1. Pinipa product training Project oversight & communications made easy Version 1.0 April 2016

2. Understand the value of using Pinipa Comfortable setting up & launching an initiative Confident using the tool and supporting others Understand the technical considerations to use Pinipa effectively Be ready to use Pinipa for your project Learning objectives

3. Introduction to Pinipa Product walkthrough Privacy & security Applying Pinipa to your project Agenda

4. Introduction to Pinipa A single place for project teams to: Create visibility of progress across workstreams Collaborate with stakeholders Share targeted updates Gain insight with analytics & reporting

5. Introduction to Pinipa Tools for the project team Oversight Communications Where Pinipa fits in the landscape

6. Digital Transformation “Pinipa helps us work far more collaboratively whilst building our digital capability” Digital Transformation “Pinipa helps us work far more collaboratively whilst building our digital capability” Operating model transition “Pinipa created an ongoing conversation, making what the project team were doing more transparent” Operating model transition “Pinipa created an ongoing conversation, making what the project team were doing more transparent” Innovation “Pinipa in helping us engage and support our startup ecosystem as well as mentors, investors and suppliers” Innovation “Pinipa in helping us engage and support our startup ecosystem as well as mentors, investors and suppliers” Agile business change “We wanted to empower people to make change happen themselves rather than set up ‘just another initiative’” Agile business change “We wanted to empower people to make change happen themselves rather than set up ‘just another initiative’” Customer collaboration “Pinipa helps us manage our project more effectively and encourages us to work more collaboratively with our customers” Customer collaboration “Pinipa helps us manage our project more effectively and encourages us to work more collaboratively with our customers”

7. Involve 10x stakeholders to solve complex problems in 2-3 weeks We simply couldn’t have reached this many people otherwise, so it was an important step for us to gain commitment to the new ways of working. “ “ Full case study: https://pinipa.com/case-studies/cruk/

8. Developing a digital operating model with a Big 4 consultancy Wanted to engage more people to determine which concept might work From the initial team of 40 people, 200 people were invited to contribute Captured 85 ideas within 2 weeks, with 1300 contributions Saved over 400 man hours in workshops Resulted in a better solution which stakeholders supported Visibility of feedback helped the project team identify potential ‘hotspots’ Introduction to Pinipa Cancer Research case study in depth

9. Product Training

10. 1.Pinipa basics 2.Setting up an initiative 3.Capturing ideas 4.Set up & manage workstreams 5.Communications 6.Integrations Product walkthrough Agenda

11. Basic navigation The key areas to get around the tool are: 1.Organisation 2.Initiatives 3.Ideas (optional) 4.Workstreams 5.Files 6.People & groups Pinipa basics

12. Setting up your organisation You can create a new organisation from our website using your business email address.website If someone with a matching domain name has already created an organisation, you will be added to the existing organisation. If you create an account from the website, you will need to verify your email address by clicking on the link in an email sent to you. Pinipa basics

13. Setting up your organisation If you are setting up a new organisation you’ll need to: Enter your organisation name Upload a logo Set a background image for the portfolio page Whitelist the relevant company domain names Pinipa basics

14. Privacy levels of an initiative There are 2 privacy levels within an initiative: Invitation only – The initiative will not be visible to anyone unless they’ve been invited Request to access – Anyone can see an initiative exists but they need to request permission to access it. Pinipa basics

15. Add the initiative information To create a new initiative you will need to complete: Initiative title & description Select a banner image for the initiative Add the sponsor, including name, title and photo Turn the ideas section on or off If ideas is turned on, choose the question Setting up an initiative

16. Add & manage users Manage users for the initiative on the People page, including: Invite new users or resend an invite Add existing people to groups Change a user’s status (Project Admin, Project Team, Stakeholder) Delete users – if they own a workstream or key date, you will be prompted to nominate a new owner Setting up an initiative

17. Access levels within an initiative There are three levels of users within a project: Project Admin – has complete control over the initiative Project Team – has responsibility to deliver the project, for example they own a workstream or key date Stakeholder – contributes to ideas, discussions and receives updates Setting up an initiative

18. Adding people to groups We highly recommend you create and add people to groups to help target communications To determine what groups would be useful, think of the different audiences you might want to send a communication to and set up a group for each audience Setting up an initiative Editing initiative settings Project admins can review and edit settings by clicking on the Gear symbol on the top right of the Initiative page, under the banner image

19. Launching your initiative 1.When people are added, they will receive an email invitation to join 2.Send an announcement from the Initiative page to launch your initiative Setting up an initiative

20. Discussion: What else should you do to launch your project on Pinipa?

21. Setting up ideas The ideas section is optional and can be turned off by Project Admins in initiative setup or settings Project Admins can add the question in the initiative setup or settings Asking people to share ideas can be a great way to generate positive energy for something new Capturing Ideas

22. Capture & action ideas To add an idea simply click the ‘Add your idea’ button Files or images can be attached eg. Photo of a flipchart Tags help to manage a large volume of ideas and emerging themes Once you have decided on what ideas to action, Project Admins or Project Team can turn ideas into workstreams or key dates Capturing Ideas

23. Workstream introduction Workstreams are different components of the initiative that are run in parallel and owned by different people This is your working space to post discussions, share decisions and key dates, and generally make progress A Project Admin or Project Team user can create a workstream from an idea or the navigation bar Set up & manage workstreams

24. Workstream privacy Workstreams have two privacy settings: 1.Open – Anyone who has access to the initiative can see, contribute and follow the workstream (default) 2.Private – Only people who ‘follow’ the workstream can see it exists The privacy level can be changed in workstream setup or settings Set up & manage workstreams

25. Workstream overview page Allows you to see status at a glance across multiple workstreams and people Set up & manage workstreams

26. Workstream overview Workstreams display: 1.Key dates – these are milestones or key events, with an owner and due date 2.Decisions – display on the date made or required, with the decision maker These are displayed by default in the workstream view. They can also be displayed in the people view, under the person responsible The timeframe displayed can be changed to daily, weekly or monthly Set up & manage workstreams

27. Workstream overview – Key dates Key dates have four status options: Green = Complete Red = Overdue Amber = Flagged (needs attention) Grey = Not yet complete Reminders for upcoming key dates will be sent in the daily summary email Set up & manage workstreams

28. Workstream overview – Decisions Decisions have 3 status options: Green = Decision made Amber = Requested Red = Overdue Any user can request a decision, only Project Admin or Project Team can post a decision Set up & manage workstreams

29. Workstreams – Following Updates on workstreams are shared with the most relevant people based on the workstream followers. This can be done in two ways: 1.User chooses – by clicking the ‘following’ slider 2.Assign followers – Project Team users can assign followers for the workstream by clicking on the People & Groups icons Set up & manage workstreams

30. Add people to groups + Add groups to follow workstream = Regular stakeholder updates!

31. Workstreams - Discussions Any user can start, like or reply to a discussion @mention a group or person to notify them via email Documents can be shared through discussions Discussions can also be held within specific key dates or decisions Set up & manage workstreams

32. Workstreams - Announcements Sends an email communication to all workstream followers Select ‘announcement’, add and format your content Preview before sending Announcements can not be edited or deleted after being sent Set up & manage workstreams

33. Workstreams – Decisions Any user can request a decision, from a specific person on a specific date Project Admin, Project Team or the decision maker can post decisions (incl on the decision maker’s behalf) Supporting documentation can be attached Requests & decisions made are added to the timeline and included in notifications, like key dates Set up & manage workstreams

34. Workstreams - Add & change key dates A Project Admin or Project Team user can add a key date by: Add Key Date button (next to decisions) ‘+’ icon in the left hand box and selecting Add Key Date Turn an idea into a key date on the Ideas page The status of a key date can be changed by clicking on the key date and selecting the button in the left hand panel To edit a key date, select the grey triangle in the top right hand corner Set up & manage workstreams

35. Workstreams - Files Upload files to any discussion or idea View all files within a workstream by clicking on the files icon Files page has a master list of all files Setup & manage workstreams

36. Targeting communications to people There are a few options: Announcements can be made at workstream or initiative level @mention people or groups to notify them of discussions via email Changes to key dates & decisions are summarised in an automatic daily or weekly email for workstream followers Add people to Groups (People page) to help target communications Communications

37. Likes & comments Liking ideas and commenting is a great way to show enthusiasm As a project leader, it is important for you to do this to encourage contribution from others The sponsor should also be encouraged to do this, to show they are listening and responding to feedback To like an idea click on the heart icon located underneath the item Communications

38. Integrate the tools you already use Integrate Pinipa into: Calendar Single Sign On Also available upon request: Office 365 marketplace Project management tools Product development tools

39. Privacy & Security

40. There are three levels where you can choose privacy within Pinipa: 1.Organisation – only people with whitelisted domain names can create new initiatives People with any email address can be invited to join an initiative, and will only see initiatives they have been specifically invited to join 2.Initiative level – you can choose between ‘request to join’ and ‘stealth mode’ 3.Workstream level – workstreams default to ‘open’ but can be set to ‘private’ Privacy

41. Preserving the confidentiality and integrity of your information is one of Pinipa’s highest priorities For answers to questions regarding our security practices please visit our website www.pinipa.com/security/www.pinipa.com/security/ If you cannot find an answer to a question please email support@pinipa.com. support@pinipa.com Security

42. Discussion: How will you use Pinipa to deliver your project?

43. Exercise: Practice pitching the benefits of Pinipa to your sponsor

44. You have been asked to present Pinipa to your sponsor Your presentation should cover: What is Pinipa? What value will it can contribute to your project? How will it fit with the overall project plan? How do you plan to launch it? You have 15 mins to prepare your presentation Exercise instructions

45. Project Admin user guide: https://pinipa.zendesk.com/hc/en-ushttps://pinipa.zendesk.com/hc/en-us Contact our support team on support@pinipa.comsupport@pinipa.com What else can we do to help? Further support