Administrator User Guide (Administrator Selects Raters)

Transcription

1 Administrator User Guide (Administrator Selects Raters)

2 Contents Home Page... 4 Create Evaluation... 4 My Evaluations... 4 Product Support... 4 Subscription Status... 4 User Administration... 5 Update your Profile... 5 Add Sub-Administrators... 5 Evaluation Library... 5 Evaluation Templates... 5 Question Library... 5 My Evaluations... 6 Adding or Editing a Folder... 6 Adding a Folder... 6 Editing a Folder... 7 Moving Evaluations between Folders... 7 Step 1: Evaluation Setup... 7 Creating an Evaluation from Scratch... 8 Preferences... 8 Administrator Selects Raters... 8 Evaluation Selection Parameters... 8 Languages Title, Introduction & Instructions Evaluation Title Evaluation Introduction/Conclusion Participant/Rater Instructions Look and Feel Uploading Your Logo Selecting your Graphic Skin Rating Scale Setup Questions

3 Question Preferences Relationship Restrictions Required Question Include Comment Comment Required Question Types Section Heading Open Text Box Rating Scale Step 2: Participant/Rater Manager Relationship Manager Adding/Editing a Relationship Adding Participants Adding Raters Selecting Raters Administrator Selects Raters on Behalf of Participant Step 3: Distribution Control Content Manager Distribution: Evaluation Login Launching Your Evaluation Evaluation Selection: Status Rater Selection Evaluation Distribution Step 4: Report and Response Management Competency Manager Adding Competencies Report Groups Manager Adding Report Groups Report Manager Report Configuration Participant Reports

4 Individual Reports Overall Summary Reports Reports Distribution Contact Information

5 Home Page Create Evaluation Creating your evaluation is the first step in the evaluation process. My Evaluations This area is where you will find a list of the current evaluations in your account. When you click here, it will take you through the steps to create your evaluation from scratch; beginning with naming your evaluation. Product Support This area will have video-guides which will walk you through the steps of creating your evaluation. As well, you can find our support contact information for any questions or assistance you may need. Subscription Status This area will provide you with the status of your Grapevine subscription: number of licenses used and number remaining, along with your expiration date. 4

6 User Administration Update your Profile You can update your profile information and change your password, in the User Administration area by selecting the Profile tab. Add Sub-Administrators Enter sub-administrator account information (*required fields: User ID, Name, Address, Password, Confirm Password & Password Reminder) 3. Select whether or not the sub-admin can create evaluations 4. Select Survey Access and set permissions for specific evaluations 5. Evaluation Library Evaluation Templates You can browse through our library of professionally written evaluation templates. When you find a template that best fits your needs, you can save it to your account to use as is (by selecting ) or customize it once it has been saved to your account, by adding or changing the questions to meet your specific requirements. Question Library You can browse through our library of 200+ questions, organized by competency item, to add to your evaluation. 5

7 My Evaluations All evaluations under your account will be listed in the area. This area allows you to: View/Organize evaluations by folder (Add/Edit a folder) Search evaluations by name Sort evaluations in: Alphabetical order Participant count Created date For each evaluation you can: 1. Preview the evaluation 2. Obtain the status of the evaluation (completed/partially completed, not started) 3. Copy evaluation all content/questions to create a duplicate survey 4. Delete an evaluation Adding or Editing a Folder Adding a Folder 1. Select 6

8 2. Select 3. Write folder name/description 4. Choose location of Evaluation(s) to be added to this folder from drop-down; All uncategorized evaluations are listed under My Evaluations 5. Select Evaluation(s) to be added to this folder 6. Hit Editing a Folder 1. Select 2. Select and Edit details as necessary Moving Evaluations between Folders 3. Follow steps 1 & 2 above, then Deselect the Evaluations to be moved and hit 4. Return to Editing Folders Area by hitting 5. Select of destination folder 6. Choose My Evaluations from drop-down menu 7. Select Evaluation(s) to be added to this folder 8. Hit Step 1: Evaluation Setup Creating your evaluation is the 1 st step in the evaluation process. 7

9 In Step 1, you are doing all the required setup to build your form. If you are using one of our templates you can customize and make any changes you require in this area or if you are building yours from scratch go through each menu option below and tailor the form to your organization s needs. Creating an Evaluation from Scratch When creating an evaluation from scratch, you are taken through every step in customizing/creating your evaluation. Simply select Create Evaluation from the Home Page. Preferences This area gives you the ability to decide your rater selection process. Each evaluation in your Grapevine account is treated independently. Administrator Selects Raters I. As the administrator you select the Participants raters on their behalf. You also have the option whether or not to display the Raters to the Participants. Evaluation Selection Parameters This section allows you define parameters for: Set a minimum and maximum number of Raters: (This will limit the total number of Raters for each Participant. Select No Limit for both if you do not want any number restrictions.) Set a maximum number evaluations allowed per Rater. (This will prevent an individual from being overwhelmed with too many evaluations to complete) If you choose to Display Raters to Participant the Allow Participants to view Raters status option will show the Participant if the Rater has Not Started, Partially Completed, or Completed their evaluation. Allow Participants to send reminder to Raters will send a reminder to Raters who have not completed their evaluation. *The text from this is the text contained in the Reminder Template in the Content Manager. 8

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11 Languages Selecting Additional Languages will allow you to roll out your evaluation in French and/or Spanish. These are the areas which you can provide multi-lingual text 1. Title 2. Introduction 3. Conclusion 4. Participant Instructions 5. Rater Instructions 6. Graphic Logo(s) 7. Rating Scale Setup 8. All section headings, questions 10

12 Title, Introduction & Instructions Evaluation Title Simply enter the title of your evaluation. Your title will appear on every page of your evaluation. Evaluation Introduction/Conclusion Enter your evaluation introduction and/or Conclusion Text. The introduction appears on the first page of your evaluation (conclusion last page) and allows you to communicate with the participants and raters at the time of completing the actual evaluation. Participant/Rater Instructions These are instructions for your participants and raters. These are optional and can be turned off by not checking off the Enable checkbox. Sample text: Please provide ratings and comments within the categories below to the extent that you are familiar with the participant being assessed. All entries are anonymous and cannot be traced back to the assessor. Click on the rating 1 thru 5 in the row describing the behavior observed. Please use N/A only if you have never had the opportunity to observe that statement. Comments are very helpful and may be entered in the boxes at the bottom of each screen. Please take the extra time to type in a quick comment, especially if your rating is a 1, 2 or 3 to help the participant understand the basis for your rating and how he/she can improve. Please be aware that the system may time out if you are on the same page for over 30 minutes. Therefore, please choose the ''Save'' button to save your work and come back later. 11

13 Look and Feel Uploading Your Logo Branding Your Evaluation You can brand your evaluation by having your logo (or any graphic image) at the top of your evaluation along with the cover page of the report at the end of the process and on the end-user dashboard. You can also have multiple logos per evaluation when multiple languages are in use. Image Uploading Instructions Please make sure the image file you want to upload meets the following requirements: File type: Should be GIFF (.gif) or JPEG (.jpg) Image size: Should be 300 pixels width x 125 pixels height File size: Should be less than 200K 12

14 Selecting your Graphic Skin ** A custom graphic skin can be designed for your organization. Contact sales@grapevinesurveys.com 13

15 Rating Scale Setup Simply create the rating scale titles and attribute the appropriate value for each; which will appear in your evaluation. If you are unsure as to how many rating scale points to use, we typically recommend "7". It provides a neutral score option of 4 and allows enough alternatives to provide constructive feedback to the evaluation participant. As per example below: 1. Type in Rating Scale Title: For example Does Not Meet Expectations 2. Fill in Button Label: 1 3. Select corresponding Answer value: For example, 0 with a Not Applicable option. ** The drag-and-drop functionality exists in the Rating Scale Setup area to allow you to make changes in the order of your rating scale items, if needed. 14

16 Questions Familiarize yourself with the Functionality of the Questions Area Add a new page to your evaluation Within the questions area you can: 1. Add/Delete Pages 2. Add/Delete Questions 3. Add/Delete Section Headings 4. Move questions/pages using our drag-anddrop functionality Click-and-Drag to change page/question positioning. Click the left button to add a page; the X to delete a page. Click to add a page below this one. (Pre)View Edit Copy Delete Multi-Lingual Functionality Note: To to enable a button, your evaluation will need to be a minimum of 2 pages; on the last page, only a Submit button will appear. 15

17 Question Preferences Relationship Restrictions This option allows you to select which relationships will answer/have access to this question. If all Relationship categories are to answer this question, select none. Required Question You can make questions required within the question edit area; also, if all questions are required, you can simply select from the main Questions area. Include Comment For any rating scale question, you can opt to have a comments box, which will allow your respondents to add an explanation to their answer choice. Comment Required In addition to including a comments box, you can make it required for a respondent to provide a comment for this question. 16

18 Question Types Section Heading 17

19 Open Text Box Rating Scale 18

20 Step 2: Participant/Rater Manager Participant and Rater Manager is where you are to upload/enter the participants and raters who will take part in your evaluation. Relationship Manager In Step Two, you are to customize the relationship categories which apply to your Evaluation type. Relationship Category Examples: Self, Customer, Direct Report, Peer, Manager. Continue to next page for detailed instructions. 19

21 Adding/Editing a Relationship 1. Select 2. Select a Relationship type to Add Self, Other, Custom Reporting Relationship **Custom Reporting Relationships are solely for Reporting Purposes. The Virtual Relationship category you create will combine Relationships of your choosing to be displayed in reports. This option is beneficial in situations where there are not enough responses from a relationship. Therefore, to avoid from identifying an individual rater s responses, they are combined with another relationship category in all reports. Continue to next page 20

22 Familiarize yourself with the Adding/Editing a Relationship Area Relationship Type: This will display either self or other Relationship Color: The color used will represent the relationship when displayed in reports (graphs) Render in Reports when Responses are: Greater Than or Equal To or Less Than or Equal To : This allows you to set the parameters under which a relationship will/will not render in reports. Relationship Limits This is where you set the Min and Max number of Raters allowed from this relationship. Relationship Settings Relationship is responsible for approving participants list of raters.this option only applies if you have selected the Participant Selects Raters With Approval process in Preferences Relationship overrides max of (0) evaluations per rater: Check-off this item if you would like this relationship to override the maximum evaluations allowed per rater. Report Distributable: Check-off this item if this can be included in a scheduled report distribution. Adding Participants 21

23 1. Click Add Group 2. Name Group as desired, for example (January 2013, or Marketing Department.) Single Group If you are rolling out the entire evaluation at one time, simply create one group. Multiple Groups Participant groups allow you to roll out the evaluation in different stages or amongst different groups or departments; by anniversary date, or location, are other group examples. 3. Click to Add Participants by: 4A. Downloading Participant Import Template to be filled in and saved as a.csv file on your computer with the Participants information. After which you will upload your saved file of Participants. OR 4B. Manual-entry of Participant information ** Please note, Participants are automatically placed into the Raters area; as Participants often play a duplicate-role as both a Participant and a Rater. Adding Raters Similar to adding Participants, Raters can either be added individually or all-at-once using our Import method. 1. Download Rater Import Template 2. Fill in Required Fields (User ID, Password, First and Last Name, ) 22

24 3. Upload the completed excel spreadsheet, saved in.csv file format. ***Employees also have the ability to Add Raters who are not on the list. 23

25 Selecting Raters *Reminder: As the Administrator, you can change your Rater Selection process by going to Step 1: Preferences Administrator Selects Raters on Behalf of Participant 1. Select the Group you are working with from the drop-down list. 2. Click on the Edit Selections button for the Participant whom you are selecting Raters. ** Note: Participants without Raters selected will be Unregistered, and once selected, Registered. A quick status update on the selection process can be viewed by going to Step 3: Status. 3. Click on the Add a Rater button within the Relationship category you wish to add Raters. 4. Select the Raters you wish to add and click 24

26 For each participant in your evaluation, you have the option to This will allow the evaluation to be launched for this participant even though they did not meet the relationship min/max requirements within a relationship category or total min/max requirements. You are now able to make Rater-Participant relationship changes using our drag-and-drop functionality. Simply select and hold your mouse over the top-left corner of the individual, and move the rater to the desired relationship category. 25

27 Step 3: Distribution Control Content Manager This is where you can edit the content for all communication throughout the evaluation process. Templates Simply select your Participant Group from the drop down and select for the notification template you wish to edit. Ensure you review/update all content text prior to distributing notifications and/or reports. 1. Instructs Participants and Raters to Complete Evaluations This is automatically sent out from the system and instructs the participants and raters to complete their evaluations. This provides the participants and raters their login information and you may edit the content of this by clicking the edit button. 3. Notifies Participants their reports are available This is sent at the Administrators discretion to notify participants that a results report has been generated for their review. This provides the participant with a link and login information to access the generated report. 2. Reminds Participants and Raters to Complete Evaluations This is sent at the Administrators discretion to remind all participants and raters who have not completed evaluations to complete their evaluations. This provides the participant and rater their login information and you may edit the content of this by clicking the edit button. 4. Notifies selected Relationship their participant(s) reports are available This is sent at the Administrators discretion to notify the selected relationship category that reports has been generated for their review. This provides the relationships with a link and login information to access the generated reports. 26

28 Distribution: This is where you initiate/control the distribution of your evaluation. Evaluation Login Each evaluation has a unique URL. The distribution area is where you will find the link which points to your Evaluation login page. Launching Your Evaluation 1. Select the participant group you are launching 2. Select to distribute your evaluation. Continued on Next Page 27

29 3. Schedule the launch of your evaluation for a future date and time or to launch your evaluation. 4. Once submitted, you can view the status of all scheduled launches for this evaluation, within the Distribution Task List tab. The results can also be downloaded into an Excel spreadsheet for you to review.. 28

30 Evaluation Selection: Status Here, you can view the progress your evaluation, in real-time; The List & Detail items per status category in Word and PDF file formats. Rater Selection Total Participants Number of participants with raters selected Number of participants without raters selected Evaluation Distribution Total evaluations Number of evaluations completed Number of evaluations partially completed Number of evaluations not started 29

31 Step 4: Report and Response Management In the reports center you have the ability to build and customize your reports in real-time. These settings can be adjusted before or after launch. Competency Manager This is where you will set up the competencies and select all the questions that apply to each competency Item. Average scores by Competency Item are included in Employee reports. Adding Competencies 1. Click on 2. Click on to select the questions that apply to this competency. 3. Click on to add the selected questions. 4. Enter the title of the competency item. 5. Hit add this competency item. 6. Repeat above for additional items. 30

32 ** The drag-and-drop functionality in the Competency Manager area allows you to make changes to the order of your competency items, if needed. 31

33 Report Groups Manager You have the option of creating report groups which are used to compare employee results to regional or departmental averages. Adding Report Groups 1. Select 2. Enter name of report group (i.e. Region or Department) 3. Choose group colour for this report group; the colour displayed is the current graph colour selected for the corresponding group, in the reports. 4. Select to select group(s). 5. Hit to confirm your selections. 6. Enter name of the report group. 7. Hit **To select individual participants from a group, versus the entire participant group, continue #8: 8. Select to view/edit participant selections. 9. Hit to clear all selections. 10. Choose the individual participants you would like to add to this report group. 11. Select to confirm your selections for this report group. 32

34 Report Manager In the reports center you have the ability to build and customize your reports in real-time. These settings can be adjusted before or after launch. Report Configuration This is where you will select the sections that you want to appear in the final report. 1. Select the tab for the report which you would like to customize. 2. Choose 3. Select 4. Select to adjust page orientation, margin and other settings 5. Select to add a section, or to add a subsection, or delete section items. Report Configuration Without Competencies For reports to render properly, for evaluations without competencies, please ensure -under Results Summary- that you only select the options with the Without Competencies indicator. 33

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36 Participant Reports Individual Reports Simply download an individual employee report by clicking the button. Selecting allows you to review a Participant s list of Raters and their individual responses on the form. 35

37 Overall Summary Reports You can download an Overall Summary report which includes all the individual employee reports averaged together. You may also generate summary reports by group by creating a Report Group in the Report Groups Manager. Reports Distribution Report batches are run over night and the system will send s to the appropriate parties when the reports are ready for download along with download instructions. Reports are distributed by Participant Group. 1. Select Participant Group from the Drop Down 2. Review Distribution Types: Available Distributions Distribute to Administrator: 36

38 Administrator Generate all participant reports (pdf) in this group Package (zip) participant reports and notify administrator Selective Administrator Generate selected participant reports (pdf) in this group Package (zip) participant reports and notify administrator Distribute to Participants Participant Generate all participant reports(pdf) in this group Notify each participant of their report availability Selective Participant Generate selected participant reports(pdf) in this group Notify selected participants of their report availability Distribute to Manager Generate all participant reports(pdf) in this group Notify individuals selected as "Manager" of the availability of participant report(s) *The Manager is the Individual who is in the relationship category which has selected (Step 2: Relationship Manager) 3. Select 4. Set Date to run distribution job. *Due to the potential volume of distribution requests, we cannot guarantee distribution start/completion times. The date selected below only ensures that the requested distribution job will be submitted to the processing queue (at midnight EST of the selected day) 5. Use the Reports Distribution Task List tab to view the status/log of your report distribution. 37

39 Contact Information Grapevine Solutions 80 Tiverton Court, Suite 703 Markham, ON L3R 0G4 Canada Toll-Free: 1-(888) Fax: 1-(888)