User Manual – Top Plan Operational Step-by-step instruction

19.06.2019

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Contents 1. Overview

1.1 Top Plan Overview ........................................................................................................................2

1.2 Module Overview ..........................................................................................................................2

1.3 Logging in..........................................................................................................................................3

1.4 Understanding the Home Screen ...................................................................................................4

2. Completing a Plan ...........................................................................................................................5

2.1 Module 1: Purpose ........................................................................................................................5

2.2 Module 2: Values ..........................................................................................................................6

2.3 Module 3: Behaviour .....................................................................................................................7

2.4 Module 4: Club status ...................................................................................................................8

2.5 Module 5: SWOT ......................................................................................................................... 10

2.6 Module 6: Vision ......................................................................................................................... 11

2.7 Module 7: Issues ......................................................................................................................... 12

2.8 Module 8: Strategies ................................................................................................................... 13

2.9 Generate Report ........................................................................................................................ 14

2.10 Module 9: Resources ................................................................................................................. 14

3. Tools and Resources ....................................................................................................................... 15

3.1 Objectives Tracker ....................................................................................................................... 16

3.2 Meeting Agendas ........................................................................................................................ 17

3.3 Manage Users ............................................................................................................................. 18

3.4 Resource Library ......................................................................................................................... 20

4. Reports .......................................................................................................................................... 21

4.1 Club Plan Summary ..................................................................................................................... 21

4.2 Club Action Plan .......................................................................................................................... 21

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1. Overview 1.1 Top Plan Overview

The WA Sports Federation, the Peak body for sport in Western Australia, developed Top Plan with the support of the Department of Local Government, Sport and Cultural Industries.

This unique planning tool has been designed specifically for time-strapped sporting clubs and associations to develop a comprehensive plan to ensure they are well managed into the future. It combines traditional planning elements with identifying the culture and behaviours important to committee and members.

Top Plan begins with seeking member feedback via a short online questionnaire. Once this has been completed, the committee members then follow up with a 2-hour planning session to complete the plan.

1.2 Module Overview

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1.3 Logging in

Visit the website (https://topclub.com.au). Below is the login screen. Enter your user-id and password

supplied by the Top Plan ADMIN to login.

Select your organisation from those listed, choosing the year from the drop-down menu.

Click on Top Plan under the logo.

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1.4 Understanding the Home Screen

By clicking on “Home” on the top right-hand side, you can access a list of tools and resources to

not only assist in the planning session, but to assist post this session. For example, if you click on

Meeting Agenda, you can tailor a template to assist you in setting your next meeting.

This screen acts as a navigation tool for the software:

Members Questionnaire- this displays the questions sent to your members prior to the session. Top Plan Builder- this guides you through the modules in the session. Objectives Tracker- easily enables you to track progress against the objectives post this planning session. Plan Summary- provides access to your completed plan. This can be easily downloaded. Club Action Plan- provides access to your plan with detailed actions. Resource Library- enables resources to be uploaded to share with users. Meeting Agendas- provides a meeting template for committee meetings. This is stored on the cloud so can be accessed at any time. Agenda Items can be input online into this and minutes can be added live. Manage Users – this is where additional users can be added

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2. Completing a Plan

2.1 Module 1: Purpose This module takes you through a series of statements to get you to identify the benefits of your

existence to stakeholders like the kids, the club/association, the community, the players, the

families, the volunteers, the team. As you work your way through it, you will further refine your

choices and then will be asked to create a purpose statement.

Once finished, click “CONTINUE”.

The first step is to select 7 statements from the list. You will then be asked to refine this to your

top 3 statements. Click “SAVE and CONTINUE”.

Your top 3 purpose statements will appear on the next screen. You will need to write a purpose

statement (a sentence) that best incorporates your top 3 choices.

This completes the task of creating “purpose” statement. Click on “CONTINUE” at the lower

right corner, to get to the next step.

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2.2 Module 2: Values This module will take you through a list of values where you will need to select the values are

most important to your club/association.

Initially, select up to 7 values that are important to your club/association. Your members

responses via the pre-session questionnaire will be ranked here for you to review.

A lot of the words are very similar in meaning. You can click on the to view a definition. Once you have chosen 7, click on “CONTINUE”.

You now need to refine your previous selections down to 3 core values by deselecting the others selected earlier. To deselect any value the user needs to click on that row. To deselect any value the user needs to click on that row. Click “CONTINUE” to move to the next screen and “CONTINUE again to move to the next module.

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2.3 Module 3: Behaviour This module will guide you through choosing appropriate and inappropriate behaviours. There

are multiple statements to choose from as they relate to the 6 different areas. At the end of this

section you will be asked to write a statement reflecting the core values.

You will need to review a list of statements relating to the values you selected previously. By

clicking on “CONTINUE” you will be presented with statements to choose from under each of

the areas including:

• Coaching

• Committee

• Game Day

• Players

• Social

• Officiating

As you work through each of the 6 areas, you will need to reduce your previously selected behaviours down to 3 “Appropriate behaviours” and 3 “Inappropriate behaviours” for each. Click “CONTINUE” to move through each of the areas.

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2.4 Module 4: Club status This module will help you formulate your current status. You will be asked to rate your

club/association across all areas and consider statements that reflect specific activities. This will

provide you with a picture of where your club/association is now, where you would like it to be

in the future, and how to get there. The answers in this section will help formulate your

Strengths, Weaknesses, Opportunities and Threats.

Firstly, you will be shown a list of statements that relate to where you see you are at now. You

need to select whether you have “achieved” the statement, whether it is “on track” to being

achieved or, or whether there is “attention required” to in this area.

Once completed, click on “CONTINUE”.

The second part of this section is to choose statements relating to different activities across the

club/association including:

• Club Executive

• Volunteers

• Facilities

• Council

• Demographic

• Courts

• Club Planning

• Coaching

• Finances

• Supporters & Parents

• Relationship with District/State Body

• Stadium Manager

• Social

• Players

• Admin Processes

• Economy

• Relationship with Community

You need to choose the statements that most closely reflect your club/association.

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The third part of this module is to rate your club/association issues based on importance and

urgency. The answers here will form part of your SWOT analysis.

You will be asked to rate the following:

• People priorities

• Personality priorities

• Process priorities

• Promotion priorities

Once completed, click “CONTINUE”. This completes the “CLUB STATUS” section. The user needs

to click “CONTINUE” to move to the next module.

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2.5 Module 5: SWOT This section summarises your answers from the Club Status section into a Strengths-

Weaknesses-Opportunities-Threats (SWOT) analysis.

You can view your selections for each part of the SWOT by clicking “CONTINUE” at the lower

right corner of the screen. You may find you have a large list of weaknesses. This is natural. You

will get an opportunity to prioritise these later.

This completes the SWOT analysis section. The user needs to click “CONTINUE” at the lower

right corner of the screen to proceed to the next section.

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2.6 Module 6: Vision This section helps you formulate the vision statement. A vision statement can help provide your

club/association with a road map for future direction. You will need to select up to 3 key

statements that best reflect your vision for the future.

You will then need to summarise these into a sentence or two. This has completed your vision

statement. Click on “CONTINUE”.

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2.7 Module 7: Issues In this section you will be asked to review the previous issues identified in the Club Status. You

will be asked to deselect the objectives that are not a priority in this planning period by clicking

the appropriate radio buttons. Green highlighted means this is a current priority. “Pending”

priorities (deselected priorities) will not appear on your plan.

You will be taken through 4 screens that relate to:

• People

• Personality

• Processes

• Promotion

Once complete, click on “CONTINUE” to move to the next module.

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2.8 Module 8: Strategies In this section, you are asked to formulate Objectives and Strategies for your club/association.

You will be presented with multiple objectives based on the pillar areas. You need to choose

whether you “Accept” or “Reject” each statement. Rejecting an objective will mean it will no

longer appears in your plan.

You can also create new objectives for the priority areas if you feel something is missing.

The user needs to click “CONTINUE” at the lower right corner.

The second part of this section is assigning strategies to achieve your objectives.

Click “Save and Continue” to continue to Module 9: Resources.

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2.9 Generate Report

By clicking continue you are taken to a screen to generate your report. Here you will be asked to enter:

• Your initials

• The date of the facilitation session

• Name of the facilitator Click Generate Report and a PDF version of your report will pop up. This can be printed or downloaded.

2.10 Module 9: Resources This final (optional) module enables you to allocate human and financial resources against each

objective identified earlier. This is complete out of the session.

You will be asked to allocate how many “human” hours you estimate will be required to achieve

the objective and, if needed allocate income or expense and estimate costs.

You will need to complete this for all the Pillars:

• People

• Personality

• Processes

• Promotion

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This ends the session. LOGOUT.

3. Tools and Resources

After completing your plan, the HOME screen acts as a menu to take you to different support

areas.

It is important to familiarise yourself with these and ensure you assign the objectives at

upcoming committee meetings.

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3.1 Objectives Tracker

This tool enables you to monitor

progress against the objectives,

allocate responsibility and a due date.

At your next committee meeting it is

important that you discuss and

allocate a person responsible for each

objective and assign a due date.

Remember to think across your

membership rather than just across

your committee members.

Assigning responsibility

You can do this by selecting from the drop-down list (i.e. users already in the system) or by adding a member. Setting a due date

To set a date to complete the task, click on the arrow and select the appropriate month & year.

Once completed an objective, you can

click on the “Done” radio button.

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3.2 Meeting Agendas The meeting agenda is a great template to use for setting up committee meeting agendas and for keeping minutes. These can be completed for all committee meetings by clicking on “Add a Meeting Agenda”.

You can enter actions arising, review objectives, and add agenda items to be discussed directly into the online agenda. This enables an online record of committee meeting agendas to be created over time, accessible “in the cloud” at any time.

Committee members can update this agenda in real-time when in the meeting eg: moving the

minutes of the previous meeting.

With your plan handy,

review Objectives that

are due or overdue

Enables you to itemise

agenda items and

upload documents by

“drag and drop”

You can set up a new agenda by clicking on “Add a meeting agenda”.

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The agenda can be downloaded and taken to meetings or viewed online.

3.3 Manage Users This area enables club/association to manage their users. You can add, edit or delete users.

A user assigned as an Organisation Admin can add new users and edit existing users. Organisation admins can access all areas. A club should have at least 2 committee members with this type of access. An Organisation member user cannot access meeting agendas but can see the club plan.

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Your Profile By clicking on the “Your Profile” Tab on the top right-hand corner, you can view your user

details, change your notification settings and change your password.

Click “Save” once finished updating.

Notifications: This screen enables you to control the volume and type of notifications you receive.

• Daily Club Activity – notification on who has accessed the report builder on a daily basis.

• Objective Assignment Email – notification when you have been allocated an obejctive

• Objective Completion Email – notification when an objective has been completed

• Objective Nearly Overdue Email – notification when an objective is not yet completed

and the due date is soon

• Objective Overdue Email – notification when an objective has not been marked as

completed and the due date has passed

• Objective Overdue SMS - SMS notification of above if you enter your mobile details.

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3.4 Resource Library In the Resource Library your State Sporting Association may have added some standard Resources to assist in governance related functions of the club and meeting your objectives. For example, they may have added sample facilities guidelines, volunteer manuals or a coaching plan template.

If they have been added they will appear in this area. This can be accessed once your plan has

been completed.

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4. Reports

4.1 Club Plan Summary

In this area you can download a summary of your purpose, vision, values and

acceptable/unacceptable behaviours as determined during the planning session.

4.2 Club Action Plan

In this area you can download the club/association action plan to view and download. This plan

details the strategies and actions as identified throughout the planning session.