Smartsheet scorecards

D100 School leaders training

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November 7, 2023

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Objectives

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Practice updating Smartsheet scorecards

Timeline and process for updates (including qualitative)

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2

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Clarify next steps

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Your plan in smartsheet

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15

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Objectives

3

Practice updating Smartsheet scorecards

Timeline and process for updates (including qualitative)

1

2

3

Clarify next steps

4

Your plan in smartsheet

10

15

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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

District performance

Cross-school performance

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 progress for related district strategies
• Feed into aggregate cross-school scorecard

PUBLIC Cross-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

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

You will get a link to login to D100’s smartsheet workspace (free; just create a username and password); from there find your scorecard

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Each school has their own scorecard & folder → BOOKMARK YOUR SCORECARD LINK!!

How to navigate the first time: D100 Strategic Plan → School scorecards folder → find your folder:

*All school resources are accessible from the scorecard, bookmark the scorecard link and you’ll be set!

School leaders will engage in the system in 3 key ways to keep their scorecard updated

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• Capture and track status of ongoing milestones
• 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

Ongoing (aligned to deadlines)

3 times per year

To support you in these tasks, we have created a D100 school leader user guide that walk through how to update, edit, and troubleshoot

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The system will notify school leads when KPIs or milestones are expected (where dates are put in the system)

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• Capture and track status of ongoing milestones
• 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

Ongoing (aligned to deadlines)

3 times per year

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 both school strategies
• Populates graphs and charts on scorecard 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

KPIs: How to update - for school leaders

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View as slideshow for step by step animation

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 school’s strategy has a milestone table on the scorecard that allows users to update all information
• Status column populates graphs and charts on all dashboards
• Assigned 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 school leaders

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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

Objectives

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Practice updating Smartsheet scorecards

Timeline and process for updates (including qualitative)

1

2

3

Clarify next steps

4

Your plan in smartsheet

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15

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Exercise 1: Practice updating KPIs and milestones in Smartsheet scorecards

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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 (year-long milestones are hard to track)
• DON’T FORGET TO SAVE YOUR WORK!!

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Review and practice updating KPIs

• TIP: Make sure to check / add assigned owners and dates for automated reminders
• DON’T FORGET TO SAVE YOUR WORK!!

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Discuss

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What went well?

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What was challenging?

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What other supports do you need to be able to execute?

Objectives

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Practice updating Smartsheet scorecards

Timeline and process for updates (including qualitative)

1

2

3

Clarify next steps

4

Your plan in smartsheet

10

15

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On a regular cadence, school leaders will also be asked to provide qualitative updates on progress

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• Capture and track status of ongoing milestones
• 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

Ongoing (aligned to deadlines)

3 times per year

Schools will provide these updates 3x/yr, which will inform district strategic plan stocktakes

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The calendar intentionally leverages available data to help drive improvement and impact

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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

There is a school reflection survey to help leads rate themselves and provide rationales about implementation

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How it works:

• School leads receive an email asking for a reflection aligned to the calendar; or they can submit anytime using the link on the school scorecard
• The form prompts guide you to select your school and strategy, then answer a series of reflection questions about:
• Progress of milestones and KPIs
• 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 the monitoring

section of the school scorecard

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

Discuss

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What do you like about this?

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What might be challenging?

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What supports do you want to be able to execute?

Objectives

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Practice updating Smartsheet scorecards

Timeline and process for updates (including qualitative)

1

2

3

Clarify next steps

4

Your plan in smartsheet

10

15

10

Schools have until February to play in the system before for the first update deadline

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Leads can update scorecards as much as they’d like before then as well!

System set up in 2023

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Next steps

• Access and bookmark your school scorecard → reach out with any access issues
• Update scorecard KPI, milestone, and details as needed 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/D100schools

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Thank you

www.deliver-ed.org

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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