Gathering Feedback Using Surveys

This chapter provides an overview of the Survey feature and discusses how to:

• Set up survey options.

• Create and distribute surveys.

• Complete surveys.

• Review survey results.

Understanding the Survey Feature

You can use the Survey feature to facilitate an organization's ongoing goal of encouraging and validating user input into processes and controls. For example, there may be a requirement to request feedback from the individuals who are directly involved in key business processes about how effective those processes are, and you can use the Surveys feature to request input on how they could be improved. The Survey feature enables you to create and distribute questionnaires, and evaluate the responses.

Setting Up Survey Options

This section provides overviews of distribution lists, response types and values and discusses how to:

• Create distribution lists.

• Establish response types.

Understanding Distribution Lists

Distribution lists enable you to define a group of user IDs that are related in some way, such as department managers, to use as survey recipients. When you establish a survey, you can use distribution lists to specify who will receive the survey. Use of distribution lists is optional, because you can also specify survey recipients by selecting individual user IDs.

Understanding Response Types and Response Values

Response types define the set of valid answers for a survey question. For example, an answer of either yes or no can be one response type. When you define the questions that are included on a survey, you specify their response type. This enables the system to list the possible valid answers to each question in the drop-down list box for generated surveys. When participants complete a survey, they select their response from this list. Several response types are delivered as system data; you can modify the delivered response types or create additional response types to suit a particular implementation.

Each response within a response type is associated with a numeric value. When you define a survey, you indicate what responses are expected or acceptable for each question. The system compares the expected response value with the actual responses to enable you to gauge whether responses match your expectations, and displays the information on the pages that you use to review the survey results.

For example, if the available responses and their corresponding values are 1 through 10, respectively, and 8 through 10 are acceptable, the expected response for a question would be ≥ 8. The Survey Summary page uses this range to indicate whether a response is expected. In the summary page, the expected column would display Yes for responses 8, 9, and 10 and No for the other responses.

This table lists the delivered response types:

Pages Used to Set Up Surveys

Creating Distribution Lists

Access the Distribution List page (Portal Administration, Survey, Distribution List).

Distribution List and Description	Enter a name and description for the distribution list. These appear in the selection list for the Distribution List field on the Survey Setup - Recipients page.
User ID	Insert rows in the Users grid, and specify the ID of each user who belongs to the distribution list.

To specify the distribution lists for a survey, use the Survey Setup - Recipients page.

See Defining Recipients and Distributing Surveys.

Establishing Response Types

Access the Response Type page (Portal Administration, Survey, Response Type).

Response Type ID	Enter an identifier for the response type.
Description	Enter a description for the response type. The description appears in the selection list for the Response Type field for a question when you define a survey by using the Survey Setup page.

Responses

To specify the valid responses for this response type, add rows in the Response grid, and complete the following fields:

When you establish questions during survey setup, you can only select response types that have defined responses. Response types that have been saved but have no responses defined do not appear in the selection list for the Response Type ID field on the Survey Setup page.

Creating and Distributing Surveys

This section provides an overview of survey distribution and discusses how to:

• Create surveys.

• Define recipients and distribute surveys.

Understanding Survey Distribution

Once a survey is distributed, it becomes locked and no new questions can be added; however, you can still add new recipients and send them the survey, or copy the survey to create a new survey.

When surveys are distributed, the system sends recipients an email informing them that there is a survey that they need to complete, with a link to their survey. A blind carbon copy (BCC) option is available, to prevent the system from displaying the recipient names in the email that is generated. Recipients can click the link to access the survey and complete their responses to each question. Survey questions appear in ascending order based on the sequence number that was specified for each question when the survey was defined. The survey can be saved and edited by the recipients as needed while it is being worked on. After it is complete, the recipient submits it. Once submitted, the survey can't be modified. During this procedure, the system updates the survey status accordingly, assigning one of the following values:

• Not Started.

  The initial value for a survey when it is distributed.

• In Progress.

  The assigned value once a recipient saves a distributed survey.

• Completed.

  The assigned value once a recipient completes and submits a distributed survey.

Pages Used to Create and Distribute Surveys

Creating Surveys

Access the Survey Setup page (Portal Administration, Survey, Maintain Surveys, Survey Setup).

To set up a survey:

1. Specify the survey ID, description, and requested completion date.

   Survey ID and Description	Enter a survey identifier and a description of the survey.
   Requested Complete Date	Enter the target completion date for the survey. This date does not affect any processing; it is provided only for your information. This field is unavailable for entry once the survey is sent.
   Send as BCC	Select to display only the name of the email recipient in the survey notification emails. The names of the other individuals to whom the notification was sent will not appear.

2. Define the survey questions.

   For each question, indicate the associated response type and the expected response. These fields are unavailable for entry once the survey is sent.

   For each survey question, complete the following fields:

   Sequence	Enter a numeric value to indicate the order in which the question will appear on the survey. The system displays questions in sequential ascending order using this number.
   Survey Question	Enter the text of the survey question; the system enables up to 254 characters.
   Response Type	Specify the valid response types for this question by selecting a response type description from the drop-down list box. Only response type IDs with defined responses appear in the list.
   Expected Response	Indicate the acceptable or expected results for each question by selecting an operand and a valid response (based on the specified response type).

3. Indicate who will receive the survey.

   You can use distribution lists and user IDs to define the survey recipients.

4. Save and distribute the survey.

   Save as New Survey and Save As	To create a new survey based on this survey, enter a name for the new survey, and then click Save As. A new survey definition page appears, where you can complete the survey definition. You can also copy an existing survey to create a new survey using this button.
   Send	Click to distribute the survey. You must define survey recipients by using the Survey Setup - Recipients page before you can send the survey. If you have already sent the survey, you can still add more recipients and click Send again; the system will distribute the survey to only the new recipients.

Defining Recipients and Distributing Surveys

Access the Survey Setup - Recipients page (Portal Administration, Survey, Maintain Surveys, Recipients).

You can specify survey recipients by individual user ID and by defined distribution lists.

Completing Surveys

This section discusses how to complete surveys.

Page Used to Complete Surveys

Completing Surveys

Access the Survey page (click the link from the email notification for the survey) or (Take a Survey).

To complete the survey:

1. Select the answer to each question from the drop-down list box.

2. Save the survey if you need to finish it at a later time.

   The system stores your in-progress work.

3. Click Submit to indicate that you have completed the survey.

Once you submit the survey, you can't modify any answers.

Reviewing Survey Results

This section provides an overview of survey results and discusses how to:

• Review overall survey responses.

• View response details.

• Review survey status by user.

• Review an individual's survey responses.

Understanding Survey Results

The Survey Summary component (EO_PE_SV_SUMMARY) displays survey results. It enables you to:

• View the completion status of a survey.

• View the response percentages for each question.

• View the list of recipients who chose a particular response.

• View individual responses.

Pages Used to Review Survey Results

Reviewing Overall Survey Responses

Access the Survey Summary page (Portal Administration, Survey, Survey Summary, Survey Summary).

Survey Status

Completed Survey Results

For each survey question, the system displays the results, distributed by response.

Viewing Response Details

Access the Response Detail page (click the link for the response on the Survey Summary page).

This page lists all users who responded to the survey question with a particular answer.

Click a user ID to access the User Response page, where you can review the user's response to all survey questions.

Reviewing Survey Status by User

Access the Survey Summary - Recipients page (Portal Administration, Survey, Survey Summary, Recipients).

Survey Status

This group box details the current status of the survey.

See Reviewing Overall Survey Responses.

Status

Reviewing an Individual's Survey Responses

Access the User Response page (click the link for the user ID on the Recipients page).

This page lists the user's current responses to each question. Click the user ID description to access the Contact Information page for this individual, and send the individual an email.