2017 ISQua Collaborate User Guide for Surveyors THE INTERNATIONAL SOCIETY FOR QUALITY IN HEALTH CARE LTD
TABLE OF CONTENTS About ISQua Collaborate... 2 Getting started... 2 Logging in... 3 Dashboard... 3 Navigating to a survey site... 4 Survey site... 5 Folders... 6 Previewing documents... 7 How to download documents... 7 How to upload documents... 9 Critical Dates... 10 Contacts... 11 1
ABOUT ISQUA COLLABORATE ISQua Collaborate supports our programme by allowing users to safely and securely share information in one unified space from any desktop or mobile device. It acts as a repository for all documentation relating to a survey. The site is designed to replicate the critical path of a survey and will facilitate a more efficient survey process. GETTING STARTED Prior to the survey start date, you will receive an email invitation asking you to log in to ISQua Collaborate. To accept the invitation and access the site, simply click on the "Please click here to activate your account" link in the email. After clicking on the link, the "Set Your Password" page will open in the browser. You will be asked to create a password by entering it twice. For security purposes a password must: be at least 8 characters long, contain at least one number, and contain at least one upper case letter You must agree to the "Terms of Use" by checking the box. You cannot proceed until this has occurred. The last step after activating a new account is to complete and confirm your user profile information. This information is taken from your completed biographies and will be visible to the Organisation s Representatives (please see example below). Please review the information for any errors and amend if necessary. Finally, hit "Save" to save any changes to the profile. The new account will now be activated. 2
LOGGING IN When you are invited to another survey site in the future, you will again receive an email invitation, but when you click on the link to access the new site, you will not be asked to activate your account and set a password. Instead, you will be asked to log in, using your previously created password. To log in directly please follow these steps: 1. Go to https://iap.isqua.org 2. Enter the email address that was used at registration 3. Enter the appropriate password 4. Click Login If you cannot remember your password, click on "Reset your password" to create another password. You will receive an automated email detailing how to do this. DASHBOARD The Dashboard provides a central landing page where a surveyor can navigate to content areas and get up to speed on recent site activity. Surveyors with access to more than one survey site will see the Dashboard when they log in. Please note that a surveyor with access to only one survey site will automatically be taken to that site's home page when they log in. The Dashboard contains: The Top Navigation Bar (1) A list of sites each surveyor has access to (on the left) for site navigation (2) An aggregated view of all Recent Activity from sites each surveyor has access to (in the middle) (3) An option to add personal tasks (on the right) (4) A list of the Events (Critical Dates) relating to each site the surveyor has access to (5) 3
NAVIGATING TO A SURVEY SITE Surveyors can navigate to any survey site they have access to from one of two locations: The Dashboard The left side of the Dashboard contains a list of all of the survey sites that each surveyor can access, with the most recently accessed sites listed first. To access a site, simply click on the name. OR The Top Navigation Bar that appears on every page Clicking on this section of the Top Navigation Bar reveals the following menu, from which the relevant site can be selected. 4
SURVEY SITE On selection of the relevant survey site, you will be brought to the Home Page of the site. The Home Page provides you with immediate information relating to the survey i.e. the critical dates for the survey (1), links to the User Manuals (2) and a list of the recent activity on the site (3). At the top of each survey site there are three additional tabs: Folders Critical Dates Contacts 5
FOLDERS Surveyor Resource Documents Folder Download Only This folder contains all the surveyor resource documents which a surveyor should review before starting the survey. Survey Documents Folder Download Only This folder contains the Self-Assessment Tool, supporting evidence and where applicable, the standards to be assessed. Survey Report Folder Upload and Download This folder is where all versions of the survey report and any accompanying survey documentation should be uploaded by the survey team lead. You may wish to add some form of document control to the versions of the report, for example using individual s initials or version control numbering. Survey Information Folder Upload and Download (Onsite surveys only) This folder is for onsite surveys only and is where all the survey logistical information (for example, flight and accommodation details) can be downloaded or uploaded. 6
PREVIEWING DOCUMENTS To view a document without downloading it, click on the document name to preview: HOW TO DOWNLOAD DOCUMENTS From the preview mode, it is possible to download the document by selecting download: 7
Each of the documents within the Folders can also be downloaded in bulk by selecting the documents (add a tick to the left of the document name) and select action and download: The files and folders selected for bulk download will be compressed together into a single ZIP file and saved to the surveyor s local computer. You will need to ensure that you have software which enables ZIP files to be opened. 8
HOW TO UPLOAD DOCUMENTS Surveyors have permission to upload files into the Survey Report Folder. To add a new file(s), click on the "Add" menu and select the "Folders" option: You will then have the option of browsing and selecting the appropriate file(s) for upload OR dragging the relevant file(s) across: It is possible to upload multiple documents using both techniques. 9
CRITICAL DATES The Critical Dates can be accessed from the Dashboard, the Home Page of the site or by clicking on the Critical Dates tab in the navigation bar. The Critical Dates set out the key events in the survey process, including the following: review the Guidelines and supporting documents for the upcoming survey review the Self-Assessment Tool, supporting evidence and where applicable, the standards survey submit initial draft report submit final report When a Critical Date has passed it will no longer be visible on the Home Page of the Survey Site or on the Dashboard. It is therefore strongly recommended that you download the Critical Dates using the ical option (4). (1) Mini Calendar The calendar shows the current date in red and critical events in blue. It provides a quick way to see at a glance which dates have events scheduled. (2) Categories The critical date events are visible to ISQua Staff and Surveyors only. The Organisation and Validation Reviewer cannot view or access any comments made on these events. (3) View The events are shown in a list format, in chronological order. Each event shows the date that the document(s) are due to be uploaded or downloaded. You can change the view to show the events scheduled per day, week or month. (4) ical The ical icon allows a user to subscribe to the selected events using a standard icalendar feed format. Simply click on the link and open the calendar in your calendar program (typically Outlook). 10
CONTACTS The Contacts Page lists every user who has been added to a site, grouped as ISQua, Surveyors, Organisation and Validation Reviewer, along with certain contact information about each user. To view information on any of the site users, simply click on their name (1): To make contact with any of the site users, click the Send message icon to the right of their biography. 11
A pop-up box will appear in the screen with the person s name auto-added. Add your message and press send. Please note that links to documents, sites and images can also be included within the message. If someone sends you a private message you will receive an automated notification email. You can view any of your private messages by clicking on the envelope icon on the top right side of the dashboard. 12
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