SNOWFLAKE BENEFITS

Visibility: Views and Automated Notifications

Snowflake provides unprecedented Task Level Visibility by enabling Users to drill vertically and horizontally through their Dynamic Organization. Snowflake also generates an array of automated notifications that inform appropriate Users of updates and changes to their Snowflake’s Tasks, Teams, Processes and Direct Report(s).

Coordination: Scheduling Engine

Snowflake’s Scheduling Engine automatically ensures each Task is scheduled during the specific window of time that optimizes work flow throughout the organization.

Control: Automated Authority Structure

The authority hierarchy within Snowflake is automatically mapped when a Snowflake and its Task, Team, Process and Direct Reports are created. This authority hierarchy is automatically enforced for all activities throughout the Snowflake Universe. Snowflake knows who each User is and the authorities they have. When a User tries to do something within Snowflake, the system recognizes if they have authority or automatically routes for approval if necessary. 

SNOWFLAKE FRAMEWORK

User Pages are the fundamental building block of the ‘Snowflake Universe’. User Pages connect together to form Snowflakes and Snowflakes make up the Snowflake Universe.

What is a User Page?  
Every Snowflake User has their own personal online ‘User Page’. When Users log-in to Snowflake, they are taken to their User Page. Your User Page is your ‘window’ into your working world. It is where you create and manage Task, Team, Process and Direct Reports.  

See complete definition of a User Page and view the Snowflake.

What is a Snowflake?
A Snowflake is a grouping of User Pages. User Pages within a Snowflake are aware of their hierarchical relationships and authorities with each other (organizational chart type relationships and authorities). The “shape” of each Snowflake is unique. User Pages within a Snowflake can also have relationships with User Pages outside their Snowflake at the Task, Team and Process level. View the Snowflake.

What is the Snowflake Universe?
The Snowflake Universe contains all the Snowflakes. View the Snowflake.

What is a Direct Report Page?  
Managers can create Snowflake User Pages for their Direct Report(s).  You can click on a Direct Report(s) name and see your view of their User Page (what they are working on and the status of their Task, Team and Process).  You can also drill down to see the User Pages of those who report to your Direct Report(s) and so on. Your User Page is the Manager Page of your immediate Direct Report(s).

See how to work with Direct Report(s)Pages.

What is a Manager Page?
User Pages that have Direct Report(s) are also the Manager Page of their immediate Direct Report(s). Manager Page(s) have an automated authority over their immediate Direct Report(s).

What is a Dashed Line Authority?
Dashed line authority is when you are not a person’s Manager Page but have authority over some of their work. Dashed line authority can be created in two primary ways:

• Create a Team where the dashed line manager is the ‘Team Manager’ and the dashed line report is the ‘Team Member’.
• Create a Task where the dashed line manager is the ‘Task Manager’ and the dashed line report is the ‘Task Performer’.

What is a Team Page?
Teams allow you to group tasks together and see them in a shared Team Page ‘window’. Team Pages are shared with other Team members.  Teams can have any number of Members and Team Members can be from any number of Snowflakes.

See how to work with Team Page(s).

What is a Task?
As a Snowflake User, you can Create, View, Modify or Delete Tasks for yourself, your Direct Reports, your Team and for Someone Else (other Users in your Snowflake or other Snowflakes). Snowflake Tasks have both a Task Manager and Task Performer that can, but do have to be, the same User.

See how to work with Task(s).

What is a Process?
Processes within Snowflake are created by attaching a Predecessor and/or Successor to a Task.

What is a Dynamic Organization?
Snowflake securely Integrates your “Dynamic Organization”.  Your Dynamic Organization includes not only your Company, Division, Department, Group or Location but everyone else you work with from a different Company, Division, Department, Group or Location.

Snowflake enables your Dynamic Organization to easily expand and adapt.

GETTING STARTED IN SNOWFLAKE

Creating your Snowflake:

• Go to Try Snowflake for FREE
• Sign up and you will be taken to the ‘Create a New Snowflake’ Page
• Create your Snowflake and 1st User Page (One step creates both):
  • (As a part of this short form, you will create your Snowflake address which is your Snowflake Name/Page Name.)

Snowflake address = Snowflake Name/Page Name:
Every User Page within the entire Snowflake Universe is uniquely identified by its Snowflake address.  Your Snowflake address is your Snowflake Name/Page Name.

• No spaces on either side of the /.
• Snowflake Name is usually the name of the company, department or group.
• Page Name is usually the User’s name.
• It is best to keep these names short, so you can remember and easily type them in when you log-in to your Snowflake.

Note: To log-in to your Snowflake, you must have your Snowflake Name/Page Name and Password (optional). When you log-in to your Snowflake your Snowflake Name/Page Name will look something like:  ABCcompany/John.

         
Log-in to your Snowflake:

• Go to www.Snowflakeitm.com
• Find User Login and Password in upper right corner.
• Enter your Snowflake Name/Page Name (example: ABCcompany/John).
• Enter your Password. No Password? Leave the password blank. This can be set later.
• Click login

QUICK ACCESS TO YOUR SNOWFLAKE

Set Snowflake as your Home Page:

• Go to www.Snowflakeitm.com
• In Internet Explorer, click on Tools, Internet Options, General tab
• Enter www.Snowflakeitm.com or click on ‘Use Current’ button
• Click ok

Create a desktop shortcut to Snowflake:

• Go to www.Snowflakeitm.com
• Right click on ‘Create Shortcut’
• Go to your desktop
• There is now a shortcut to access your Snowflake log-in Page on your computer.

ONCE YOU’RE IN SNOWFLAKE

USER PAGE
Every Snowflake User has their own personal ‘User Page’. When Users log-in to Snowflake, they are taken to their User Page. Your User Page is your ‘window’ into your working world. It is where you create and manage Task, Team, Process and Direct Reports.  

User Pages are the fundamental building block of the ‘Snowflake Universe’. User Pages connect together to form Snowflakes and Snowflakes make up the Snowflake Universe.

A User Page is something that is created for you by your Manager, or if you are the person who created the Snowflake initially, then you are the 1st User.

A User Page contains: Header, Navigation Bar, Task Lists, Task Buttons, Group and Team ‘windows’ (boxes).

HEADER
At the top of each User Page is the header. The header contains important information about the User Page including: Date, Snowflake Name/Page Name, Department, User Page’s number in the database.

NAVIGATION BAR
Below the header on each User Page, is the navigation bar. The navigation bar contains: 1st User Page (only shown on the navigation bar if you have no Manager Page), Password, Create A Task, Direct Report(s), Team(s) and Email Address.

Note: Your Manager Page is the User Page that has you as a Direct Report.

1ST USER PAGE

The initial Page created when a Snowflake is formed is a 1st User Page. (Try Snowflake for FREE). A User Page that does not have a Manager Page is a 1st User Page. There is only one 1st User Page per Snowflake. Because of this, 1st User’s have unique functionality and authority including being able to change the Snowflake Name.  Via 1st User Page on the navigation bar, a 1st User can Modify, Move our Delete themselves and their Snowflake.

‘MODIFY’ 1st User Page:
Gives the 1st User the ability to change the Snowflake Name and change their own Snowflake User Name and Department.  The system will automatically send out appropriate notifications.

‘MOVE’ 1st User Page:
If the 1st User Page has no Direct Report(s) it can be moved to become a Direct Report of a User Page in another Snowflake.

‘DELETE’ 1st User Page:
If a 1st User Page has no Direct Report(s) and/or is not a Team Manager, the 1st User can delete their own User Page.

PASSWORD

Create, change or remove password:
From your Snowflake User page (after you’ve logged in):

• Click on ‘Password’ on the top navigation bar.
• Enter, change or remove your password (to remove your password, leave this box blank)
• Click submit

Don’t have a password? Just leave the password blank when you log-in to your Snowflake.  A password can always be set later using the steps above. If you don’t want a password, follow above steps to remove your password.

CREATE A TASK
As a Snowflake User, you can Create, View, Modify or Delete Tasks for yourself, your Direct Reports, your Teams and for Someone Else (other Users in your Snowflake or other Snowflakes). Snowflake is a smart system and if the recipient is outside your direct authority, the system will automatically send a request to the person you are assigning a Task to. That person has the opportunity to accept or reject the Task.  Everyone within your direct authority will automatically be given the Task you assign. Changes to Tasks can be made through the Task Lists and the Task buttons.

Note: Creating a Snowflake Task is very fast. Many fields are pre-populated for you.

Creating Tasks ‘FOR MYSELF’:
From your Snowflake User page:
1. Mouse over ‘Create A Task’ on the navigation bar.
2. Click on ‘For Myself’.
3. Enter the Task Name.
4. Enter the Task Description.
5. Select the Task’s priority.
6. Select the Task’s visibility (standard or hidden).
7. Attach to a Team (optional).
8. Check box if there is no Parent, Predecessor or Successor. Note: checking this box will skip steps 10 & 11 below.
9. Click continue.

If this task has a Parent, Predecessor or Successor Task then:
10. Select a ‘Parent Task’ to your task (optional).
11. If there is a Predecessor and/or a Successor, identify them, check if there is an overlap, and enter a comment (optional). Then click continue.

Next:
12. Choose the Task’s start and finish time. Note: look at the available time window for this task. This will be affected if there is a Parent, Predecessor and/or a Successor task.
13. If you would like the Task Performer to receive a Warning, check the box and enter the amount of time before the scheduled Task completion you would like the Task Performer to receive the Warning. Enter positive whole numbers only. Note: when Warning time is reached, the Task background will change to yellow on the Task Performer’s Task List.
14. Click ‘Create Task’.

Creating Tasks ‘FOR  MY DIRECT REPORT(S)’:
From your Snowflake User page:
1. Mouse over ‘Create A Task’ on the navigation bar.
2. Click on ‘My Direct Report(s)’.
3. Select Direct Report(s) from the list. (Use the shift or ctrl key to select more than one person).
4. Select the Task Manager, the Task Performer and if you’d like to be notified of changes to this task if you are not the Task Manager or Task Performer.
5. Click continue.
6. Proceed as with ‘Create Task’ (for Myself) in Step #3 above.

Note: when creating Tasks for multiple recipients via ‘My Direct Report(s)’, each recipient receives their own individual task.

Creating Tasks ‘FOR MY TEAM(S)’:
From your Snowflake User page:
1. Mouse over ‘Create A Task’ on the navigation bar.
2. Mouse over ‘For My Team(s)’ and click on the Team you would like to assign a task to.
3. Select the Team Member(s) (use the shift or ctrl key to select more than one person from your Team).
4. Select the Task Manager, the Task Performer and if you’d like to be notified of changes to this task if you are not the Task Manager or Task Performer.
5. Click continue.
6. Proceed as with ‘Create Task’ (for Myself) in Step #3 above.

Note: when creating Tasks for multiple recipients via ‘My Team(s)’, each recipient receives their own individual task.

Creating Tasks ‘FOR SOMEONE ELSE’:
This is for assigning a Task to someone outside your direct authority. You can create a Task for any Snowflake Page in any Snowflake.

From your Snowflake User page:
1. Mouse over ‘Create a Task’ on the navigation bar.
2. Click on ‘For Someone Else’.
3. Enter the Task recipients Snowflake Name/Page Name. (example: ABCcompany/John)
4. Select the Task Manager, the Task Performer and if you’d like to be notified of changes to this task if you are not the Task Manager or Task Performer.
5. Click continue.
6. Proceed as with ‘Create Task’ (for Myself) in Step #3 above.

Note: Snowflake is a smart system and if the recipient is outside your direct authority, the system will automatically send a request to the person you are assigning a Task to.  That person has the opportunity to accept or reject the Task.  Everyone within your direct authority will automatically be given the Task you assign.

DIRECT REPORT(S)

Managers can create Snowflake User Pages for their Direct Report(s).  Once created, the names of your Direct Report(s) will be listed in the lower left hand box on your User Page called ‘Managed Group’ and they are also listed in the ‘View’ option under Direct Report(s) on the top navigation bar.  You can click on a Direct Report(s) name and see your view of their User Page and the status of their Task, Team and Process.  You can also drill down to see the User Pages of those who report to your Direct Report(s) and so on by clicking on the names listed in your Direct Report(s) ‘Managed Group’ box.

Your User Page is the Manager Page of your immediate Direct Report(s).

‘CREATE’ Direct Report(s) page:
From your Snowflake User Page-
1. Mouse over ‘Direct Report(s)’ on the top navigation bar.
2. Click on ‘Create’.
3. Enter the Direct Report’s name.
4. Identify the Direct Report’s department. (Your department, a new department or an existing department.)
5. Enter your Direct Report’s email address.
6. Click submit. (The Direct Report will receive an email notice with instructions).

‘VIEW’ Direct Report(s) Page:
The ‘View’ option is listed under Direct Report(s) on the top navigation bar.  Clicking on a Direct Report(s) name will open a ‘window’ containing your view of your Direct Report(s) User Page, including their Task, Team, Process and their Direct Report(s).  You can also drill down to see the User Pages of those who report to your Direct Report(s) and so on by clicking on the names listed in your Direct Report(s) ‘Managed Group’ box. The View option is only available if you have Direct Report(s).

‘MODIFY’ Direct Report(s) Page:
The ‘Modify’ option is listed under Direct Report(s) on the top navigation bar. This option enables you to change the Name and Department of your Direct Report(s).  This option is only available if you have Direct Report(s).

‘CHANGE MANAGER’ of Direct Report(s) Page:
The ‘Change Manager’ option is listed under Direct Report(s) on the top navigation bar. This option enables you to change the Manager Page of a Direct Report. The new manager can be in the same or a different Snowflake. The proposed new Manager Page will have the option to accept or reject this change.

A Direct Report(s) Page can also be moved to start a new Snowflake. This move can include just the moved Page or the moved Page and all the User Pages that branch underneath it. The system will make this change without approval because the moved Page becomes a 1st User Page in the new Snowflake.  This option is only available if you have Direct Report(s).

‘DELETE’ Direct Report(s) Page:
The ‘Delete’ option is listed under Direct Report(s) on the top navigation bar. Using this option you can delete your Direct Report(s) Pages. When you delete a ‘Direct Report(s) Page, its Tasks,Team and Process are automatically re-allocated and its Direct Report(s) become your Direct Report(s). This option is only available if you have Direct Report(s).

TEAMS

As a Snowflake User, you can be the Manager and/or Member of as many Teams as you would like. Teams allow you to group tasks together and see them in a shared Team Page ‘window’. Team Pages are shared with other Team members.  Teams can have any number of Members and Team Members can be from any number of Snowflakes. Teams you Manage will be listed in a box on your User Page located in the lower right corner called ‘Teams Managed’.  Teams you are Member of but not the Manager of will show up in a box in the lower right corner called ‘Teams Members’.  If you click on a Team Name in these boxes, a ‘window’ will open that contains the shared Team Page.  A Team’s creator is its initial Manager.

‘CREATE’ Team(s) Page: (you will be the initial Team Manager)
From your Snowflake User page:
1. Mouse over ‘Team(s)’ on the navigation bar.
2. Click on ‘Create’.
3. Enter the Team Name.
4. Enter Goal/Purpose.
5. Select the visibility of the Team (standard or hidden)
6. Click submit.

‘VIEW’ Team Page:
The ‘View’ option is listed under Team(s) on the top navigation bar. Clicking on a Team name will open a ‘window’ containing your view of that Team’s Page, including its Task and Members.  It identifies the Teams Manager and Members, Goal and Purpose, along with the Task List and Task buttons. This option is only available if you are the Team Manager, or are a Team Member.

Team ‘MEMBERS’:
The ‘Members’ option is listed under Team(s) on the top navigation bar. This option enables you to invite new and/or remove existing Members of your Team(s). New Member(s) can be from any Snowflake. The proposed new Member(s) will have the option to accept or reject this invitation. This option is only available if you are the Team Manager.

‘MODIFY’ Team(s):
The ‘Modify’ option is listed under Team(s) on the top navigation bar. This option enables you to modify the Name, Goal/Purpose and Visibility (standard or hidden) of the Teams you manage. This option is only available if you are the Team Manager.

‘CHANGE MANAGER’ of Team(s):
The ‘Change Manager’ option is listed under Teams(s) on the top navigation bar.
This option enables the current Team Manager to ask another User Page to become the new Team Manager. The new Team Manager can be from the same or a different Snowflake. The proposed new Manager will have the option to accept or reject. This option is only available if you are the Team Manager.  Note: The current Team Manager can choose whether or not they would like to remain a part of the Team.

‘DELETE’ Team(s):
The ‘Delete’ option is listed under Team(s) on the top navigation bar. Using this option you can delete any Team you are the Team Manager of. When you delete a Team, its Task will remain with their Task Manager and Task Performer, but will no longer be attached to a Team. The Team Members will be notified the Team is being deleted. This option is only available if you are the Team Manager.

EMAIL ADDRESS

From your Snowflake User page (after you’ve logged in):
1. Click on ‘Email Address’ on the top navigation bar.
2. Change your email address (as necessary).
3. Click submit.

Note: An email address is required for notifications and to access forms. Your Snowflake Email Address can be changed at anytime. You will NOT have to notify other Snowflake Users when you change your email address.

TASK LISTS

Every User Page and every Team Page has a Task List. When a Task is created, it goes onto the Task List of the Task Manager's User Page and Task Performer’s User Page and if it is attached to a Team, it also goes on the Team’s Task List.

Rows and columns in the Task List can be resized. Columns can be sorted by double clicking on the column (default sort is earliest Finish time on top). When a Task’s Warning has gone off, the background color of the Task turns yellow. When a Task is late, the background color will be red.

There are 4 views of your Task Lists: Current & Future (all Tasks that are not Complete), Currently Active (Tasks that are past their Start Time but not Completed), Future (Tasks whose Start Time has not yet been reached) and Completed (Tasks that are 100% Complete).  These 4 view options are located in the lower left corner of the Task List.

TASK BUTTONS

Task Buttons enable the User to work with existing Task. Task Buttons are a part of Task Lists. Task Buttons are located at the bottom of all Task Lists. To use a Task Button, you must first select a Task on the Task List. This is done by simply left clicking on the desired Task’s row. Once a Task has been highlighted, select the button associated with what you want to do.

The Task Buttons are:

View Definition & Request Status Update: contains all the Task data including links to its Parent, Predecessor and Successor. If the viewer is not the Task Performer, they will be given the option to request a status update.

View Sub-Tasks: lists all the Sub-Tasks that branch underneath the selected Task. User’s can click on these Sub-Tasks to view the Task’s Definition. A Task cannot be 100% Complete until its Predecessor and all of its Sub-Tasks are completed.

Change Task: Enables User’s to modify or request modifications to the Task details and schedule. Users will also see the Task’s current status and if they are the Task Performer, they will be able to update the Task status and modify its Warning Time.

Change Task Manager: User’s are able to request that the Task Manager of a Task be changed to a different User. If the User has authority, the change will be implemented. Otherwise a request will automatically be sent to the Task Manager or to the potential new Task Manager, depending upon the situation.

Change Task Performer: User’s are able to request that the Task Performer of a Task be changed to a different User. If the User has authority, the change will be implemented. Otherwise a request will automatically be sent to the Task Manager or to the potential new Task Performer, depending upon the situation.

Change Task Dependencies: Enables User’s to change a Task’s Parent, Predecessor and/or Successor Task.

Delete Task: Enables User’s to delete a Task if they have appropriate authority. If not, an automatic request will be sent to the Task Manager requesting deletion of the Task.

GROUP AND TEAM ‘WINDOW’S’ (BOXES)
The 4 boxes at the bottom of the User Page are navigation aids that open ‘window’s’ into your organization. These boxes are also on your view of your Direct Report(s) User Pages, enabling you to drill down into your organization. The 4 boxes are: Managed Group, Member Group, Teams Managed and Teams Members.

Managed Group:

The ‘Managed Group’ box is located in the outside lower left corner of each User Page.  This box contains a list of your Direct Report(s) names. Clicking on a Direct Reports name will open a ‘window’ containing your view of your Direct Report’s User Page. You can easily see and manage what your organization is working on, including your Direct Report(s), their Direct Report(s) and Teams they Manage or are a Member of.

Member Group

The ‘Member Group’ box is located on the inside lower left corner of each User Page.
This box contains a list including the Manager Page of this User Page and all of this Manager Page’s Direct Report(s). User Pages do not have authority or access to look on their Manager’s or peer’s User Pages. However, links to User Pages on this list are active when Users are drilling down in their Snowflake via their Direct Report(s) views.

Teams Managed

The ‘Teams Managed’ box is located on the inside lower right corner of each User Page. This box contains a list of Teams the User Page is Manager of.  Clicking on a Team in this list will open the Team’s Team Page.  When you create a Team you are its initial Team Manager.

Teams Member

The ‘Teams Member’ box is located in the outside lower right corner of each User Page.  This box contains a list of Teams the User Page is a Member of, but not the Manager of.  Clicking on a Team in this list will open the Team’s Team Page.