Getting started

Introduction

Welcome to the Orthogramic Getting Started Guide. This guide provides a structured approach to effectively using Orthogramic for managing organizational data. By following these steps, users can ensure comprehensive data management and alignment with business architecture, facilitating informed decision-making and strategic alignment.

Key Features

Upload Document: Steps to define document type, store data, specify organizational location, define document priority, and extract business architecture data.
Assess Content Coverage: Instructions to evaluate data relevance, quality, and quantity.
Merge Data: Guidelines to define document priority, extract business architecture data, and integrate it with existing information.
Compare Data: Steps to compare data across organizational layers to identify discrepancies or alignment.
Map Coverage: Techniques to visualize data coverage across different organizational layers.

By following the steps outlined in this guide, users can effectively manage organizational data within Orthogramic. This systematic approach ensures that all data is properly classified, assessed, merged, compared, and mapped, supporting strategic alignment and effective decision-making.

Business Architecture

This highlights the process of selecting business domains relevant to the organization’s strategic and operational goals. It ensures that the chosen domains align with the overall objectives and contribute to the structured management of organizational information.

Select Domains: Identify relevant business domains that align with the organization's strategic and operational goals.

Organization structure

The first document you are requested to upload is your Organization structure.

The Document Upload page in Orthogramic allows you to seamlessly add new documents to the system. Properly uploading and categorizing documents ensures they are easily accessible and relevant to your organizational needs.

Documents not matching organization classification

If the uploaded document does not match the organization's classification you will be requested to verify and re-upload the correct document. The error will be displayed below.

Adding documents that do not align with the organization classification risks reducing the clarity of your business strategies and operations. If needed, update your Organization Classification in Settings > Business Architecture > Organization Classification.

Steps to Upload a Document

Navigate to the Upload Section:
- From the main dashboard, select "Document Management" and click on "Document Upload."
Select Document Type:
- Choose the appropriate document type from the dropdown menu. This helps categorize the document accurately for future reference.
Upload the File:
- Click the "Upload" button and select the document file from your local system. Ensure the file format is supported by Orthogramic.
Enter Document Details:
- Fill in the required fields such as document title, description, author, and date of creation. These details aid in identifying and categorizing the document.
Assign Organizational Unit:
- Select the relevant organizational unit that the document pertains to. This ensures the document is stored in the correct category and is accessible to the right team members.
Save and Confirm:
- Review the entered details and click "Save" to upload the document. A confirmation message will indicate successful upload.
Verify Upload:
- Navigate to the Document Repository to ensure the document is listed and categorized correctly.

How Uploaded Documents Are Processed

When you upload a document to Orthogramic, the system automatically parses the document to identify key elements relevant to your business architecture. This involves scanning the content for specific terms, structures, and data that align with domains such as Strategy, Capabilities, Stakeholders, and Performance.

Once this data is extracted, Orthogramic uses its advanced algorithms to organize and synthesize the information. It doesn’t just collect the data—it analyzes how different elements relate to one another to create a thorough, holistic view of your organization's architecture. This means that the system helps you see how individual pieces of information fit into the larger context of your business, enabling informed decision-making and strategic planning.

The entire process is designed to be seamless, allowing you to focus on reviewing and refining your business architecture without manual data entry or re-organization.

Top level Organization unit

Select Top level organization unit: Clarify the operational scope and boundaries of the organization.

Confirmation

If you do not skip this step, you will be asked to confirm the Top level Organization unit change.

Organization coverage

Select the business units if any that are not included in the Organization coverage.

Confirmation

If you do not skip this step, you will be asked to confirm the Organization units you do not want covered.

Document goals

Document Goals help you set, manage, and monitor the goals for each organizational unit concerning the relevance, quality, and quantity of business architecture domain data held in the unit's documents. By clearly defining these goals, you can ensure that each unit aligns with the overall strategic objectives and maintains the highest standards of document management.

Purpose

This facilitates the structured setting of document goals across various organizational units. This includes defining specific criteria for document relevance, quality, and quantity, ensuring that all units adhere to the required standards and contribute effectively to the organization's mission.

Learn in detail about document https://orthogramic.atlassian.net/wiki/x/MYLgAg.

How to set Organization goals

Step 1: Select Organisation Units

Use the provided hierarchical list to select the organizational units for which you want to set document goals. You can toggle the "Cascade Goals" option to automatically apply the goals to lower-level units.

Step 2: Select Criteria

Adjust the sliders for relevance, quality, and quantity to reflect the desired goals for each unit.
Toggle the "Advanced Criteria Selection" to define more granular criteria for each business architecture domain.

Criteria Sliders:

Relevance: Rate the relevance of the document data on a scale from 1 to 5, or mark it as N/A if not applicable.
Quality: Rate the quality of the document data on a scale from 1 to 5, or mark it as N/A if not applicable.
Quantity: Rate the quantity of the document data on a scale from 1 to 5, or mark it as N/A if not applicable.

Advanced Criteria: When the advanced toggle is enabled, users can rate each business architecture domain (such as Strategy, Policy, Capability, etc.) separately for Relevance, Quality, and Quantity.

Step 3: Save Goals

Use the map view to visualize the organizational structure and ensure the correct units are selected. Once you have set the goals, click the "Save" button to store the organization unit goals.

Benefits

Setting clear document goals ensures consistency and quality across all organizational units, supporting better decision-making, compliance, and strategic alignment. This structured approach to goal setting helps in maintaining high standards and achieving organizational objectives efficiently.

User types

User types provide a detailed overview of the various User types within Orthogramic and their primary drivers. Understanding these User types is essential for effectively managing and aligning organizational functions with strategic objectives. Each role plays a critical role in ensuring that the organization operates efficiently and meets its goals.

User types and tailored recommendations

Orthogramic’s User types are designed to support a self-service approach, ensuring that users receive tailored chat outputs and recommendations based on their specific User type. This enables not only business architects but also general business users—such as product managers, talent acquisition staff, or operations leaders—to effectively engage with business architecture insights. Each User type is configured to provide relevant guidance, tools, and outputs suited to their role, ensuring that users can intuitively contribute to and benefit from the platform.

By delivering customised recommendations and role-based insights, Orthogramic empowers users across various functions to make informed decisions and actively shape the organisation’s architecture. This self-service capability promotes collaboration, making business architecture accessible and actionable for everyone involved in achieving business goals.

Differences between Roles and User Types

In Orthogramic, it's essential to distinguish between a user's Role and their User Type, as each serves a distinct purpose within the platform.

Role: This refers to the specific job function or position a user holds within their organisation, such as Business Architect, Chief Operating Officer (COO), or Strategic Planner. It defines the user's responsibilities and the nature of their work.

User Type: This pertains to the level of access and permissions a user has within Orthogramic. User Types determine what actions a user can perform in the system and which features they can access. Common User Types include Admin, Editor, Viewer, and Super Admin.

Understanding the distinction between Role and User Type is crucial for effective system management:

Role: Defines what a user does within their organisation.
User Type: Determines what a user can do within Orthogramic.

Key Features

User Role Definitions: Detailed descriptions of each standard user role and their main objectives.
Role-Specific Drivers: Key drivers and goals associated with each role to ensure alignment with organizational strategies.
Best Practices: Tips for effectively assigning and managing User types to optimize system interactions and achieve business objectives.

Conclusion

By clearly defining and understanding the different User types within Orthogramic, organizations can optimize their system interactions and align them with strategic objectives. This guide provides the necessary information to ensure that each role is effectively managed and their contributions are aligned with the overall goals of the organization.

Documents

Define Document Types: Document Types categorize documents based on their nature and purpose within the organization. Deselect any document types you do not want to use.

Document Weighting

This covers the steps for defining document types, evaluating their alignment with organizational goals, assessing their impact on decision-making, determining their scope of influence, identifying compliance and regulatory requirements, and gauging stakeholder interest.

Alignment with Organisational Goals: Evaluate how well each document supports the core objectives of the organization.
Impact on Decision Making: Assess the influence of each document on key business decisions.
Scope of Influence: Determine whether the document impacts the entire organization or specific departments.
Compliance & Regulatory Requirements: Identify documents required for legal or regulatory adherence.
Stakeholder Interest: Gauge the importance of documents to key stakeholders, including investors, management, and employees.

Upload Document

Define Document Type: Identify the type of document being uploaded. This is based on Document types.
Store Data: Save the document data.
Define Organisation Location: Propose the primary organizational location relevant to the document.
Define Document's Priority: Propose the priority of the document based on its importance.
Extract Business Architecture Data: Extract relevant business architecture data from the document.

Document weighting

In Orthogramic, Document Weighting is a tool used to assess the importance of a document to your organization. It is different from analyzing the quality of the document itself. The weighting process helps prioritize documents based on how vital they are to your business operations, projects, or strategic goals.

Key Concepts:

Importance vs. Quality: Document Weighting measures the importance, whereas a separate process evaluates the quality of a document. A document with low quality may still be essential, while a high-quality document might not be critical to your organization.
Weighting Criteria: The importance of a document is based on factors such as how often it is referenced, how it supports decision-making, and its relevance to key business areas.

How to Use Document Weighting:

Identify Documents: Start by identifying the key documents in your organization. These can include strategic plans, policy documents, operational guidelines, and more.
Apply Weighting Criteria: For each document, apply predefined weighting criteria within Orthogramic, which will help you assess its importance. These criteria are customizable to reflect your organization's priorities.
View Weighting Results: After weighting, you can view the importance score assigned to each document. This helps you focus attention on the most critical documents for your business operations.

By understanding the relative importance of documents, Orthogramic helps you make informed decisions about document management, ensuring that key materials are easily accessible and appropriately prioritized for compliance, reviews, and updates.

Weighting criteria

The weighting criteria are as follows:

Alignment with Organisational Goals: Evaluate how well each document supports the core objectives of the organisation.
Impact on Decision Making: Assess the influence of each document on key business decisions.
Scope of Influence: Determine whether the document impacts the entire organisation or specific departments.
Compliance & Regulatory Requirements: Identify documents required for legal or regulatory adherence.
Stakeholder Interest: Gauge the importance of documents to key stakeholders, including investors, management, and employees.

The total of the weighting criteria must be 100% to be saved.

Learn about the details of the Document Weighting methods in: Document weighting and criteria analysis