Clear Impact Blog

By: Christian Ragland
March 20th, 2023

Our Scorecard software is well-known for its data management, strategic planning, and performance reporting functionalities. However, Scorecard features another powerful tool for improving organizational efficiency. The Scorecard “Action Manager” is a project management tool consisting of “Actions” and “Gantt Charts.” These tools can help your team successfully complete a project within a timeline by assigning tasks to individuals, sending email reminders, and tracking action completion. Keep reading to learn more about how to use these tools.

There is more to Scorecard than data management! In this blog, you’ll learn how you can improve your efficiency and success using Scorecard’s Action Manager and Gantt Chart (see image above) functionality. **Tip: click on each product screenshot to zoom in.

Table of Contents:

1. What are Scorecard Actions?
   1. Default Action Fields
   2. Custom Action Fields
2. How Do I Create an Action?
3. Gantt Charts
4. Using Actions and Gantt Charts to Improve your Project Management
5. Creating an Action Plan with Results-Based Accountability & Strategic Planning
6. Avoid Scope Creep
7. Final Thoughts
8. Helpful Links

The Actions View in Scorecard displays all assigned actions (past and present) according to specific filters like “status,” “assigned to,” and “end date.” **Tip: click on each product screenshot to zoom in.

What are Scorecard Actions? 

In Scorecard, an action is a specific task, project, or initiative created by a user and assigned to another user. Users can associate actions with any Scorecard Object (Results, Indicators, Programs, Performance Measures, etc.) to keep them organized. Actions have definitive start and end dates and can be assigned to any person or group of people within your organization. You can set individuals to receive email reminders about the status of their assigned actions. 

Actions are entirely customizable. For example, you can add tags to each action to help you look them up later. Tags are especially useful for keeping track of Actions that have the same name but belong to different departments, projects, Scorecard Objects, etc.

Default Action Fields

Here is a list of default action properties to help you stay organized:

Name: The name of the Action

Tags: Labels that help you distinguish between Actions that have the same name but belong to different departments, etc.

Status: Dropdown selection for the status of the Action

Assigned By: Selects a user to denote as Assigned By or managing this Action

Assigned To: Selects a user to denote as Assigned To or responsible for completing this Action

Start Date: Calendar Date for when the action will start

End Date: Calendar Date for when the action will end

Percentage Complete: 0-100 % complete

Custom Action Fields

In addition to the existing default properties listed above, we also included the ability to create custom fields to get more specific. Actions can have an unlimited number of custom fields to enter simple values like “budget” or “spent to date.” Users can define custom fields in the administration section of the software or in Actions themselves. 

Once an action is created, an administrator can add custom fields to keep track of any information they need. **Tip: click on each product screenshot to zoom in.

How Do I Create an Action?

There are several ways to create a new Action. While viewing a Result or Program, you can simply click “+ Add Existing Action” or “+ Add New Action” in the Actions container to prompt the action creation process. If you are adding an existing action, tags will help you easily find the Action you need. 

Once you add an Action to a Result or Program, it will appear under “Actions” within the container view. From there, an administrator can edit or change any of the properties at any point. 

Actions container within a Program or Result page. From here, you can add an existing action or create a new one. **Tip: click on each product screenshot to zoom in.

When you click “+ Add New Action,” you can enter values for default and custom fields. **Tip: click on each product screenshot to zoom in.

Clicking into an Action itself will allow the administrator to add individual tasks or “To-Dos.” These To-Do lists can also be assigned to individuals with unique due dates. 

Clicking on an Action will bring you to this view, where you can add associated “To Dos” with due dates. **Tip: click on each product screenshot to zoom in.

Gantt Charts show a birds-eye view or a zoomed-in perspective of all assigned actions on a timeline. **Tip: click on each product screenshot to zoom in.

Gantt Charts

Once you’ve added Actions to your Scorecards, you can view each action in a project schedule using the Gantt Chart view. The Gantt Chart view is accessible through the Scorecard page by clicking on the dropdown menu under “Scorecard View” and selecting “Gantt Chart.” Or, you can go to the main menu and click Objects >> Action Manager >> Gantt Chart.

When you’re on a Scorecard page, click “Gantt Chart” in the “Scorecard View” dropdown menu under the name of the Scorecard. This will bring you to the Gantt Chart containing all Actions associated with that Scorecard. **Tip: click on each product screenshot to zoom in.

This view allows you to get a birds-eye view of all of your assigned actions in a timeline with a customizable range. This page itself offers customizable views, with filtering by assignees, due dates, and relevant Scorecards. 

You can adjust an Action’s time frame (start to end date) directly in the Gantt Chart by dragging it from the left or right. You can also drag the Action Slider to represent how much of the task has been completed.

To adjust an Action’s time frame, drag it from the left (start date) and/or right (end date). To adjust the completion status, you can also drag the Action slider (see red arrow). **Tip: click on each product screenshot to zoom in.

Double-clicking an Action opens it for editing, where you can change the title, status, assignee, or time frame. Task assignees will be notified of changes. For more exact Action editing, click the action’s Edit icon. This opens the action in a separate tab, in which you can use the Edit button to make changes.

From the Gantt Chart view, you can edit Actions in two ways. To make quick edits without leaving the page, click the action in the chart (see green arrow). To make more detailed changes, click on the edit icon next to the Action name in the left menu (see red arrow). **Tip: click on each product screenshot to zoom in.

The main benefits of using a Gantt chart include better project scheduling and communication, improved resource allocation and utilization, increased visibility and control over project progress, and enhanced collaboration among team members.

Using Actions and Gantt Charts to Improve your Project Management

A Gantt chart is a widely used tool in project management that provides a visual representation of the project schedule, making it easy to plan, track, and manage project activities. The main benefits of using a Gantt chart include better project scheduling and communication, improved resource allocation and utilization, increased visibility and control over project progress, and enhanced collaboration among team members. By breaking down complex projects into manageable tasks and timelines, Gantt charts enable project managers to prioritize activities,  allocate resources more effectively, and identify critical path dependencies (the relationship between tasks in a project that have a direct impact on the overall duration of the project). They also provide a clear and concise way to communicate project timelines and progress to stakeholders, helping to ensure that everyone is on the same page and working towards the same goals.

Creating an Action Plan with Results-Based Accountability & Strategic Planning

Results-Based Accountability (RBA) is a framework that helps organizations and governments get from talk to action on improving their performance and achieving measurable community Results. To create an action plan using RBA, the first step is to define the desired Results or outcomes that the organization aims to achieve. Next, the organization should identify the key indicators that will be used to measure progress toward these Results. With this information, the organization can then develop strategies and Action Plans using RBA’s  Turn the Curve Thinking Process. Action Plans should also include a process for ongoing evaluation and adaptation to ensure that the organization is continually working toward achieving the desired Results.

Effective strategic planning can also help social and public sector organizations create a clear vision for their future and develop effective action plans. Strategic planning helps organizations identify strengths and weaknesses, assess the external environment, and determine priorities. Through this process, the organization can develop a set of measurable objectives and goals that are aligned with its mission and vision. From these goals, the organization can create an action plan that outlines specific strategies, activities, timelines, and resource requirements to achieve its objectives. Action plans can serve as a timebound roadmap, helping to guide decision-making, resource allocation, and progress monitoring.

Avoid Scope Creep

Scope creep occurs when your planning was insufficiently articulated, and the deliverables change over time.

Scope creep is a term used in project management to describe the gradual expansion of a project’s goals, requirements, or deliverables beyond its original scope. This can happen when new features or requirements are added without proper consideration of their impact on the project timeline, budget, or resources. Scope creep can be a significant risk to the success of a project, as it can lead to delays, increased costs, and decreased quality. To avoid scope creep, project managers must define the project scope clearly and communicate it effectively to stakeholders, and any changes to the scope must be carefully considered and approved through a formal change management process.

Here are some steps you can take to ensure that your scope stays consistent throughout the project lifecycle:

1. Create Your Vision: Know the broad changes that you’d like to create with your project
2. Look Internally: Gauge your organizational capacity and find what you can realistically achieve with your current budget and resources
3. Look Externally: Discuss your existing and desired partnerships and articulate how they can contribute toward success
4. Set Your Measures: Create a Scorecard with all of your measures, including a timeline with milestones along the way
5. Assign Actions to Individuals: With your limitations and strengths in mind, give your staff assignments so that everyone is fully aware of the metrics they are responsible for

Final Thoughts

Using Scorecard Actions and Gantt charts is an easy and effective way to enhance your project management and Results-Based Accountability initiatives. Your team is bound to appreciate the clarity in expectations that Scorecard’s project management tools provide. Gantt charts can also be used as a visual communication tool (both internally and externally) to show how your team is working together and staying accountable. Whether you’re a Scorecard newbie or a seasoned veteran, give Actions and Gantt Charts a try and get the most out of your subscription! 

If you need help, feel free to contact your account representative or email support@Clearimpact.com.

Helpful Links:

• See how Clear Impact Scorecard project management tools work in a private customized demo.
• Learn more about Results-Based Accountability’s Turn the Curve Thinking process.
• Learn more about Results-Based Accountability.
• Learn more about Effective strategic planning.
• If you need help using any Scorecard features, feel free to email support@Clearimpact.com.
• Still using Scorecard 6.0? Work smarter and upgrade to 7.0 today. See what’s new here.