Review and approve an imported plan

Hierdie inhoud is nog nie in jou taal beskikbaar nie.

After VirgilTrack reads your strategic plan, a person checks the result before it is used. The review screen shows what was read, objective by objective. It marks every correction the checking made, every point it couldn’t settle, and every gap. When nothing is left to settle or fill in, you approve the plan.

Before you start

The plan has been read. See Bring in your strategic plan.
Keep the plan document open beside VirgilTrack, so you can check what was read against it.
Your departments exist in VirgilTrack, with the names you want to use. Each initiative needs one.

Open the review

Open Execution in the menu on the left. While a read plan is waiting, Execution opens the review: Review your strategic plan.

The review keeps everything you enter as you go: within a second as you type, and straight away when you leave a field. You can close the page and come back later. The review reopens on the section you were last in. The first time, it opens on the first section that still needs work.

The review at a glance

At the top: the plan’s title and the file it was read from, how many rounds of checking it took and how many corrections they made. On the right, a bar shows how many sections are complete, for example 3 of 12 sections complete, and what is left, for example 2 decisions to make and 5 items to complete. Under the buttons Discard and Approve the plan, a line says whether your changes are saved, for example “All changes saved at 14:32:05.”
On the left: the plan’s sections. Plan overview comes first, numbered 0, then one section for each objective. Each section shows small counts for what it still has: corrections, decisions and items to fill in. A section that is done turns green and shows a double tick.
On the right: the section you selected.

The key under the list of sections explains the counts:

Count	Meaning
corrected	Changes the checking made, so you can confirm them.
to decide	Points the checking couldn’t settle. You must choose.
to fill in	Things that are missing or don’t fit. You must complete them.
complete	Nothing is left in this section.

Review the plan

Select Plan overview on the left and check the plan’s Title, its Years and its Themes.
- To rename a theme, change its name in the box. Objectives under it follow the new name.
- To add a theme, select Add a theme.
- A theme with no objectives can be removed with Remove.
Select the first objective on the left.
Settle each point under points need your decision. Compare the proposal with the document, then select Use the proposal or Keep as is.
Read the corrections under corrections by the checking. Each one gives the page and the document’s words. If a correction is wrong, select Undo.
Complete everything listed under items to complete. Fields that need attention have a red border.
Check the objective’s Theme, Perspective and Description, then its KPIs and initiatives. See the tables below.
Repeat for each objective.
When the top of the page says Ready to approve, select Approve the plan.
In the message “Approve this strategic plan?”, select Approve the plan. To go back, select Not yet.

KPIs

Each KPI is a card under KPIs. Select Add a KPI to add one, or Remove on a card to remove it. A KPI the checking changed shows Corrected.

Field	What to enter
The first box on the card	The KPI’s name: what is measured, for example “Collection rate”.
Unit	Percentage, Currency, Number, Yes/No or Text.
Direction	Increase when higher is better, Decrease when lower is better, Maintain when the value should stay at the target.
Baseline	Where the KPI started, for example “45%”. Type “New” if it has no baseline yet.
Target	The target for each year of the plan, one box per year. At least one year needs a target.
Actual	What was actually achieved. You must fill this in for every year that has started and has a target. Years that haven’t started show Not started.

Values must fit the KPI’s unit:

Percentage, Currency and Number: a number, which may have a symbol or a short unit, for example “45%”, “N$ 1,500” or “3 km”. A percentage box shows % after it, and an amount box shows N$ before it.
Yes/No: select Yes or No. For the baseline, you can also select New.
Text: anything.

If you change a KPI’s unit, values that no longer fit turn red straight away.

Initiatives

Each initiative is a card under Initiatives. Select Add an initiative to add one, or Remove on a card to remove it.

Field	What to enter
The first box on the card	The initiative’s name, for example “Install prepaid water meters”.
Responsible department	Choose one of your departments. If the plan names a unit, VirgilTrack shows it, for example: The plan names “Technical”.
Funding, in the plan’s words	Shown when the plan says how the initiative is funded. You can’t change it here.
Budget	The amount for each year of the plan, in Namibian dollars.

Under the initiatives, a line adds up the objective’s budget for each year.

Budget figures are read as the plan prints them. If the plan’s tables are in thousands, VirgilTrack multiplies them. Plan overview says which: for example “Budget figures were read as full amounts.”

Removing a KPI or an initiative

When you select Remove, VirgilTrack asks “Remove it from the plan?”. Select Remove to remove it, or Keep it to keep it.

What happens next

VirgilTrack saves the plan and approves it. A message says “Your strategic plan is approved” and “It’s now the organisation’s active plan. Opening its overview.” The plan overview opens. See The plan overview.
The plan’s risks go to the Risk Repository as suggestions. The CEO and the department managers get a notification, for example “VirgilTrack identified 4 new risks”, asking them to review the risks. See The risk repository and Notifications.
Department managers can now set budgets and plan their initiatives’ tasks. See Allocate an initiative’s budget and Plan an initiative’s tasks.

Discard a plan

If the plan was read badly, or you uploaded the wrong file, you can throw the draft away and start again.

Select Discard at the top of the review.
In the message “Discard this plan?”, select Discard it. To carry on reviewing, select Keep reviewing.

What was read, checked and edited is thrown away. The upload page opens, so you can upload the document again.

A plan waiting for approval

If a plan was saved but not approved, the Overview page shows it under Strategic plan waiting for approval, with its dates and how many objectives, KPIs and initiatives it has.

If it went through the review, a note says when it was reviewed. Select Approve the plan.
If it was brought in before every plan went through the review, a note says “This plan was imported before every plan went through the review.” It hasn’t been checked against its document. You can select Approve it as it is, or ask the CEO to delete it and upload the document again, so it can be reviewed first.

Either way, VirgilTrack asks you to confirm. After approval, it becomes the organisation’s active strategic plan.

If something goes wrong

What you see	Why	What to do
Approve the plan can’t be selected	There are still decisions to make or items to complete. The top of the page says how many.	Look for sections with counts on the left, and settle each one.
An initiative says it “needs its responsible department”	The department named in the plan doesn’t match any of your departments.	Choose a department under Responsible department. If it doesn’t exist yet, create it first. See Departments.
A KPI says it “needs the actual for” a year	That year has started, and the KPI has a target for it.	Enter what was achieved in Actual for that year.
A KPI says it “needs a baseline”	The baseline is empty.	Enter the baseline, or “New” if there is none yet.
“Couldn’t save your last changes”, followed by “Trying again…”	The connection dropped or saving failed.	Wait. VirgilTrack tries again a few seconds later. Don’t close the page until it says your changes are saved.
“The plan couldn’t be saved” with “Nothing was saved.”	Saving the plan failed.	Select Approve the plan again. If it keeps failing, contact your VirgilTrack administrator with the message shown.
“Saved, but not approved”	The plan was saved, but approving it failed. VirgilTrack may still go on to say the plan is approved, but it isn’t.	When the Overview opens, it shows the plan under Strategic plan waiting for approval. Approve it there. See A plan waiting for approval.
“This plan is no longer waiting for review.”	Someone else approved or discarded the draft.	Open Execution again.