Working with OKRs

OKRs Workflow

The following steps describe a general workflow you can use to work with objectives and key results (OKRs):

  1. Create one or more objectives for a high-level goal your organization wants to achieve.
  2. Create one or more key results for each objective to track the progress your organization makes toward completing each objective.
  3. Periodically update key results with the progress your organization makes.
  4. Review the overall progress using the Objectives and Key Results screen to monitor your OKRs.
  5. Adjust ongoing or future work by adding, modifying, and deleting objectives and updating, adding, modifying, and deleting key results as needed.
  6. Complete all objectives.

The following sections explain the ways you can monitor OKRs on the Objectives and Key Results screen.

           

Changing OKR settings on the screen

           

NOTE

To configure or change OKR levels, you must use Planview Admin. For more information, see Managing OKR Settings for Connected Products.

           

To change the OKR settings on the Objectives and Key Results screen:

  1. Navigate to the Objectives and Key Results screen from AgilePlace or Planview Portfolios.

  2. In the menu bar at the top of the screen, click action menu > OKR Settings.
  3. To set or change which OKR level is the primary level, click the Primary OKR Level list and select an option. The primary level always appears on the screen and is the default level when creating new objectives.
  4. To enable the OKR levels at which users can create new objectives, set or clear the OKR level options in the OKR Board Level Settings section as needed.
  5. Click Save & Close.

           

           

Viewing OKR health

On the Objectives and Key Results screen, you can click OKR health button to open or close the OKR Health pane. This following table describes the information in this pane.

           

NOTES

  • Calculations and progress numbers are based on the selected timeframe.
  • When in card view ( card view ), you can click any of the non-zero numbers in the In progress, Finished, or Key result updates sections to highlight the corresponding OKRs in the main pane of the screen.

           

OKR Health pane section Description
Objective progress

The current progress percentage and target progress percentage for all objectives whose date range includes the current date. For details on how OKR progress is calculated, see OKR calculations.
  % vs. target average A historical graph comparing the actual progress and the projected progress over time.
  In progress

For objectives whose date range includes the current date, this row includes the following statistics:

  • Ahead: The number of objectives that are above the projected progress percentage.
  • On Track: The number of objectives that are from 0% to 10% below the projected progress.
  • Behind: The number of objectives that are more than 10% behind the projected progress.
  Finished

For objectives that were completed before the current date, this row includes the following statistics:

  • On Target within 10%: The number of objectives that were completed within 90% to 100% of the projected progress.
  • Below Target by over 10%: The number of objectives that were completed with less than 90% of the projected progress.
Key result progress The current progress percentage and target progress percentage for the key results for all objectives included in the Objective progress section. For details on how OKR progress is calculated, see OKR calculations.
  % vs. target average A historical graph comparing the actual progress and the projected progress over time.
  In progress

For key results whose date range includes the current date, this row includes the following statistics:

  • Ahead: The number of key results that are above the projected progress percentage.
  • On Track: The number of key results that are between 0% to 10% below the projected progress.
  • Behind: The number of key results that are more than 10% behind the projected progress.
  Finished

For key results that were completed before the current date, this row includes the following statistics:

  • Over Target: The number of key results that were completed above 100%.
  • On Target within 10%: The number of key results that were completed within 90% to 100% of the projected progress.
  • Below Target by over 10%: The number of key results that were completed with less than 90% of the projected progress.
Key result updates The number of key results updated in the last 7, 30, or 90 days, as well as the number with no updates within 90 days.

           

           

Sorting OKRs

You can set the internal left-to-right sort order within OKR rows on the Objectives and Key Results screen. The setting affects all rows on the screen.

To set the sort order within OKR rows:

  1. Navigate to the Objectives and Key Results screen from AgilePlace or Planview Portfolios.

  2. Click up and down arrows.
  3. Click one of the following options:
    • Name: Sorts all OKRs within each row by name in alphabetical order.
    • Start Date: Sorts all OKRs within each row by the start dates.
    • End Date: Sorts all OKRs within each row by the end dates.
  4. If necessary, select Reverse Sort to reverse the sort direction (for example, starting with the most recent Start Date instead of the oldest Start Date) or clear Reverse Sort for the default sort direction.

           

           

Filtering OKRs

You can limit the number of OKRs shown on the Objectives and Key Results screen by using date, keyword, parent objective, child objective, owner, and custom attribute filters.

           

TIPS

  • Click Clear filters to delete all filter criteria in all sections.
  • Click eraser icon in a filter section to delete filter criteria only in that section.

           

To filter OKRs on the Objectives and Key Results screen:

  1. Navigate to the Objectives and Key Results screen from AgilePlace or Planview Portfolios.

  2. Click filter icon.
  3. Set the filter criteria you want to use in each section described in the following table.
    Filter Section Description
    Date

    To filter by date, enter a date in one or both of the following boxes:

    • From: Only show OKRs with a start date on or after the selected date.
    • To: Only show OKRs with an end date on or before the selected date.
    Keyword To filter by OKR name or another keyword, enter text in the ​​​​​Keyword box. The screen applies the filter in real time as you type.
    Parent Objectives

    To only show OKRs that are children of specific parent objectives, select the checkboxes for the parents you want. If all checkboxes are clear, the screen does not filter on any parent objective.
    Child Objectives To only show specific child objectives and their associated key results, select the checkboxes for the child objectives you want. If all checkboxes are clear, the screen does not filter on any child objective.
    Owners To only show OKRs owned by specific users, select the checkboxes for the users you want.
    Custom attributes If you have custom attributes, each attribute also appears as a filter pane section with filter options for the attribute.

           

           

Setting the OKR timescale

To change the date range for OKRs shown on the Objectives and Key Results screen:

  1. Navigate to the Objectives and Key Results screen from AgilePlace or Planview Portfolios.

  2. Click calendar icon.
  3. Select one of the following options:
    • To show OKRs for one calendar year, click Year. Then click the box next to this option to select the year.
    • To show OKRs for one calendar month, click Month. Then click the box next to this option to select the month and year.
    • To show OKRs for a custom date range, click Custom. Then click the two boxes next to this option to select the start and end dates of the date range.

           

           

Viewing OKR levels

Each OKR level (Enterprise, Portfolio, Program, or Team) can appear in a section on the Objectives and Key Results screen. Each OKR level section has one Objectives row and one Key Results row. You can control the number of rows shown on the screen by showing or hiding OKR levels.

To show or hide OKR levels:

  1. Navigate to the Objectives and Key Results screen from AgilePlace or Planview Portfolios.

  2. Click OKR levels button.
  3. Select or clear the options in the Show OKR Levels list to show or hide each OKR level.

           

NOTE

The primary OKR level always appears on the screen.

           

           

           

Viewing OKR relationship lines

You can show or hide relationship lines that link parent OKRs and child OKRs by clicking relationships icon on the Objectives and Key Results screen. Solid lines show connected objectives and key results, while dashed lines link parent objectives and their child objectives.

To manage OKR relationships, see Managing relationships for OKRs.

           

           

Viewing the history for an OKR

You can view the activity stream for individual OKRs, which shows a timestamped history that lists the creation details for the OKR as well as each update made to the OKR.

To view the history for an OKR:

  1. Navigate to the Objectives and Key Results screen from AgilePlace or Planview Portfolios.

  2. Click an objective or key result to open it.
  3. Click History in the left pane.

           

           

Exporting OKR data

To export OKR data:

  1. Navigate to the Objectives and Key Results screen from AgilePlace or Planview Portfolios.

  2. Click action menu > Download OKRs as Excel.
  3. Navigate to the directory you want, enter the filename you want, and click Save.