Help > Working with Teamwork

About Teamwork

Note the following about Teamwork:

Teamwork is a Premium Service available with Clearvale.
Teamwork allows organizations to plan and align goals and tasks, eliminate bottlenecks, optimize resources, and encourage collaboration.
If you are new to Teamwork, you can view and print the Teamwork Quick Start Guide .

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Creating Teamwork Plans

You can create a Teamwork plan for a network or community. By default, only network administrators or community owners can create a Teamwork plan.

To create a Teamwork plan first add a Teamwork Plans widget to the home page or community page (see Teamwork Plans). Then click More in the Teamwork Plans widget to start Teamwork. Click the Create New Plan button to create a plan.

Define the plan as follows:

Specify a name for your plan. Consider naming it to match the time period you select for the plan. For example, you might name it SalesQ410.

Add a Start Date and End Date using the calendar icons.
Select Plan Status. Choose Active to indicate an actively used plan. Archive indicates a past plan. If you choose Archive, note that the plan will not be visible in My Objectives and you cannot add goals to it. If you accidentally set a plan to Archive, you can change it back to Active.
Select Yes for Is Shared to share your plan.
- If the setting Is Shared is set to Yes and the work plan is created from the network, then all network members can access the plan and view which assignments are assigned to who.
- If the setting Is Shared is set to Yes and the work plan is created from the community, then all community members can access the plan and view which assignments are assigned to who.
- If the setting Is Shared is set to No and the work plan is created from the network, then only network members selected from the Share Plan tab can view which assignments are assigned to who.
- If the setting Is Shared is set to No and the work plan is created from the community, then only community members selected from the Share Plan tab can view which assignments are assigned to who.
Check Show on Network Page to have the plan appear in the Teamwork Plans widget on the home page of your network. If you do not check this box, your plan will appear in the Teamwork Plans widget on the home page.
Add any optional notes about the plan.
Click Save and Next when done.

After clicking Save and Next, the Plan Checkpoint page appears where you need to set plan checkpoints. The checkpoints determine the intervals at which you will track your team's effort. For example, you might want to track its effort every week, or you might want to track it every two weeks. You can also set a specific date for a checkpoint.

Set the checkpoints as follows:

Use the drop down menu next to Recurrence to set recurring times to track the status of goals and tasks. For example, you might want to update the status every Friday or every other Monday. Click Generate Checkpoints to generate the checkpoints. The sheet is populated with the dates.
Use the date box next to Additional Dates to add additional checkpoints, such as the final day of the quarter. Click Add Another Checkpoint to add the checkpoint. Repeat for each additional checkpoint that you want to add.
You can delete the checkpoints you don't need.
Click Save.
Click Complete to display the Goal Management page for your plan where you can add or edit goals and tasks for your plan.

Note the following about creating Teamwork plans and setting checkpoints:

Your plan will not be visible in My Objectives or within the Teamwork Plans widget until you set the checkpoints.
To set additional checkpoints, click Manage and then click the icon for your Teamwork plan.
To edit an existing Teamwork plan, click the Teamwork icon for the plan in the Teamwork Plans widget. The Goal Management page appears for your plan where you can edit the goals and tasks that comprise the plan.

You can export details about your Teamwork plan to an Excel spreadsheet. The Excel spreadsheet contains details about the plan, including a list of the reporting periods, details on goal/task assignment and completion, and plan participants. To generate the report:

Click Manage and then click the Data Export icon next to the plan to export. The generated Excel spreadsheet includes four worksheets.
Click one of the worksheet tabs at the bottom of the spreadsheet to display the various worksheets. For example, click task_sheet to see details about the goals and tasks in your plan.

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Adding Goals to Your Plan

Teamwork plans require that you set goals. You set goals on the Goal Management page. To display this page, do one of the following:

Click My Objectives and select your Teamwork plan from the drop-down list that lists all active plans.
Click the plan icon in the Teamwork Plans widget.

When you first create a plan, a placeholder goal named Top goal appears on the Goal Management page. Double-click it to edit the values:

For Item Name, specify the name of the goal.
By default, the goal is assigned to you. Click the Ellipsis button to select personnel and assign the goal to someone else.
By default, you are the reviewer of the goal. Click the Ellipsis button to assign a different reviewer.
Enter a Start Date and a Due Date for this specific goal.
By default, the Weight of the goal is set to 10. Weights range from 0 (no importance) to 100 (critical) and

reflect the importance between the same level goals and tasks. If you have two goals, and one is twice as important as another, weight the first goal 20 and the other goal 10.

The Reviewer Rating is the score given by the goal reviewer.
Click Save and Close when done defining the goal.

To edit an existing goal, double-click on it. The Task/Goal Detail pop-up window appears. This window displays all the details pertaining to the goal:

Use the Basic Information tab to see basic information about the goal.
Use the % Complete tab to track goal completion.
Use the Related Links tab to add links to content within your network. For example, you might add a link to a document that is related to a goal.

To add more goals, right-click under the first goal and select Add top goal.... Define another goal.

To add goals by copying an existing goal, select the top-most goal to copy and select Copy Item from the context menu. Click where you want to paste the goal and select Paste Special... from the context menu. The Paste Special dialog box appears. Indicate what to copy and where to paste it. For example, you can decide to copy just the currently selected goal or the goal and all of its sub goals and tasks. You can also control how the goals are pasted: before the current item, after the current item, as a sub-item, or to replace the current item. You can copy and paste goals within the current Teamwork plan or into another Teamwork plan.

Alternatively, you can add goals to your plan by using the Knowledge Base. To add goals from the Knowledge Base right-click in the goal area of the page on the left and select Copy from KB..... From the screen that appears, select the goal that you want to copy and click Copy to....The goal and all of its subgoals and tasks are copied into your plan.

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Adding Subgoals

To add a subgoal, right-click the top-level goal that needs a subgoal and select Add subgoal.... If you add a subgoal to your first goal, numbered 1, the subgoal is numbered 1.1. Define the subgoal as follows:

Name of the subgoal.
By default, the goal is assigned to you. Click the Ellipsis button to select personnel and assign the goal to someone else.
By default, you are the reviewer of the subgoal. Click the Ellipsis button to assign a different reviewer.
Enter a Start Date and a Due Date for this specific subgoal.
By default, the Weight of the goal is set to 10. Weights range from 0 (no importance) to 100 (critical) and
reflect the importance between the same level goals and tasks. If you have two goals, and one is twice as important as another, weight the first goal 20 and the other goal 10.
The Reviewer Rating is the score given by the goal reviewer.
Click Save and Close when done defining the subgoal.

To edit a subgoal, double-click on it.

TIP: When adding subgoals, make sure that you right-click and highlight the goal to which you want to add a subgoal. For example, if you want to add a subgoal to top goal 1 but highlight and click on subgoal 1.2 by mistake, you will add a third level goal (1.2.1).

To add sub-goals by copying an existing goal, select the top-most goal to copy and select Copy Item from the context menu. Click where you want to paste the goal and select Paste Special... from the context menu. The Paste Special dialog box appears. Indicate what to copy and where to paste it. For example, you can decide to copy just the currently selected goal or the goal and all of its sub goals and tasks. You can also control how the goals are pasted: before the current item, after the current item, as a sub-item, or to replace the current item. You can copy and paste goals within the current Teamwork plan or into another Teamwork plan.

Alternatively, you can add subgoals to your plan by using the Knowledge Base. To add subgoals from the Knowledge Base right-click in the goal area of the page on the left and select Copy from KB..... From the screen that appears, select the subgoal that you want to copy into your plan and select Copy to....The subgoal is copied into your plan.

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Adding Tasks to Goals

Tasks are the actual steps to take to meet the goal. You can add one or more tasks to each top-level or sublevel goal. To add a task to a goal, highlight the goal or subgoal to which to add a task and right-click to display the context menu. Select Create Task. Define the task as follows:

In Item Name, specify a name for the task.
Specify when the task should start and when it is due.
By default, the task is assigned to you. Click the Ellipsis button to select personnel and assign the task to someone else.
By default, the reviewer of the task is you. To select someone else to review the task, click the Ellipsis button to select personnel and assign the reviewing of the task to someone else.
By default, the weight of the task is set to 5. Weight reflects the importance between the same level goals and tasks. If you have two tasks, and one is twice as important as another, weight the first task 10 and the other task 5.

Check the Tracked by Funnel Report checkbox to have this task appear in the Funnel Report.

Click Save and Close when done defining the task.

Once a task is defined, the member to whom the task is assigned should edit the task and specify additional details including the activity or steps needed to complete the task. See Editing Tasks for details on defining the activities for a task.

You can also add tasks by copying a single task or by copying a goal or sub-goal that contains multiple tasks. Select a particular task to copy or select a goal or sub-goal with sub tasks. Then select Copy Item from the context menu. Click where you want to paste the tasks and select Paste Special... from the context menu. The Paste Special dialog box appears. Indicate what to copy and where to paste it. For example, you can decide to copy just the currently selected task or the goal and all of its sub goals and tasks. You can also control how the task is pasted: before the current item, after the current item, as a sub-item, or to replace the current item. You can copy and paste tasks within the current Teamwork plan or into another Teamwork plan.

Alternatively, you can add tasks to your plan by using the Knowledge Base. To add tasks from the Knowledge Base right-click in the goal area of the page on the left and select Copy from KB..... From the screen that appears, select the task that you want to copy into your plan and select Copy to....The task is copied into your plan.

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Editing Tasks

You have a few options when editing a task:

To see the high-level details of a task, click the task. The high-level details appear on the right-side of the page. (If you do not see the high-level details of the task, expand the task by clicking the down arrow icon.)
To see the high-level details of all tasks in a goal, click the goal. The high-level details of all of the tasks for the task appear on the right-side of the page. (If you do not see the high-level details for the task, expand the task by clicking the down arrow icon.)
To see comprehensive details of the task, double-click the task. The Goal/Task Detail pop-up window appears. This window displays all the details pertaining to the task:
- Use the Basic Information tab to see basic information about the task.
- Use the % Complete tab to track task completion.
- Use the Activity tab to track the activities related to the task. Activities are subtasks that are tracked within the task by using the Description field. The manager or the individual assigned the task can add and update activities. Activity details are displayed for two checkpoints of the task.
- Use the Related Links tab to add links to content within your network. For example, you might add a link to a document that is related to a task.

TIP: If you do not see the user you want to assign a task or goal to, make sure the person has access to your Teamwork goals. Also, if your Teamwork plan is in a community, make sure the person has joined the community.

To edit task information in the Goal/Task Detail pop-up window:

Change basic task information:
- State of the task. You can set a task as completed, deferred, or canceled.
- Item Name. The measured task.
- Weight. Weights range from 0 (no importance) to 100 (critical) and reflect the importance between the same level goals and tasks.
- Tracked by Funnel Report. Check to have this task appear in the Funnel Report.
- Start Date: The date the assigned person can start working on the task.
- Due Date: The date the task is due. The due date defaults to the plan completion date.
- Assignee. The individual assigned the task.
- Reviewer. The personnel that reviews the progress made towards the task. Click the Ellipsis button and select the action icon to add a reviewer.
- Completion Date. The date the task is completed.
- Reviewer Rating. The rating that the assigner of the task gives to the work completed.
Update the % Complete tab:
- The Plan % Complete dial represents the percentage of work completed towards the task relative to the overall Teamwork Plan.
- The % Complete dial represents the percentage of work completed towards the task.
- Use the left and right arrows to display previous or later checkpoints for the task.
- The chart is a line graph that displays the Plan % Complete and Actual Complete Ratio values over time. Orange is used for Plan % Complete, and green is used for % Complete.
Update the Activity tab.
- Add or edit task activity by checkpoint date:
  - Find the checkpoint date.
  - Click the Activity icon to add a new activity. A row displays in the table.
  - Enter a name describing the activity in the Description column.
  - Enter the amount of work completed for the activity in the Att column. Att means attainment.
  - If necessary, change the status of the task by clicking on the exclamation point icon . The status list contains 4 color-coded status types: Deferred, Unplanned, In Process, and Urgent.
- The chart is a bar chart that displays the specific activities that you define. To change the bar chart of your task:
  - Click the Ellipsis button.
  - Enter the name of the Activity you want to add and click Search.
  - Click the action icon to display the graph of the selected activity.
Update the Related Links tab, if you want to include network URLs related to your task.
Click Save.
Close the Goal/Task Detail pop-up window by clicking the X close icon in the upper-right corner or the Cancel button.

Notes about editing tasks:

You can only display your tasks and the tasks you review.
A task is not considered complete until you set the state to Completed.

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Marking Goals and Tasks as Important

The importance of a goal or task is indicated by the color of the star associated with the goal or task. Toggle the star icon between gray (regular importance) and gold (high importance).

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Changing the Status of Goals and Tasks

Goals and tasks can be in one of the following states:

New. Occurs when a goal or task is added.
On Going. Set this when you are working on a goal or task but it isn't completed yet. (Using this state is optional.)
Completed. Occurs when someone clicks Complete for the goal or task.
Deferred. Occurs when someone clicks Deferred for the goal or task.
Canceled. Occurs if someone cancels the goal or task. When you cancel a goal or task, all its subgoals or subtasks are canceled as well.

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Setting Up User Rights

Only a community owner or the network administrator can see the Setup User Rights tab. The community owner or network administrator can grant the following permissions to members:

Plan. Allows the selected member to view and use the options in the Manage tab and to create a plan.
Bonus. Allows the selected member to use the Performance and Bonus tab.
Knowledge Base. Allows the selected member to update contents in the Knowledge Base.
Admin. Allows the selected member to manage bonuses.

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Working with Bonus Plans

Performance bonus plans may determine performance-based merit awards. Managers may create the conditions of a bonus plan and make certain members eligible by assigning the member to the plan.

There are two pre-conditions that must be met when creating a performance bonus plan. They are:

Creating a Teamwork plan and assigning tasks. Before a bonus plan can be created, goals and tasks are established for members in the Teamwork project plan. The tasks of a member are rated based on percentage complete and calculated by the system.
Assigning user rights. The Performance and Bonus menu is disabled for members without Bonus user rights. Bonus plans can be created once Bonus user rights are granted. By default, the creator of the community and the network administrator have Bonus user rights.

To add a performance bonus plan, do the following:

Click the Performance and Bonus menu. The Performance and Bonus page appears.
Click the Add button.
Enter the following information to create a performance bonus plan:
- Plan Name. Select the Teamwork plan on which to base the bonus plan that you are creating.
- Report Start Date. A date before the Report EndDate which falls within the Teamwork project plan date.
- Report End Date. A date after the Report StartDate which falls within the Teamwork project plan date.
- Bonus Name. The name of the performance bonus plan.
- Total Target Bonus. The total bonus amount eligible to members. This number is a guideline for how much you would like to assign in bonuses. You can distribute more or less than this amount.
- Reviewer. The personnel that reviews the bonus plan. Click the Ellipsis button and select the action icon to add a reviewer.
- Bonus Notes. Optional.
Click the Generate Report button to create the report. By default, all teamwork members who have been assigned tasks are added to the report.
- You can delete specific members by checking the box next to their name and clicking Delete.
- You can add more members, even if they don't have any tasks assigned, by clicking Add and then select the action icon next to the user to add.
Enter the Actual Bonus amount for each team member and click Save.
When you are satisfied with the plan, click the Submit button. Once you submit the plan, its state changes from Not Submitted to Submitted and you can no longer edit the plan or delete it.

When the reviewer assigned to the plan reviews the plan, the plan moves to the Reviewed state.

You can export the performance report into an Excel file:

Click the Performance and Bonus menu. The Performance and Bonus page appears.

Click the Data Export icon next to the plan to export.

The report is exported into an Excel file that you can print or forward to payroll.

Notes about bonus plans:

Network level

By default, Network administrators have Bonus and Teamwork plan user rights.

A Network administrator's Bonus or Teamwork plan user rights cannot be disabled if the Teamwork plan is on the network level.

Community level

By default, Community owners have Bonus and Teamwork plan user rights.

A Community owners's Bonus or Teamwork plan user rights cannot be disabled if the Teamwork plan is created by the Community owner on the community level.

Network administrators have the same rights as the Community owner.

A Community owner can remove Teamwork and Bonus user rights from Network administrators if the Teamwork plan is on the community level.

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Viewing Reports

Click the Reports menu to view reports. By the default, the Task Completion Status for My Reports displays. To display the other reports, click the appropriate report link:

Task Completion Status for My Reports. A progress report which displays the percentage complete of tasks assigned to members by you.
My Reports' Task Completion Percentage. A progress report which displays the percentage complete of tasks of members reporting to you.
My Reports' Task Completion Evaluation. A progress report which displays the reviewers rating of tasks of members reporting to you.
Funnel Report. Defines percentage-complete tiers and counts the number of tasks that falls within a defined tier.

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Creating and Managing Labels

Labels are mechanisms that allow administrators to share granular information about specific goals or tasks with other members. For example, perhaps you have a top-level goal defined named SalesQ409 which has a subgoal named WesternStates. You might want to allow certain members to view information about the subgoal while restricting access to details about the rest of SalesQ409; labels allow you to do this. To create a label:

Click Manage. Then click the icon for your Teamwork plan. Edit your plan so that Is Shared is set to No. Click Save. When a plan is set to not shared, only the people with whom you explicitly share the plan can see the goals and tasks.
Click Share Plan. Then click the icon for the appropriate Teamwork plan.
Click Manage Labels.
Click in the Labels column and type in the name of your label.
Click Save.

To add goals, subgoals, or tasks to associate with the new label:

Select My Objectives and choose your plan from the drop-down list.
In goals, right click on the goal, subgoal, or task to which you want to assign a label and select Assign Labels....
Drag and drop the labels you want assigned to the goal, subgoal, or task from Unselected Label to Selected Label and click Save.

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Sharing Your Goals

If you have defined your plan so that it is shared, (Is Shared is set to Yes), you can skip this section.

If you have defined your plan so that it is not shared (Is Shared is set to No), you need to manually share your goals. Teamwork works best when you share your Teamwork view with others in the community or network. By sharing your view, you allow other members to see specified goals, subgoals, or tasks and their statuses. To share Teamwork views:

Click Share Plan.
Click the icon for the Teamwork plan to share.
In the Share To column, click the Ellipsis button. Navigate to the member with whom you want to share information, and click .
Optionally, select a Label by using the drop-down menu. The member will see the goals, subgoals, or tasks associated with the labels you select. (To add more labels, see Creating and Managing Labels.)
Continue adding members with whom you want to share your Teamwork view by using the Ellipsis button in the Share To column.
Click Save when done.

Once you grant access, the member can use the Switch View feature in My Objectives to see the goals and tasks you permitted.

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Tracking Progress

At the end of each reporting period, individual contributors need to update the status of their assigned tasks and activities:

Select the checkbox next to each completed activity.
Use the Percent Complete dial to provide percent complete for a task.
Click Complete for a task when all activities related to the task are complete.

At the end of each reporting period, the manager for the individual contributor:

Reads the status information associated with current activities.
Defines the activities for the following week.
Reassigns the tasks or activities as needed.

To update the information related to a task:

Click My Objectives.
Select your plan from the drop-down list, select the plan period, and then select a goal.

The tasks for that goal appear on the right side area of the page. To see all of the tasks for a project, check All.

Double-click on a task to display the Goal/Task Detail pop-up window.
Update the information for the task and click Save or Save and Close.
- Task owners update what has been completed in the current reporting period.
- Managers view the status of a task for the current reporting period and then add details in the description field to add an activity for the task that the task owner should work on in the upcoming reporting period.

Managers can expand goals to view subtasks that members are working on to track their progress.

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Using the Dashboard

Use the dashboard for a quick summary of a particular plan. Select the plan from the Select Plan drop-down list. You will see the following for the selected plan:

Total goal and task progress. Specific to goals you assigned and goals you created. Shows quick percentage of goals complete, in progress, and not started.
Goals assigned to me. Lists the goals that are assigned to you.
Goals created by me. Displays manager rating, percentage complete, overdue tasks, and weight for your goals.
Tasks assigned to me. Lists the tasks assigned to you.
Tasks created by me. Lists the tasks created by you.

You can change the sort order by clicking the arrow in the column heading. When you click the MORE link in the corner of each report summary, it links you to your objectives in Teamwork.

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Using the Knowledge Base

The Knowledge Base is a repository of templates for goals and tasks that you can use repeatedly. Teamwork gives you the ability to add information manually or by importing a Microsoft Excel file. You can then use Knowledge Base to add goals and add tasks from the Knowledge Base into My Objectives.

To add goals, subgoals, and tasks to the Knowledge Base manually:

Select Knowledge Base.
To add a goal, click Add Goal. In the Add Goal box, enter the goal name, weight, and notes. (See the following section on the Excel file format for definitions.)
Click Save when done.
To add a subgoal to your top goal, select the goal and then the Goal icon.
To add a task, select the goal for which you want to add a task and select the Task icon.

Alternatively, you can add goals, subgoals, and tasks to the Knowledge Base by using a Microsoft Excel file. To import information into the Knowledge Base using Excel:

Format your Excel file.
Click Import KB.
Navigate to the file using Browse... and click Submit.

The Excel file format must contain the following rows:

First row, in cell 1A: TW_KB_GOAL
Second row, in cells 2A-2H: ID, NAME, DESCR, PARENT_ID, WEIGHT, CATEGORY, TASK_TYPE, and TARGET_ATTAINMENT
Third row, in cells 3A-3H, ID, Name, Description, ParentID, Weight, Category (G//T), TaskType, Target Attainment
Fourth row and beyond, your actual goal and task information. Here is what each of the columns should represent:

ID. The ID number of the goal, subgoal, or task. For example, your top-level goal's ID will be 1. This field requires a number.
NAME. The name of the goal, subgoal, or task.
DESCR. The description of the goal, subgoal, or task.
PARENT_ID. The parent's ID of the goal, subgoal, or task. For example, if you add a new top goal, its parent ID is 0. If your top goal's ID is 1, the parent ID of its subgoals will be 1. Make sure to enter a number or leave blank. Do not add spaces.
WEIGHT. The weight of the goal. Make sure to enter a number or leave blank. Do not add spaces.
CATEGORY. A single letter, either "G" or "T," that indicates if the item is a Goal or a Task.
TASK_TYPE. The task will be measured by either qualitative or quantitative results.
TARGET_ATTAINMENT. The percentage for the attainment. Make sure to enter a number or leave blank. Do not add spaces.

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Configuring Teamwork Notifications

Teamwork participants can configure notification settings so that they are notified when they are assigned Teamwork goals or tasks. To set Teamwork notification preferences, in the main Clearvale window (not in the Teamwork window) select Edit Profile>Member Notifications. Teamwork notifications are compiled and then sent in a single notification at the end of the day.