Creating Initiative Alerts

  To create an initiative alert:

1. Log on to Performance Scorecard.

2. In the Viewer, select Browser View .

3. Expand Alerts.

   The list of Initiative Alerts is displayed.

   The types of alerts that you can create are grouped by business object, such as initiative, scorecard and measure. Click to expand each section to view the types of alerts you can define.

   Clicking each alert type, such as Initiative In Status, displays the Alert List that identifies all the alerts of this type that have been defined.

4. Select the type of initiative alert to be created.

   The Alerts List displays all alerts for the selected type.

   This table describes each kind of initiative alert type you can build.

   Table 7. Initiative Alert Types 

   Alert	Description
   Percent Complete In Range	Contacts subscribers if an initiative’s completion percentage falls within or outside a range you specify.
   Past Due Date	Notifies subscribers when an initiative has not been completed by the assigned due date and action is required to complete it.
   Initiative in Status (Symbol)	Contacts subscribers when progress on an initiative changes status as indicated by a default or user-defined status symbol.
   Initiative in Status (Text)	Notifies subscribers when progress on an initiative changes status as indicated by a defined state, such as Started or In Progress.
   Initiative Assigned Owner	Notifies subscribers when a specific employee is assigned ownership of an initiative. This kind of alert is useful if you are a manager and need to know when one of your direct reports is given ownership of an initiative
   Initiative Assigned To Notify	Contacts subscribers when a specific employee is associated with an initiative.

5. Click Add.

   The Alert Setup page is displayed.

6. Optional: Under Alert Inheritance, select Inherit Attribute Values From to use the attributes of a previously created alert for the new alert, as follows:

   1. From the list of existing alerts, select the alert from which the new alert is to inherit its attributes. The Initiative Selection area is disabled.

   2. Continue with step 8.

7. Select the initiatives to which you want to assign the alert:

   • Select Specifically Selected Initiatives to assign the alert to a specific initiative. You identify the initiative to which you want to apply the alert later on.

   • Select Initiatives On Selected Objects to attach the alert to initiatives assigned to certain measures, Strategy elements, or Accountability teams. You select the business objects, such as measures and, Strategy elements, to which you want to assign the alert later.

   • Select Owned By Subscriber to assign the alert to all initiatives owned by the subscriber, who is the Employee who receives the alert notification. If you select this option, the alert is assigned to all the initiatives owned by the employee subscribed to this alert.

8. Click Next.

   The General tab of the Alert Setup page is displayed. The attributes you can specify for the alert, such as activation criteria, vary depending on the kind of initiative alert you are creating.

   If you assigned the alert to specific initiatives, an Initiative Selection tab is also displayed.

   This information is shown:

   • Alert type you are creating, such as Initiative Percentage Done

   • Alert upon which your new alert is based (if applicable)

   • Method you are using to select the initiatives to assign to the alerts

9. In Name, enter the name for the new alert.

10. In Description, summarize the purpose of the alert.

11. If you are creating a Percent Complete in Range or a Past Due Date alert, perform these steps:

    1. Under Alert Activation Criteria, click Add.

       The Subrange Setup dialog box is displayed.

    2. Define the range, in which x represents either the completion percent or due date of the initiative, by defining one of the following:

       • The range of values that will place the initiative(s) in an alert state. For example, you may want notifications sent if an initiative is between 40% - 60% complete.

       • The range of days surrounding the initiative’s completion date that you want to monitor. For example, to send alert notification five days before the initiative is meant to be completed, and two days after the initiative is past due, you would enter -5 in the first text box, select < from both the drop down lists, and enter 2 in the second text box.

         Tip:	Click f to use the Formula Editor to define a formula for each range boundary. See the Hyperion Performance Scorecard — System 9 Application Designer’s Guide.

    3. Click OK.

12. Depending on the type of initiative alert that you are creating, select the criteria for that initiative:

    • For a Percent Complete in Range alert, click the default or user-defined status symbol that places the initiative in an alert state.

    • For an Initiative Enters Status (Symbolic) alert, click the default or user-defined status symbol that places the initiative in an alert state.

    • For an Initiative in Status (Textual) alert, select the status that prompts alert notifications be sent using the list. For example, to send notification to subscribers when the alert is finished, select Complete.

    • For an Initiative Assigned to Notify or Initiative Assigned to Owner alert, from the Employee to Watch list, select the employee who should receive alert notification, if they become the owner of, or associated with, an initiative. For example if you are the manager of three employees and need to know when one of them is assigned ownership of an initiative, select that employee from the list.

13. If you selected Specifically Selected Initiatives, select the Initiative Selection tab and perform these steps:

    1. Click Select to display the Select Initiative dialog box.

    2. Select the initiative(s) to which you want to assign the alert.

    3. Repeat step b to select all the initiatives to assign to the alert.

    4. Click Apply when you have selected all the initiatives.

14. If you selected Initiatives On Selected Objects to attach the alert only to initiatives associated with measures, strategy elements, or accountability elements, click Select adjacent to the type of business object with which the initiative is associated.

    • To assign the new alert to a measure, select the measure from the Select Measure dialog box, then click Apply.

    • To assign the new alert to a strategy element or an accountability team, expand the tree on the Select Accountability or Strategy Element dialog box, select the business object, and click Apply.

15. Click Next to display the Message Setup page.

16. If you are creating one of the following alerts, select Realerting Settings to send multiple alert notifications to subscribers under certain conditions:

    • Percent Complete in Range

    • Past Due Date

    • Initiative in Status (Symbolic and Textual)

      This option includes notifications that contacts subscribers when the measure is no longer in alert.

      Note:

      If you are creating an Initiative Assigned Owner or Initiative Assigned to Notify alert, you cannot define a re-alerting strategy.

      The following table identifies the factors that cause notifications to be re-issued.

      Table 8. Initiative Alert Notification Re-Issuing Options  

      Alert Type	Condition	Description
      Initiative Enters Status (Textual and Symbolic)	Started to meet criteria. Sends an alert notification to advise that the initiative’s status now corresponds to the selected textual or status symbol.	Sends an alert notification to advise that the initiative’s status now corresponds to the selected textual or status symbol.
      Initiative Past Due Initiative Percent Complete	Entered range. Sends alert notification to advise that the initiative’s completion percentage, or due date is now within the defined range.	Sends alert notification to advise that the initiative’s completion percentage, or due date is now within the defined range.
      Initiative Enters Status (textual and symbolic)	Meets criteria.	Sends an alert to advise that the initiative’s status corresponds to the selected status text or symbol.
      Initiative Past Due Initiative Percent Complete	Inside range and changed	Sends alert notification to advise: The initiative’s current completion percentage is still within the range but has increased or decreased. The date on which the initiative is to be completed is within the range you defined but is closer to the due date.
      Initiative Enters Status (textual and symbolic)	Meets criteria	Sends an alert notification to advise that the initiative’s current status corresponds to the selected status text or symbol.
      Initiative Past Due Initiative Percent Complete	Inside range	Sends alert notification to advise: The date on which the initiative is to be completed is still within range you defined. The initiative’s current percent complete is still within the range you specified.
      	Subscriber Has Not Acknowledged	Sends alert notification only if the subscriber has not acknowledged receipt of the alert notification.
      	This Message NOT Been Sent in Last x Hours	Sends alert notification only if notification has not been sent in the past x hours. Specify how many hours should elapse between notifications in the text box provided. Hyperion recommends the default time period.

17. In Subject and Body, enter the subject and body of the alert notification. A subject is required.

    Click the function button to insert a variety of dynamic text options in the subject line and body of the notification as described in Inserting Dynamic Variables in Alert Notifications.

18. Optional: To notify subscribers when the initiative is no longer in alert, select Exited Range or Stopped Meeting Criteria and perform these steps:

    • In Subject, enter the text for the subject line of the concluding notification.

    • In Body, enter the content of the notification.

19. Click Save.

    The alert is added to the list of alerts of this type.

    You can subscribe to the alert as described in Subscribing to Alerts.