Add Strategic Action Item (Initiative)

1. About feature

Adding a strategic action item (actionable item) to a strategic plan helps organizations break down their goals into trackable activities. VisionSync now provides a modern, multi-step modal interface for creating an actionable item (initiative), improving clarity, data accuracy, and user experience. The actionable item (initiative) creation flow dynamically shows 2, 3, or 4 steps, depending on whether Labels are configured for the selected organization entity and whether Metrics are configured in the Strategic Framework. The metric step name is dynamic and reflects what was defined in the framework (for example: KPI, Outcome, Measure, etc.).

2. Screen explanation

The “Add Strategic Action Item (Initiative)” modal displays in the center of the screen and may contain up to four steps.

Step 1: Strategic Action Item {Initiative} This step contains the core details of the actionable item (initiative): a. Title (Required): Name of the actionable item (initiative). b. Description (Required): Details of what the actionable item (initiative) aims to achieve. c. Select Status (Required): Status options defined in the Strategic Framework. d. Start Date and End Date (Required): Duration of the actionable item (initiative), which must fall within the strategic plan timeframe. e. Overall Target (Required): The total target defined for the actionable item (initiative). f. Review Period Target Estimates (Required): The section displays year cycles within the selected timeframe. For example, if the start date is “04/03/2023” and the end date is “01/01/2026” then the section would display four yearly cycles/review periods as below

By Jan 2023 - Dec 2023

By Jan 2024 - Dec 2024

By Jan 2025 - Dec 2025

By Jan 2026 - Dec 2026

Users need to enter the target estimate against each review period in such a way that each review period's target should be a whole number, and the sum of all review period targets must equal the Initiative overall measurement target.

Example -

A company aims to reduce its carbon footprint by 100% over two years by implementing eco-friendly policies, optimizing energy consumption, and adopting sustainable practices. The targets and actual progress for each year could be:

By year targets

• Year 1 - 50%

• Year 2 - 50%

• On adding each review period targets it reaches to overall measurement target i.e, 100 Percent (%) in this case.

By year progress

• Year 1 - 20%

• Year 2 - 80%

• On adding each review period progress it reaches the overall measurement target i.e, 100 Percent (%) in this case.

Step 2: Labels (only shown if labels are configured for that organization entity) g. Label Selection: Displays the list of labels and sub-labels available for the selected organization entity. Users select the labels applicable to the actionable item (initiative). Required label groups must be completed to proceed.

Step 3: {Dynamic Metric Name} (only shown if metrics exist in the plan’s framework) h. Metric Selection: Allows users to choose the metrics associated with the actionable item (initiative). Only the metric section label is dynamic (for example, Outcome, KPI, etc.). i. Contribution Assignment: Users assign contribution levels to each selected metric. j. Metric Rules: All selections must follow the rules defined in the Strategic Framework (for example, minimum number of metrics required, contribution distribution rules, etc.).

Step 4: User k. Assign Yourself: The user can select one or multiple roles to add themselves to the actionable item (initiative) or skip adding themselves entirely.

Draft State Behavior: If the user closes the modal before completing all required steps (for example, required labels or required metric rules), the actionable item (initiative) is automatically saved in Draft state. When the user reopens a draft: • The modal opens in edit mode, • All other tabs are disabled until the user completes the required steps, • After completing the required steps, disabled tabs unlock and the draft tag is removed.

3. How to perform this feature/functionality?

a. Log in to your VisionSync account using your credentials. b. From the left-side navigation bar, click on the Plan option. c. The Strategic Plan screen will open, displaying all strategic plans created for your organization. d. Click on the Build Plan option for the plan you want to modify. e. The Build Plan screen will appear, showing plan details such as organization entities, review period, and framework structure. f. Select the organization entity and review period from the top. By default, your primary organization entity and the current year are preselected. g. Select the strategic plan element (Goal, Strategy, etc.) under which you want to add the actionable item (initiative). h. Click on Add Strategic Action Item (Initiative) to open the multi-step creation modal. i. Fill out each visible step: • Step 1: Complete the initiative information fields. • Step 2: Select labels (if configured for the entity). • Step 3: Choose metrics and assign contributions (if configured in the plan). • Step 4: Choose how to assign yourself. j. Click Save and Next as you progress through the steps. k. After the final step, the actionable item (initiative) is created and opens directly in its edit window.

4. Expected Result

Once created, the actionable item (initiative) appears in the plan hierarchy and becomes available to all relevant team members. If you assigned yourself during creation, you will receive notifications. If the item was saved in draft due to incomplete required steps, it will reopen in draft mode until all required label or metric steps are completed.

5. Dependencies and Restrictions

a. Only users with the appropriate permissions for their organization entity can add or edit actionable items (initiatives). b. Start and end dates must fall within the strategic plan’s timeframe. c. The Labels step appears only if labels are configured for that organization entity. d. The Metrics step appears only if metrics are defined in the Strategic Framework. e. Required label groups and metric rules must be completed before the actionable item (initiative) can progress out of draft mode.