Talent Q Assessment Systems

Transcription

1 Talent Q Assessment Systems User Guide Version 6.1 November

2 Page 1 About this User Guide 3 2 Functionality Overview 3 3 Step by Step Overview 4 4 Functionality Details 5 5 Assessments and Reports 26 6 Technical Overview 26 7 Help & Support 26 2

3 1 About this User Guide This User Guide has been written for users of Talent Q Assessment Systems (TQAS). For further support or to provide feedback please contact Talent Q on: +44 (0) helpdesk@talentq.co.uk or info@talentq.co.uk 2 Functionality Overview Talent Q Assessment Systems (TQAS) allow the administrator complete control in establishing projects, defining role requirements, allocating candidate assessments, communicating with candidates and configuring and generating reports. Once an administrator has obtained the requisite information to access TQAS, including a secure username and password or a unique web link, they simply login at Once logged into TQAS the administrator is automatically directed to the home page. There are three main types of project in TQAS: Assessment, Aspects and MultiView projects. Assessment projects require the candidate to respond to an assessment (e.g. ability test or personality questionnaire), MultiView projects are the Talent Q 360 projects and Aspects projects require candidates to respond to a competency based sifting questionnaire. Whilst there are some similarities when creating project types, there are key differences, hence instructions are provided for all in this guide. In most situations, the first thing to do is to create a project, add the appropriate people to that project and assign their assessments (or in the case of MultiView projects, their raters). An can then be generated by TQAS and sent to the candidate (and raters) by TQAS, providing them with instructions to complete the assessment(s). Candidates access assessments via using a secure username and password, or via a unique web link that takes them straight to their own home page. Once a candidate has completed an assessment, an is automatically sent to the administrator by TQAS informing them that the results are available for review. The administrator logs into TQAS to obtain the results, which are generated as PDF files for ease of storage and circulation. PDF files also afford document security as they cannot be edited. An administrator password will permit/restrict the administrator to those products they are authorised to use. 1 1 Talent Q assessments fall into three categories: (OA) Open access, these are products available to all (A) Level A, these products are available to individuals with British Psychological Society (BPS) Level A or equivalent training and certification or Talent Q s Assessment in Business Course (B) Level B, these products are available to individuals with BPS Level B or equivalent training and certification or Talent Q s Personality in Business course. 3

4 3. Step by Step Overview Assessment Projects MultiView Projects Aspects Projects Administrator login Administrator login Administrator login Manage account details Manage account details Manage account details Establish project Establish project Establish project Define role (if required) Define competencies Select Aspects Model (Talent Q set these up in advance) Add candidate(s) Add self/other raters Add candidates(s) Assign assessment(s) to candidate(s) Set up Reviews Assign assessments(s) to candidate(s) candidate raters candidate Candidate completes assessments Raters complete feedback Candidate Completes assessments Administrator notified of completion(s) Administrator notified of completion(s) Administrator notified of completion(s) Administrator generates report(s) Administrator generates report(s) Administrator generates report(s) 4

5 4. Functionality Details 4.1 Home Page The screen below shows the layout of the home page with some general descriptions of how to use this page. The home page allows you to gain quick access to some of the most commonly used functionality, for example, looking at assessment completions and generating reports These are the tabs that allow you to navigate to other areas of TQAS. 2. The latest completions (of any assessment) are listed for all of your projects. (You can set this to a maximum of ten to be displayed on screen at any one time. The number can be changed using the green person icon at the top right of the screen next to your name). Clicking on the green person alongside a candidate who has recently completed an assessment allows you to allocate additional assessments, edit the candidate and them directly from the home page. Clicking on the report icon enables you to generate a report for the individual concerned without having to navigate anywhere else in TQAS. 5

6 The yellow folder icon enables you to open the project in question to view the details. 3. Your most recently created projects are also displayed on this screen. depicts an Assessment project or an Aspects project. depicts a MultiView project. This screen provides you with an overview of how many assessments have been assigned and completed for each project displayed. 4. You are able to preset a number of editable preferences by clicking on the green person icon. Editable preferences include selecting how many projects/completions to display on the home page, how you would like the date and time to be displayed and your preferred format for names to be displayed. This icon will be consistently displayed throughout TQAS. 5. The search field enables you to search for Administrators, Accounts, Projects and Candidates. Simply type the appropriate text in the box and click on the Search icon. All matching results will be displayed, in a colour- coded format according to the category to which they belong (i.e. Candidate, Project, Administrator or Account). This is especially useful as your search criteria may appear in multiple locations within TQAS. You are also provided with summary information and a clear view of where the item is located in the system. From there you can view and use the corresponding details

7 1. Results are returned in categories according to the type of thing you are searching for in the system (i.e. Candidate/Project etc.). These are colour coordinated and you can un- tick these categories as necessary to filter out the type of thing you are searching for. 2. A list of related search results is then presented, in the same colour coordinated fashion. 3. By hovering over the candidate/project etc. you are interested in a black arrow will appear. By clicking on this you will be presented with further information for that selection. 4. Once you have clicked on the arrow, you will see all related information for that selection including the account trail, and details relating to the candidate/administrator as necessary as well as assessment details. There are several clickable options in this area allowing you to easily make changes to that candidate/project etc. Within sections 4.2 TO 4.4 you are provided with: - Overview of functionality within this area. - Step by step guide for first time users. - Detailed overview of the various options available on the related screens (this offers more detail on each function than that provided in the step by step guide). 4.2 Managing your Account Managing Your Account Overview The Manage Account tab allows you to view the accounts you are responsible for and to add sub accounts where necessary. This page also displays the details of any administrators that have been created. You can use any of the column headings to sort by that column (either alphabetically or in date order) and by clicking edit the administrator s details can be updated. (Administrators may be qualified or unqualified and this view will tell you what level of access each person has). On the left of the screen you will see a hierarchical view of the organisational structure. An organisation can consist of a main account and various sub accounts. 7

8 Also on this screen in the Options section you can add a new sub account, edit the details of the current sub account and add or move an administrator. An account and a sub account mean different things to different people and can be used flexibly across different organisations depending on how they are set up. For example, one organisation may be called NKT Trading. This is the main account. Underneath this, there may be a set of HR administrators all with responsibility for different aspects of the business. Administrator 1 might be responsible for Finance, Administrator 2 might be responsible for Sales & Marketing, and Administrator 3 might be responsible for Logistics etc. The sensible way to set up this account would therefore be to have one major account with one super administrator who has access to all other accounts and different sub accounts then created for each function (or sub account), each with their own administrator. NKT Trading Super Admin Finance Admin 1 Sales & Marketing Admin 2 Logistics Admin 3 Another example might be an organisation called SJP Deliveries. This organisation might then be split into different business areas, for example SJP Door- to- Door, SJP Interactive and SJP Haulage. They may share one licence but operate differently with different HR administrators therefore they would be set up differently to NKT Trading and may even have sub sub accounts if, for example, SJP Haulage had different functional areas looked after by different administrators. 8

9 SJP Deliveries Super Admin SJP Door-to Door Admin 1 SJP Interactive Admin 2 SJP Haulage Admin 3 Customer Service Operations Customer Service Operations Customer Service Operations Admin 4 Admin 5 Admin 6 Admin 7 Admin 8 Admin Step by Step Guide to Managing Your Account Step 1 Log in: Log in, click on Manage Account tab. (You might not need to create a new sub account, in which case go straight to Step 4). Step 2 Create new account: To create a new sub account, click on Add New Account. Step 3 Add Account Details: Enter the sub account name and select the preferred language. Click on Save. Your changes will be saved. Step 4 Add Administrator(s): Click on Manage Account and navigate to the account you have just created. Click on Add New Administrator and enter the appropriate details for the administrator who will be responsible for this new account. (Multiple administrators can be created for each sub account if required). If you leave the username and password fields blank, TQAS will populate them for you. Click Save. Your changes will be saved Managing Accounts Options Detail To add a sub account make sure you are viewing the appropriate account and then click on Add New Account. Enter the appropriate details and click on Save and you will be informed whether your changes were successful. Next click on the Manage Accounts tab and you will see that your new sub account appears in the hierarchical view. To edit the account you are currently viewing click on the appropriate link in the right hand options box. Make the necessary changes and click on Save and you will be informed whether your changes were successful. Navigate back to the accounts page by clicking on the Manage Accounts tab. To add a new administrator ensure that you are viewing the correct account/sub account and then click on Create New Administrator. (Only Qualified Administrators have permission to create new administrators for themselves). Enter the required details and click on Save and you will be informed whether your changes were successful. NB the username and password are automatically assigned but can be edited if required. 9

10 With regards the Advanced Settings, if you want the new administrator to retain access to the same areas and functionality within the system as yourself, leave everything as its default setting; however, if you wish to simplify the levels of access for this new administrator you can do so. There are a number of restrictions you can put in place to simplify the Role Profile Wizard for them if required, for example, restricting their access to only the Dimensions or the Elements questions and giving them the simplified instructions. Once they have completed the RPW you can prevent them from editing it manually. Also by ticking the relevant box you can ensure that if the role requirements were set at a particularly high standard (i.e. less than 20% of people would pass the profile) they can be advised to recomplete. You may also want to restrict their access to particular products and you can choose these on this screen. To Move an Administrator, in the Manage Account tab, select the account you want to move administrators from and then click on Move Administrators. (Only Qualified Administrators have permission to move administrators). This will take you to the Move Administrators screen. Click on Select Client to choose where to move administrators to. Locate the account from the list, or use the search box to filter the list, then click on the account name and click Select. From the Source Client list, select an administrator by clicking on the name. Or to select multiple administrators, hold the Ctrl key down while clicking on administrator names. Click the > button to move the selected administrator(s) from the Source Client to the Destination Client. Or to move everyone, click on the >> button. You will then see the selected administrator(s) in the Destination Client list. 4.3 Creating Projects Creating Projects Overview The Manage Projects tab allows you to view the projects you have created and to add new ones. On the left hand side of the page is the same hierarchical view you saw in Manage Accounts enabling you to change which account you are viewing (if you are responsible for multiple accounts). Click on the relevant account/sub account and the projects list changes accordingly. NB whichever account you are viewing currently will be highlighted. depicts an Assessment project or an Aspects project. 10

11 depicts a MultiView project. This screen provides you with an overview of how many assessments have been assigned and completed for each project displayed. Clicking on any of the column headers allows for sorting by that field. The default view presents the projects sorted in alphabetical order. The small arrow displayed to the right of a column shows that the projects are currently sorted by that column. On this screen you can see when each project was created and how many assessments have been assigned and completed for each. Clicking on the Open Project link enables you to view the details for that project Step by Step Guides Assessment Projects Step 1 Log in: Log in, click on Manage Projects tab. Step 2 Add New Project: To create a new project, click on Add New Project. Step 3 Add Project Details: Select Assessment project type and Enter and select the appropriate project details. (Your choice of project type will affect the options displayed to you and details regarding the project options are outlined in the Options section below). Click on Save. Your changes will be saved. Step 4 Add Candidates Manually: Click on Manage Projects and the project you have just created will be listed. Click on Open Project and you can now enter your candidates into the project by clicking on Add Candidates. Add the candidate details on screen and select which assessments you wish to assign to them, choose which language should be the default setting for the assessments and also whether they should be allowed to see their own report. Click Save. Your changes will be saved. Step 5 Batch Upload Candidates: Click on Manage Projects and the project you have just created will be listed. Click on Open Project and you can now batch upload candidates by selecting the [Import Candidates] option. You can download an example spreadsheet which you can populate with your candidate details. Save this spreadsheet and then upload using the Browse function on screen. Confirm whether you would like candidates to be able to see their own candidate report and select Import. Step 6 Candidates: Click on Manage Projects and then click on Open Project for the project you have just created. Click in the box to the left of those people you wish to and then click on the Send s to Selected link. Select the appropriate template and options and click Send. You will be notified whether the messages were sent successfully Aspects Projects Step 1 Log in: Log in, click on Manage Projects tab. Step 2 Add New Project: To create a new project, click on Add New Project. Step 3 Add Project Details: Select Aspects project type and select the pre- defined Aspects model you wish to use. You will then be able to see the competencies which are going to be included in the questionnaire (the competencies at the bottom of the list in brackets represent the filler competencies). 11

12 Your choice of project type will affect the options displayed to you and details regarding the project options are outlined in the Options section below. Click on Save. Your changes will be saved. Step 4 Add Candidates Manually: Click on Manage Projects and the project you have just created will be listed. Click on Open Project and you can now enter your candidates into the project by clicking on Add Candidates. Add the candidate details on screen and select which assessments you wish to assign to them, choose which language should be the default setting for the assessments. Click Save. Your changes will be saved. Step 5 Batch Upload Candidates: Click on Manage Projects and the project you have just created will be listed. Click on Open Project and you can now batch upload candidates by selecting the [Import Candidates] option. You can download an example spreadsheet which you can populate with your candidate details. Save this spreadsheet and then upload using the Browse function on screen and select Import. Step 6 Candidates: Click on Manage Projects and then click on Open Project for the project you have just created. Click in the box to the left of those people you wish to and then click on the Send s to Selected link. Select the appropriate template and options and click Send. You will be notified whether the messages were sent successfully MultiView Projects Step 1 Log in: Log in, click on Manage Projects tab. Step 2 Add New Project: To create a new project, click on Add New Project. Step 3 Add Project Details: Enter the appropriate project name and select which competencies are relevant to the project in question. Select the Preferred Language for new candidates added to this project. If you would like to force reviewers to leave comments when completing the review, select this option. Ensure that the project is set to be active and click on Save. Your changes will be saved. (Project option details are described in the Options section below). Step 4 Add Project Participants Manually (to batch upload participants see step 7): Click on Manage Projects and the project you have just created will be listed. Click on Open Project and you can now enter the relevant project participants into the project (targets and raters) by clicking on Add Candidates. Add the details of everyone who will be included in this project. The 'Preferred language' setting will automatically default to the preferred language previously selected for the project. Changing the selection from the 'Preferred language' drop down menu will set the language candidates view the MultiView assessment in. Click Save. Your changes will be saved. (NB The maximum that can be entered simultaneously is 15 so you may need to repeat this process for larger projects or use the batch upload option, see step 5 below). Step 5 Set up New Review: Click on Manage Projects and then select Open Project for the project you have just created. Click on Set up New Review. From the dropdown list that is displayed select the person who will be the target of this review and ensure their gender is correct. Click on Save and you are taken to the Review Details page where you can add the relevant raters (aka Candidates on screen). Step 6 Add Raters: On the Review Details page click on the Available Reviews bar half way down the page and you will see everyone that you have added to this project. Select those people who are going to be asked to review the target in question and assign them the appropriate role (Manager, Direct Report, Peer/Other). Click Save and your changes will be displayed with the raters now being displayed at the top of the screen. 12

13 You can repeat steps 5 and 6 until all targets have their own review with the appropriate raters assigned to them. Everyone that you added at Step 4 will be visible as potential targets and raters. Step 7 Batch Upload Candidates: Click on Manage Projects and the project you have just created will be listed. Click on Open Project and you can now batch upload candidates by selecting the [Import Raters] option. You can download an example spreadsheet which you can populate with your candidate details. Save this spreadsheet and then upload using the Browse function on screen and select Import. Step 8 Targets and Raters: Click on Manage Projects and then open the relevant project. Click on Send (to incomplete). Select the appropriate template and options and click Send. You will be notified whether the messages were sent successfully Creating Projects Options Detail To add a new project, firstly ensure that you are viewing the correct account and then click on Add New Project. A number of options will be displayed. Start by adding an appropriate project name, incorporating a date where possible. Next, select the project type: Assessment, Aspects or MultiView. Your choice of project type will affect the options displayed to you. Ø Assessment Projects are those that require the candidate to respond to an assessment of some form whether that be an ability test, personality questionnaire or similar. The options for this type of project are: o Preferred language upon login anyone created in this project will be shown TQAS in this language, however, they can override this manually themselves. o Default role profile every time a Personality Match Profile is generated the candidates will compared to this profile as the default. There is the option to choose No default if preferred. (It may be that the role profile has not yet been created, in which case the administrator can revisit, and select a role can profile later (using the Add Role Profile link). o Default notifications template the selected template will always be selected as the default option when you are ing candidates. o Default Elements norm group the norm group selected will always be displayed as the default option when generating reports. o Default report options - whenever any administrator is configuring a report for a candidate (or candidates) within this project, the selected reports will always be ticked on the generate reports page. There is the option to override this at the report generation stage. o Default assessments to allocate whenever anyone is added to this project (after this choice has been made) these assessments will be automatically allocated to them. This can be overridden manually if required. o Project contact details these are the details of the main contact for this project, as seen by candidates within the project. o Deadline a deadline can be set which can be included in s sent to clients. Once a deadline has passed, the project will not be blocked. 13

14 Ø Aspects Projects are those that require the candidate to respond to a competency based sifting questionnaire. The options for this type of project are: o Aspects Model an Aspects questionnaire contains eight competencies, 5 or 6 of these are the competencies that are relevant to the role. The other 1 or 2 competencies are fillers and are not included in the scoring or reports output. Whilst the client decides on which competencies to use (often with the assistance of a Talent Q Consultant) Talent Q will pre- define these in the system as a model. Once this is done, you can simply select the appropriate model from the drop down list. o Preferred language upon login anyone created in this project will be shown TQAS in this language, however, they can override this manually themselves. o Default notifications template the selected template will always be selected as the default option when you are ing candidates. o Default Elements norm group this is only applicable if an Elements assessments is also being used. The norm group selected will always be displayed as the default option when generating reports. o Default assessments to allocate whenever anyone is added to this project (after this choice has been made) these assessments will be automatically allocated to them. This can be overridden manually if required. o Project contact details these are the details of the main contact for this project, as seen by candidates within the project. o Deadline a deadline can be set which can be included in s sent to clients. Once a deadline has passed, the project will not be blocked. 14

15 Ø MultiView Projects are the Talent Q 360 degree feedback projects whereby the project contains Target participant(s) who is the focus of the project (the target) and a group of raters. Each Project has a set of competencies associated with it. The competencies are selected from a list of 24 competencies developed by Talent Q. As part of the project set up stage, the administrator can select a sub- set of competencies from the list (and also edit them later if required). (Competencies cannot be edited once any of the reviewers have started to complete the questionnaire). Each Review contains a Target which refers to the person being reviewed and a number of Reviewers. The Target is also known as the self within TQAS. The other reviewers are compartmentalised as Managers, Direct Reports, Peers or Others. The options for this type of project are: o o o o Preferred language - (see assessment projects above). Competencies here you can select which competencies are relevant to the role in question. The definition for each appears when you hover over the title. Force reviewers to add comments in reviews. Reviewers have the opportunity to leave comments at the end of each competency rating; however this is not defaulted to be mandatory. If you would like to make this mandatory select this option. This can be useful in feedback sessions where ratings are supported with comments from reviewers. Active Project? by selecting no your project will not be made live. This means that you can set up all of the project details but until you mark it as active the links to the questionnaires on the home page will not be made available. 15

16 o o Project contact details these are the details of the main contact for this project, as seen by project participants. Deadline a deadline can be set which can be included in s sent to clients. Once a deadline has passed, the project will not be blocked. Useful Tip - project names Make sure that projects are given appropriate names and that they include a date within the title so that you can easily differentiate between them if you are managing a number of concurrent projects. Once you are happy with the selections made, click on Save and your project details will be saved with a message displayed at the top of the screen telling you this is the case. To view (& edit) an template click on the appropriate link in the Options section. templates are used to send assessment information and log in details to candidates and other project participants. To view existing templates click on the View Templates link on the Project Overview page and you will be a shown a list of templates that are available to you. You will also be able to see when each was created, what language it is in and what the publish options are. Useful Tip publishing options for templates templates can be made to be available to the creator only, for anyone in the same client as the person who created it, for anyone in the same client plus all sub clients or, if they are work in progress, they can be left unpublished so that no one can use them. To create an template click on the Add Template link and you will be taken to a screen where you can add all the necessary details for that template. 16

17 The first thing to do is enter a useful reference. This will be the label displayed in the on screen drop- down menu. Next give the a title. Again, this should be relevant to the project as it will be seen by candidates. The details of the can then be added to the Body text box. There is a formatting bar at the top of the Body Text box that can be used to change the font etc within the . It is also possible to insert auto- text by clicking on the button fourth from the right. Auto text is standard text that is pulled into the body of the , for example, this might be a candidate s first name so that you can edit your so that it always says Dear Candidate First Name and pulls in the appropriate text. The auto- text options available are: Administrator Link Administrator Forename Administrator Middle Name Administrator Surname Candidate Forename Candidate Middle Name Candidate Surname Candidate Password MultiView Reviews List Candidate Login Link Candidate Username Talent Q Web Link Deadline Select the appropriate publish option. Finally click on Save and your template will be saved with a message displayed at the top of the screen telling you that this is the case. Project Deadline If you would like to select a deadline, please ensure that you have selected a deadline when you created the project. Then insert the appropriate text to be placed before the date e.g. Please ensure that you 17

18 complete these assessment(s) no later than you can then insert the auto- text option following this sentence. Please be aware that setting a project deadline does not block your access to the system once it has passed, it is solely for use within templates sent to candidates encouraging them to complete their assessment(s) on time. To view the role profiles which are available for you to use click on View Role Profiles and you will be taken to the list. You will be able to see the publish status for each and will have a set of available links for each one, namely, View Profile, Publish Options and Edit Profile. Clicking on View Profile will enable you to see the details of that role profile and to edit it if required. Publish Options enables you to change the publish status of the role profile and Edit Profile takes you back to the Role Profile Wizard for the profile so that you can amend any settings as required. Useful Tip publishing options for role profiles Role profiles can be made to be available to the creator only, for anyone in the same client as the person who created it, for anyone in the same client plus all sub clients or, if they are work in progress, they can be left unpublished so that no one can use them. To create a new role profile click on the corresponding link and you will see the Role Profile Wizard. Firstly give the profile an appropriate name. It is useful to include a date in the title as this makes it easier to differentiate between profiles. Next, decide which of the publishing options is appropriate for this role. It might make sense to leave it as Not Published whilst it is still work in progress, however once the details are signed off, the profile can be published solely for the creators own use, or for use by other administrators in their account or for use by administrators in the sub accounts. Sharing role profiles is useful when multiple administrators are running projects for similar roles as it enables them to select and use the same profiles and ensure consistency. (Talent Q can also make available generic role profiles that can be used by all clients if they choose). The Role Profile Wizard also allows the administrator to rate a given role on 18 scales using a 5 point rating. They are given a low end and a high end definition and are required to rate each scale according to role requirements. It may be appropriate to work with the jobholders, line managers and other stakeholders to complete this activity accurately and effectively. The first section concentrates on verbal, numerical and logical ability and the next three focus on personality. Within the Role Profile Wizard there is an Advanced option. This option breaks each of the scales down into more detail allowing a more thorough review of the scales in question. This advanced functionality 18

19 can prove useful when it is difficult to reach a decision. Simply click on Advanced to see the screen which provides a breakdown of the behaviours that make up the scale. Each one can then be rated on a 5- point scale. There are 6 behaviours per competency at the advanced level, 3 of which refers to behaviours which would be positively associated with the competency and 3 which would be negatively associated with the competency. Therefore by rating all 6 behaviours as Definitely useful the positive and negative inputs would negate one another resulting in a not significant rating. Different combinations of ratings at the advanced level can result in a Desirable rating for that competency, but these may have stronger or weaker weightings underpinning them, depending on the combination of advanced settings chosen for that competency. On completion the responses are summarised in terms of danger zones. If an area was rated as important for the role, the opposite end of the scale will be flagged as a danger zone, meaning that if someone scores within this score range on that scale it may be a problem. Further, at the top of the page is a percentage statistic showing how many people would pass this profile using a database of previous completions. If, for example, only 15% of people would pass, it may be that the ratings applied within the wizard are too stringent and it would therefore make sense to re- evaluate the ratings applied (depending upon the particular circumstance). It is also possible to change the danger zones on the summary screen although this is not generally recommended. Danger zones are always at the left or right hand side of the scale and cannot be made up of more than 8 stens. To manually set a danger zone the administrator should click on a sten and then on the corresponding 1 or 10. A sten can be deleted by clicking on it. If a whole danger zone needs to be removed, simply click on the extreme value (the 1 or the 10). If a rating is manually amended it will reset the Advanced and Simple ratings within the wizard. At the bottom of the screen are the percentile cut- off scores. Whilst it is possible to over- ride this recommendation it is not advisable to increase it unless there is a very clear requirement to do so for a particular role. It is not advisable to increase to above 60 th percentile unless deemed absolutely necessary. Administrators also have the option to Return to Selection. This takes them to a list of available role profiles. They can choose to Print Profile and can click on Apply to save the changes they have made. Once the profile is complete click Apply (if you have made any manual changes) and your role profile will be saved. If required, the role profile can then be attached to a project by returning to Manage Projects and opening the appropriate project and then editing the default role profile option before clicking Save. 4.4 Managing Projects Managing Projects Overview Assessment and Aspects Projects Once you have created a project click on the open project icon and you will be presented with a view of which candidates are in your project and the completion status of any assigned assessments. On this page, you can use any of the column headings to sort by that column (either alphabetically or in date order). An arrow will appear next to the column that the data is currently sorted by. 19

20 This screen will be empty if no candidates have been added. However, once the project is in progress you will see the names of all candidates along with the assessments they have been assigned and whether they are complete, in progress or not started. The figure at the bottom of the screen provides an overview of the project completion status. Clicking on the green person icon next to anyone s name enables you to edit their details or to allocate/unallocate their assessments. The date underneath any completed assessments will turn into a hyperlink. This enables you to generate the corresponding report for the candidate by clicking on it (NB It is also possible to generate multiple reports by selecting the candidate whose reports you need to see and then clicking on the Run Batch Reports link see Options below). You can also view your candidate s data in a format which relates their scores to a chosen role profile and comparison group by clicking on Rank Candidates. (Details are provided under the step- by- step guide to managing projects below) MultiView Projects Once you have created a project click on the open project icon and you will presented with a view of those in the project that are the Review targets (self raters) and how many raters have been assigned to them plus how many of these raters have completed the assigned reviews. On this page, you can use any of the column headings to sort by that column (either alphabetically or in date order). An arrow will appear next to the column that the data is currently sorted by. 20

21 This screen will be empty if no one has been assigned a review yet. Once the project is in progress you will see the names of anyone who is a review target. Clicking on the green person icon next to anyone s name enables you to edit their details, view and edit the details of who has been asked to review them (for example, changing someone s role from a peer to a direct report if needed) and to the review target (the person who is the subject of the review). As soon as one or more people have completed a review for anyone on this screen, a report icon will be displayed. Clicking on this icon enables you to generate a report. The simplest way to set up MultiView projects is to batch upload all raters into the system. This process will ensure that they reviews are already set up. However if you are manually adding raters, it is best to add all of the likely raters (self raters and other raters) into TQAS firstly and then set up the reviews for those people one at a time, assigning the appropriate people to each review as you go Step by Step Guide to Managing Projects Managing projects is less likely to happen in a step- by- step manner. Instead you will be notified as and when any assessments are completed in any of your projects. You can also log in to view progress as and when you choose. Furthermore, you can run reports whenever you choose. The steps below are guide for how to do so Assessment Projects and Aspects Projects Step 1 Log in: Log in, click on Manage Projects tab and open the project you want to view. Step 2 Run single report: The coloured dots to the left of the dates on this screen tell you whether an assessment is not started (red), in progress (amber) or complete (green). As soon as an assessment is complete you can generate a report by clicking on the date (which becomes a hyperlink as soon as the assessment is completed). When you click on the link you will see the report configuration box. Select the report components you wish to see (and choose the relevant language and norms where applicable). Click Full Report and then choose to open or save the report (which is generated as a pdf). Step 3 Run multiple reports: Select the people you want to run a report for by clicking in the box next to their name. Then select Run Batch Report. You are taken to a screen enabling you to configure the report appropriately. Click Full Report and then choose to open or save the reports. Step 4 Rank candidates: Click on Rank Candidates and you will see all of your candidates in the current project. 21

22 For an assessments Project you will see a Total, Ability and Personality score for each as well as the Number of Risk Areas for each candidate. The score is the percentage fit 2 to the currently selected role profile. For an Aspects project you will see a suitability score (%ile) for each candidate. Clicking on any of the column headings allows you to sort the data by that column. The information provided enables you to make decisions about each candidate s suitability in an objective and simple manner. For assessment project, scores are presented in relation to the role profile and norm group shown at the top of the screen. A default role profile and norm group can be selected when creating/editing a project. The role profile can be changed using the drop down menu and selecting an alternative one. The role profile can also be viewed/edited by selecting the 'View/Edit Profile' link in the options box. Changing or editing a profile will automatically update the candidates percentage fit scores. However, you can only edit the details of a profile that you originally created. The Elements norm group can also be changed using the drop down menu and selecting an alternative group. Changing a norm group will update the candidates scores on screen. Changes made on this screen will not be applied to the overall project. To change the role profile (or norm group) for the project overall the administrator needs to click on the project name and then click on Edit Project. Whenever an administrator navigates away from the Rank Candidates screen, if they have made any changes they will be asked whether they want to save them. The 'Export All' icon allows the data to be exported to a spreadsheet format. It is also possible to export data for a specific set of candidates. This is done by either manually selecting the chosen candidates (using the relevant tick boxes) or by using the drop down menu enabling for selection of a specific percentage of the group. Once the appropriate people are selected the simply click on 'Export Selected' link. By clicking on the arrow to the left of a candidate s name the candidate s data can be viewed on screen. This presents the cut off/danger zone for each scale, the candidate s score on that scale and also their percentage fit for each MultiView Projects Step 1 Log in: Log in, click on Manage Projects tab and open the project you are interested in viewing. Step 2 Run MV report: All of the targets within this project are listed. If one or more reviews have been completed on them a report icon will appear to the right of their name. Click on this to open the report. 2 For the individual scale scores, any score that falls above a cut off level or outside a Danger Zone is given a fit value of 100% as this candidate meets the criteria specified. If, however, a score is within a danger zone or below a cut off score, the percentage fit value is calculated in relation to where the score sits within that danger zone. For example, if numbers 1 to 4 have been expressed as Danger Zones, a score of 1 will be 0%, 2 will be 25%, 3 will be 50% and 4 will be 75%. For the Ability and Personality percentage fit scores, the weighting applied to each scale is also considered. So instead of simply averaging all 15 personality scales, if any have been given a weighting of more than one, this is factored in to the calculations. The same is true for the Total percentage fit. 22

23 4.4.3 Managing Projects Options Detail Assessment Projects and Aspects Projects To edit the project details, click on the appropriate link and you are able to change the default settings that you chose when you set the project up. To add candidates simply click on the link and you are taken to a page where you can enter each candidate s details (maximum of 15) on the screen. Usernames and passwords will be automatically assigned if left blank. Click on Add New Row to add multiple candidates. A number of Candidate Settings are available on this screen including which assessments you would like them to complete and which language the assessments should be offered in (or you can leave as Candidate chosen if preferred). Furthermore, you can state whether they will be able to see their own report or not. To import multiple candidates from a spreadsheet click on Import Candidates and you will be taken to a screen where you can download an excel template file. The relevant candidate details should be pasted into this file and then saved to your hard drive. You can then Browse and Upload the file to import all candidates simultaneously. To export the project participant details click on Export Project Status. You are asked whether you want to open or save the Excel file. Upon opening you will see that all your candidates are presented, with the details of the current status for each assessment assigned to them in the Assessment project. To your candidates click on the relevant Send Notifications link. You can either mail all candidates in the project with incomplete assessments or, can you manually select those people you need to by clicking in the box next to their name. Before choosing who to , it is useful to View Notification Templates to check that there is an appropriate one to use. If not, you can create one by clicking on Add Notification Template. (Instructions provided in the Add New Project section above). 23

24 On the Send page, select the language and template and then decide what priority to give the and whether to copy yourself into the . If you choose to select Reset passwords this means that when the is sent, the candidate s password is reset and a newly generated password will be included in the . If the candidates were created within the time since you last logged in to the system, this doesn t need to be selected as their password will automatically be included in the they are sent. However, if they were created prior to the current login session they won t be given their password in the they are sent. They will simply be told to use their existing password. As a precautionary measure therefore, tick Reset Password and they will be sent a new one. This is a security measure to ensure that passwords remain encrypted within TQAS and to ensure that no one other than the candidate has access to the password. It is useful to know that until the is sent, the existing password remains valid. Finally, click Send and you will be given a message telling you whether the action was successful. Should a candidate experience difficulties when completing the timed tests for example, they lose their internet connection, TQAS gives them two attempts to log back in and return to the last question they saw. After that, you can actually re- enable the test(s) for them by clicking on the Allocate Assessments option using the green person icon to the left of the candidate s name. You are then given the option to Re- enable. The candidate will be returned to the last question they saw. This is not relevant for Dimensions as they can attempt this in as many sittings as they prefer. Once your candidates have completed their assigned assessments you can then choose to run reports. You can do this one at a time by clicking on the relevant date hyperlink or you can run multiple reports at once by clicking on the Run Batch Reports link. Before clicking this link, select the candidates who you would like to run reports for by clicking in the box to the left of their name. On the next screen you can select the report(s) you are interested in and then generate them in one batch MultiView Projects To edit the project details, click on the appropriate link and you are able to change the competency settings that you chose when you set the project up. (NB If one or more people have completed a review you will no longer able to change the competencies). To add candidates simply click on the link and you are taken to a page where you can enter each candidate s details (maximum of 15) on the screen. Usernames and passwords will be automatically 24

25 assigned if left blank. Click on Add New Row to add multiple candidates. The language setting will automatically default to the language you have previously selected for the project. However, there is an option to change the language for these candidates by clicking on the drop down menu next to Preferred Language. NB If any of the candidates you are adding already exist in the system you will be notified as such. (This may be relevant in cases where an individual has been part of an Assessment project previously). To set up a new Review click on the relevant link and you will be taken to a page that lists all of the available raters that you have already added to this project. Select the person who will be the target of this review (the self rater) from the dropdown list and then select the correct gender for them. Press Save and you will be taken to a screen showing you all of the available reviewers for this project. Select those that are required to review the target in question and then click on Save and you will be given a message telling you whether the action was successful. Repeat this process until all of the targets have their own review and reviewers assigned to them. To import multiple candidates from a spreadsheet click on Import raters and you will be taken to a screen where you can download an excel template file. The relevant candidate details should be pasted into this file and then saved to your hard drive. You can then Browse and Upload the file to import all candidates simultaneously. Uploading candidates in this way will mean that you have already created the relevant reviews so you will not need to create the review, just the candidates. To your candidates click on the relevant link. Before choosing who to , it is useful to View Notification Templates to check that there is an appropriate one to use. If not, you can create one by clicking on Add Notification Template. (Instructions provided in the Add New Project section above). On the Send page, select the language and template and then decide what priority to give the and whether to copy yourself into the . If you choose to select Reset passwords this means that when the is sent, the candidate s password is reset and a newly generated password will be included in the . If the candidates were created within the time since you last logged in to the system, this doesn t need to be selected as their password will automatically be included in the they are sent. However, if they were created prior to the current login session they won t be given their password in the they are sent. They will simply be told to use their existing password. As a precautionary measure therefore, tick Reset Password and they will be sent a new one. This is a security measure to ensure that passwords remain encrypted within TQAS and to ensure that no one other than the candidate has access to the password. It is useful to know that until the is sent, the existing password remains valid. Finally, click Send and you will be given a message telling you whether the action was successful. Once your candidates have completed their assigned assessments you can then choose to run reports by clicking on the report icon next to their name on the Project Overview page. 25