1. E-Survey User Training

2. E-Survey Overview E-Survey is a web based surveying application. What is E-Survey? E-Survey enables you to create web-based questionnaires that can include open-ended questions, matrix style questions, and multiple choice questions that contain text and graphics. You can invite recipients to respond to a questionnaire during a specified time frame. The system will tally the responses for you automatically. What can I do with E-Survey? E-Survey is available to faculty, staff and students at no cost. Who can access E-Survey?

3. You can log into E-Survey by going to the website below. We encourage you to bookmark this site as one of your favorites. http://healthsciences.utah.edu/mbm Accessing E-Survey

4. Hover over “Online Applications” for a list of MBM Applications Click E-Survey System Accessing E-Survey

5. Log in with: Your HSC Network Log In (same as Outlook/Umail/CIS) or Your PeopleSoft ID (starting with 00xxxxxx; no “u”) and an MBM specific password.

6. Accessing E-Survey E-Survey can also be accessed on the Application Launcher tab of the MBM CV System.

7. E-Survey Home The E-Survey Home page has three main areas: My Questionnaires My Distribution Lists My Campaigns My Questionnaires is where you will create and edit questionnaires or demo a questionnaire. My Distribution Lists is where you will generate lists of people to invite to take your survey. These lists are reusable so you can use them again and again. My Campaigns is where you will select a questionnaire and a distribution list, set a time frame, send reminder emails to invitees and manage responses.

8. E-Survey Home These areas can also be navigated to by using the icons found on the top bar. My Questionnaires My Distribution Lists My Campaigns

9. E-Survey Home E-Survey has blue question marks throughout the application near buttons and headings. Rollover with your mouse to get a description of the item. Below is an example.

10. Navigating E-Survey The bar just below the purple E-Survey heading bar is the navigation bar. From here you can navigate within a section. The navigation bar can be thought of as your road map showing where you are and where you have been.

11. My Questionnaires Let’s start with My Questionnaires. You can get there by either clicking on My Questionnaires or by clicking on the paper icon at the top of the screen.

12. My Questionnaires On the My Questionnaires page you will see a list of all your questionnaires, along with their associated campaign and any other owners (if shared). To edit a questionnaire, select it and click Edit.

13. Copying Questionnaires Questionnaires can be associated with only one campaign. To use a questionnaire again, you can copy the existing questionnaire. To copy a questionnaire, select it and click Copy.

14. Deleting/Creating Questionnaires To delete a questionnaire, select it and click Delete. Let’s create a new questionnaire. To do so, click Create: Questionnaire at the top.

15. Creating a Questionnaire Enter your Questionnaire Name and click Create. The Questionnaire Name is for internal use only. Choose a name that will help you easily identify it. It is helpful to include a date and the content.

16. Creating a Questionnaire After creating your questionnaire, you will be taken to the General tab where you have the option to change the Questionnaire Title. The Questionnaire Title is what those taking your questionnaire will see. Make sure to save any changes before clicking to the next tab.

17. Creating a Page The next tab is Pages. Questionnaires can have as many or as few pages as you would like. A list of your pages will appear on this tab. To create a new page, click Add New: Page. You can also copy existing pages from this or other surveys by clicking Copy Existing: Page. Let’s add a new page.

18. Creating a Page Enter a page name. It is helpful to name the page based on content or numerically. Page names are for internal use only and those taking your questionnaire will not be able to view them. Once you have entered your page name, click Create and tabs to add page content will appear.

19. Creating a Page Item On the Page Items tab, you can add or copy items onto your page. Page items can be: Questions: You can choose from multiple choice, free text, and matrix. Comments: You can enter text without requiring invitees to answer, such as instructions or an agreement. Graphics: You can add graphics such as logos, insignias or photos.

20. Creating a Page Item Let’s add a new question. Click on Add New: Question

21. Multiple Choice Questions Enter a Question Name. This is for internal use only and should help you easily identify the question. In the Display Text, enter the question as you want it to appear in the questionnaire. Select the Question Type. Let’s make this a multiple choice question. Click Create.

22. Multiple Choice Questions The green message boxes will let you know the create was successful. These will also appear when you save. Once the question is created, you have the option to make the question required or not. If a question is required the invitee will need to answer the question to be able to move on in the survey. The system will always default to Yes.

23. Multiple Choice - Choices Add new choices by going to the Choices tab and clicking on Add New: Choice Each choice is a separate entry.

24. Multiple Choice - Choices Enter the choice Name. In the Display Text, enter the choice as you want it to appear. Select the Choice Type. A Basic Choice allows invitees to select the choice. An Other Choice allows invitees to select the choice and type in an answer. To continue entering choices, click Create and Create Another. To finish entering choices, click Create.

25. Multiple Choice - Choices You will be taken back to the Choices tab. The list of entered choices appear in the box. If a (B) appears next to the name, it is a basic choice. If an (O) appears next to the name, it is an other choice. You can change the selections allowed. The system will always default to Min:1 Max:1. You can also change the way the choices will be displayed – as either a vertical list or a drop-down.

26. Multiple Choice - Links On the Links tab you can add various links to a specified question; attach a file, add a popup message or link to a URL. These can be added to provide additional information to invitees. Let’s add a file link. Click Add New: File Link

27. Multiple Choice - Links Enter a Name. This is for internal use only. Enter the Link Display Text. This is what invitees will see and click on. Enter a Download Name. This is what the invitees computer will name the file. So that the invitee’s computer knows how to open the file, the Download Name should end in the same extension as the file (ex:.pdf,.doc,.xls). Select the file and click Create.

28. Multiple Choice - Links All of the links will be listed in the box. An (F) after a link name indicates it is a file link. A (P) after a link name indicates it is a popup link. A (U) after a link name indicates it is a URL link.

29. Question Preview On the Preview tab, you can view the how the question will look (including all choices and links). To navigate out of the question you are in, use the navigation bar at the top of the screen to go back to the page or questionnaire. Let’s go back to the Personal Information page. Click Edit Page on the navigation bar.

30. Adding a new question On the Page Items tab, there will be a current list of all Page Items. Let’s add another question to this page. Click Add New: Question.

31. Matrix Question Let’s add a matrix question. Enter a Question Name. In the Display Text, enter the question as you want it to appear in the questionnaire. Keep in mind this question will apply to several sub questions. Select the Question Type and click Create.

32. Matrix Question Matrix style questions are good for Likert scales and questions in which response choices are the same (see below). Click on the Sub Questions tab. Click Add New: Sub Question

33. Enter a Sub Question Name. In the Display Text, enter the sub question as you want it to appear in the questionnaire. To continue entering sub questions, click Create and Create Another. To finish entering sub questions, click Create. Each sub question is a separate entry. Matrix Question – Sub Questions

34. You will now see a list of all the sub questions you just entered. You can change the order by selecting a sub question and clicking Up or Down. Be sure to click Save before moving to the next tab.

35. Matrix Question - Choices On the Choices tab, click Add New: Choice Enter the choice Name. In the Display Text, enter the choice as you want it to appear. To continue entering choices, click Create and Create Another. To finish entering choices, click Create. Each choice is a separate entry.

36. Matrix Question - Choices You will now see a list of all the choices you just entered. You can specify the minimum and maximum selections allowed.

37. Matrix Question - Preview You can see how your Matrix question looks by clicking on the Preview tab. Let’s add a new question. Click Edit Page on the navigation bar.

38. Free Text Question On the Page Items tab, click Add New: Question Enter the Name and Display Text. Select the free text question type. Click Create.

39. Free Text Question You can select if an answer is required. You can also choose the size of the answer box. The answer boxes can hold up to 4,000 characters. You have now seen the three different types of questions. Let’s look at the branching logic in E-Survey.

40. Branching E-Survey has the capacity for including branching. Branching allows you to put logic into the survey. Based on invitees responses, they can be directed to different places within the survey. To add Branching, go to Edit Questionnaire on the navigation bar. On the General Tab, click Yes to branching.

41. Branching As you go into a page, you will now see an additional tab called Branching. You can select a default action on page submission. You may also select which question you would like to branch on. The choices will be presented and you can select the actions that choice will cause. You may only branch on required multiple choice questions where only one option may be selected.

42. Demo Once you have your questionnaire created, you can review it by using the demo tool. This option is found in Edit Questionnaire on the Demo tab. You can also grant access to others to view your questionnaire. You will enter their email and click Grant Access. You will then be presented with a contact form to send them a message and link to demo the questionnaire.

43. Completion The completion tab allows you to customize the message your invitees will see at the conclusion of the survey. You may also enter a URL to redirect the user to after a few second delay which you specify.

44. Sharing your questionnaire You can share your questionnaire with other users by going to the Share tab, selecting the user and clicking Add.

45. My Distribution Lists Now let’s go to My Distribution Lists. You can get there by either clicking on My Distribution Lists on Home or by clicking on the colored circles icon on the E-Survey header bar.

46. My Distribution Lists You will see a list of your current distribution lists. You can edit, copy or delete distribution lists. To create a new list, click Create: Distribution List

47. Creating a List Enter a Distribution List Name that will help you easily identify who the list contains. Click Create.

48. Creating a Rule Rules are the method you will use to pull in the individuals you are seeking to contact. Rules are based on common attributes such as college, dept, title, appointment status, etc. A distribution list can contain multiple rules. On the Rules tab click Add New: Rule

49. Creating a Rule Enter a rule name. Select the rule type. Click Create.

50. College/Dept/Div Rules Once you have created the rule, you can select the rule operation. You can either add, remove, or intersect (remove all but these) individuals a rule returns.

51. College/Dept/Div Rules On the Preview tab, you will be able to see a list of individuals that your rule is returning. Only those you have access to will appear. If you need additional access, contact the MBM Office. Below you will also see a list of individuals that all the rules in your distribution list are returning.

52. My Campaigns Now that our Questionnaire and Distribution List are ready, let’s go to My Campaigns. You can get there by clicking My Campaigns on Home or by clicking the bar graph icon on the E-Survey header bar.

53. My Campaigns You will see a list of all your campaigns, the status, start and end times and any other owners. To create a new campaign click Create: Campaign

54. Create a Campaign Enter a name for your campaign. This is internal. Select the access type for your campaign. Campaigns can either be Invite only or Open Access only. Click Create.

55. Invite Only Campaign After you have created your campaign, you have the option of making it anonymous or not. Open access campaigns will always be anonymous. Save any changes before moving to the next tab.

56. Selecting Questionnaire On the Questionnaire tab, you will see a drop down of all your questionnaires that are not yet attached to a campaign. Each questionnaire can only be attached to one campaign. Select the questionnaire you would like and click Save.

57. Adding Invitees On the Invitation tab you will see a list of all invitees. To add invitees, click Add or Remove Invitees

58. Adding Invitees You will see a dropdown of all your distribution lists. Select the one you would like and click Generate Invite List.

59. Adding Invitees You can select all by clicking the Select All button under the list. Alternatively, you may select certain individuals on the list by clicking on their names while holding the CTRL key. Once you have made your selections, click Submit.

60. Adding Invitees All the individuals you selected on the previous screen should now appear in the list.

61. Time Frame On the Time Frame tab you will specify the time period that your survey will run. A start time is required. An end time can be specified but is not required. Once you are ready to start your survey, you need to activate your campaign. To activate, click Begin Activating. Once a campaign is activated no changes can be made to the attached questionnaire. This ensures that all invitees receive the same questionnaire so results will be consistent. Be sure to finalize your questionnaire prior to activating.

62. Contact Emails After activating your campaign, go to the Contact tab to send out emails with a link to the survey to invitees. Enter the From Email Address, Subject, and Message. Select whether or not you want to include the link to access the survey in the email. Select the recipients. E-Survey gives you a list of possible recipient groups. Alternatively, you may select individual invitees from the list to email instead. For your first email, you will most likely want to email all recipients. On subsequent reminder emails, you can email only those who have not yet completed the questionnaire.

63. Responses You can track responses on the Responses tab. You can see how many invitees have completed the survey. If you have an Open Access campaign or non- anonymous Invite Only campaign, you can download responses at any point during the campaign. If you have an anonymous Invite Only campaign you will not be able to download the responses until the campaign is complete. In order to finish the campaign, you will need to deactivate the campaign on the Time Frame tab. E-Survey will automatically tally responses that can be downloaded as a pdf or you may choose to download the raw data.

64. Sharing Campaigns You may also choose to share your campaign with other E-Survey users. On the Share tab, select the user and click Add.

65. E-Survey Help Extensive help is available by selecting the Help option on the top E-Survey bar. There are options for system overview materials or step-by-step instructions to do specific tasks. There is a printable help booklet that contains screen shots as well as instructions. Additionally, the MBM Office staff can help answer questions you may have.

66. Contact Us For More Information contact: Nikki Thompson, Executive Assistant Phone: (801) 585-0944 nikki.thompson@hsc.utah.edu For More Information contact: Nikki Thompson, Executive Assistant Phone: (801) 585-0944 nikki.thompson@hsc.utah.edu Mission-Based Management 1C 348 School of Medicine Phone: (801) 585-0944 Fax: (801) 585-2350 Congrats! You have completed the E-Survey training. If you have additional questions or need help, please contact MBM Office.