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Active User Manual

1. 16 IUE E UNG 18 3 3 2 VALIDATION MM 18 3 3 9 REQUIRF O QUESTIONS NR 19 33A CROSS 20 Z CREATING A FOLDER cee E E M ME LIE 20 9 CREATING OURVEYG seiren 22 5 1 THE FIVE TYPES OF SURVEYS 24 5 1 1 PAPER BASED SURVEYS 24 S12 ONLINE SURVEY S 27 5 1 3 HYBRID SURVEYS TRENT 28 S828 EXIRA OPTION oiana E E 30 5 2 1 QUESTIONNAIRE NUMBERING USING BATCH PRINTING eene 30 DATA at 31 6 ADMINISTRATING AND CONDUCTING SURVEYS 32 ACTIONSUN Fe SURVEY 34 6 2 MANAGING AND CONDUCTING PAPER BASED SURVEYS 40 6 2 1 PRINTING QUESTIONNAIRES I ee 40 0 2 2 SCANNING QUESTIONNAIRES Ruth ig os 42 6 2 3 READING THE QUESTIONNAIRES 44 VERIFICATION 45 6 2 5 MANUAL CAPTURING OF HANDWRITTEN COMMENTS eene hene 49 6 3 MANAGING AND CONDUCTING ONLINE SURVEYS eene nennen rrn rsen sean sna 50 0 3 1 ONLINE SURVEY PREVIEW ssiuniuukc etit xeu E EK
2. sse sese ses seat ese reas e t ranas 67 65 ADT 71 7 3 EXPORTING DATA TO CSV SPHINX SPSS 73 1 3 1 RAW DATA IN SPSS FORMAT RE uu 73 7 3 2 RAW DATA IN CSV FORMAT 73 7 3 3 RAW DATA IN SPHINX FORMAT cccccccceceecceceeeeeeusueceeueeeueeuceuuueaseuueeuueaueeeeeueeeaueaueeneneeees 74 6 QUESTION LIBRARY area ee m re ee 74 SETTINGS AND INFORMATION 80 80 80 2 QUALITY MANAGEMENT cccccecccecccececececeueeeeceeeseuueeuceeueeuueecuueeueuaeeuueaeeuaeeuuueeueaueeuueaueaueeueusaueaaeenes 81 SCT 82 2 1 1 DEFINITION OF SPECIAL SEARCH AND TABLE CONFIGURATIONS 85 2 2 REPORT DISPATCH FOR QUALITY MANAGEMENT c cccccecseeseeeeeecseeeeeusuuesueueuueeuseeueeaueaueeneueaees 89 3 MAIN MENU INFO M EE 90 ___________ 90 3 2 OY STEMANFORMATION MN RT 91 4 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Notes on Terminology and Typography A Preparation and General Notes This manual addresses the specific ques
3. In this case after evaluation the status of the sur vey is shown as Data deleted The results of the survey are no longer available on the EvaSys server You have automatically received an email of the evaluation after the scanning process Survey created on The date on which the survey was created 2013 Electric Paper Evaluationssysteme GmbH 33 EvaSys V Administrating and Conducting Surveys Survey Automation Suite Last data collection on The date on which data was last received No of collectedquestionnaires The number of captured questionnaires is displayed here A multiple paged question naire is valued as 1 In online surveys the number of responses appears behind this number Notes if available The last note on the survey registered is displayed 6 1 Actions in a Survey In the bottom left area different actions regarding surveys are available and on the bottom right you can as soon as data is available select reports and export for mats Survey Details TE Survey Conduct of Negotiations 28 Folder Survey 2013 QQ Type Online using PSWDs No of P 5 5 PSWDSs are still available A No of PSWD 17 of 25 PSWD ill availabl uz Questionnaire sem13 tatus ta available report available Hs Data available ilabl Survey Created on 08 12 2013 at 13 43 14 Last data collection On 08 15 2013 at 15 46 37 No of Returns 5 of 25 generated PSWDs Contingent of feedba
4. 2013 Electric Paper Evaluationssysteme GmbH 69 EvaSys V Survey Automation Suite Working with the Data of the Active User As described above first select the criteria Gender with the value female In a sec ond step select the criteria Age with the value 1 18 29 Your default criteria com bination now consists of two criteria Question Operator Value Options Default criteria combination Which gender do you belong to y 2 female x And v Whatis your age 1 18 29 X Figure 88 Criteria Combination By linking the questions with the operator And both conditions have to apply if the survey results are supposed to be included into the subgroup report If you create a subgroup report which contains the results of the participants who are either male or study physics as main subject please select the operator Or Default criteria combination Which gender do you belong to What is your age Figure 89 Operator of Two Criteria oubsequently as you are familiar with assign a meaningful name opt for or against the inclusion of the open questions in the subgroup report and click on the button Create The subgroup report now appears in the list of reports Surveys in Folder Survey 2013 _ Help Type Name Status Lock Form Created Processed 2 9 RS Del Report Export female 18 29 from Data EN Principles of NER x q semi3 08 15 2013 08 15 2013 010 DO ug auum Rhetorik fem
5. 2013 Electric Paper Evaluationssysteme GmbH 47 EvaSys V Administrating and Conducting Surveys Survey Automation Suite If the NonForms are deleted after finishing the manual verification the verification must be closed by clicking on the Edit button Now all results of the batch are written to the database and the evaluation can be called up from EvaSys Automatic Verification In order to speed up verification it is possible to have certain cases automatically ver ified by the WebVerifier The prerequisite for this is that the administrator has switched on this option in the settings System Settings Functions Automatic verification A column with the icon for Automatic Verification appears Under the column you can select the batchs which are to be dealt with by the automatic verification Verification amp O X Figure 58 Automatic verification After clicking on the button a selection window opens by which the settings for the verification can be defined Options for the automatic verification Please select the actions to be carried out in the automatic verification ro valid checkbox found invalid One checkmark and correction s found Automatically verify all questions except ICR questions Complete automatic verification of the selected batch Cancel Figure 59 Selection Fields for Automatic Verification The following options are available e No valid checkb
6. The questionnaires of paper based surveys are captured by de central scanstations operated by the users themselves The scanning process is so simple to manage that no instruction is required Of course it is not possible that active users can see each other s results Only the active user himself and the administrator can gain insight to the data 1 Notes on Terminology and Typography The EvaSys Survey Automation Suite is available in three derivatives with different system languages The same user type will be named differently depending on the suite used and the system language that has been set e Education Suite English Higher Education Instructor e Healthcare Suite English Neutral Project Project Manager e Corporate Suite English Seminar Provider Trainer In this manual the term active user will be exclusively used as an umbrella term for these different user names Explanations are visualized through illustrations In more complex windows red eclipses rectangles usually show which elements the comments in the text relate to 2013 Electric Paper Evaluationssysteme GmbH 5 EvaSys V Manuals Survey Automation Suite Menu names are set in quotation marks menu name Buttons are set in angular brackets button Three symbols alert you to important elements in the manual Notes Hints and Examples are important elements of the manual and are highlighted with borders and shading in PDF format t
7. 36 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Administrating and Conducting Surveys Move Survey At any time you can move surveys you have created from one folder to another To move a survey click on the folder containing the survey you wish to move Then click on the name of the survey you wish to move You will automatically be directed to the details of your survey There click on the option Move Survey Now the survey can e either be moved to an existing folder by selecting the relevant folder from the drop down list in the area Folder e or you create a new folder Enter the name of the new folder in the area Create in a new folder In both cases confirm moving the survey by clicking on the OK button Delete Survey This command deletes all data connected with the selected survey Before executing this command you should ensure that the raw data and the evaluation file of the sur vey are saved on your computer Deleting a survey in EvaSys is irrevocable and can not be restored Request certificate for evaluation This command shows a PDF document in a new window which can be used as a tificate for conducting an evaluation This option is only displayed if the administrator has activated the function in the system settings Request certificate of results This command displays a PDF document in a new window that can be used to certify that an evaluati
8. In the hard copy procedure questionnaires personalized for individual surveys are printed from the details of the survey or the survey list or the PDF file is recalled so as to be passed on to the print shop Document Quality The quality of the paper used as well as the print image itself is a key factor in the sub sequent scanning and processing You should refrain from making copies question naires should always be printed We advise against using gray recycled paper or colored paper due to the gray shading that occurs When producing questionnaires on non commercial printers or copiers please ensure that the printer driver is set to A4 and there is no page scaling i e options such as fit to page must be deactivated 2013 Electric Paper Evaluationssysteme GmbH 41 EvaSys V Survey Automation Suite Administrating and Conducting Surveys Notice for printing Form sem13 Survey Principles of Rhetorik Please only print on white paper and dea Printer Name Plator HP LaserJet 2200 Status Comments and Forms Type HP LaserJet 2200 Series PCL 6 Document and Stamps Print Range ES Current view L ent p age Pages Subset All pages in range Page Handling Copies 1 Page Scaling None Auto Rotate and Center Choose Paper Source by PDF page size _ Print to fle Document 8 5 x 11 0 in Print color as black Paper 8 5 11 0
9. Principles of Rhetorik Inprogress Ea a iz 13 08 09 2013 D X or mn p 5 Figure 26 Newly Created Survey in the Survey List Creating a Survey Directly If the survey is created via the function Actions Surveys Generate Survey or the quick start page in the first step you are asked to select a folder or create a new folder for the survey Create new Survey Use an existing folder Survey 2013 m Create new folder Folder name Own questionnaires Name Preview Pages Engine Description Quest 2 t 4 VF Editor Evaluation Questionnaire Template 5 13 ap VF Editor Seminar Evaluation Figure 27 Generate Survey directly You can select a folder via the drop down menu in the folder selection If you want to create a new folder you have to enter a folder name in the entry box The further process works analogously to the process of creating a survey in an exist ing folder as described above 5 1 Five Types of Surveys 5 1 1 Paper Based Surveys Hard Copy Surveys In this case you get a personalized questionnaire in PDF format By means of the automatically filled header area the barcode and the survey ID this questionnaire can be unambiguously assigned to a specific survey You then have to reproduce this questionnaire yourself gt Open the survey details by clicking on the survey name then Create Questionnaires The form is then displayed in the
10. Progress Bar The current status is shown in a progress bar in the upper right The green area denotes questions already verified the red area those still to be corrected Addition ally the number of these questions is shown too On the left of the status bar the status reports from the VividForms reader are shown The three most common warning messages are e The filling degree of a check box is border line e No valid check box was found e The filling degree of a check box exceeds the allowed value Check mark dis counted In the top area a view of the original scanned question is shown with the revision view below that In the revision view you can see the solution suggested by the Vivid Forms Reader By clicking on the image it is enlarged and displayed in a separate window 46 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Administrating and Conducting Surveys In the next figure you can see a scaled question in which the fill value of the marked box is below the threshold for positively recognized markings The cross is therefore marked as uncertain and shown in the verification 2 5 After taking this course am interested in taking g oa OX o others in this field Scaled Question After taking this course am interested in taking i others in this field 0 cD oo Figure 56 Correcting a Scaled Question As no clear marking or shading density wa
11. yourself and save them One of these self defined searches can then be saved as the new default search When you next login at EvaSys this self defined default search will automatically be used To define a search use the menu Options to arrive at all the necessary functions These are Dimension Search Field Standard VW 1 Field selection Field order Save search Delete search Figure 110 QM Views Special Search Configuration e Search This is the search mode in which you will use the table view e Field selection Here you can select those database fields you would like to use in your search e Field order This allows you to determine or change the sequence of columns selected in field selection e Save search This function allows you to save the current search settings under a name you enter or to replace an existing search e Delete search This function lets you remove self defined search settings 2013 Electric Paper Evaluationssysteme GmbH 85 EvaSys V Survey Automation Suite Quality Management Defining the Display and Search Fields Using Field selection in the option field will display the database fields defined for the current search In this example the fields are from the pre set default search The fields appear twice In the upper area the fields needed for the table view are marked In the lower area those fields appear which are to be searched using the Search field T
12. 2 female was added The condition is that this value must be met exactly indicated by the sign in the column operator Question Operator Value Options Default criteria combination Which gender do you belong to 2 female x Figure 86 Criteria female Was Successfully Selected Depending on what questiontype the selected question belongs to you can select a in the column Operator or select other operators too In scaled and matrix ques tions as well as the there is lt gt and lt and gt You can change the value of the criterion here at any time select for example all male participants instead of all female participants Simply click on the arrow of the drop down menu for the value of your selected question Question Operator Value Options Default criteria combination Which gender do you belong to y 2 female x 1 male Figure 87 Changing the Value from female to male Furthermore you can delete the selected criterion at any time by clicking on the red cross in the column Options You can also create a subgroup report for all female respondents with a simple sub group there is no need to combine criteria You can however combine this criterion with others for example with the major subject In this way you can create a subgroup report on all female participants who have entered chemistry as their main subject
13. 2 Electric Paper a EVALUATIONSSYSTEME 2013 10 EvaSys V Survey Automation Suite Active User Manual V6 0 Imprint Electric Paper Evaluationssysteme GmbH Konrad Zuse Allee 13 21337 Luneburg Germany Phone 49 4131 7360 0 Telefax 49 4131 7360 60 Email info evasys de Managing Director Sven Meyer USt IdNr DE 179 384 158 Handelsregister HRB Nr 1604 L neburg Edited by Sandra Blomeyer Dr Iris Hille Simone Hoppner Welcher Bernd Rover Ulrike Schiefelbein 2013 Electric Paper Evaluationssysteme GmbH The manual is protected by copyright Subject to change without notice EvaSys V Survey Automation Suite Table of Content A PREPARATION AND GENERAL NOTES 5 1 NOTES ON TERMINOLOGY AND TYPOGRAPHY cccccccceceseceeeceeueceueceueceeeueeuaseeeueeuueeueeeueeeeeeeeeueeneeenenees 5 AMINO ane E a 6 SN FUNDAMENTAL ERIM EO Tom 8 4 CREATING 508 5 5 sae a 9 B YOUR EVALUATION PROCESS 11 T LOGGING INTO EVAOYS 11 2 ADJUSTING YOUR INDIVIDUAL PROFILE Tint PP DUROS 12 ADAPTING AND CREATING QUESTIONNAIRES Ime 13 3 1 SYSTEM WIDE QUESTIONNAIRES 13 3 2 USING TEMPLATEG 13 3 3 INDIVIDUAL QUESTIONNAIRES
14. Acrobat Reader and can be printed via the print function 24 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Creati Ng Su rveys Carlos Hemandez Principles of Rhetorik Markasshown Please use a bal point pen cx a thin felt This form will be processed automatically Correction Please follow the examples shown on the let hand side to help optimize the reading results 11 What is your age 18 29 30 39 0 40 49 50 59 60 69 Older than 69 1 2 Which gender do you belong to male female 1 3 How many terms have you been 0 far 01 02 O3 04 05 06 0 7 09 D 10 11 More than 11 14 Do you already have a university degree yes no or a degree of another institute in tertiary education Strongly Strongly Disagree Agree 21 This course was worth the effort involved DO 22 lleamed a lot in this course 23 leamed more in this course than in others 2 4 This course was extremely valuable to my education u Oo 2 5 After taking this course am interested in taking OOO others in this field 2 6 This was an excellent course 2 7 This was of the best courses have ever taken 2 8 would recommend this course to my friends DO 29 This course has had a profound impact on 2 10 This course has given me n
15. Figure 95 Deleting a Survey for Which Dynamic Subgroups Exist 72 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Working with the Data of the Active User 7 3 Exporting data to CSV SPHINX SPSS oo to further evaluate your data these can be exported to CSV SPHINX if licensed and SPSS at any time They are to be found in the survey list as well as below the survey details by clicking on the survey name you reach the survey details Note First open the PDF report Otherwise the raw data may not be shown or may not be current Conduct of Negotiations uci 0242 2 5 Practise In progress Senate 08 12 2013 x Negotatioqs Nm af qsemi3 08 12 2013 08 15 2013 005 O X d Mises In progress 13 08 12 2013 X 2 Principles of Rhetorik NE af 3 08 12 2013 08 15 2013 018 O X p available Figure 96 Export Options Folder View Raw data can be exported in three different formats om Raw data in SPSS format Codebook m Raw data in CSV format Codebook Figure 97 Export Options Details of a Survey The button Codebook shows you which content of the questionnaire corresponds to which value in the raw data This helps you to correctly interpret the raw data 7 3 1 Raw Data in SPSS Format Should you wish to continue using the survey data in SPSS the SPSS export function is at your disposal Click on the text and in the di
16. GmbH EvaSys V Survey Automation Suite Qual ity Ma nt Make own utilization statistics available for other instructors trainers The information contained in the utilization statistics concerning for example the number of scanned questionnaires and number of surveys can be viewed by your col leagues if you permit it Otherwise only the administrator can view the utilization statis tics After the scanning operation automatically generate email with message or report only paper survey You can automatically send emails also with reports after the forms have been scanned The email will be sent to the email address given in your profile If the email does not have a report file then it is a matter of system configuration A message text or in addition a PDF report and or CSV raw data can be sent This setting is made by the administrator Close the survey after the scanning operation Surveys can be highlighted as either ended or not yet ended This function allows you to collect data in a number of scanning operations in different periods of time e g when returns come in waves If you are sure that you will not need further scanning operations after the first scanning operation then you can answer this question with yes Keep survey data after analysis in the system only paper survey The survey data is stored in the EvaSys database after it has been captured The sur vey data can b
17. Please bear in mind that required questions cross tabulations and online survey designs cannot be copied when copying the template into the form management Figure 10 Questionnaire Templates After copying the Form Management is opened automatically This contains the questionnaire that has just been copied The reference Template will be automati cally attached to the heading indicating that the questionnaire comes from a template 14 2013 Electric Paper Evaluationssysteme GmbH V Survey Automation Suite Adapting and Creating Questionnaires Using the icon in the column Use Template you can edit the questionnaire in the VividForms Editor N Form Management E Actions Abbreviation Title Pages Date Engine Recognition PN vns sen Set g Py po Evaluation 06 19 2013 Quest_2 Questionnaire 1 at VF Editor X ID x twa ate Template 15 04 44 Course Evaluation 08 09 2013 l train2_en1 Questionnaire 4 at VF Editor x E x n Template 16 05 05 Figure 11 Form Management Course Evaluation Questionnaire Template electric Paper ORGANIZATION AUTHOR SUBUNIT SURVEY Mark as shown Please use a ball point pen or a thin felt tip This form will be processed automatically Correction Please follow the examples shown to help optimize the reading results Dear Participant We are very interested in your opinio
18. REFRESH or RELOAD FS as this results in the submission being repeated There are 22 PSWDs available Recipient miilerGexample com brown example com gurtierrez example con Sender name Carlos Hernandez Sender email hernandez example com Figure 64 Entering of Participants Email Addresses The addresses must be separated from one another by a paragraph In order to receive a meaningful response rate later the number of addresses should be identical to the number of PSWDs generated It is also possible however to enter a smaller number of email addresses If the number of email addresses entered is higher than the number of PSWDs then no emails will be sent to the addresses listed after the last PSWD When all the addresses have been entered click Submit 52 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Administrating and Conducting Surveys An email text will be displayed which you can adjust according to your needs Edit Email Text Subject Online survey B I U xXX k 0 7 5 Font Size v a Ihis email entitles you to vote in online survey Please follow the link and use the PSWD displayed as identification Ihe PSWD reads PSWD Voting under SERVER Yours Sincerely The evaluation office Note This email has been created automatically The password indicated in this E MAIL cannot be traced to you Your vote is anon
19. Templates i Create Questionnaire Question Library Processing Web based questionnaire editor for quick and easy A professional questionnaire designer offering multiple of Verification design of questionnaires with limited layout options layout options When first executed the application will be transferred to your local system This may take a few Additional Reports minutes Should your browser present a file open that file to start the designer Figure 13 Accessing the VividForms Editor and Designer Exact instructions on creating a questionnaire with the VividForms Editor can be found in the manual Creating Questionnaires with VividForms accessed in the Infos Help section Exact instructions on creating a questionnaire with the VividForms Designer can be found in the manual which is available in the VividForms Designer 16 2013 Electric Paper Evaluationssysteme GmbH EvaSys G ivey Automation Suite Adapting and Creating Questionnaires You can find all the questionnaires that have already been created in the menu Actions Questionnaires Own Questionnaire In this view you can copy delete edit or export questionnaires gt Form Management Actions Abbreviation Title Date Engine skal Settings Copy Delete Preview Export Edit Evaluation 06 19 2013 oer ay Te Quest 2 Questionnaire 1 VF Editor x Template 15 0
20. URL online survey SERVER PSWD PSWD Mark as shown LIBILIL L MARK Correction CORRECTION Figure 31 Questionnaire Header with QR Code Note A hybrid questionnaire is only useful if the paper questionnaire includes a place holder for the PSWD Once the hybrid questionnaire has been created using the menu Generate Surveys in the main menu Subunits it will appear in the survey list You can recognize the hybrid questionnaire by its icon a combination of a globe and a pencil Surveys in Folder Survey 2013 Type Name Status Lock Form Created Processed Forms RS Del Report Export amp Conduct of Negotiations Practise In progress m qu semi3 hy 08 12 2013 5 9 X Conduct of Negotiations T progress 807 3 08 12 2013 9 X rm mB _ Principles of Presentation In progress E ma semi3 08 12 2013 D X om st id Principles of Rhetorik In progress a uz 13 08 12 2013 9 X rm me Crestenew Survey Figure 32 View Hybrid Survey 28 2013 Electric Paper Evaluationssysteme GmbH EvaSys Survey Automation Suite Creati Ng Su rveys Click on the name of the survey to access the survey details You will see a variety of options for printing the questionnaire and or sending PSWDs There are two basic ways to carry out a hybrid survey e Send the PSWDs to participants the paper questionnaire is attached to the email to print out as an alternati
21. You receive access rights from the administrator The web address looks something like this lt evasys serveraddress gt indexeva php Version 6 0 User name Password OK Figure 6 Access for Active Users User name and password are requested When applying access restrictions access to this page is only possible from computers which are included in the defined IP address range for users After logging into the system the start page opens Here you will find the three main menus Actions Settings and Info with the corresponding functions as well as a quick start page By clicking the logo in the upper left corner you can get back to the quick start page at any time 2013 Electric Paper Evaluationssysteme GmbH 11 EvaSys Adjusting Your Individual Profile Survey Automation Suite Department Training 513 Welcome to EvaSys Carlos Hernandez Welcome to EvaSys Inspractor You are now in the Quick Start On this page you have direct access to your folders actions and manuals Click on the logo in the upper left corner to come back to this Quick Start view Surveys You will find further information in the Manuals section We wish you success Foklers Surveys y Actions List of Folders Scheduled Tasks Show New Questionnaire Create Question Library x Generate Survey Scheduled Tasks Questionnaires Own Questionnaires New Survey Create Verificati
22. added since the last login of the user and shows the average quality index attained by each group By clicking on the group s name a pie chart appears in the adjacent Diagram area showing as a graphic the distribution of reports according to the quality index that has been reached um g Quasty All Reports 50 02 64 2 o Reports for 5513 1 Reports for 5510 Reports since the last login 2013 08 21 09 11 51 Figure 104 QM Views Start Page Area Statistics and Diagram In the middle of the page ten surveys with the highest and lowest quality indexes are presented in a table The corresponding PDF reports to these surveys can be retrieved by clicking on the PDF icon in the Report column QA Survey Description Report QA Survey Description Report 9 100 Leadership Development ma 68 Leadership Development 9 9 58 Leadership Development i 100 Leadership Development oat Figure 105 QM Views Start Page Highest and Lowest Quality Indexes At the bottom of the window the users previous searches in the QM views are saved and displayed By clicking on the name of the search the saved view is directly accessed 82 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Quality Management A click on the adjacent button Continue to table view leads to a complete overview of all the surveys that have been defined for the
23. data on which the report should be based Here all defined searches saved in the QM Views are available to you so that reports can be generated while filtering a limited number of surveys Optionally the data period can be restricted i e a period can be defined from which the presented data should originate In this way for example for weekly reports only the relevant events of the past week are presented in the report If a period is not specified all data from the database are used Furthermore the date for the first report dispatch and the dispatch cycle are defined as well as the report recipient being defined from a list of users in the system with the account type professor or dean 2013 Electric Paper Evaluationssysteme GmbH 89 EvaSys V H 5 Main Menu nfo Survey Automation Suite By clicking on the New button the report settings are saved and the report will be presented in the report list igi Report Dispatch for Quality Management E Report Dispatch cycle Next run time Actions 5513 all 1 Months 09 01 2013 at 11 32 00 2 A b X Figure 117 QM Report Dispatch Report List In the Actions section the report can if necessary be disabled via the clock symbol by using the pencil symbol it can be edited or deleted by clicking on the cross Via the PDF symbol a preview of the report is available on the basis of current database 55713 Dispatch 1 Daia period 1 Morin
24. displayed if he has no access at all none of the options are displayed Carlos Hernandez instructor Carlos Hernandez instructor Surveys on Folders Carlos Hernandez instructor Surveys ou Folders Generate Survey O Scheduled Tasks x Generate Survey Surveys 7 Scheduled Tasks Folders E Questionnaires Questionnaires D Generate Survey i Own Questionnaires Generate Survey 2 Questionnaire i Own Questionnaires O scheduled lasks Templates Questionnaire Create Questionnaire Templates Questionnaires 4 Question Library p Question Library li Question Library Processing Processing Processing Verification Verification Verification Figure 4 Possible Access to Questionnaires or Templates a c 2013 Electric Paper Evaluationssysteme GmbH 9 EvaSys V Survey Automation Suite Creating Active Users e After evaluation can an active user see as to how far his surveys fulfill quality guidelines or even those of his subunit or possibly additional subunits or even those of the complete system QM Views No QM Views No QM Views Only own surveys Only own subunit Unrestricted access Figure 5 User Access to the QM Views 10 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Logging into EvaSys B Your Evaluation Process 1 Logging into EvaSys
25. in 11 1 Do not show help again Show Questionnaire Figure 49 Print Options 6 2 2 Scanning Questionnaires Capturing is conducted with the EvaSys Scanstation software After a few configuration settings this software can be used on PCs where a docu ment scanner is connected via SCSI or USB Communication with the scanner takes place via the TWAIN protocol For other settings please refer to the scanstation manual or contact support 42 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Administrating and Conducting Surveys Fundamental Guidelines for Scanning Before beginning the scan process please ensure that the following conditions are met It is recommended capturing only those questionnaires from one survey in one scan operation These returns of a survey are known as a batch If there are more forms at hand than fit into the feeder the next part of the batch is fed in after reading the first and the scan process is continued Place the forms in the feeder as shown in the illustration Figure 50 Correctly inserted questionnaires In the cover sheet procedure the cover sheet must be scanned first The quires should be sorted in order and if the forms consist of more than one page each always be scanned on both sides Should multiple page questionnaires get mixed up processing is still possible and the end result remains coherent In this case however correct
26. numerous surveys In this case it is a PDF file which contains the questionnaire and determines the questions and answer possibilities to be included in the ques tionnaire and how they appear You can create paper based and online surveys with this template In the case of online surveys with VividForms questionnaires the design is not defined by the questionnaire but by online survey templates other hand when creating a survey you will of course receive a specific questionnaire which you can use to distribute to all participants NonForms A NonForm is a scanned page which is not recognized as a form This happens for example if you e scan a questionnaire which is not yet included in the EvaSys recognition set Then the VividForms reader can not read this form and it will be treated as an unrecog nized form scan EvaSys form whose barcode has been manipulated This form can no lon ger be recognized scan something completely different for example to test the scanner These graphic files will of course be treated as NonForms Survey Survey Procedure In EvaSys a survey is a process based on a questionnaire To generate a survey you must first select a questionnaire which exists in the system and apply it to the survey The result of this is that a copy of the questionnaire template is created and connected with the survey hard copy procedure or a cover page is created for the survey which completes t
27. online survey can be activated in the details of a survey Actions g Show PSWDs in browser Receive PSWDs by email Send PSWDs by email to respondents Download PSWDs in CSV File ui Generate PSWDs 0 Generate amp Preview online survey Online Layout Use questionnaire defa d 00K Scheduled Tasks af Finish Data Collection Close Survey w Rename Survey Restore Survey Z3 Move Survey Delete Survey Edit Show notes Figure 66 Activating Scheduled Tasks After generating the survey the scheduled tasks can be defined one after the other 54 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Administrating and Conducting Surveys The name and number of the survey can be seen in the header area Directly under neath the header area the three actions of the online survey can be individually acti vated and controlled With a mouse click on the button Edit you can reach the desired action After generating the survey all actions are by default deactivated By clicking on Activate the action can be activated Scheduled Tasks Conduct of Negotiations sem13 5513 1 PSWD to respondents 2 Online survey reminder 3 Response Rate Notification 4 Finish survey 08 22 2013 at 11 58 00 Deactivated 09 05 2013 at 11 59 00 09 12 2013 at 11 59 00 Date 08 22 2013 at 11 58 00 Hate Please note that due to the execution 21 additional t
28. questions and click on Save The selected questions will be displayed with a blue background 3 3 4 Cross Tabulations In order to use cross tabulations this function must be activated by the administrator Select from both lists the variables you would like to use You can use scaled ques tions as well as single choice questions with as many as eleven choices Cross tabulations New cross Question 1 What is your age tabulation Question 2 Please grade the instructor for this course Figure 18 Create Cross Tabulations The upper question is displayed in the X axis while the lower question is found in the Y axis of the matrix The number of cross tabulations possible is unlimited In the PDF report two cross tabulations per page will be displayed 4 Creating a Folder After changing access dataand possibly creating a questionnaire the active user needs to create a folder so as to work expediently The folder structures the surveys of the user Therefore the structure should reflect the use of this account For example the structure could be ordered by e Evaluation period e g Semester if handling regularly recurring surveys e g Sur veys 5512 Surveys WS12 13 Surveys 5513 e Type of survey e g for the case where surveys do not recur regularly Survey research Project XY Survey Empirical Census YZ e Student projects for the cases where you allow access Degree Dissertation John Doe
29. results of an evaluation based on subgroups can only be achieved by using questionnaire numbering in the batch events Now start the scanning process As a rule capturing is done in duplex so the front and rear of each page is scanned at the same time each being counted as one page Therefore if you scan 12 pages each printed on one side in duplex the following dia log appears reporting that 24 pages have been captured Empty pages are automati cally deleted there are no adverse effects to the capturing If you wish to capture more batches select Continue scanning If you have finished scanning select Finish batch The scanned forms are transmit ted to the EvaSys server further evaluation continues automatically To scan further surveys click once more on Scan in the main window 2013 Electric Paper Evaluationssysteme GmbH 43 EvaSys V Survey Automation Suite Administrating and Conducting Surveys If the scanning process contained errors click on Discard batch to wipe out the data of the current scan process and repeat the capturing as a new scanning process Scanning process completed You have scanned 8 pages Would you like to continue scanning pages from this batch release this batch for further processing or discard it TETTE Fries batch _ Figure 51 Batch confirmation dialog 6 2 3 Reading the Questionnaires The scanned batch is processed using the VividForms Reader The R
30. start a complete analysis of the results in Sphinx 8 Question Library For your work with the VividForms Editor you can use a question library i e a pool of predefined questions which can be complemented by your own questions The question library can be found in the menu Actions Questionnaire Different editing functions as well as functions for import and export are available here Also a print preview of all question groups and questions can be accessed Department Irainin Settings into P 9 v EvaSys Poca Surrey Au Me User Defined question library __ I Editing View of the Question Library Actions Carlos Hernandez n eee l um venum SC Do you already have a university degree or a degree of another institute in tertiary educatior Public Speaker Evaluation Carlos Hernandez Group surveys f Questions about you Question we X x gl Folkers sc Do you already have a university degree or a degree of another institute in tertiary educatior gl Survey 2012 sc How many terms have you been studying so far Survey 2013 sc Main subject Generate Survey Scheduled Tasks Questonnaires 47 Own Questionnaires Questionnaire Templates Create Questionnaire 4 Question Library Processing Verification GR What is the grade of your last school graduation What is your age sc What is your age sc What is your age sc Which
31. the calendar The date and time when the emails should be sent can be chosen here The handling of the calendar is described at the end of this chap ter All settings must be saved by clicking on the Save button Before saving the email addresses are checked for their correct syntax e g the character For technical reasons the actual existence of the email addresses cannot be checked Undelivered emails can be taken from the EvaSys logbook The email addresses are saved in the system for the purpose of reminders Task Reminder Online Survey Implied under the task Reminder Online Survey is the dispatch of a reminder email to all participants who have not yet taken part Access information can also be resent with the reminder email Selectively more than one reminder email can be sent In this case select the option Multiple reminders every X day s The system then resends reminder emails until the survey is finally closed After activating this task all the fields of the email such as the senders name subject and the text of the email can be changed Recipients are automatically read out of the system In this way all participants who have not yet completed the survey automati cally receive the email Once the start date has been determined the settings of the task have to be saved Task Response Rate Notification You can use Response Rate Notification to automatically inform one or more people if th
32. the report 14 Matrix Field Question Note For scaled questions neither mirroring nor dual scale functions can be imported or exported Column 3 Number of options In scaled questions the number of checkboxes is stored here In grade value questions and open questions this field remains empty In single choice single choice extended and multiple choice questions the number of response options is recorded In matrix field questions the number of groups in the PDF report is recorded here Column 5 Left pole In scaled questions the left pole description is recorded here In open questions you can enter the number of lines available to the survey participant for his response here In grade value questions this field remains empty In single choice single choice extended and multiple choice questions the response options are recorded here Please note the different response options must be sepa rated by a vertical line Pipe In matrix field questions enter the minimum value here 2013 Electric Paper Evaluationssysteme GmbH 77 EvaSys V Question Libra ry Survey Automation Suite Column 6 Right pole In scaled questions the right pole description is recorded here In matrix field questions enter the maximum value here For all other question types this field remains empty Column 7 Abstention In scaled questions an abstention text can be stored here For all other question types this field re
33. using the global text templates Menu System Settings Text Templates or in the text templates for the relevant questionnaire E MAIL Notification at low response rate Task Close Survey This task serves to close the online survey Once the survey is closed no further responses can be accepted The unused PSWDs become invalid and can no longer be used Informing the participants is not included in this task If required the direct submission of the evaluation document to the survey owner can be activated In this case the owner of the survey i e the active user automatically receives an email with the results of the online survey This task too is time phased with a start date and secured with Save Using the Calendar The calendar serves to select the date and time of a scheduled task August 2013 La Ecc ees s Mon Tue Wed Thu Fn Sat Sun 2 9 7 8 4 15 16 21122 23 28 29 30 Select date Figure 68 Calendar All changes to the calendar are automatically adopted in the input template behind it For this reason there is no save button in the calendar itself once the date and time have been selected it can be closed with the With a click on 2 help for using the calendar can be displayed 2013 Electric Paper Evaluationssysteme GmbH 57 EvaSys Administrating and Conducting Surveys Survey Automation Suite By means of the arrows you
34. want to create a new question or question group click on the corresponding icon in the category Group or Question The wizard opens with which you can under take the required settings Finally click on Apply The group or question is now dis played in the library Please observe that the new question is always created in the library group which is currently marked Import and Export The import into the question library as well as the export from it is achieved via a CSV file An example file for the import is included in the system System Information Sample files Question library 76 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Question Libra ry When importing the question library as a CSV file the following structure must be adhered to Ques Left Right Absten Points tion pole pole tion options text Online Table 1 Structure of the question library CSV file Column 2 The Question types are assigned numbers the following schema is valid O Scaled Question 2 Open Question 4 Grade Value Question 6 Single Choice Question with up to 11 answer options answer options located next to the question text all answer options are displayed in the report 8 Multiple Choice Question 10 Single Choice Question with any number of answer options answer options located beneath the question text only selected answer options are displayed in
35. 1 EvaSys V Working with the Data of the Active User Survey Automation Suite If new data has been captured for the main survey in the example shown Conduct of Negotiation the next time the folder is opened an automatic re calculation of the subgroups takes place Re calculation of dynamic subgroups Subgroup female from Conduct of Negotiations is being re calculated 50 90 Cancel Figure 93 Recalculation of Subgroups Once the recalculation has been completed the recalculated evaluation is immedi ately available Name status Lock Form Created Processed PM RS Del Report Export female from Data Conduct of Eum S gaysem13 08 15 2003 08 15 2013 004 O X Or gg Em Negotiations 155 female 18 29 from Data 2 Principles of a m semi3 08 15 2013 08 15 2013 010 2 X OL om Rhetorik AM Figure 94 Recalculated Dynamic Subgroup If a survey for which dynamic subgroups exist is to be deleted a message will appear asking what to do with the subgroups The choices available are either to delete these evaluations or alternatively to keep them by removing their dynamic nature x lt Delete Survey survey to delete Conduct of Negotiations Warning Deleting a survey causes deleting of all correlative data Note One ore more dynamic subgroup reports exist for this report 9 Also delete dynamic subgroup reports Keep dynamic subgroup reports
36. 26 This was excellant cours 27 This was one of the best courses have ever Taken 2 8 would recommend this course te my friends 0 2 8 This course has had a profound impact on me oO O LI 2 10 This course has given a new direction in life 3 Questions about the instructor 3 1 The instructor is always well prepared 8 Doct 3 2 The instructor explains even complex topics in a LI comprehensit e way 33 The instructor handles the technical equipment video projector etc with any problems 34 The technical equipment is excellent BO CO O O peer O abst 3 5 The technical equipment is O A nal abst 3 6 Please grade the instructor for this O OOOO O abst purse correct 3 7 Please give us your feedback about the instructor well aa suggestions for improvement Figure 52 Barcode and OMR Reading Zones 44 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Administrating and Conducting Surveys The information on the questionnaires and the survey contained in the barcode assigns the scanned questionnaires to the correct survey in the system The check boxes and open questions are processed via OMR recognition To do this the density of shading in a particular reading zone is read Based on predefined thresholds the system decides whether a cross is valid or whether the blacking out o
37. 4 44 Course Evaluation 08 09 2013 Questionnaire 4 VF Editor X ata u Template 16 05 05 Figure 14 Form Management In the menu Settings the following options can be found Validation By defining validations you can test entries to open questions and matrix fields in online surveys with value ranges and regular expressions before a survey participant can send the questionnaire see chapter 2 3 3 2 Validation Required Questions Those questions for which an answer is compulsory can be defined here see chapter 2 3 3 3 Required Questions Cross Tabulations The cross tabulations shown here will appear in the PDF report see chapter 2 3 3 4 Cross Tabulations Display Online survey Here you can define whether the questionnaire is displayed in online surveys as one page i e to scroll down option Complete to browse option Per Chapter or according to the page display in the VividForms Editor option Per Page With the option Per Chapter each question group is displayed in online surveys as one page 2013 Electric Paper Evaluationssysteme GmbH 17 EvaSys V Adapting and Creating Questionnaires Survey Acitomalior Suite Online survey display Online Layout Per Chapter Swe Complete Per Chapter Per Page Figure 15 Display Online survey 3 3 1 Filter Settings Of course you can create filter rules for online surveys To do this
38. 9 Administrating and Conducting Surveys EvaSys 6 2 Managing and Conducting Paper Based 5 veys 6 2 1 Printing Questionnaires Cover Sheet Procedure When using the cover sheet procedure the questionnaires can be produced in a print shop and called up on demand for surveys You can call up the PDF in the survey overview or in the survey details Surveys in Folder Survey 2013 Type Name Status Lock Form Created Processed E RS Del Report Conduct of Ia amp Negotiations In progress ot Practise Conduct of Data semi3 hy 08 12 2013 9 X aum Negotiations available e Principles of In progress gg 6 08 12 2013 X F Principles of Data m Rhetorik s 1 08 12 2013 08 15 2013 018 D X sem13 08 12 2003 08 15 2013 005 5 X uuu Figure 47 Calling Up the Questionnaire in PDF Format Survey Details E E Survey Principles of Presentation 28 Folder Survey 2013 Paper based Cover Sheet iz Questionnaire sem13 status In progress ready for data 7 Survey Created on 08 12 2013 at 11 56 48 Actions Finish Data Collection Close Survey Move Survey af W Rename Survey 2 X Delete Survey o Edit Show notes Figure 48 Calling Up the Cover Sheet in PDF Format 40 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Administrating and Conducting Surveys Hard Copy Procedure
39. Creating a Survey in a Folder By clicking on the folder name you get into the folder oli Listing of folders Er Date of Name Contents Rename Delete creation a 2012 0 Surveys 0 evaluated 08 09 2013 Rename x 0 Surveys 0 evaluated 08 09 2013 Rename x Figure 22 Accessing the Folder Here you can create a new Survey by clicking the button Create new Survey Surveys in Folder Survey 2013 Help Type Name Status Lock Form Created Processed Forms RS Del Report Export m 5 Figure 23 Creating a New Survey Once you have clicked on the button prompts you on the following points e Select the questionnaire to be used Create new Survey Own questionnaires Name Preview Pages Engine Description 0 Quest_2 VF Editor Evaluation Questionnaire Template sem13 gjShow 12 Editor Seminar Evaluation System wide questionnaires Name Preview Pages Engine Description DEMOFORM taShow Fa VF Editor Sample Questionnaire Quest_01 aay Show oF 4 VF Editor Evaluation Questionnaire Figure 24 Choose Questionnaires In this view your own questionnaires as well as the questionnaires which are available in the whole system are listed in separate sections Each section is sorted alphabeti cally and in ascending order 22 2013 Electric Paper Evaluationssysteme GmbH EvaSys Survey Automation Suite C reati ng 5 u rveys Select the questionnaire you want to use for your s
40. Dis n a Planning and vides a good agree Presentation overview of the topic Course Your comment 2000 Planning and on the course Presentation content General edu Name the three nitrogen cation principal argon helium ponents of air bon dioxide hydro gen General edu Describe the cation structure of water mole cules Table 2 An example of the CSV file structure when importing and exporting the question library 78 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Question Libra ry This structure is also valid for the export of the question library as a CSV file To import a question library click on Browse and select an EvaSys question library file To start the import process click on Import To export click on Export A Save as dialog appears Select a folder and click on Save To integrate question groups and questions from the library into your questionnaire please open the question library in VividForms Editor See also the separate manual Creating Questionnaires with VividForms 2013 Electric Paper Evaluationssysteme GmbH 79 EvaSys V Tools Survey Automation Suite C Settings and Information The main menu Settings contains the navigation sections Account Tools and Quality Management In the navigation section Account you can adapt your user profile chapter 2 2 Adjusting Your Individua
41. F document can be opened this contains a PSWD card on which the PSWD and the URL to the online survey are printed This card can be cut out and distributed to the participants e With the option Receive PSWDs by email the PDF document with the PSWD cards can be sent to the email address in the active user s profile e With the option Download PSWDs in CSV File a list of PSWD numbers can be accessed in CSV format e With the option Send PSWDs by email to respondents the active user can send the PSWDs by batch email directly to the survey participants To do this click in the survey details the option Send PSWDs by email to respondents 4 Show PSWDSs in browser Receive PSWDs by email Send PSWDs by email to respondents Hn Download PSWDs in CSV File Generate PSWDs Generate Preview online survey Online Layout Use questionnaire defa aoe Scheduled Tasks Finish Data Collection Close Survey Rename Survey 8 Restore Survey Z3 Move Survey Delete Survey 3 Edit Show notes Figure 63 Send PSWDs by Email to Respondents 2013 Electric Paper Evaluationssysteme GmbH 51 EvaSys Administrating and Conducting Surveys Survey Automation Suite An input mask appears into which the participants email addresses can be entered Send PSWDs by email to respondents Note After clicking on send and sending the email please do not use the browser function
42. GmbH EvaSys V Survey Automation Suite Administrating and Conducting Surveys An input dialog appears where the note can be entered Add Note Survey Conduct of Negotiations Construction noise has greatly affected the event c Figure 44 Editing a Note After clicking on Save the input is saved Now the notes symbol appears in the sur vey details next to the survey name If the mouse is rolled over the symbol the most recent note appears in a window next to the mouse pointer Conduct of Data Negotiations 4 available 7 Carlos Hernandez sf 08 12 2013 08 15 2013 Principles of ati Presentation Construction noise has greatly affected the event Principles of Rhetorik Create new Survey 08 19 2013 at 11 10 23 Figure 45 Survey with Note The notes are also displayed in the QM Views resp can be added at the end of the survey list Only the author of a note is allowed to edit it retrospectively Additionally these notes can be shown in the PDF report if the administrator has acti vated the option Show notes in the PDF report under System Settings Report Set tings Configuration Carlos Hernandez Conduct of Negotiations All notes of the survey Carlos Hernandez 08 19 2013 at 11 10 23 Construction noise has greatly affected the event Figure 46 All notes of a Survey in the PDF Report 2013 Electric Paper Evaluationssysteme GmbH 3
43. HERE EFE e sare pex ea kd a Ra ea 50 6 3 2 DISTRIBUTING AND SENDING PSWDS 51 6 3 3 CREATE AND MANAGE SCHEDULED ONLINE SURVEYS cccccecceesseceueseeueeueeueeeeesaeeeueeeaues 53 6 3 4 OVERVIEW OF PLANNED ONLINE SURVEYS 2 eene 58 7 WORKING WITH THE DATA OF THE ACTIVE USER mI emen nene nren then rs rsen rss sn nne 59 7 1 IN THE OVERVIEW OF SURVEYS IN A FOLDER RI enhn nene nentes arridet nsns e sare nai 59 7 2 IN THE DETAILS OF A SURVEY e cccccccecceecceeceecseueeeueceueceeueeeueseueceueueeaueeuaueueueeaueeaueeseueueneeeseenenens 60 7 2 1 SURVEY EVALUATION STATISTICS ONLY IN PAPER SURVEYS 60 7 2 2 RESULTS IN HTML FORMAT ssseee IRI nne Rnne menn nent trsn rises sese senis nasa se sas nnne 61 122 0 RESULTS IN PDF FORMAT 62 7 2 4 PROFILE LINE OPTIONAL ncasnsantinnisinpnasisniteninsaisaiaaniavasivsianinananatica awed eabaicannneieanrneeuialensguxamesiomnantes 63 2013 Electric Paper Evaluationssysteme GmbH 3 EvaSys V Survey Automation Suite 7 2 KIVIAT DIAGRAM OPTIONAL a Ue aeos SE pesa 64 7 2 6 MERGING EVALUATIONS remate disc MEE 65 7 2 7 EVALUATE SUBGROUP iissssssssene e ee hehehe nene eet hair se
44. If a value is marked in red the quality guideline has not been met at all if the color is yellow the value is within the range of tolerance Other colors are not applied In order to open the complete report of the survey click on To the List and in the line of the survey you are interested in on to open the PDF report If an information icon appears in the first column beside the green and red circles then this means that data is available for this survey that has not yet been incorpo rated into the quality guidelines calculation This can be the case if for example the online survey data has been entered but the PDF report has not yet been opened Click the icon to calculate the quality guidelines for this survey 84 2013 Electric Paper Evaluationssysteme GmbH EvaSys Survey Automation Suite Quality Management The quality guidelines are now newly calculated for this survey TM 03 09 2009 Z RES Ace Spanish 32 76 6 115 at 12 26 36 30 WS06 07 Narrow Sunny Engineering There is new data available for this survey which has not yet been incorporated in the 4 quality guidelines calculation Click here to update the calculation for this survey Knowledge TU 31 G 121 Figure 109 QM Views New Calculation for Single Surveys SS06 Huddle Peter Engineering 2 1 1 Definition of Special Search and Table Configurations In order to build a table according to your own specifications you can define searches
45. Qualty Program SETA AN EIC E r Es 821 2013 a iment 2 Questions about the instructor b 3 Questions about the course 4 Questions about the teaching material d 5 Questions about the studying conditions Figure 118 QM Report Report Preview 3 Main Menu Info The main menu Info opens the Info Center Here the administrator can display infor mation on the usage of EvaSys in your organization In the left navigation you will find further information in the sections Help and Sys tem Info 3 1 Help The Info Center allows the administrator to display information which is relevant for the conduction of surveys in your special organization Furthermore you will find here the Active User Manual which you have at hand and which explains how to use EvaSys as well as the Creating Questionnaires Manual in the current version Both can be downloaded as PDF files If you search for specific functions and terms we recommend you to use the CTRL F keys A search mask opens allowing you to search in the currently opened PDF file 90 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Main Menu Info 3 2 System Information In the section System Infos you are supplied with information concerning the current status of the system as well as different forms of loggings System Infos PL Log Book 1 Deliveries 32 Utilizati
46. Survey Thesis Jane Doe Survey Conferral of Doctorate Joe Bloggs Of course in the process multiple structures can be combined however tree struc tures are not possible i e one cannot create a folder within a folder 20 2013 Electric Paper Evaluationssysteme GmbH EvaSys Survey Automation Suite Creati ng a Folder To create a new folder the active user clicks the button Create new Folder os Listing of folders Contents Date of Rename creation 2 Survey 2012 0 Surveys 0 evaluated 08 09 2013 Rename Figure 19 Creating a New Folder In the dialog which follows the active user is asked for the name of the new folder At this point he enters the name Create New Folder Survey 20131 For Surveys Figure 20 Creating a New Folder Naming After confirming with OK the folder appears in the list g Listing of folders m Name Contents Ne oF Rename Delete creation Survey 2012 0 Surveys 0 evaluated 08 09 2013 Rename X 58 Survey 2013 0 Surveys 0 evaluated 08 09 2013 Rename x Figure 21 The New Folder in the Listing of Folders e Any amount of folders can be created e Folders can be renamed at any time e Folders can be deleted at any time 2013 Electric Paper Evaluationssysteme GmbH 21 EvaSys V Creatin Su rveys Survey Automation Suite 5 Creating Surveys You can create a survey directly in a folder or via the menu Actions Surveys Create Survey
47. a Survey Data on Evaluate sub group You can determine the automatic recalculation at a later date by means of the checkbox Automatically recalculate subgroup report under the name of the sub group Subgroup name female from Conduct of Negotiations Create 7 include answers to open questions Note Data compilation may take a moment Please click the button only once Automatically recalculate subgroup report Figure 91 Creating a Dynamic Subgroup Note Should this option not appear please recall the HTML or PDF report and then click on Reload Dynamic subgroups are marked by a subgroup symbol with a warning triangle Compilation 1 of Principles of Rhetorik Data available 13 08 15 2013 08 15 2013 2022 O X nz mu mm female from Conduct of Negotiations Data available m qusemi3 08 15 2013 08 15 2013 ao X CO aum female from Principles of Rhetorik Data available m 3 08 15 2013 08 15 2013 200 X uu mac 59 Conduct of Negotiations Practise In progress af mm 13 hy 08 12 2013 9 X om mB Conduct of Negotiations Data available af 3 08 12 2013 08 15 2013 2005 O X uu aiu 2 Principles of Presentation In progress y ud semi3 08 12 2013 O X mB 2 Principles of Rhetorik Web Verification af semi3 08 12 2013 9 X uum mB Figure 92 Dynamic Subgroups in the List of Surveys 2013 Electric Paper Evaluationssysteme GmbH 7
48. a new group or question in the library Actions V Public Group Xs Question mg X sx Edit Delete New question group Figure 100 Question Library Actions To edit a question use the mouse in the editing view to mark the desired question and then click on the green pencil in the area Question The Question Wizard known from work with the VividForms Editor opens Here the desired changes e g changes to the question text the answer options or the pole texts etc can be made 2013 Electric Paper Evaluationssysteme GmbH 75 V Question Li brary Survey Automation Suite Question Wizard Single Choice 2 Do you already have a university degree or a degree of another institute in tertiary education Answer options 12 5 Add option List of answer options Position of the answer options Default Questionnaire Layout Online Drop down list Mean disable calculation Picture integrate Image Figure 101 Question Library Editing Questions To edit a question group use the mouse to mark the group or any question within the group and click on the green pencil in the area Group Here too the Question Wiz ard opens and enables editing To delete or copy a group or a question mark the desired element and select the rele vant action Please observe when deleting a question group all questions contained therein are also deleted If you
49. a of the Active User EvaSys V Survey Automation Suite Select whether you want to include open questions in the report and whether question mapping in differing questionnaires should be conducted manually or automatically The last option allows you to determine whether the surveys are merged weighted or unweighted Unweighted compilations do not include open questions Unweighted reports are not available for export Finally click on Merge In the next window you can deselect individual questions which are not to be included in the report By default all questions are activated In surveys of various question naires only questions of the same textual content are automatically activated Questionnaire Comparison Result Question 18 29 30 39 40 49 50 59 60 69 Older than 69 Choice What is your age v male female iv Which gender do you belong to How many terms have you been studying so far 11213141516171819110 11 More than 11 Figure 79 Questionnaire Comparison Form sem13 sem13 sem13 By clicking on Request the compilation is generated Surveys in Folder Survey 2013 female from Conduct of Negotiations female 18 29 from Principles of Rhetorik female from Principles of Rhetorik Conduct of Negotiations Practise Conduct of Negotiations Principles of Presentation Principles of Rhetorik Status Data available Data available Data av
50. ailable Data available In progress Data available In progress Data available Lock 4 he i is lz Form sem13 13 sem13 sem13 sem13 hy sem13 sem13 sem13 Figure 80 Merged Survey in the Folder View 66 Created 08 15 2013 08 15 2013 08 15 2013 08 15 2013 08 12 2013 08 12 2013 08 12 2013 08 12 2013 Help Processed on RS Del Report Export 08 15 2013 2002 X CI Be 08 15 2013 204 D X uu 08 5 2013 200 X au 08 15 2013 200 9 X au 08 15 2013 2005 X uu wc 08 15 2013 2018 X Qm O 2013 Electric Paper Evaluationssysteme GmbH EvaSys G ivey Automation Suite Working with the Data of the Active User 7 2 7 Evaluate Subgroup If data is available from the survey of an active user the active user can create sub group reports of the surveys This means that separate reports can be created for each of the options of single choice multiple choice or scaled questions for example a report for male and a report for female students After clicking on Evaluate subgroup a list of all the closed questions in the ques tionnaire appears To the selection of several criteria for subgroup reports 2 A Questions about you What is your age 1 18 29 8 Which gend yu 2 female v How many terms have you been studying so far gt Do you al
51. ale from Data Principles of i of qgisemi3 08 15 2013 08 15 2013 00 X uu mm available Rhetorik 2 Conduct of In E ml X a Negotiations 08 12 2013 D man mE Practise progress sem13 hy Conduct of Data Comm A 9043 Dan af semi3 08 12 2013 08 12 2013 003 X uua Figure 90 Subgroup Reports Already Created 70 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Working with the Data of the Active User 7 2 8 Dynamic Subgroups The survey need not be closed when the subgroup reports are created this means that data may be still be added For this case the subgroup reports of an active instructor trainer as opposed to those of the report creator will be updated auto matically An active instructor trainer can decide whether he she wants to create a dynamic subgroup or not Dynamic subgroup reports are automatically updated when new data comes in This avoids having to repeat the creation of subgroups This func tionality is especially useful when running longer term surveys and you want to observe criteria filtered reports over the course of the survey You can always save the reports as PDFs and as such keep them available after re calculation takes place Dynamic subgroup reports are only available through instructor trainer accounts 1 report creators cannot use this function Open the details of a survey and click in the are
52. all search fields Attention this might cause long query time Figure 112 QM Views Select all Query Result Fields 86 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Quality Management Defining the Sequence of the Fields After you have selected the fields you can change their sequence by using the option Sequence fields Highlight as shown in the figure a field name and then click on lt lt up or on gt gt down Filter Selection Dimension Search Field Options Max Order fields Survey Description Returned Forms Quality Index survey ID Evaluation Date Course Description Enrollment Location Program of Study Period Last name First name Subunit Form Description Form Figure 113 QM Views Order Fields Saving Your Search Settings Now you can save your current search setting Activate the option Save search Enter name By highlighting Set as default the current search setting will be dis played every time you login Finally click on Save Search Dimension Search Field Options Max Standard ie Savesearch 50 ET Save current query configuration Set as default Query name Figure 114 QM Views Save your Search Settings 2013 Electric Paper Evaluationssysteme GmbH 87 EvaSys V Quality M anagement Survey Automation Suite Deleti
53. alogue that opens save the file to your hard drive This will create a SAV file which can now be opened using SPSS 7 3 2 Raw Data in CSV Format Should you wish to continue using the survey data in another application such as Microsoft Excel the CSV export function is at your disposal A mouse click opens a dialogue box that notifies you that you can open the file directly or save it 2013 Electric Paper Evaluationssysteme GmbH 73 EvaSys V Survey Automation Suite Question Library 7 3 3 The statistic solution Sphinx Plus is available as an extension to EvaSys With this export interface activated all surveys compilations filtering or archives can be cre ated in the Sphinx format Simply click on the text and you will see a download win dow Save the transferred zip file in a folder on the local hard disk Raw Data in Sphinx Format The data is transmitted as a ZIP file as three individual files must be transmitted Extract the ZIP file You will receive a subfolder in which there are three files Surveys 2011 English Basic Knowledge que Surveys 2011 Basic Knowledge rep Surveys 2011 English Basic Knowledge ouv Figure 98 Files for Retrieving Data in Sphinx Open the QUE file with a double mouse click Sphinx Plus will then automatically launch and open the survey As in addition to the raw data the complete content of the questionnaire is transmitted you can immediately
54. are three types of Survey Online survey PSWD procedure or Single Password survey Paper survey Cover Sheet procedure or Hardcopy procedure Hybrid survey Combination of Paper and Online survey Number of PSWDs only Online and Hybrid Surveys Number of available and generated PSWDs Questionnaire The name of the questionnaire used Click on the questionnaire name to display it when dealing with a cover sheet survey Status Surveys can have three statuses A newly generated survey receives the status In progress This means that EvaSys is waiting for the forms to be captured As no result data is at hand when in progress no evaluation can be shown When the questionnaires of a survey have been filled out and scanned in or when votes have been submitted in online surveys this is shown by the status Data avail able The raw data gained by form capturing is transferred by EvaSys into base and initial statistical calculations have already been conducted However this is only the case if verification was not activated for this survey Should the correction function have been activated the status is set to Verification The raw data is transferred to EvaSys after completion of the verification After evaluation you can have the data automatically deleted To do this go to the menu Configuration on the left and under Keep survey data alive after automatic reporting select the option
55. asks there could be small delays in processing Sender email Sender name Recipient max 22 hemandez mexample com Hemandez miller example com Referenca brownfexamplec com gurierrez example com Online survey Text B 1 U X3 iz i Ss i v 1 4 Grohe E This email entitles you to vote in an online survey Please follow the link and use the PSWD displayed identification The PSWD reads PSWD Voting under SERVER Yours Sincerely The evaluation office Note This email has been created automatically The password indicated Figure 67 Scheduled Tasks Task PSWD to Participants The online survey is started with the process PSWD to Participants This means that an email with access information is sent to the participants of the survey After clicking on Activate the following details can be defined for this email e Sender Email e Sender Name e Mail Subject e Mail Text e Recipients Email Addresses The number of email recipients is limited to the number of PSWDs available required additional PSWDs can be generated at any time in the survey details through Generate more PSWDs 2013 Electric Paper Evaluationssysteme GmbH 55 EvaSys V Administrating and Conducting Surveys Shivey Aukomelion Suite You can define the timing of the email process in the field Start Date A click on calendar icon opens
56. ate Questionnaire i Question Library Processing Pe Figure 53 Verification By clicking on the menu entry Verification an overview of the current surveys in the verifier appears O 2013 Electric Paper Evaluationssysteme GmbH 45 EvaSys V Administrating and Conducting Surveys Survey Automation Suite Jf Current surveys in Verifier _ A In Verification Survey Form Sheets progress To verify sheet NonForms AB Principles of Rhetorik 4 Oi X Question s Search for new batches Display NonForms CR x Delete ManForms MonForms have to be deleted in order to complete verification Verify automatically X Delete batch in verification Please note that the entire batch induding all raw data will be permanently m Display cover sheets only for cover sheet deleted surveys 4 In Progress Another verifier is currently verifying this batch Therefore the batch cannot be verified Entry may contain surveys in which only ICR questions are to be verified Figure 54 Surveys in the Verifier The pencil icon starts the manual verification process and opens the correction view The correction screen always shows one question to be verified You can comfortably process one question after the other until the verification of all questions in the survey has been completed 45 Filling degree of checkbox is marginal E Figure 55 Status
57. ber of one to three digits a hyphen and a word in this order will be accepted As well as the common syntax for patterns there is also the possibility of using regular expressions on the basis of Perl syntax to formulate patterns Regular expressions are often used to recognize patterns and offer a high level of flexibility e Pattern regular expression The following template choices are available three digit number word underscore number serial number simple serial number complex email address 3 3 3 Required Questions Questions for which an answer is compulsory can be configured as required ques tions When submitting a questionnaire in an online survey the system checks if all required questions have been answered If this is not the case the survey cannot be submitted unless answers to the required questions have been given Required questions Your Zip code What is the grade of your last school graduation What is your age Which gender do you belong to How many terms have you been studying so far What is your age Main subject Do you already have a university degree or a degree of another institute in tertiary education The instructor is always well prepared Figure 17 Required Questions 2013 Electric Paper Evaluationssysteme GmbH 19 EvaSys V C reatin g a Folder Survey Automation Suite To define the required questions select one or multiple
58. can change to the required year and required month Hold mouse button on any of the above buttons for faster selection You subsequently select a day in the calendar and in the line below that a time 6 3 4 Overview of planned Online Surveys In the Subunit menu under Scheduled Tasks you can view and manage all the scheduled tasks for online surveys Scheduled Tasks Help Survey Date Task Status Actions 08 22 2013 at 12 02 00 PSWD to respondents Open eo D E Conduct of Negotiations Online survey reminder Deactivated D E x sem13 5513 09 05 2013 at 11 59 00 Response Rate Notification Deactwated mw 0 E a D 09 12 2013 at 11 59 00 Finish survey Open Figure 69 List of Scheduled Tasks For each survey the three tasks are shown in one line The status of the task can be seen in the column Status The following statuses are possible e Open The task is activated and not yet carried out e Running The task is now running emails are being sent e Deactivated The task is deactivated e Executed The task has been successfully completed e Executed with error The task was completed with error e Executed with warning The task was completed but with a warning e g report could not be created as data was not available Not completed with error The task is not correctly defined and the settings should be checked With these Actions symbols you can manage the scheduled tasks An e
59. ck 20 Actions Survey Data how s in browser ur Results in ormat ua Show PSWDs in br Results in HTML f Receive PSWDs by email Results in PDF format Send PSWDs by email to respondents Show Email iig Download PSWDs in CSV File Raw data in SPSS format Codebook G4 Send reminder to respondents gy Raw data in CSV format Generate more PSWDs 0 Generate 5 Preview online survey Online Layout Use questionnaire defa C ok Scheduled Tasks Finish Data Collection Close Survey W Rename Survey V Restore Survey 28 Move Survey x Delete Survey Edit Show notes e Figure 39 Details of an Online Survey 34 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Administrating and Conducting Surveys Paper Based Surveys e Generate questionnaires Hard Copy Procedur The new window contains the information how much questionnaires already printed and the input box for the number of questionnaires to print Generate questionnaires Survey Principles of Rhetorik Already printed Number of Questionnaires Processing Print send by email Flease note that due to the personalized bar code on each questionnaire the questionnaires may not be copied by duplication Copies may only be obtained via new print job so as to guarantee the consistency of the data Cancel Figure 40 Generate questionnaires You can decide if you pr
60. ctive User Survey Automalion Suite In the window that opens you can click on the link To the selection of several criteria for subgroup reports To the selection of several criteria for subgroup reports gt gt A Questions about you Figure 83 Selecting Multiple Criteria for Subgroup Reports In the following dialog box select the desired criteria for your subgroup report Selection of several criteria for subgroup reports Available questions Value What is your age Which gender do you belong to How many terms have you been studying so far Do you already have a university degree or a degree of another institute in tertiary education Evaluation This course was worth the effort involved learned a lot in this course learned more in this course than in others This course was extremely valuable to my education After taking this course am interested in taking others in this field This was an excellent course Default criteria combination Welly The criterion will be added to the chosen citeria combination Question Operator Value Options Subgroup name Subgroup 1 from Principles of Rhetorik Create Note Data compilation may take a moment Include answers to open questions pen q Please click the button only once 7 Automatically recalculate subgroup report Figure 84 Selecting the Criteria Questions for the Subgroup Report In this window you can f
61. e deleted manually at any time If however you would like to delete the survey data before it enters the database you must deactivate this option In this case you have to activate the option Automatically send a message or the report by email after the survey has been analyzed paper surveys only 2 Quality Management Active users can have the right to access Quality Management Views QM Views either for the whole system special subunits or only for their own surveys Access rights are controlled by the administrator or subunit administrator of the system If a user has been granted access rights in the left side menu a section Quality Manage ment is displayed The EvaSys Quality Management is based on quality guidelines which have to be defined for a questionnaire by the administrator or subunit administrator For further information regarding quality guidelines please contact your EvaSys administrator 2013 Electric Paper Evaluationssysteme GmbH 81 EvaSys V Quality Management Survey Automation Suite 2 1 QM Views With a click on the menu item QM view the quality overview is opened This opens the start page of the QM views which similar to a dashboard offers an overview of the results of the quality management based on the quality guidelines The area Statistics provides an overview of the total number of reports and the reports of the current and last period together with the reports that have been
62. e response to a survey is below a certain value at a certain time This allows you to take steps to motivate survey participants You can use the calendar to select the time and date that this message should be sent however it must lie between the first pro cess PSWD to participants and the fourth process End Survey The value in percent of the response rate which participation must be under in order for a message to be sent can be set in Notification at a response rate below Enter the relevant percentage value into the entry field The response rate is determined using the calculation method set in EvaSys Settings Menu System Settings EvaSys Settings Survey Method of calculating the response rate You can choose a method other than the standard method using the drop down menu Course Instructors the Dean Subunit Administrator for the subunit in question and or any other user in the system with an Instructor Trainer Dean Subunit Manager Administrator or Subunit Administrator account can receive the message Choose the desired recipient from the drop down list and click Add You can list more than one recipient if necessary 56 2013 Electric Paper Evaluationssysteme GmbH EvaSys V uie Automation Suite Administrating and Conducting Surveys Use Save to save the settings and Apply to All to apply the settings to all other scheduled tasks currently being edited You can adapt the text for the email in advance by
63. e typed before the results can be viewed If the active user s account is in such a subunit the user can call up the survey s PDF report after scanning but cannot view the open questions The survey receives the status Data entry Surveys in Folder Survey 2013 Status Lock Form Created Processed x RS Del Report Export Conduct of Negotiations ii c Practise In progress af sem13 hy 08 12 2013 DX cm me Conduct of Negotiations MA of 08 12 2013 08 12 2013 000 5 X uu mac amp Principles of Presentation In progress af um semi3 08 12 2013 D X mu ma _ Principles of Rhetorik Data entry a 3 08 12 2013 08 15 2013 up 9 A mm mm Figure 60 Waiting for Data Entry The data entry cannot be done by the active user because a separate user role the Data entry assistant is required In this case please contact your EvaSys Administrator so that he can create a suit able user role for you or else assign somebody to conduct the data entry 2013 Electric Paper Evaluationssysteme GmbH 49 EvaSys V Administrating and Conducting Surveys Survey Automation Suite 6 3 Managing and Conducting Online Surveys 6 3 1 Online Survey Preview is possible for you to display a preview of your online survey either in the details of the survey or in the VividForms Editor as long as the administrator has set your rights to use the Editor As shown in the fo
64. eader is already usually running on the server and must not be additionally started by the user The processing 15 fully automatically ltems that have been filled in are recognized by the barcode on the questionnaires and on the cover sheet and also by OMR OMR Optical Markup Recognition ___ ________ Evaluation __________ Evahys Academy Carlos Hernandez Department Training Prine pie LCD Passe bal n a a thie fel t tg farm will be procentni motomatcaly ren ew shown on the bet heed mde to help reai 1 Questions about you 1 1 What is your age 18 29 30 39 40 48 50 59 60 69 Older than 69 2 Which gender do you belong to male femal 3 Hew many terms have you been studyi ng so far 1 02 5 Ls 10 11 than 11 14 Do you already have university degree yes or dagraa of another institute in tertiary education 2 Course Evaluation Strongly Strongly Disag 4 7 2 1 This course was worth the effort involved Dol t 22 teamed alat in this course oOo oO 2 3 learned more m this course than in others 0 O O FW U 24 This course was extremely v valuable to my education 8 D d 2 5 After taking this course am interested in taking j grt in this field
65. egrees depending on the rights the administrator has allowed 3 1 System wide Questionnaires The system wide questionnaires are created and made available by the administrator No changes configurations or extra options can be added or undertaken by the active 5 The active users only have access to the system wide questionnaires when new veys are being generated 3 2 Using Templates In the Actions Questionnaires Questionnaires Templates section you can find all the questionnaires that the administrator subunit administrator has made available for individual additions How far these can be expanded is limited by the maximum page numbers and the maximum number of elements that have been set by the administrator 2013 Electric Paper Evaluationssysteme GmbH 13 EvaSys V Adapting and Creating Questionnaires Survey Automation Suite Surveys Folders Generate Survey Scheduled Tasks Questionnaires i Own Questionnaires Create Questionnaire Question Library Figure 9 Select Questionnaire Templates First copy this template by clicking on the icon in the column Use Template Form Templates Abbreviation Title Pages Date Preview Use Template Quest 01 Evaluation Questionnaire 1 aa 10 52 06 04 29 2009 at Quest 3 Evaluation 1 10 39 51 Gi train2 Course Evaluation Questionnaire 4 06 12 2013 at B 16 44 27 Note
66. en tation so as to produce valid results 64 2013 Electric Paper Evaluationssysteme GmbH Survey Automation Suite EvaSys x Working with the Data of the Active User 7 2 6 Merging Evaluations As soon as you have more than one survey in the system this function is available You can merge surveys using same questionnaire as well as surveys with partially similar questionnaires Automatic and manual question mapping are available for comparing different questionnaires After clicking on Merge Evaluations a selection list of surveys ready to be merged appears Merge Survey Principles of Rhetor With Surveys female 13 29 from Principles of Rhetorik Survey 2013 female from Conduct of Negotiations Survey 2013 female from Principles of Rhetorik Survey 2013 Compilation name Compilation 1 of Principles of Rhetorik Question mapping of different uer z 5 Auto 1 i ric questionnaires gt Automatic with text comparison Manual Include answers to open questions Combine surveys unweighted Please note The mean values of individual surveys are averaged in this type of report Figure 78 Merge Surveys These are presented in a Survey Name Folder manner By holding and using the mouse you can make multiple selections from the list Enter a name for the resulting compilation 2013 Electric Paper Evaluationssysteme GmbH 65 Working with the Dat
67. ere you can preview the layout of the online survey e Scheduled Tasks You can control the process of the online survey with Scheduled Tasks There are three actions which can be chronologically controlled Start the survey and send PSWDs to participants by email Send participants a reminder by email incl PSWD Close the online survey and where necessary submit the evaluation reports by email to the user All Survey Types e Data collection A small padlock appears Open Lock Survey is currently open Closed Lock Survey is currently closed With a mouse click on the text the respective status can be switched If data collec tion has been closed you can consider the survey finished as the results can ger change Any further form data which is received marked for this survey is ignored and deleted If you again open the padlock further forms can be scanned or in online surveys further responses can be captured The data is accumulated Rename Survey You can rename the survey if for example you realize you have already created a survey with the same name Simply click on Rename Survey and enter the new name Confirm the new name by clicking on the OK button Restore Survey If for whatever reason data for a survey was captured incorrectly this command allows you to delete the result data already present in the database In this way you bring the survey back to its original state
68. estionnaire Numbering and Page Link 30 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite C re ati n 9 5 u rveys 5 2 2 Verify Data This option is available in both cover sheet and batch printing procedures The verifi cation serves to enable the checking and if needed the correcting of contentious reading results from the VividForms Reader A reading result is contentious for instance when several items have been marked though only one answer is allowed to a question or when an answer item has only been slightly darkened etc this option is not activated the VividForms Reader decides on unclear ticks in boxes by means of the threshold settings Paper survey Cover sheet Hard Copy Use batch printing Verify data Figure 36 Use Verification For the exact carrying out of verifications see chapter 2 6 2 4 Verification 2013 Electric Paper Evaluationssysteme GmbH 31 EvaSys V Survey Automation Suite Administrating and Conducting Surveys 6 Administrating and Conducting Surveys In the folder view all surveys are displayed Here you already have fast access to several functions A mouse click on the survey name takes you straight to the survey details where you have access to all functions concerning this survey Surveys in Folder Survey 2013 Help Type Name Status Lock Form Created Processed Forms RS Del Report Export am
69. ew direction in life 3 1 The instructor is always well prepared 3 2 The instructor zu even complex topics in a comprehensible way 3 3 The instructor handles the technical equipment video projector etc with any problems 34 The technical equipment is excelent 0 0 0 0 poor 0 abst 35 The technical equipment is impotant O O DL C C O important 3 6 Please grade the instructor for this corect O OOOO not abst course correct 3 7 Please give us your feedback about the instructor as well as suggestions for improvement 08 12 2013 Page 1 1 l Figure 28 Questionnaire of Hard Copy Survey Cover Sheet Survey The cover sheet procedure is favored when numerous Surveys are conducted repeat edly with the same questionnaire In this case a blank version of the questionnaire can be used The personalized areas of the questionnaire remain un filled and the barcode only contains information about which questionnaire it is and the question naire page in question 2013 Electric Paper Evaluationssysteme GmbH 25 V Creati Ng Su rveys Survey Automation Suite Therefore in this case the correlation of the survey must follow by means of a cover sheet which is automatically generated when creating cover sheet surveys This cover sheet contains all relevant information to this specific surv
70. ey It must be scanned as the first page together with the respective batch of questionnaires This is because during capturing the cover sheet serves as a reference to the survey pro cess Evaluation Sheet Organization Subunit Department Training Instructor Carlos Hernandez Folder Survey 2013 Survey Principles of Presentation Form Date 08 12 2013 at 11 56 48 Figure 29 Cover Sheet 26 2013 Electric Paper Evaluationssysteme GmbH EvaSys Survey Automation Suite Creati Ng Su rveys 5 1 2 Online Surveys EvaSys Academy Carlos Hernandez Department Training Conduct of Negotiations H 2 Course Evaluation Strongly Strongly Disagree Agree 2 1 This course was worth the effort involved 22 learned a lot in this course 23 learned more in this course than in others 24 This course was extremely valuable to my education Figure 30 Online Surveys Online surveys are only possible as HTML surveys When creating an online survey the HTML questionnaire is automatically generated according to the layout of your questionnaire For this an online template is used which the administrator has assigned to your subunit PSWD Based Online Surveys With PSWD based surveys you can define a specific number of PSWDs based on the expected number of participants There are from 1 to 1000 and more available By means of these PSWDs the one time completion of the survey is enabled Should o
71. f the check box denotes a correction The open question areas are also analyzed for significant density and subsequently saved as an image file These image files are then integrated into the PDF reports 6 2 4 To correct uncertain marking of boxes the verification module is available as long as verification was selected as an option when creating the survey After having scanned the questionnaires the status Web Verification appears in the survey status folder Verification __ Surveys in Folder Survey 2013 E d ap 4 Carlos Hernandez Instructor Type Name Status Lock Form Created Processed 2 Compilation 1 of Principles of Rhetorik Data available sem13 08 15 2013 08 15 2013 soso t female from Conduct of Negotiations Data available af gaysem13 08 15 2013 08 15 2013 Folders TUNE female 18 29 from Principles of c g Survey 2012 Rhetorik Data available P semi3 08 15 2013 08 15 2013 al ovo female from Principles of Rhetorik Data available a semi3 08 15 2013 08 15 2013 eina amp Conduct of Negotiations Practise In progress af QE hy 08 12 2013 cheduled Tasks i Conduct of Negotiations Data available a 13 08 12 2013 08 15 2013 Questionnaires j Own Questionnaires F Principles of Presentation In progress af ud semi3 08 12 2013 L T Principles of Rhetorik E a 3 08 12 2013 Cre
72. gender do you belong to Your Zip code k F E Pim iow 4 Export Import Import Figure 99 Question Library 74 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Question Li brary Editing View In the editing view the current content of the question library is displayed in the form of a tree structure consisting of three levels User which means the Owner of the question groups questions Administrator Subunit Administrator or Active User e Question Groups e Questions By clicking on a user a question group or on the open close symbol in front of the entry the entry is opened and the elements contained therein are displayed By click ing on a question group or question the corresponding properties and available actions are displayed in the right hand window In the upper area it is defined whether the question group or question is a public or non public one Public questions and question groups are available to all users sub unit administrators active instructors non public only to the relevant owner of the question group By activating or deactivating this option the public status can be changed at any time For each question group and question four actions can be undertaken e Edit enables the retrospective editing of a question group e Delete deletes the question group from the library e Copy copies a question group e New Group Question creates
73. he selection of the search fields should include only those fields to be dis played Filter Selection _ Dimension Search Field Options Standard selection 50 ETI Field Configuration Select query result fields Survey Course Instructor Subunit Questionnaire 7 Survey Description Course Description Forms i Enroliment AA F Form Description 7 Quality Index Location V First name Subunit F Form Survey ID Program of Study 7 Evaluation Date 7 Period Select search fields Survey Course Instructor Subunit Questionnaire 7 Survey Description Course Description Retumed Forms Enrollment SN EN Pl pant eR Quality Index Location F First name Subunit F Form Survey ID Program of Study Evaluation Date J Period Select all query result fields Select all search fields Attention this might cause long query time Figure 111 QM Views Field Selection Please note that it may not be possible to completely display more than 10 fields in the screen horizontally i e you will then have to scroll Also a large number of search fields will mean greater use of the database and a noticeably longer processing time By clicking on Select all fields of the search display or Select all search fields at the bottom of this view you can save time if you want to activate all of the above fields Select all query result fields Select
74. he standard questionnaire with the survey details cover sheet procedure The corresponding survey process is uniquely marked on the personalized question naire or cover sheet with a barcode which is read in during the capturing phase Only the correct identification by means of this code allows for the correct correlation of the data captured to the corresponding EvaSys survey 8 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Creating Active Users 4 Creating Active Users The administrator can assign different rights to the active user These rights can only be changed by the administrator not by the active user himself herself The following rights can be assigned active user create new questionnaires extend administrator s templates or can he only use central templates to create his own surveys Questionnaires Create own questionnaires Create own questionnaires Only extend templates No access to questionnaire creation Figure 3 User Access to the VividForms Editor Depending on which rights the active user has received only the allowed functions are displayed in the left menu bar If he is allowed to create his own questionnaires the options Questionnaires Create Questionnaire Templates and Verification are displayed if he is only allowed to use templates only the options Questionnaires Templates and Verification are
75. hrough different colors Examples which illustrate explanations are marked with a light blue background 2 Manuals In the section Info Help the active user can access the active user manual as well as the manual on creating questionnaires with VividForms Editor Help O Info Center Manual Manual for Creating Questionnaires Figure 1 Manuals 6 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Manuals In addition to this the scanstation manual is available on the start page of the scanstation dialog EvaSys Scanstation V3 4 EvaSys Survey Automation Suite Status information ready Processed batches Processed pages Stopped batches Pages Status Licensed to Electric Paper Trainings Figure 2 Main Window of the Scanstation 2013 Electric Paper Evaluationssysteme GmbH 7 EvaSys V Fundamental Terms Survey Automation Suite 3 Fundamental Terms Quire Questionnaires can be made up of multiple pages The complete exemplar of a ques tionnaire including all its pages is called a quire AS soon as more than one page is required ONE quire enfolds multiple pages of paper Questionnaire The term questionnaire can have two meanings in EvaSys one it describes file in EvaSys that serves as a questionnaire template and determines the appearance of the questionnaire which is used for
76. il m eiD 1 1 1 4 1 T 17 0 oan Figure 77 Profile Line Comparison If you have used different questionnaires for your surveys but would like to compare them anyway an automatic or manual text comparison is available Activate the option Automatic if the questionnaires hardly differ EvaSys then matches the char acter strings of the question texts on each form Activate the option Manual if your questionnaires have greater differences i e when the character strings are too different because you may want to compare a German and an English form or if the order of the questions on the form is different The indi vidual questions on both forms must now be manually compared and collated 7 2 5 Kiviat Diagram optional This function creates a Kiviat diagram also known as a spider or radar chart for the survey It does not evaluate individual questions but forms an un weighted average over all questions of a question category e g teaching organization Each ques tion category then represents an axis of the web presentation An average on the pos itive end of the scale corresponds to a value of 10096 on each axis while a mean value at the negative end of the scale 096 the web center is represented This view only works correctly when there are only questions within a question category of the same scaling Additionally the questionnaire must be developed for such a repres
77. int the generated questionnaires or send it by email e Show cover sheet form generate send Cover Sheet Procedur Show cover sheet form in browser EIS Figure 41 Show cover sheet form generate send In subject to the configuration settings you can download the individual cover sheet and the questionnaire The function Email sends the cover sheet or the questionnaire as an attachment to the email address noted in your user profile Online Surveys e Show PSWDs in a browser The PSWD sheets are accessible here Click on the text Show PSWDs in browser If the online survey is already active this function only shows the number of PSWDs not yet used e Receive PSWDs by email This function sends an email with a PDF attachment containing the PSWDs to the email address noted in your user profile e Send PSWDs by email to respondents Click on this option to send PSWDs by email to target groups 2013 Electric Paper Evaluationssysteme GmbH 35 EvaSys V Administrating and Conducting Surveys Shivey Aukomelion Suite e Download PSWDs in CSV file A CSV file with all PSWDs is created and offered for download e Generate more PSWDs Should you require further PSWDs for the survey you can specify the required amount here and create them by clicking on OK The PSWD sheet with all PSWDs is then created With newly generated PSWDs PSWD charge 2 is shown in the header of the PDF document e Preview Online Survey H
78. ity guidelines of the questionnaire as well as those questions which did not reach the target value Quality details for survey No 15885 listview 3233 Quality guideline 2 Questions about the instructor Question Please grade the instructor for this course The instructor handles the technical equipment projector etc without any problems The instructor explains even complex topics in a comprehensible way The instructor is always well prepared Quality guideline 3 Questions about the course Question Please grade the course altogether The course perfectly prepares me for my professional life The course focuses on the current professional discussion The lead time of the course is adequate Quality guideline 4 Questions about the teaching material Question Overall grade teaching material It is well structured It complements the learning matter Quality guideline 5 Questions about the studying conditions Question The meals in the refectory are always tasty The meals in the refectory are always fresh The meals in the refectory are always warm The university is connected to the public transportation very well The technical equipment of the university is excellent target value 23 5 5 23 5 5 23 5 5 53 8 5 target value gt 3 5 gt 3 5 23 5 3 5 target value 23 5 3 5 gt 3 5 target value 23 5 23 5 54 4 53 5 gt 3 5 Figure 108 QM Views Quality Details
79. l Profile 1 Tools Apart from the Automated Tasks which are explained hereafter you have the option to write an email to a user in your subunit by using the Write Email function The email is sent to the email address defined for the user in his user details Select a recipient and enter the email text 1 1 Automated Tasks Via the menu entry Settings you can define process defaults to enable a further automation of your work with EvaSys D Send Email Figure 102 Access to automated Tasks igi Automated Tasks __ General Automatically send email with cover sheet questionnaire PSWDs on survey creation Yes 9 No Personal utilization statistics visible for other instructors This does not include any result data gt see utilization statistics Yes No Scanning Automatically send a message or the report by email after the survey has been analyzed paper Yes N surveys only es 0 Close survey after first scan process Closed surveys block further data Yes 9 No Keep survey data alive after automatic reporting Yes No Figure 103 Automated Tasks Cancel The following options are available When creating surveys automatically send emails with cover sheet question naire PSWDs This option sends the cover sheet or personalized form for your new survey immedi ately after creation of the survey to the email addresses given in your profile 80 2013 Electric Paper Evaluationssysteme
80. llowing diagram click on Preview online survey in the details of the survey area Actions Actions u Show PSWDs in browser Receive PSWDs by email Send PSWDs by email to respondents ig Download PSWDs in CSV File um Generate more PSWDs 0 Generate Online Layout Use questionnaire defa ae aa Scheduled Tasks E Finish Data Collection Close Survey Rename Survey V Restore Survey Z9 Move Survey Delete Survey o Edit Show notes Figure 61 Preview of Online Survey in the Details of a Survey In this case you will receive the following warning message The preview ofthe online survey does not show all the functions of a real online survey It only offers you a visual preview If you want to test temporarily saving or similar please generate a real online survey for testing Figure 62 Warning Message when Calling Up a Preview of an Online Survey This warning message informs you that the preview of your online survey does not represent a real online survey but only offers a visualization of such a survey 50 2013 Electric Paper Evaluationssysteme GmbH EvaSys V G rves Ackomelion Suite Administrating and Conducting Surveys 6 3 2 Distributing and Sending PSWDs The active user has four ways to distribute the PSWDs to the respondents PSWDs are password numbers enabling access to the online survey e With the option Show PSWDs in browser a PD
81. mains empty Column 8 Points for Exam Questions This column remains empty for evaluation questions Enter here the points for each answer option for exam questions EvaExam Please ensure that the sequence of points is in agreement with the sequence of answer options The different points must also be separated by a vertical line pipe Column 9 Exam Question The entry 0 marks the question as a question for eval uation questionnaires The entry 1 stands for an exam question meaning there is a question for the exam tool EvaExam Column 10 Degree of Difficulty This column remains empty for evaluation ques tions The degree of difficulty of a question is entered here for exam questions Values between 1 and 5 are possible The value 0 means that no degree of difficulty has been assigned Column 11 Maximum Number of Characters for Open Questions Online To answer open questions in online surveys a maximum permitted number of characters can be specified here This means a participant cannot type in more characters than predefined When the value is 0 the participant can type in as many characters as desired This column remains empty for all other questions The following example should clarify the structure of a CSV file for you Personal 4 Grade of Your Details last graduation Personal 14 5 Age 18 Details Personal Gender Male Female Details Course The course jae Agree
82. n about the course as well as about the university in general Therefore we would like to ask you to take the time read the questionnaire thoroughly and complete it Only your own judgement is important you cannot give wrong Of course the data is completely anonymous T Questions about you T What is your age T e Dp 0000000000 xo x xz x3 x4 x 3x9 Your Zip code m Figure 12 Questionnaire Template The question groups and questions marked with a T Template cannot be altered You can place new question groups between existing ones or only at the end of the questionnaire depending on the administrator s defaults Adding new items at the end of the questionnaire simplifies comparing surveys later 2013 Electric Paper Evaluationssysteme GmbH 15 EvaSys V Survey Automation Suite Adapting and Creating Questionnaires 3 3 Individual Questionnaires If the administrator has given permission the active user can access the VividForms Editor and Designer in the section Create Questionnaire and can create a completely individual questionnaire Gorges p Help T Create Questionnaire Carlos Hernandez Instructor Please choose between the VividForms Editor and the VividForms Designer Surveys VividForms Editor VividForms Designer od Folders x Generate Survey O Scheduled Tasks Questionnaires Own Questionnaires Questionnaire
83. ne waive the PSWDs it would not be possible to avoid participants completing sur veys more than once Password Based Online Survey In a password based survey you define a general password for all participants a password consisting of at least 5 and up to a maximum of 25 characters 2013 Electric Paper Evaluationssysteme GmbH 27 EvaSys V Creatin g Su rveys Survey Automation Suite 5 1 3 Hybrid Surveys You can use hybrid questionnaires to create surveys which are both online and on paper The participants can take part using both mediums they receive a paper ques tionnaire as well as a PSWD to participate in the questionnaire online The PSWD and paper questionnaire are linked to each other If the PSWD has been used the data from the paper questionnaire is not evaluated and vice versa The paper questionnaire and PSWD must be connected during the questionnaire cre ation process by integrating a placeholder for the PSWD and URL into the header of the questionnaire You should therefore add rows to the questionnaire header if nec essary and add the placeholders PSWD and SERVER to the header You may want to include an explanatory text You can also exchange the logo in the question naire header for a QR Code if so desired Participants with mobile devices are then able to scan in the QR Code and access the online survey using their mobile device Evasys Seminar Evaluation 2 Electric Paper AUTHOR SURVEY
84. ng Your Search Settings Using the option Delete search brings you to a selection list in which you can select the search settings to be deleted Then click on Delete You can only delete settings you have defined yourself Dimension Search Field Options Max 5513 Delete search 50 E Delete saved queries Figure 115 QM Views Delete your Search Settings 88 2013 Electric Paper Evaluationssysteme GmbH EvaSys Survey Automation Suite Quality Management 2 2 Report Dispatch for Quality Management On the basis of the quality guidelines a report can be sent to selected recipients in regular cycles which present the results of the EvaSys Quality Management in a matrix Dispatch cycle period and recipient can be flexibly defined To set up the report dispatch open the menu Settings Quality Management QM Dis patch Reports This opens an input screen where you can store the framework data of the first report dispatch Report Dispatch for Quality Management Report Dispatch cycle Next run time Actions Report Name S813 SS13 Data basis Note The searches saved from the OM views will be used as the data basis Data period 1 Months Time period not limited Date of the first report dispatch 09 01 2013 at 11 32 00 E Dispatch cycle all 1 Months w Next run time 09 01 2013 at 11 32 00 Figure 116 QM Report Dispatch Settings First enter the name of the report and then select the
85. on Fi Questionnaire Templates Create Questionnaire f Question Library Manuals Processing User Manual Verification Additional Reports gt Reports central evaluation Log Off Figure 7 Welcome Screen 2 Adjusting Your Individual Profile To begin with the login data can be individually adjusted To do this click the entry Settings Account User Profile An input mask opens where the user s personal data can be adjusted and the log in name and password changed To commit the changes click OK 12 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Suivey Automation Suite Adapting and Creating Questionnaires EU IV Department Training EvaSys Actions TT raining Educabon survey Aubonmeacdon Suite 5513 d NN 4 3 User profile Help N Carlos Hernandez Mr I Instructor Title First name Carlos Last name Hernandez Account Phone User Profile hemandez example com ions Language Default language ix Automated Tasks Send Email Login name her Password Quality Management enter password to commit the changes QM Views New password iw o QM Report Dispatch Confirm new password Figure 8 Adapting the User Profile 3 Adapting and Creating Questionnaires A basic component of a survey is the questionnaire The active user can use edit and create questionnaires to various d
86. on Statistics Figure 119 System Information The following menus are available Logbook The log reflects all processes which can occur when collecting the que stionnaire data electronically Deliveries Here you can see all the emails that have been sent from your EvaSys user account Therefore amongst other things the emails to the respondents of the online survey will be recorded here Utilization Statistics The command Utilization Statistics displays your utilization behavior Subsequently you can view the utilization statistics of any colleague as long as their profile allows that kind of access see configuration 2013 Electric Paper Evaluationssysteme GmbH 91 Main Menu Info 92 EvaSys V Survey Automation Suite 2013 Electric Paper Evaluationssysteme GmbH
87. on has been carried out In contrast to attendance certificates this document also shows the average values for the question groups located in the ques tionnaire i e the indicators This option is only displayed if the administrator has acti vated the function in the central system settings Edit Show Notes This function is particularly expedient in the context of the QM views The instructor is able to make a response to the calculated results Deans or subunit heads can then see these notes as well as supplying their own 2013 Electric Paper Evaluationssysteme GmbH 37 EvaSys V Administrating and Conducting Surveys Survey Automation Suite To add a note to a survey call up the survey details by clicking on the survey name Then click on Edit Show Notes Actions Show PSWDs in browser Receive PSWDs by email Send PSWDs by email to respondents iil Download PSWDs in CSV File Send reminder to respondents ta Generate more PSWDs 0 43 Preview online survey Generate Online Layout Use questionnaire defa 9 Scheduled Tasks af Finish Data Collection Close Survey w Rename Survey Restore Survey Z3 Move Survey wa Delete Survey Figure 42 Survey Details Edit Notes After this click on Add note All notes of the survey Conduct of Negotiations No notes are associated with the survey yet Figure 43 Add Note 38 2013 Electric Paper Evaluationssysteme
88. or example choose all female participants as your first crite rion To do this click on the question Which gender do in the area Available ques tions On the right hand side select then the value of the criterion that is the desired response to this question 68 2013 Electric Paper Evaluationssysteme GmbH EvaSys V ive Automation Suite Working with the Data of the Active User In this example you would select female Available questions Value Questions about you E 2 female What is your age 1 male Which gender do you belong to How many terms have you been studying so far Do you already have a university degree or a degree of another institute in tertiary education Course Evaluation This course was worth the effort involved learned a lot in this course 111 l learned more in this course than in others This course was extremely valuable to my education After taking this course am interested in taking others in this field This was an excellent course Default criteria combination ali HI HEU The criterion will be added to the chosen criteria combination Addcriterion Figure 85 Selecting the First Criteria female for the Subgroup Report Finally click on the button Add criterion The criterion will then appear in your Default criteria combination In this example the criterion Gender with the value
89. ox found invalid All cases in which no valid checkbox is found for a question are determined invalid e One checkmark and correction s found All cases in which check mark and or more corrections is found are automatically deter mined valid with the corre sponding checkmark e Automatically verify all questions except ICR questions All questions except ques tions with handwriting recognition will be automatically verified 48 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Administrating and Conducting Surveys e Complete Automatic Verification of the selected batch The batch will be com pletely verified automatically this means the manual verification will bypassed entirely The first two options can if desired be combined with each other By clicking on the button Perform Verification the desired process 15 initiated and the relevant ques tions are filtered from the total amount of questions to be processed 6 2 5 Manual Capturing of Handwritten Comments Answers to open questions i e handwritten texts by participants are usually dis played as images in the PDF report If desired open questions can be captured man ually i e typewritten to ensure anonymity as no handwriting is recognizable in the PDF report The data entry can be activated by the administrator at the subunit level i e for all surveys in a subunit entries for open questions must initially b
90. p Conduct of Negotiations Practise In progress af semi3 hy 08 12 2013 9 X mt Conduct of Negotiations In progress af 13 08 12 2013 9 X rm Principles of Presentation In progress amp um 13 08 12 2013 9 X om 2 Principles of Rhetorik In progress af gahssem13 08 12 2013 D X om Figure 37 Folder View Survey Details _ 4 Survey Principles of Rhetorik SS Folder Survey 2013 a Type Paper based Hard Copy uy Questionnaire sem13 E Status In progress ready for data Survey Created on 08 12 2013 at 10 13 13 Actions Create questionnaires Finish Data Collection Close Survey Rename Survey Move Survey Delete Survey Edit Show notes X 6 52 cose Figure 38 Details for Survey Hard Copy Some functions can only be reached via this details view Depending on the status of the survey e g ready data available the type of survey and properties specific to this questionnaire or survey e g language PSWD status different details of the sur vey are provided as well as different functions are shown 32 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Administrating and Conducting Surveys The header data of the survey is displayed in the upper area of the details screen Survey The name of the survey appears here Folder The name of the folder to which the current survey is assigned Type of Survey There
91. pha e Alegend for the evaluation of scaled questions 62 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Working with the Data of the Active User e The individual evaluation of the questions appearing on the questionnaire depending on settings with or without open questions e Large scale histograms of the scaled questions e Cross tabulations A profile line which if a standard is set is presented as normed profile line e A presentation template which includes the indicators e Answers to open questions handwritten or typed the latter in the case of online surveys or where a data capturing assistant was used e Survey notes You can display the added notes of the different user types in the PDF report The elements of the PDF report will depend on the system wide settings and the prop erties of the questionnaire Via the button Email the PDF report can be sent directly to the active user The Eva Sys server sends an email to the address stored in your profile This email contains the PDF analysis and if enabled and has the CSV file attached Since producing the files takes a few seconds you should exercise a little patience until the relevant message appears Clicking again causes the generation of further emails 7 2 4 Profile Line optional This function creates a profile line representation of the scaled questions of the rele vant survey The other question type
92. please use the functions in the VividForms Editor when creating or editing a questionnaire For further information please consult the Creating Questionnaires manual which is available in the section Info Help or directly in the VividForms Editor 3 3 2 Validation By defining validations you can test entries to open questions and matrix fields in online surveys with value ranges and regular expressions before a survey participant can send the questionnaire Validation Question to check Range of values Options Add question Figure 16 Validation To create validations select a matrix field or an open question from the list and click on Now select which values be accepted e Numbers only Here you can delimit the value range by storing a minimum and maximum value e Letters only i e no blanks e Letters or numbers only e Date Pattern simplified syntax By default the following templates are available three digit number word underscore number serial number 18 2013 Electric Paper Evaluationssysteme GmbH EvaSys Survey Automation Suite Adapting and Creating Questionnaires e three examples are based on the following legend L Letter W Word D Digit N Number In addition there is the possibility of using square brackets to label a placeholder as optional In this way the following pattern D D D W means that only input consisting of a num
93. quality guidelines No User defined queries Redd Ea Continue to table view Figure 106 QM Views Start Page Saved Searches and Access to Table The table opens in a new browser tab or browser window All evaluated courses with quality guidelines are shown in the list result count for 2 e e e e Survey Returned Quality Evaluation Course Program First Form QA Description Ern Survey Date T Description Enrollment Location of Study Period Last name Subunit Description Form Details Leadership 07 09 2013 R Department course Development 2 812 15885 giza T 150 080 SENG e Questionnaire J Leadership ee A 08 24 2007 R xil ee Department Questionnaire Figure 107 QM Views Overview In the example the results are for instance shown for the survey of the course Lead ership Development with a quality calculated at 68 0 The green red circles each represent a quality guideline in this example teaching structure practical application interest interaction The more red area the more ques tions in this quality guideline are below the targeted value In order to receive a more precise view click on Details 2013 Electric Paper Evaluationssysteme GmbH 83 Quality Management EvaSys V Survey Automation Suite You will then see a detailed list of all the qual
94. ready have a university degree or a degree of another institute in tertiary education yes B Course Evaluation 0 This course was worth the effort involved 1 Strongly Disagree learned lot in this course 1 Strongly Disagree Figure 81 Subgroup Evaluation i e All female Participants On the left side select one of the questions from the relevant selection box Then on the right side open the corresponding list and select one of the answer options The list contains the valid responses to the question Then at the bottom of this screen enter a name for the resulting survey and click on Create The subgroup report will now be displayed in the list of surveys Surveys in Folder Survey 2013 Status Lock Form Created Processed female from Principles of Data Enn l Rhetorik 13 08 15 2013 08 15 2013 Conduct of Negotiations Practise In progress af sem13 hy 08 12 2013 Conduct of Negotiations D E semi3 08 12 2013 08 12 2013 available Principles of Presentation In progress af semi3 08 12 2013 Data A Principles of Rhetorik eco mf ghsem13 08 12 2013 08 15 2013 Figure 82 Subgroup Evaluation in the List of Surveys To create a subgroup report with several criteria click on Evaluate subgroup in the details of a report 2013 Electric Paper Evaluationssysteme GmbH 67 EvaSys V Working with the Data of the A
95. s detected the VividForms Verifier sug gests rating the answer to this question as invalid Now you can correct this suggestion by selecting another box or marking the answer to this question as invalid By clicking on the Next button at the bottom of this page your correction is adopted and you are automatically led to the next question By clicking on the Back button you can navigate back through the batch being veri fied so as to process questions that have already been corrected In addition the following buttons are available EB Figure 57 Navigation in the Verifier Sheet Display the complete sheet in a new window The question just processed is marked with a red circle This view can be helpful for the entire context Cancel Correction is discontinued Important All corrections since the last saving are discarded Save The current status of the correction including the current view is saved You are then automatically lead back to the screen where you were before changing to verification Verification can continue immediately or at a later time Saving the verifi cation is necessary for example if work has to be interrupted At the closing of verification of a batch the results are automatically saved and the overview is displayed However the verification is only truly ended when all Non Forms of a batch are deleted To do this use the NonForms view or the button Delete NonForms
96. s will not appear here Select Profile Line from the list then click on Show nr Profile Line Shw Automatic Manual Figure 76 Profile Line from the Details of a Survey Note Open the PDF report first otherwise the option Profile Line is not shown To compare this profile line with one from another survey with requested report or another report choose from the selection list drop down menu one of the compari son surveys Only evaluated surveys appear in this list Click on Show the profile line comparison is opened 2013 Electric Paper Evaluationssysteme GmbH 63 EvaSys V Working with the Data of the Active User Survey Automation Suite Profile Subunit Department Training 1 Name of the instructor Carlos Hemandez Name of the course Conduct of Negotiations Name of the survey Comparative line Carlos Name of the course Principles of Rhetorik 5513 Name of the survey Values used in the profile line Mean 2 Course Evaluation 21 This course was worth the effort involved m ILL strongly Agree 3 m37 mdeiD dev ret aves mdetO 22 eamed alot in this course strongly Agree wei miS rei 3 45 Ikamed more in this course In others Strongly strongly Agree Ped amd n 18 3 mei 289 This course was extremely valuable to my Strongly Agree ns ET education We
97. served e Report as soon as data from participants are included in the survey a report is displayed To view the report click on the appropriate survey The report is gener ated from the current datasets each time you click and can be displayed as a PDF or HTML page 2013 Electric Paper Evaluationssysteme GmbH 59 EvaSys Working with the Data of the Active User Survey Automation Suite 7 2 Inthe Details of a Survey Survey Data Results in HTML format Results in PDF format Raw data in CSV format Profile Line O Automatic Manual Kiviat diagram lt Merge evaluations Evaluate subgroup Figure 71 Details of a Survey with Data You gain access the survey s details by clicking on a survey s name in the survey overview Different data access is available in the section Survey data The individ ual options will be explained in the following chapters 7 2 1 Survey Evaluation Statistics only in paper surveys In the evaluation statistics the header data of all scanned batches of a survey are dis played From this data the timing and extent of the scanning process can be traced 60 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Working with the Data of the Active User 7 2 2 Results in HTML Format The interim results of your survey are available as an HTML version Click the text to open a new browser window with the evaluation Sur
98. tions of active users who work either parallel to the central evaluation or exclusively in decentral evaluation Active users can in accordance with access rights conduct all steps of a survey through their user account themselves This regards e Creating questionnaires The right to create questionnaires is assigned by the administrator to each user individually In this way some users can setup surveys but only with the questionnaires designated by the administrator Others can edit these central questionnaires but not create new ones etc e Conducting paper based and online surveys With the existing questionnaires active users can create surveys at will e Evaluating a survey After reading the data an active user automatically receives the results of the survey which can be processed further i e consolidate it with other reports form sub groups of specific criteria i e by age gender etc etc e he export as a CSV file and in statistics tools such as SPSS and Sphinx Active users can further process the results of their surveys in other programs Active users access EvaSys as do administrators via a web browser and as such can theoretically access the system from any PC with internet access except when for security reasons the administrator defines certain restrictions Security of access is as with the administrator safeguarded by a password protected login as well as the capability of SSL encryption
99. urvey then at the bottom of the list click on Continue gt gt e Enter the name of the survey Create new Survey __ Questionnaire Seminar Evaluation sem13 Name Principles of Rhetorik Paper survey amp Hybrid Online Paper Q Online survey Cover sheet Hybrid Needed E E P Needed 25 E Survey PSWDs 2 OPSWD based Bowne C Hard Copy O Single 7 Use batch printing Password based 255909 C Verify data Figure 25 Select a type of survey e Select type of survey Paperbased survey n Cover sheet procedure n Hard copy procedure n Additional option Use batch printing only hard copy procedure n Additional option Use verification Hybrid survey Online Paper and input the required PSWDs Online survey n PSWD based online survey and input the required PSWDs n Password based online survey with indication of password Choose one of the survey types and if required one or more additional options Click on the button Finish Following this the survey is shown with the status In progress The questionnaire or the PSWD document can be recalled and printed or distributed Also the batch mail ing of emails to online survey participants is possible 2013 Electric Paper Evaluationssysteme GmbH 23 EvaSys V Survey Automation Suite Creating Surveys surveys in Folder Survey 2013 Type Hame Status e Look Form Created Processed Forms RS Del Report Export
100. ve option e Distribute paper questionnaires to the participants the PSWD for filling out the sur vey online is printed on the questionnaire To send the PSWDs to participants via email click Send PSWDs to the Participants via Email The survey participants will then receive an email which contains informa tion on the online survey as well as the paper questionnaire Actions Show cover sheet form in browser Online su rvey of PSWDs max 25 PSWDs 4 Carlos Hernandez evasys example com M rman g Show PSWDs in browser p Receive PSWDs by email This email entitles you to vote in an survey You can vote online or fq Send PSWDs by email to respondents print and fill the attached questionnaire For Online voting please Download PSWDs in CSV File follow the link and use the TAC transcation code as identification The PSWD reads G2FVX Generate more PSWDs 0 Voting under http 192 168 60 129 evasys online Yours Sincerely amp Preview online survey Online Layout Use questionnaire defa The evaluation office af Finish Data Collection Close Survey VIE SERIE ED ERATOR MT PREX Rename Survey Note This email has been created automatically The Codeword indicated Z8 Move Survey in this E MAIL cannot be traced to you Your vote is guaranteed XX Delete Survey anonymous Edit Show notes Figure 33 Hybrid Questionnaire Sending PSWDs and Questionnaires
101. vey Conduct of Negotiations Carlos Hernandez Survey Results Question Result n Questions about you What is your age 3 1120 3 30 39 0 40 49 0 50 59 0 Figure 72 HTML Report On the evaluation page you are able to click on the result bar A small window then opens in which the histogram belonging to a question is displayed graphically The hand written image areas are also clickable You can then view the corresponding image in its original size which is if in doubt easier to read Course Evaluation This course was worth the effort involved Strongly Strongly tm Agree 3 learned a lot in this course Strongly Strongly 3 osage mm 1 Agree learned more in this course than in others Strongly Strongly 3 Disagree mm 1 rr Agree Figure 73 Scaled Questions in the HTML Report av 3 67 dev 0 58 n 3 ab 0 Strongly Disagree Strongly Agree Question This course was worth the effort involved Figure 74 Scaled Questions in the HTML Report histogram 2013 Electric Paper Evaluationssysteme GmbH 61 EvaSys V Working with the Data of the Active User Survey Aciomaior Suite The result bar shows the percentage distribution of answers to the checkboxes On the right hand side of the line the number of each of the captured responses is dis played This number can vary downwardsfrom the number of captured question naires as abstentions or invalid crosses e g b
102. via Email To send the questionnaire enter the number of PSWDs needed for the combined paper and online questionnaire in Cover Sheet Display Questionnaire and click on Show The page will reload and you will see a Download button which will allow you to open a zip file which contains a PDF questionnaire for every participant this number is the same as the number of PSWDs required The questionnaires can now be printed and distributed to the participants You can access the PDF report as well as the raw data for the hybrid survey once it is complete The CSV raw data shows which medium participants used to fill out their questionnaires Paper P Online O Online with mobile device M 2013 Electric Paper Evaluationssysteme GmbH 29 EvaSys V Creatin g Su rveys Survey Automation Suite 5 2 Extra Options 5 2 1 Questionnaire Numbering Using Batch Printing If the option of batch printing is selected every questionnaire receives a unique num ber This is expedient if the questionnaire consists of more than two pages and where the questionnaire in duplex double sided printing encompasses more than one page of paper In this way the logical cohesion of the quire is guaranteed even if the questionnaires are mixed up whilst being collected 47 Paper survey Cover sheet Hard Copy Verify data Figure 34 Use Batch Printing F312U17761P1PL1VO F312U17761P1PL2VO Figure 35 Qu
103. xplanatory text is displayed if the mouse is moved onto a symbol 58 2013 Electric Paper Evaluationssysteme GmbH EvaSys V Survey Automation Suite Working with the Data of the Active User 7 Working with the Data of the Active User This function is available as soon as the first data is ready i e as soon as the ques tionnaires have been scanned and evaluated by the Reader or as soon as the online survey participants have voted The survey data can be accessed in two places in the survey overview and in the details of a survey 7 1 Inthe overview of Surveys in a Folder Surveys in Folder Survey 2013 ES Type Name Status Lock Form Created Processed Forms RS Del Report Export Conduct of Negotiations Practise In progress af semi3 hy 08 12 2013 9 X om mte gt Conduct of Negotiations Data available a 3 08 12 2013 08 12 2013 203 X uu acm _2 Principles of Presentation In progress semi3 08 12 2013 oO X om stg 2 Principles of Rhetorik Web Verification 87 3 08 12 2013 oO X om me Figure 70 Survey with Data The survey overview enables rapid access to each survey s data The following col umns are important e Forms Number of captured questionnaires e RS Delete data If you wish to test a questionnaire in a survey you can delete the data before starting the survey again Del Deletes the survey and the data the questionnaire however remains
104. y multiple markings arenot counted The red vertical bar represents the mean The horizontal H shaped marking behind the average value is the value range for standard deviation The histograms belonging to the respective result barshow the percentage distribution graphically additionally the mean and the standard deviation are presented numerically 7 2 0 Results in PDF Format Here the PDF version of the evaluation is at your disposal The high level of detail and the ability to store for future use are some of the advantages of the PDF report By clicking on the button Show a PDF file opens in a separate browser window Carlos Hemandez Conduct of Negotiations Carlos Hernandez Conduct of Negotiations W No of responses 3 L e 9 Absolute Frequencies of answers Sid Dev Mean Median l 25 0 2 0 25 neNa af responses Question text Left pole E Right pole av Mean 5 dev Std Dev ab Abstention 1 2 3 4 5 Scale Histogram 1 Questions about you 9 What is your age E 30 39 0 40 49 0 50 59 0 60 69 Older than 69 0 Which gender do you belong to female 2 Figure 75 PDF Report he PDF report can depending on the settings of the administrator include the following elements e Acover letter to the instructor trainer project manager e Histograms of the indicators in the questionnaires and if required with global indi cators and or Cronbach s Al
105. ymous Email List No Email Status 1 miller example com Check Emails for Correct Syntax 2 brown example com Check Emails for Correct Syntax 3 gutierrez example com Check Emails for Correct Syntax Check emails Send Figure 65 Adjusting the Email Text and Sending of Emails The email addresses can be checked for correct formatting by clicking the button Check emails the emails are then sent by clicking Send Email 6 3 3 Create and Manage Scheduled Online Surveys EvaSys offers you the ability of conducting time controlled online surveys The following actions can be time controlled e Opening the survey and sending the PSWD by email to participants e Reminding the participants by email including PSWD e Sending a message to the instructor trainer or another user in the event that sur vey returns are below a certain value e Closing the online survey and where necessary the email submission of the eval uation report to instructors trainers These actions are managed separately in the so called Scheduled Tasks The activation and settings of scheduled tasks is survey dependent This means that the progress of each online survey can be individually controlled An overview of all scheduled tasks can be found under the menu System Settings Scheduled Tasks 2013 Electric Paper Evaluationssysteme GmbH 53 EvaSys Administrating and Conducting Surveys Survey Automation Suite The time control of an

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