PICS Form & Survey Managers Version 14.xx Document Version: 2.04 Release Date: 13/01/16

Transcription

1 PICS Form & Survey Managers Version 14.xx Document Version: 2.04 Release Date: 13/01/16

2 SECTION 1. INTRODUCTION CONTENTS SECTION 1. INTRODUCTION... 1 About PICS form & survey managers... 2 What do I need to use it?... 2 Prior knowledge for this training... 2 SECTION 2. PICS FORM AND SURVEY OVERVIEW & SETUP... 3 Accessing the PICS survey builder... 3 Accessing the PICS form builder... 3 How to create a new form/survey... 3 How to add questions to a form/survey... 4 Order of questions in a form/survey... 6 Previewing and copying a form/survey... 7 Printing a form/survey... 7 ADDITIONAL SETUP FOR ON-LINE SURVEYS... 8 Specific on-line survey settings... 8 Restricting access to an on-line survey... 8 Synchronising PICS Survey data with the Pellcomp web site... 9 Creating user logins for on-line access... 9 Setting up surveys for anonymous on-line access... 9 SECTION 3. RECORDING SURVEY RESPONSES ENTERING SURVEY RESPONSES VIA PICS Entering survey responses from a learner via PICS Entering survey responses from organisations via PICS Entering survey responses from officers via PICS Entering anonymous survey responses via PICS COMPLETING ON-LINE SURVEYS SECTION 4. RECORDING FORM RESPONSES ENTERING FORM RESPONSES VIA PICS Entering form responses from a learner Entering form responses from an applicant Entering form responses from an organisation Entering form responses from officers or contacts Entering form responses for an activity ENTERING FORM RESPONSES VIA PELLCOMP WEB APPLICATIONS SECTION 5. REPORTING ON FORM/SURVEY ANSWERS From the form/survey builder screen - spreadsheet summary From the form/survey builder screen - chart From PICS Adhoc reporter

3 ABOUT PICS FORM & SURVEY MANAGERS The Form and Survey managers are two separate but related products. They are set up in similar manner, hence this single guide; however, they manage two quite different data requirements: Forms can be completed once for an identified learner, applicant, organisation, officer or activity. Details are entered either direct into PICS, normally from a paper form, or captured via a web application such as eapply. Surveys can be completed multiple times for the same group except activities. They can be completed from a paper form or on-line by the respondent, and can also be completed anonymously. You can use either specific reports to monitor the results of both Forms and Surveys or the Adhoc reporter. If you are unsure which product is appropriate for your needs please contact us to discuss. WHAT DO I NEED TO USE IT? Contact the Pellcomp support desk to buy licence(s) for either or both products (temporary licences are available for trial use). Enter this new licence number at the login screen in the normal way. For on-line surveys you also need: An additional licence to the main survey product. A reliable permanent Internet connection to upload and download data. Either your own website (recommended) or access to the Pellcomp hosting site. PRIOR KNOWLEDGE FOR THIS TRAINING Before you undertake this training you should have experience of using PICS, both for data entry of learners and organisations and if possible setting up system base data such as officers. However, you don t need to be an expert in it to get something from this training. In some ways using the software is the easy bit; designing your questionnaire with the right questions and options so that you get meaningful results, may take more time and thought. Once you ve had a practice with the software, think carefully about what you want to achieve from the survey, how to structure the form and what sort of answer options you want to give. This guide shows how to create a form or survey and record answers to it in a learner/officer/organisation/activity record or anonymously, or on-line. 2

4 SECTION 2. PICS FORM AND SURVEY OVERVIEW & SETUP Setting up surveys in PICS is fairly simple. The main steps are: 1. Create a form/survey and make the settings required. 2. Add the questions to it and preview the format. 3. If required, you can create and print out a survey form. Alternatively, if you use on-line surveys then you need to upload the new survey to the relevant website. 4. Record responses in PICS or give respondents direct on-line access to the secure web site holding the survey (the information can then be downloaded into PICS). ACCESSING THE PICS SURVEY BUILDER From the PICS main screen click [Survey Builder]. This opens the survey builder, which initially will only have a couple of default values in the menu tree. Note that PICS user access to this facility can be controlled via Password Maintenance. ACCESSING THE PICS FORM BUILDER This can be accessed through several locations: From the PICS main screen click [Basedata Maintenance]. Then from the basedata menu bar select 'Main-UDF Builder'. Or from within 'Organisations', click the menu button and select the option 'UDF Builder' This opens the form builder, which initially will only have a couple of default values in the menu tree. Note that PICS user access to this facility can be controlled via Password Maintenance. HOW TO CREATE A NEW FORM/SURVEY Open the form/survey builder as above. This displays the management screen, which initially will only have a couple of default values in the menu tree. To add a form/survey double click on the menu item to 'Create a new...'. This adds a new item to the menu tree on the left and opens the maintenance screen on the right. Enter a title, unique code and description. Select who the form/survey is for - Learners, Organisations, Applicants, Officers, or Activities (these vary between forms and surveys). This is a very important field as it determines where the answers will be recorded in PICS. You must select one or more or the values shown - in this example just select 'Learner'. (Note that you can mark a survey for 'Anonymous' responses - these can be entered direct to PICS or on-line.) Leave the status as 'Live'. 3

5 For surveys only if you would like to allow multiple answers to this survey from the same respondent, you can tick the "Allow Multiple Respondents" box. For forms only you can restrict visibility for the form (meaning access to it) to specific groups of learners and activities. Click the button [Form Visibility]. Select the tab value by which to control visibility, Learners or Activities. Click [New]. Select values as required, e.g. Programmes = 02 and 03 only, Activities = Appointments only. Click [OK] to save. Click [Close] to exit. Click [OK] to save the new form/survey so that the title appears in the menu tree. Note: for creating on-line surveys please also see the settings explained in the section 'Additional setup for on-line surveys' on page 8. HOW TO ADD QUESTIONS TO A FORM/SURVEY Below are a few sample exercises but in reality you should think carefully about the sort of questions and responses you want. Do you want single or multiple responses, will a text response be difficult to analyse, should dates be validated? What guidance message should you give to the respondent? Questionnaire theory and design is way beyond this guide but poor questions may not give you the right information. In the menu tree, locate the required form/survey. Beneath it you should see an option to 'Add question' - if not, click the '+' sign to the left of the title. Double click on the option to 'Add Question'. This adds a new question to the tree on the left and opens the maintenance screen on the right. You have several options and formats for questions so we'll go through a few examples. Enter the details as below this time - you can experiment later. Enter the text of the question ('1. Date of Leaving') and select the type ('Date selector' in this case). There are a number of types available but we'll look at these later. Identify if this is a Mandatory question or not ('Yes' in this case). Then enter a warning message for the system if the field is left blank : 'You must enter your last day on the course'. Because this is a date field you can add validation to the learner's response if you want. In the example shown, the date of leaving must be at least 01/08/2008. For 'Minimum date' click the box next to 'No min' so it is blank and then enter or select the date (by all means use a more recent date if this guide is a little old). Next enter a message which will appear when the minimum date validation isn't met by the response: 'The leaving date must be after dd/mm/yyyy'.' Now repeat this process to specify a maximum date, in this case the end of the SFA/YPLA/LSC contract year. Click on [OK] to save the question and return to the survey builder screen. As mentioned, you can define a number of different types of question. All questions can be identified as mandatory or optional and have a message shown when left blank. Items from lists are the best for reporting, as the responses are specifically defined. It's more difficult to report on text and numeric fields Header. Adds a title line in the form for display only, e.g. you might have a section header for Personal Details another for Programme details, another for Feedback. Single item from a list. You will need to add the valid answers for selection and only one may be chosen by the respondent. For example, you could ask someone to select their course or age band 4

6 Multiple items from a list. You will need to add the valid answers for selection and more than one may be chosen by the respondent. Could identify the methods of learning used. Short text. For fields up to a maximum of 255 characters. You can specify a minimum and/or maximum length of field. Used when you want the respondent to be concise in their answer. Longer text. For large amounts of text, unlimited by length. Particularly useful for 'any other comments' sort of question. Number. You can specify the minimum and maximum values allowed. Normally used for a value that could be used in a calculation, for example, someone's age or course length. Date selector. You can specify the minimum (earliest) and maximum (latest) dates allowed. Could be used to record someone's date of birth or start date on the course. Money & URL. For financial values or web site addresses. Please remember, that although we refer to them as 'forms/surveys', you can use this tool to create questionnaires, feedback forms, and any other type of simple question-answer data that you wish to record against any of your learners, staff, contacts or organisations. Have a go now with adding some more questions to your form/survey. Remember to identify the type of question and whether or not you need to validate it. If you make a question mandatory then you may need to give an option 'Not known' or 'Prefer not to say'. Try some of the following examples but also experiment and add your own. Putting a number at the start of the description helps identification. You might also find there is more than one way to ask some of these questions - experiment! 2. Please enter your learner number from the training centre. 3. Please select your age on leaving from one of these bands (optional). 4. How long did your course last? Select one of the following options. 5. What methods of learning did you find most useful? Select from the following list. 6. Did you find the tutors helpful? 7. What was the main reason for doing this qualification? Select from the following list. 8. Please enter any other comments. Below you'll find a sample way of setting these up but yours will of course be different. The main thing is to understand the different types of questions and how best to use them. After you have added some questions, you should have a display similar to the one shown here. You can then continue to add additional surveys to suit your needs. 5

7 ORDER OF QUESTIONS IN A FORM/SURVEY You can adjust the order of questions within any form or survey. From the builder tree select the form/survey in the list and click on [Edit]. In the table 'Question Ordering' select the question whose position you want to change. Now use the (move up) and (move down) buttons to locate it correctly. Click on [OK] to save the survey with the new order of questions. 6

8 PREVIEWING AND COPYING A FORM/SURVEY Once you have added all you questions, you can take a look at how the data capture for recording the answers will be. To do this, from the form/survey builder tree, select the form/survey and click on [Preview]. This gives a screen something like that shown aside. Take a good look and make sure all the questions and options are OK. Once answers have been recorded for a survey against learners etc, you will not be able to make any amendments to that survey. For this reason, we have included a Copy function. You can then use the newly copied form/survey in place of the original. Select the required item in the tree and click the [Copy] button (next to the Preview button). Enter a new code and click [OK]. A new form/survey will be added to your list with the same values and format of the original but which you can adjust without affecting the original. PRINTING A FORM/SURVEY There are two ways to print a form/survey: to your own template design in Word or a standard template in a pdf file. To your own template: Before printing a form/survey you need to have created a template document and added it to the library. The basic process for creating templates is the same as used in the PICS ILP and Document Generator and is explained in that guide. If you need assistance with template documents please contact the Pellcomp support desk. Assuming a template already exists the process is as follows: From the Form/Survey Builder main screen, click once on the item to print so that it is highlighted. From the menu bar run 'Reports - Print Survey Template'. Double click on the required template in the library to create a document in Word. To a standard format pdf file: From the Form/Survey Builder main screen, click once on the item to print so that it is highlighted. From the menu bar run 'Reports - Print Survey PDF'. 7

9 ADDITIONAL SETUP FOR ON-LINE SURVEYS PICS surveys can be setup to allow online completion by respondents. By default, PICS will use the Pellcomp hosted surveys site to allow access to learners and anonymous respondents only, but can also be setup on a local web server to allow greater filtering control, and access to learners, officers, organisations and anonymous respondents. Please contact Pellcomp Support for further details. (If your surveys are hosted by Pellcomp you must manually synchronise with our site after any changes made to surveys in PICS (see page 9). Also, the Pellcomp hosting only manages learner-based surveys.) SPECIFIC ON-LINE SURVEY SETTINGS Before a survey can be completed online, it must be setup in PICS to allow access. Open PICS and from the main screen click the button [Survey builder]. In the list of surveys select the one you wish to set up for on-line access, and click [Edit]. (You can of course also make these settings when first creating the survey.) In the esurveys section at the bottom of the screen ensure that there is a tick in [Survey Available Online]. Click [OK] to save the survey. If the survey is hosted by Pellcomp, from the Survey Builder menu bar click Options and ensure the setting Hosted by Pellcomp is selected. This is a toggle setting so click once to select or select. If it needs to be changed you will need to contact Pellcomp support for a password. RESTRICTING ACCESS TO AN ON-LINE SURVEY You might also want to restrict access to the survey, i.e. so that only selected individual learners or staff or employer, or those on a particular cohort or programme can complete it. Note that providers hosting surveys on their own website have a wider range of filters than those using Pellcomp's site. From the Survey Builder main screen, edit the survey and ensure the 'Survey available online' box is ticked. Click the button [esurveys Availability]. If your survey is on the Pellcomp website then you may be warned about the filter availability. Click [OK] to continue.) To add a filter, select the tab by which you want to restrict access and click [New]. Enter your restrictions as required, e.g. pick a programme or role. You can select individual learners, officers, organisations etc by using the [ ] button for 'Specific' values - tick the box next to each person/company required (or right click for multiple selection options) and then click [OK] to apply. The PICS ID no for each selected learner etc is shown in the 'Specific...' box. Click [OK] to save the filter and add it to the Filters list. You can either add further filters (be sure that they don't conflict!) or just click [Close] to exit the 'esurveys Availability' screen. The button for this will appear with red text once a filter has been added. Finally click [OK] to save the survey. Remember that any changes made must be synchronised with the web server (see the section 'Synchronising PICS Survey data with the Pellcomp web site'). 8

10 SYNCHRONISING PICS SURVEY DATA WITH THE PELLCOMP WEB SITE Note: the following process should only be applied if you are using the Pellcomp site to host your surveys. PICS Survey has a process you must run to ensure that data in PICS matches the data stored on the Pellcomp Hosted Surveys web-site. Specifically, it does the following: 1. Uploads all on-line surveys, questions and settings from PICS Survey Builder to the web site. This includes any learner filters to ensure that only specified learners can complete a survey. 2. Downloads all learner and anonymous survey responses from the website and inserts/updates them in PICS. Note that Pellcomp Hosted on-line surveys do not work for Organisations, Officers and Applicants 3. Uploads all learner survey answers in PICS that are not currently on the website (although the website answers are given priority where they exist in both places). Perform a web-sync is usually quick and easy: Ensure that you are connected to the internet. Open the PICS survey builder. Click the button [Web sync]. After a few seconds you should get a prompt Web-sync completed. Click [OK] to complete the process. CREATING USER LOGINS FOR ON-LINE ACCESS You can create logins for either a single or multiple learners, organisations and PICS users (but not CRM contacts). For a single learner: From the PICS Client Selection screen, find and open the learner s episode. On the bottom button bar click [5 Extras]. Select the tab [Survey Answers]. At the bottom of the screen click [Generate Username] to display the online Username and Password. Pass these details to the learner. For multiple learners: At the PICS Client Selection screen, apply filters so that you display only those learners for who you want to create usernames. From the selection screen menu bar, select the options 'Tools - Get Web Survey Logins for these learners'. PICS will create a spreadsheet showing the learner names, usernames, passwords, and address details. For organisations (not available if surveys hosted by Pellcomp): In CRM, edit the Organisation record - in the Additional page click [Generate Employer Login]. Note or selectcopy-paste the details and pass to the Organisation. For staff (PICS Users): In User & Password Maintenance, ensure the user record is linked to a matching PICS officer record (in User Details). They will then be able to use their normal PICS login to access on line surveys. No specific user permissions are needed to complete on line surveys. SETTING UP SURVEYS FOR ANONYMOUS ON-LINE ACCESS If a survey is set up for Anonymous on-line access, a single username and password is required for the system to identify the correct survey to display to the respondent. Open PICS and from the main screen click the button [Survey builder]. In the list of surveys select the one you wish to set up for on-line access, and click [Edit]. (You can of course also make these settings when first creating the survey.) Ensure that in the 'Survey for' options the box for 'Anonymous' is ticked; also in the esurveys section the box 'Survey Available Online' must be ticked. 9

11 Click [OK] to save and close. Click the button [Web Sync] to synchronise PICS with the server. Click [OK] when completed. Select the survey in the list again and click [Edit]. Under 'Anonymous Web Login Details', click on [Obtain Login]. PICS will contact the web server and obtain a username and password for this survey. You may want to make a note of this but it will also be available to view permanently on screen in the Survey Builder. Click [OK] to save and close the survey. Note that you must repeat this process for each anonymous survey to get separate usernames and passwords. To download any responses (including anonymous ones) from the web-site you need to perform a web-sync in PICS Survey Builder (see page 9). You can view any anonymous responses downloaded by clicking [Anonymous Ans]. 10

12 SECTION 3. RECORDING SURVEY RESPONSES ENTERING SURVEY RESPONSES VIA PICS This section explains how to enter survey responses manually into PICS for learners, organisations and staff, and for anonymous responses. ENTERING SURVEY RESPONSES FROM A LEARNER VIA PICS If your learner has returned a questionnaire form (either printed or by ) then you need to record their answers on their learner record in PICS. From the PICS Client Selection screen, find and open the learner s episode. On the bottom button bar click on [5 Extras]. Back towards the top of the screen you may have several page tabs depending on the additional products for which you are licensed. Click on [Survey Answers]. Initially, when there are no survey answers for a learner, the screen you are presented with will be almost blank; eventually you will be able to view all the surveys that exist for the learner. First of all you need to load a survey. Click on the button [New] for a list of live surveys. Double-click on the one you want to add it to the learner record and open the answer fields. Go through each field and enter or select as appropriate. Once complete, click on [OK]. Remember that if you have specified some validation against fields then you may get error or warning messages. Once you have added the survey answers, a record will be shown in the top half of the form. An entry will be shown for each set of survey answers recorded for the learner. You can add as many surveys to a learner as you like; however, you can only record one set of answers per trainee for each survey unless you selected 'Allow multiple responses' when the survey was created. You can edit or delete a set of survey answers by returning to this screen and using the buttons shown; i.e., selecting the survey you wish to edit from the list at the top of the form, and then clicking [Edit] or [Delete]. 11

13 ENTERING SURVEY RESPONSES FROM ORGANISATIONS VIA PICS If a company has returned a questionnaire form (either printed or by ) then you need to record their answers on their record in PICS. From the PICS Organisation list, find and open (double-click on) the company. Select the ribbon 'Surveys'. Initially, when there are no survey answers for an organisation, the screen you are presented with will be almost blank; eventually you will be able to view all the surveys that exist for the company. First of all you need to load a survey. Click on the button [New] for a list of live surveys. Double-click on the one you want to add it to the organisation record and open the answer fields. Go through each field and enter or select as appropriate. Once complete, click on [OK]. Remember that if you have specified some validation against fields then you may get error or warning messages. Once you have added the survey answers, a record will be shown in the top half of the form. An entry will be shown for each set of survey answers recorded. You can add as many surveys to an organisation as you like; however, you can only record one set of answers per organisation for each survey unless you selected 'Allow multiple responses' when the survey was created. You can edit or delete a set of survey answers by returning to this screen and using the buttons shown; i.e., selecting the survey you wish to edit from the list at the top of the form, and then clicking [Edit] or [Delete]. 12

14 ENTERING SURVEY RESPONSES FROM OFFICERS VIA PICS If an officer has returned a questionnaire form (either printed or by ) then you need to record their answers on their record in PICS. From PICS main screen, open [Organisations] and click the button [Contacts]. Find and open (double-click on) the contact. Select the ribbon 'Surveys' Initially, when there are no survey answers for an officer, the screen you are presented with will be almost blank; eventually you will be able to view all the surveys that exist for the adviser/officer. First of all you need to load a survey. Click on the button [New] for a list of live surveys. Double-click on the one you want to add it to the officer record and open the answer fields. The format will be similar to that shown on page 12. Go through each field and enter or select as appropriate. Once complete, click on [OK]. Remember that if you have specified some validation against fields then you may get error or warning messages. Once you have added the survey answers, a record will be shown in the top half of the form. A record will be shown for each set of survey answers recorded. You can create as many surveys with as many questions in them as you like, however, you can only record one set of answers per officer for each survey you create, unless you set Allow multiple responses when the survey was created. You can edit or delete a set of survey answers by returning to this screen and using the buttons shown; i.e., selecting the survey you wish to edit from the list at the top of the form, and then clicking [Edit] or [Delete]. ENTERING ANONYMOUS SURVEY RESPONSES VIA PICS If a survey has been returned anonymously, it cannot be entered into PICS against a particular learner, organisation or officer. The survey builder has an answer editor for inputting anonymous responses. The survey must have been set up to record 'Anonymous' responses (see the section 'How to create a new form/survey' on page 3 for details) From the PICS main screen click the button [Survey Builder]. Select the survey for which you wish to add the anonymous response. Click on the [Anonymous Ans] button at the bottom of the screen. (If this button is unavailable then the survey has not been marked as 'Anonymous' in the 'Survey For' list.) Click on the button [New] to record a new response to this survey. The format will be similar to that shown on page 12. Go through each field and enter or select as usual. Once complete, click on [OK]. Remember that if you have specified some validation against fields then you may get error or warning messages. If more than one anonymous response is recorded, different responses can be seen by using the [Previous] and [Next] buttons. You can edit or delete a set of survey answers by returning to this screen and using the buttons shown. Select the survey you wish to edit using [Previous] and [Next] and then clicking [Edit] or [Delete]. 13

15 COMPLETING ON-LINE SURVEYS Once a survey has been synchronised with the web-site and a username and password obtained (respondent-specific or anonymous) you can issue these to potential respondents; it's a good idea to tell the respondent if the user name is anonymous or not. If your company is hosting the survey then please check for the address with your IT department. The address of the Pellcomp hosted surveys website is To download survey responses from the website to PICS, see the section 'Synchronising PICS Survey data with the Pellcomp web site' on page 9. The following steps are intended for use by a respondent completing the survey, not the person setting up the survey: 1. Open a web browser, and go to the relevant address. 2. Enter the username and password issued and click [Login]. If prompted for an address either enter this and click [Submit] or click [Skip] to bypass it. (Note: the login screen shown is for the Pellcomp hosted surveys - local hosted surveys may vary). 3. You will be taken to the list of Available Surveys for the login details entered. 4. Click on the survey title to open a page where the survey can be completed. 5. Once all answers have been entered, click [Submit] to save your response. 6. The tab for Completed Surveys will let you see just that. 7. The tab for 'Settings' can hold your details and allow change of password. 8. If any of the answers do not meet the validation requirements specified in PICS, errors will be displayed against each question in Red. 9. Click [Log Out] on the menu to exit. Note: if you have been issued with an anonymous login then only one survey will be available and the 'Settings' option on the side menu will not function. 14

16 SECTION 4. RECORDING FORM RESPONSES ENTERING FORM RESPONSES VIA PICS This section explains how to enter form responses manually into PICS (Survey responses are held differently as explained on page 11). All data entry is made directly into PICS by the provider - if you require the person or company completing the form to do so on line then you must use the Survey system ENTERING FORM RESPONSES FROM A LEARNER From the PICS Client Selection screen, find and open the learner s episode. On the bottom button bar click on the button for the start & leaver form (i.e. ILR Form. Ref2/SL2, Enrolment Form etc). At the top of the screen select the tab [UDFs]. This stands for Used Defined Forms. The screen shows all forms that may be applicable to this learner (as identified by the form visibility settings in the set up). Select the required form and go through each field and enter or select as appropriate. Once complete, click on [Save learner]. Remember that if you have specified some validation against fields then you may get error or warning messages. ENTERING FORM RESPONSES FROM AN APPLICANT From PICS main screen, open [Organisations] and click the button [Applicants]. Find and open (double-click on) the applicant. On the 'Details' ribbon click the button [UDFs]. The screen shows all forms that may be applicable to this learner (as identified by the form visibility settings in the set up). Select the required form and go through each field and enter or select as appropriate. Once complete, click on [Save learner]. Remember that if you have specified some validation against fields then you may get error or warning messages. ENTERING FORM RESPONSES FROM AN ORGANISATION From PICS main screen, open [Organisations] and click the button [Organisations] Find and open (double-click on) the company. On the 'Details' ribbon click the button [UDFs]. The screen shows all forms that may be applicable to this organisation (as identified by the form visibility settings in the set up). Select the required form and go through each field and enter or select as appropriate. 15

17 Once complete, click on [Save & Close]. Remember that if you have specified some validation against fields then you may get error or warning messages. ENTERING FORM RESPONSES FROM OFFICERS OR CONTACTS From PICS main screen, open [Organisations] and click the button [Contacts]. Find and open (double-click on) the contact. On the 'Details' ribbon click the button [UDFs]. The screen shows all forms that may be applicable to this officer/contact (as identified by the form visibility settings in the set up). Select the required form and go through each field and enter or select as appropriate. Once complete, click on [Save & Close]. Remember that if you have specified some validation against fields then you may get error or warning messages. ENTERING FORM RESPONSES FOR AN ACTIVITY From PICS main screen, open [Organisations]. Find and open (double-click on) the activity. On the 'Home' ribbon click the button [UDFs]. The screen shows all forms that may be applicable to this organisation (as identified by the form visibility settings in the set up). Select the required form and go through each field and enter or select as appropriate. Once complete, click on [Save & Close]. Remember that if you have specified some validation against fields then you may get error or warning messages. ENTERING FORM RESPONSES VIA PELLCOMP WEB APPLICATIONS The following Pellcomp web applications can be linked to user defined forms. All these systems require an additional licence and have their own training guides - they are listed here for information: eapply. Used by potential clients to apply or register interest in your programmes - normally embedded in your company web site. Forms available to clients must be specified in the system configuration. erecruit. Used by staff to enter and view CRM details for organisations, applicants, contacts etc. Forms are displayed automatically under the menu item for Additional Forms. eassessor. eportfolio system used to capture data and track progress on learners programmes. Forms must be enabled to view by staff and learners via a General View setting in the system configuration; once enabled they are displayed under the menu item for Additional Forms. Note that the Form Capture Application for tablets uses a different version of the form builder and is also covered in a separate guide. 16

18 SECTION 5. REPORTING ON FORM/SURVEY ANSWERS Note that if you use on-line surveys, you should download the latest responses before running reports. See the section 'Synchronising PICS Survey data with the Pellcomp web site' on page 9. FROM THE FORM/SURVEY BUILDER SCREEN - SPREADSHEET SUMMARY Open the form/survey builder. Select the item on which you wish to report. From the menu bar select the option 'Reports - Summary Spreadsheet'. Specify the response period to report on then click [OK]. This creates a spreadsheet with two pages: Summary Report shows the number of responses to each question with a type that can be analysed numerically (single or multiple items from a list). All Responses gives a list of every response to each question, including text, number and date types, so you can do further investigation on the detail. FROM THE FORM/SURVEY BUILDER SCREEN - CHART Open the form/survey builder and select the item on which you wish to report. Click the button [Reponses]. The chart appears similar to that shown with the responses to the first question. Note that charts are only possible for questions with specific responses, i.e. not free text (you will just get a list of entries made for these). To see other questions in the survey use the [Next>>] and [<<Previous] buttons to scroll through them. You have several options to adjust the format and display of the chart: - Select the type of response. - Select the date range of responses. - For a particular question, limit the chart to a particular response. - Change the chart type between bar and pie. - Show or Hide numeric totals. For bar/column charts you can adjust the format of these between number and percentage. - Show or hide answers with 0 responses. You can change the chart colours; from the menu bar run 'Tools - Set up colours'. To print the chart: from the menu bar run 'Print - Print Survey Response Summary'. This exports all charts and text responses to a pdf file. FROM PICS ADHOC REPORTER Sections are available in both Selection Criteria and Output for survey responses, the tab for ITP/ILP. For general information on Adhoc reporting please see the dedicated training guide. End of document 17