stay on track with the plan.

How it works:

• Each strategy and school has a milestone table on the scorecard that allows users to update all information
• Status column populates graphs and charts on all dashboards
• Assigned strategy leads are notified when deadline passes for milestones not marked complete (system then updates that milestone’s status to off track)

MILESTONES: How to update - for Strategy leads

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Insert row, add relevant detail (be aware of nesting, if needed copy from existing row)

Click into relevant cell and update using drop down and/or calendar where appropriate

Update milestone detail (e.g.,, status)

View as slideshow for step by step animation

Want more? Watch our updating milestones demo video at https://tinyurl.com/PIMmilestones

Exercise 1: Practice updating scorecards in Smartsheet

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10 min individual work

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Review and update milestone status/dates

• TIP: Check that the start/end dates are specific enough to be helpful - esp for Year 1 (year-long milestones are hard to track)
• DON’T FORGET TO SAVE YOUR WORK!!

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Review and practice updating KPIs

• NOTE: most strategy KPIs placeholder awaiting final updates
• TIP: Make sure to check / add assigned owners and dates for automated reminders
• DON’T FORGET TO SAVE YOUR WORK!!

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Discussion

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5-10 min whole group discussion

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Share out:

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• What went well?
• What was challenging?
• What other supports do you need to feel prepared to do this?

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Objectives

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The what and why of stocktakes

Importance of and steps for preparing for the stocktake

1

2

3

Practice using smartsheet scorecards to execute

4

Clarify next steps

Your plan in smartsheet

5

10

The plan details have answered the first two questions, we are now going to set up systems for answering the third and fourth questions

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What are we trying to do?

How are we planning to do it?

At any given moment, how will we know whether we are on track?

If we are not on track, what are we going to do about it?

It involves asking the following questions consistently and rigorously:

Routines are so critical to successful implementation that we call them the “engine” of delivery

What are routines?

• Regularly scheduled checkpoints to assess if implementation is on track
• Engine that drives implementation forward: Without routines, implementation will stall or eventually fall off the agenda
• A source of structure and discipline to create order in complex public sector systems

What purpose do they serve?

• Monitor performance: Understand if system is on track to deliver aspirations
• Diagnose problems: Surface issues that are inhibiting progress and analyze data to pinpoint causes
• Address problems: Provide a venue to discuss and decide how to overcome challenges

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There are several types of progress monitoring routines - today we will focus on the incredibly critical “stocktake”

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Formal progress monitoring conversations:

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Informal ongoing conversations about progress to keep the work on track:

Action planning team meetings

Regular goal team meetings

Cabinet updates

Ongoing work meetings

Stocktakes will serve as the “engine” for making sure this plan is real and alive

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They are intentionally scheduled to leverage available data and drive improvements

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Rotating through goals each semester - roughly 1/mo

Capitalize on data and summer timing for look across all goals

Cadenced schools to update after data is available, then district G1 & G2 stocktake with school input in advance of board report out

Stocktakes have characteristics and an intentional design that make them differ from regular meetings

Time allocation for an effective stocktake:

• 10%: Arrive at a shared view of progress
• 80%: Deep dive on specific issues
• 10%: Explicit next steps with owners and timelines

Stocktakes are well run and regular, but differ from other meetings with their focus and action on performance

Many of you will play an important role in a successful Stocktake

As pre-work you watched an example of a stocktake in practice

Osceola District Stocktake, 2018: Academic goal deep dive (0-4:25)

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Reflect

Chat in reactions:

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What stood out if anything in the stocktake video you watched?

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What questions do you have about what went into that conversation?

Objectives

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The what and why of stocktakes

Importance of and steps for preparing for the stocktake

1

2

3

Practice using smartsheet scorecards to execute

4

Clarify next steps

Your plan in smartsheet

5

15

Preparation is critical to a successful Stocktake, and happens across roles

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weeks prior

weeks prior

week prior

days prior

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2-3

3

2

Scheduled Meeting

Ideal steps to prepare for a Stocktake

See appendix for slight variation for all goal stocktakes to include an additional “pre-calibration” conversation

The process starts with automated emails requesting strategy, then goal leads, to reflect on and rate progress to date

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weeks prior

weeks prior

week prior

days prior

1

2-3

3

2

Scheduled Meeting

Ideal steps to prepare for a Stocktake

Smartsheet tool prompts leads with email

For this reflection, leads will complete a reflection survey to rate themselves and provide rationales about aspects of implementation

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The reflection survey includes questions that prompt leads to reflect and report on:

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• Progress of milestones and KPIs (with a reminder to update those)
• Ratings and rationales across 4 aspects of implementation: planning, capacity, evidence of progress, and overall likelihood of success
• PUBLIC FACING Successes and challenges to share
• INTERNAL DETAIL on support needed and next steps

Importantly, there are several pre-meetings to ensure all participants are briefed and ready to engage at the stocktake

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weeks prior

weeks prior

week prior

days prior

1

2-3

3

2

Scheduled Meeting

Ideal steps to prepare for a Stocktake

Goal teams meet to review and calibrate the resulting ratings “heat map” and create the agenda for the stocktake

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Example of a cross-goal heat map with rationales

The system leader is also briefed in advance on progress ratings, available data, and topics for the stocktake

There are some key lessons learned to keep in mind when working on stocktakes

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• Schedule far in advance and hold the time sacred
• Facilitator should listen for next steps and ensure follow up - driving work between stocktakes
• Allow the schedule to keep refocusing you on these key priorities

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KEEP THE ENGINE RUNNING

• Rating and reflecting in advance is key to prioritize limited stocktake time
• Preparing the system leader in advance is essential to keep the conversation productive and action-oriented

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PRIORITIZE PREPARATION

• These ratings are a “snapshot in time” - don’t be afraid to red or green!
• Evidence is important - base your evidence of progress rating in data and facts
• Progress is only possible to the extent teams and leads are willing to have difficult conversations

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HONESTY LEADS TO PROGRESS

Reflect

Chat in reactions:

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What aspects of this process feel similar to what you have done in the past?

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What do you anticipate being the most challenging part of implementing stocktakes in your district?

Objectives

37

The what and why of stocktakes

Importance of and steps for preparing for the stocktake

1

2

3

Practice using smartsheet scorecards to execute

4

Clarify next steps

Your plan in smartsheet

5

25

2-3 weeks prior to a stocktake, leads will get an automated reminder to complete a reflection survey

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How it works:

• Leads receive an automated email aligned to the monitoring calendar; or anyone can submit using the link on any strategy scorecard
• Prompts guide you to select your goal or strategy, then answer a series of reflection questions about:
• Progress of milestones and metrics
• Ratings and rationales across 4 aspects of implementation: planning, capacity, evidence of progress, and overall likelihood of success
• PUBLIC FACING Successes and challenges to share
• INTERNAL DETAIL on support needed and next steps

NOTE: the form must be completed in 1 sitting, so gather your data and thoughts prior to completion.

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• After submission, the most recent responses populate relevant scorecards

As part of the reflection, leads will need to make qualitative ratings of progress

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Don’t overthink it!

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Categories:

• Quality of planning
• Capacity
• Evidence of progress
• Overall likelihood of success

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Rating scale:

• Green: strong - requires slight refinements
• Amber Green: mixed - more strong than weak
• Amber Red: mixed - more weak than strong
• Red: weak - needs attention

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The form includes questions to consider to help you make your rating and justify your rationale

Exercise 2: Practice completing the reflection survey

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15 min individual work

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Individually complete the survey form for your strategy:

• In the “Progress” section - use your recent update of milestones and KPIs to reflect on progress so far
• In the “Ratings” section, select the rating that represents the current assessment of progress.
• Record a rationale for your rating based on the guiding questions and your plan/data

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Green: strong - requires slight refinements

Amber Green: mixed - more strong than weak

Amber Red: mixed - more weak than strong

Red: weak - needs attention

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• In the “Update” section -,add public and internal reflections
• Submit and see updates in your scorecard!

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Discussion

41

​

5-10 min whole group discussion

​

Share out:

​

• What went well?
• What was challenging?
• What other supports do you need to feel prepared to do this?

​

Objectives

42

The what and why of stocktakes

Importance of and steps for preparing for the stocktake

1

2

3

Practice using smartsheet scorecards to execute

4

Clarify next steps

Your plan in smartsheet

5

10

Our first stocktake is scheduled for Goal 2 in November

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System set up in 2023

Leads will be prompted to complete a reflection 2-3 wks prior

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Next steps

• Schedule stocktake series for school year → starting with Goal 2 in Nov
• Update KPI, milestone, and strategy/goal details in Smartsheet overtime
• Reach out to Rebecca or Dave with questions or for help

Exit

ticket:

Feedback,

please!

We crave feedback! We’ll use your input to ensure you have strong support going forward.

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https://tinyurl.com/D100Stock

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Thank you

www.deliver-ed.org

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School Scorecards

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Elements

• Side-by-side view of both strategies with description of work, count or % of milestones by status, % of KPIs met/not, and qualitative ratings
• KPI charts to track target vs. actuals of key KPIs (w/clickable link to edit or update data)
• Milestone table for tracking status of key activities (update/edit milestones live right on the scorecard)
• Monitoring section to capture qualitative updates on successes, challenges, help needed and reflection ratings (w/clickable link to submit updated reflection)

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Features

• Notify school lead when qualitative reflections due
• Notify school lead when KPI data expected to be updated
• Notify school lead when milestones expected to be complete (if not marked complete)
• Feed into aggregate school data to report at district level

PUBLIC School Scorecard

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Elements

• District detail on strategies schools are focused on (1A: Math and 2A: SEL)
• Performance dashboard with % KPIs on track overall across schools (by strategy), % schools reporting for each implementation rating category
• Detailed report of school specific description, success, and challenges with implementation (by strategy)

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Features

• Public view-only access
• Transparency with aggregate school KPI progress
• Transparency with aggregate school implementation ratings

Feedback survey results

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