BMP form

Use a BMP Form to enter data into the database via a form that you create specifically for that purpose. BMP Forms can be added to most scorecard objects, as well as objects in the Strategic Initiative and Risk models.

 

Only users to whom the BMP Form has been distributed will have access to enter data into it. Other users may be given read access.

How to create a BMP Form

To add a BMP Form element to a scorecard object, right click the parent object to which it belongs, choose Add -> Input -> BMP Form.

Properties

General

• Name - the name “BMP Form” is generated automatically but it may be changed

• Description - an optional text describing the element

• Responsible - the person(s) responsible for the BMP Form. Click the icon to the right and choose from the list.

Information

• Auto-generate nodes – Each question/subquestion must be connected to a node, indicating where the response should be stored in the database. If Auto-generate nodes is checked a new node will be created in the BMP database for each question in the form the first time the form is distributed, and that node's I D and Name will be entered into the question's node field. The question name will be used as node name. After the node has been created the Auto-generate nodes for questions checkbox will be disabled.

  If you want to use nodes that are already in the database, uncheck Auto-generate nodes. Then you can specify which node to use under each question/subquestion you create.

  If Auto-generate nodes is checked it is not necessary to specify nodes on any question in the Form. If it is not checked you must specify nodes on all questions. You can however, specify nodes even if Auto-generate nodes is checked. That will force the use of the node(s) you specify, and no new node will be generated for that question.  

  When new questions are added to a form after it has been distributed and Auto-generate nodes for questions is checked, new nodes will be auto-generated for these new questions at the next distribution. Before each distribution there is a check whether the nodes exist.

• Parent node – the node under which all the auto-generated nodes in the form should be created

  When nodes are auto-generated a structure is created with the node specified here as the starting point. For each question in the form a new node is created directly below this node, and for each subquestion, e.g. in a Matrix question, a new node is created below the question's node.

Distribution

• Start date - the date and time the form should be distributed for the first time

• End date - the form will not be distributed again after the date and time specified here

• Storing period - an adjusting function specifying the period data is collected/stored for relative to the distribution date, e.g. if the form collects data from the previous month set Storing period to -1M

• Due - an adjusting function specifying when the response to the form is due, relative to the distribution date; e.g. one week from distribution is +1W

• Distribution lists - click the icon to the right and select the Distribution list you want to use. Choose from preexisting Distribution lists on Periodic forms or ones that are not connected to any form. You may select more than one Distribution list.

  If a BMP Form is sent to multiple users for the same organization, and Single answer per organization is selected in the Distribution list, they will all see the last figures that were entered when they register data. If User A enters data first, User B will see what User A has entered. When User B enters new data, User A's data will be overwritten - the entries will NOT be added together.

  However, if Single answer per organization is NOT selected, each user will see his/her data only, but all data that is entered by all users will be added together in the database.

• Stay open after submit - mark the box if it should be possible for respondents to resubmit the form

• R eferred respondents - if the BMP Form is placed on an object or in an object hierarchy where Responsible is a property, e.g. a on KPI or a Strategic Initiative, this property will be active and you can select to distribute the form to the person or persons responsible for the owning object or one or more objects in the hierarchy.

  This property will not be visible in BMP Forms that are placed on objects that do not have the Responsible property.

  By creating a BMP Form as a Templates and adding a Distribution list that uses the Context Organization (this.organisation) and/or Referred Respondents, your BMP Form will be very flexible, i.e. organizations and respondents in questions and the Distribution list will be dynamic.

• Read only - if marked users without access to enter data will see a "read only" version of the object. If not marked only users with access to enter data will see the object. Default: disabled.

• Start automatically - when checked the form will start automatically when it is copied or linked from Templates to the BMP model. A form that is not valid will not start automatically, and if it is stopped or reset the check will be removed from the box to prevent automatic restart.

Status

• Distribution status - the form's status (information only)

Layout

• Page layout - select how the form should be displayed on the web:

  • Row layout

  • One column layout

  • Two column layout

• Show Information bar - mark the box to include the bar containing information about the form (Form name, organization, dates, status) at the top. This box is marked by default.

• Page validation - if the box is checked, all questions on the page will be validated and it will not be possible to move to the next page before all errors are corrected; if not checked validation will be performed on the whole form when Submit is clicked.

• Save temporarily - if this option is on, the Save temporarily button will appear in the form on the web and users can save current answers temporarily and submit the form later.

Visibility

Availability

• Periods before - number of time periods before the current one to be included in the form, relative to server time

• Periods after - number of time periods before the current one to be included in the form, relative to server time

  To show August only when Today is within September, set Periods before = 1 and Periods after = -1.

Layout

 

Visibility

Form page

By default, one Form page is added when you create a BMP form. Forms are organized in pages, and that is where you can add questions and other elements. If you add more pages Next and Previous buttons will be added automatically to the Form on the web.

Creating and configuring a Form page

To create a new Form page right click the Form and choose Add -> Form page.

Properties

Name

• Name - The name "Form page" is generated automatically but it may be changed.

• Description - an optional text describing the element.

Layout

• Inherit Page layout - mark the box to use the Page layout that was selected in the form configuration

• Page layout - if Inherit Page layout is not marked, choose the layout you want to use on the Form page

  • Row layout

  • One column layout

  • Two column layout

Questions

By default you may add Multi period questions to BMP Forms.

If your license includes the Forms model the other types of questions in the Forms model will also be available. See the documentation for the Forms model for more information.

Starting, Stopping, and Resetting

When you have configured the form and questions you are ready to start it. Make sure the correct Start date is set in the form. Then right click it and select Start Form in the menu.

 

When the Form is started it will be published to the users in the Distribution list. If you selected Read only in the configuration the form will also be visible to other users, but they will not be able to enter data.

 

You can reset an active BMP Form by right clicking it and choosing Reset in the menu.

You can perform changes to running forms, e.g. change questions in a form or add new ones, after a Schedule has been started. Changes will be visible as soon as they are correctly configured.

You can even change Form schedules and Distribution lists on active forms. It's important to know that:

• If you remove a user from the Distribution list, answers that have already been submitted and Forms in progress will not be deleted automatically.

• If you use a Group reference and change the users within the group, the changes will be immediately executed. However, no user can inherit another users answers unless “ One answer per organization” has been turned on.

• If you change a form that is already running by turning on " One answer per organization", it will not automatically affect submitted answers. If you in addition turn on " Stay Open After Submit", it will affect future periods so that each user can overwrite data entered by another user.

• If you change a form that is already running by turning off " One answer per organization", existing periods will still be shared, but future periods will be individual. If the administrator wants to undo the shared periods, the form needs to be reset.

Starting, Stopping and Resetting multiple BMP Forms

If you want to make the same BMP form available on several objects in the scorecard hierarchy, you can create the form in Templates and link or copy it to the BMP model.

 

Now you will have multiple copies of the form, and you will probably want to start several or all of them at the same time. You can do this by highlighting all of them ("Multi select"), then right clicking and choosing Start Form in the menu. See also Multi-changing properties.

 

You can stop or reset multiple forms at the same time in the same way.

Version 5.1.2.0

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