360 DATA COLLECTION & FEEDBACK REPORTING

Transcription

1 ADMINISTRATIVE GUIDE FOR HUMAN RESOURCE CONTACTS 360 DATA COLLECTION & FEEDBACK REPORTING REVISED JANUARY 2003 COPYRIGHT 1994, 2001, PERSONNEL DECISIONS INTERNATIONAL CORPORATION ALL RIGHTS RESERVED

2 PREFACE Personnel Decisions International (PDI) is a firm of organizational psychologists and consultants specializing in assessment-based development of individuals and organizations. We use measurement and evaluation as a foundation for programs and products that enhance effectiveness. Founded in 1967, PDI has become an internationally recognized leader in applying behavioral science to building successful organizations. Our services and products provide solutions to virtually every area of concern in human resource development. PDI s Client Support Team provides service regarding the administrative and operational components of the 360-process. The team takes pride in delivering quality products through effective management of data collection, reporting on participant status, and processing and delivery of feedback reports. The purpose of this Administrative Guide is to acquaint you with procedures that will lead to effective 360 feedback reports for your company s participants and to support our partnership with you on an ongoing basis. 2

3 COMMUNICATION & PARTNERSHIP As your company s designated HR contact for the 360-process, your primary PDI support comes from your Client Support Specialist. The two of you, working together, will manage the data collection, status reporting, and processing schedule that will lead to on-time delivery of meaningful feedback reports. CONTACTING CLIENT SUPPORT Each Client Support Specialist may be reached by direct dial as well as through our main numbers. Hours: In the USA: 8:00 a.m. to 5:00 p.m. Central Time Phone: or Fax: Address: Hours: PERSONNEL DECISIONS INTERNATIONAL Product Operations and Support 730 Second Avenue South Minneapolis, MN In Europe: 8:30 a.m. to 5:30 p.m. Phone: Fax: Address: PERSONNEL DECISIONS INTERNATIONAL Product Operations and Support Gulledelle BRUSSELS Belgium 3

4 PDI DATA CAPTURE AND TRACKING METHODS PDI uses electronic and paper modalities to collect and track incoming questionnaire data from 360 participants and respondents. Internet-360. With this method, questionnaires are completed electronically on the Web, submitted to our data collection software, and held until report processing time. Paper. With this method, a packet of questionnaire booklets and scannable answer sheets is provided to each participant in the process. The participant distributes booklets and answer sheets to respondents. The answer sheets are completed by all and returned to PDI via mail or an air carrier. The answer sheets are scanned upon arrival in our operations center. PDI DATA RETENTION POLICY PDI s data retention policy is to keep participant data from the 360 process associated with the name of the participant for three years. After that time, the data is retained for research purposes, but the names of the individuals are deleted from our databases. The policy went into effect in September 2002 and stems from PDI s position as an international firm and the necessity for us to be in compliance with data privacy laws outside the US. If you have special data needs, please discuss them with your PDI consultant. 4

5 THE INTERNET-360 PROCESS Planning the Implementation Each new I360 client completes an implementation phase where specifications are gathered and project planning takes place. The implementation-planning phase consists of: A Systems Connectivity Test where PDI and the Client Company ensure that all potential users of the system have suitable access to the Internet. Set up of the client-specific model, logo and . HR Acceptance where the client approves the finalized website and content PDI has set up for the implementation. Devising solutions for any unique features of the new implementation, from creating nonstandard administrative tools, such as a customized Participant List, to adding a database of addresses and other data to the I360 application. Setting up Participants The Client Company must submit lists of participants who will be going through the I360-process. PDI will provide a Participant List template for loading the names into our software. (See page 10.) Submit the Participant List electronically via to your Client Support Specialist. The list must include: The name, address, phone, and address of the primary HR contact at the company. This is the person who will have access to the status site. The billing contact name, company name, full street address, city, state, zip, phone, and purchase order number (if applicable for your company). The date feedback reports are needed (if known) with the complete name, address, and phone number of the individual to whom the reports should be shipped. Each participant s first and last name (Title Case) Each participant s Internet address (e.g. first.last@company.com) The name of the 360 Model to be used for each participant (e.g., PROFILOR for Manager, Individual Contributor, Executive, or a Custom Model) Within two business days of submitting the Participant List to your Client Support Specialist, s will be sent to participants. The initial is sent from this address: internet360@pdi-corp.com. Collecting Data on the Internet Each participant will log on to PDI s website using the ID and password given in the from internet360@pdi-corp.com. After logging on, the participant is asked to submit a Respondent List and to answer the self-questionnaire. The questionnaire is accessible for one year. Respondents indicated on the participant s Respondent List then receive s (automatically generated by PDI) requesting their participation in the process. They then log on, using the ID and password in the , and complete the questionnaire. The questionnaire is accessible for one year. 5

6 THE INTERNET-360 PROCESS, CONTINUED reminders will be sent to both participants and respondents. It is standard to have a reminder sent each week, for two weeks. It is best to allow 2-3 weeks for Internet data collection. Reporting Participant Status During the data collection phase of a project, participant status is available to participants and HR via PDI's online status site. The site indicates the number of questionnaires that have been completed in each respondent category (e.g., direct report). The participant will see the data from his or her respondents only, while the HR person will have access to entire groups of participants. It is important to note that we will not be able to tell you the names of those respondents who have or have not completed questionnaires. Anonymity promotes confidence and participation in the feedback process. The HR contact checks the site at least once a week to make sure everyone has started the process and has data returning to PDI. If some participants have not begun the process or data seems slow in being submitted, the HR contact follows up with participants and encourages them to complete the process. This will give each participant an opportunity to remind respondents of any deadline. Most importantly, these reminders, combined with automated ones, will prevent a low response rate resulting in incomplete report data. How to Use Status Data in the 360-process PDI provides status information so that 360 participants can follow up with their respondents and increase the participation rate in the process. Even with follow-up, however, it is not realistic to expect that all respondents whose ratings have been solicited will participate. As long as the majority of respondents in each of the respondent categories and, of course, the self and boss data are received, the resulting report is valid, reliable, and helpful in identifying strengths and development needs. Scheduling Feedback Reports One week before reports are due, the Client Support Specialist and the client HR contact discuss which participants have sufficient data to trigger processing of feedback reports. The Client Support Specialist will schedule the scoring of the data and report production. Any data received by the deadline will be included in reports. Please remember to allow 5-7 days for processing and delivery of the reports. When using I360 for online data collection, feedback reports can be delivered either as bound hard copies or online at our website. Contact your Client Support Specialist to indicate which report delivery method you prefer. 6

7 The Internet-360 Process, continued I360 Participant Cancellation Policy A client company has a 60-day window during which one participant can replace another at no charge. This is only possible where the initial participant being cancelled has no data submitted. There is no refund to the client when a participant is cancelled from the process, only the opportunity to submit another participant. If data has been submitted on a participant who is later cancelled, no replacement is allowed, and there is no refund. Only one replacement participant per cancellation is possible. THE PAPER 360-PROCESS Ordering Questionnaire Packets We can provide you the best service if you place your order for paper packets through your Client Support Specialist electronically via . It is most helpful if you use our Participant List template. If you cannot, please provide the following information: The name of the person to whom we should ship the material, company name, full street address, city, state, postal code, country, and phone number The billing contact name, company name, full street address, city, state, postal code, phone number, and purchase order number (if applicable for your company) The date on which you need the materials Setting up Participants The Client Company must submit lists of participants who will be going through 360 as soon as possible in the process. PDI will provide a Participant List template for loading the participant s names into our software. (See page 10.) Please provide your Participant List electronically via to your Client Support Specialist. If you have all the needed information, we welcome receiving the Participant List at the time you place your order. The template we provide includes: The name, address, phone, and address of the primary HR contact at the company. This is the person who will have access to the status site. The billing contact name, company name, full street address, city, state, zip, phone, and purchase order number (if applicable for your company). The date feedback reports are needed (if known) with the complete name, address, and phone number of the person to whom the they should be shipped. Each participant s first and last name (Title Case). The name of the 360 Model to be used for each participant (e.g., PROFILOR for Manager, Individual Contributor, Executive, or a Custom Model). You may disregard the address column. This is for clients who are using the Internet data collection process. 7

8 THE PAPER 360-PROCESS, CONTINUED Critical Importance of Notification When we receive a Participant List from a client, PDI then has a record in its database of active participants. If you have only one or two people to be processed, please notify your Client Support Specialist by phone or about anyone who has been given a paper packet. We receive hundreds of questionnaires for individuals about whom we ve previously received no notification. If you let us know who is active in the 360-process within your company, we can provide the best service to you. Collecting Data It is best to allow 3-4 weeks for paper data collection. One shrink-wrapped packet of materials is given to each participant. A packet contains 1 Participant Background Information sheet, 15 identical questionnaire booklets and answer sheets, and 15 return envelopes for sending completed answer sheets to PDI. COORDINATOR steps: 1. Determine the due date for completing and returning answer sheets to PDI. This date should be two weeks prior to when you want your feedback reports. 2. If you did not provide a list of all participants to your Client Support Specialist at the time you ordered, do so as soon as possible, using PDI s Participant List template. 3. Hand out questionnaire packets to all participants and communicate the due date for completion and mailing of answer sheets. 4. Explain the process to all participants. 5. Communicate the due date for completing and returning answer sheets to all participants and ask them to communicate it to their respondents. 6. Allow 5-7 business days for PDI to process your feedback reports. PARTICIPANT steps: 1. Carefully read the instructions in the questionnaire booklet. 2. Fill out the Participant Background Information sheet. 3. Write your name and the company name on each answer sheet and on the Participant Background Information sheet. 4. Determine your respondents. 5. Fill in the Rating Category bubble on each answer sheet prior to distributing them to your respondents. 6. Distribute an answer sheet, questionnaire booklet, and return envelope to each respondent. 7. Communicate the due date for completion and mailing to your respondents. 8. On the answer sheet that (you) the participant will submit, enter the number of respondents for each category in the Respondent List. For example, if the participant has chosen to receive feedback from 6 Direct Reports, he/she should record 6 in the box next to the Direct Report category. 8

9 THE PAPER 360-PROCESS, CONTINUED PARTICIPANT and RESPONDENT steps: 9. Complete the answer sheet; the booklet does not need to be returned. Apply correct postage and mail the answer sheet in the envelope provided. If postage is lacking, your form may be delayed or discarded before reaching PDI. 10. Allow 2 weeks for the answer sheet to arrive via regular mail. If faster delivery is required, use an overnight carrier service such as UPS. Reporting Participant Status During the data collection phase of a project, PDI provides access to a status inquiry site that gives the number of questionnaires expected for each participant. The expected number is based on the Respondent List number entries on the participant s answer sheet. The update also shows the number of forms received to date in the process. It is important to note that we will not be able to tell you the names of those respondents who have or have not completed questionnaires. Anonymity promotes confidence and participation in the feedback process. The designated HR contact within the Client Company is given access to the status inquiry site for the participants with whom they are working in the 360-process. The site indicates how many questionnaires, in each rating category, have been completed for each participant. The HR contact checks the site at least once a week to make sure everyone has started the process and has data returning to PDI. If some participants have not begun the process or data seems slow in being submitted, the HR contact follows up with participants and encourages them to complete the process. This gives each participant the opportunity to remind respondents of any deadline. Reminders will prevent a low response rate resulting in incomplete report data. How to Use Status Data in the 360-process PDI provides status information so that 360 participants can follow up with their respondents and increase the participation rate in the process. Even with follow-up, however, it is not realistic to expect that all respondents whose ratings have been solicited will participate. As long as the majority of respondents in each of the respondent categories and, of course, the self and boss data are received, the resulting report is valid, reliable, and helpful in identifying strengths and development needs. Scheduling Feedback Reports One week before the feedback reports are due, the Client Support Specialist and the client HR contact discuss which participants have sufficient data to trigger processing of feedback reports. The CSS will schedule the scoring of the data and report production. Any data received by the deadline will be included in reports. Please remember to allow 5-7 days for processing and delivery of the reports. 9

10 360 PROCESS ADMINISTRATIVE GUIDE 360 PARTICIPANT LIST To be completed by the client Check a Project Type: Online Project Paper Questionnaire Project If this is a Paper Questionnaire Project and you already have your paper packets, you do not have to complete the Invoice Goes To section below. Client Contact: Invoice Goes To: Reports Go To: Title: Title: Title: Company Name: Company Name: Company Name: Address: Address: Address: City: City: City: State: Zip Code: State: Zip Code: State: Zip Code: Address: Telephone: Address: Telephone: PO Number: Telephone: Fax Number: Reports Needed Date: Workshop Date(if applicable): First Name Last Name Internet Address Model Being Used No need to complete this column if you use paper questionnaires. Pat Sample Patsample@abc.com Manager 10

11 REPORT OPTIONS AND PRICING Late-arriving questionnaires: Some clients may choose to process feedback reports before all the data has been received by PDI. If you are interested in adding later-arriving questionnaire data to a previously processed report, call your Client Support Specialist. The cost for a re-scored report is $60.00 plus shipping. Please allow 5 business days for processing. Second copies/reprints of feedback reports: $35.00 each Group reports: $ each RUSH FEE A Rush Fee will be assessed by PDI when a client requests rush service that requires circumvention of normal timelines. The Rush Fee is $50 plus additional shipping charges. Your Client Support person will explain the Rush Fee before performing the work for you and receive your approval before expediting the work. 11