Risk Suite 2 Questionnaires
From SymbiantWiki
Symbiant Risk Suite Questionnaires are a collection of tools to get feedback from your users. There are 3 types of Questionnaire available, Key Risk Indicators (KRI's), Periodic Returns and Assessments (scored multiple choice).
To add a new questionnaire click the [Add New] link in the sub menu.
To display only questionnaires of a particular type, use the tabs at the top of the grid.
The questionnaire grid shows the Name of the questionnaire, the Type of questionnaire it is (unless one of the questionnaire filter tabs is selected) and the frequency the questionnaire is issued. Links are also provided to [Edit Questionnaire], [Define Questions], view the [Questionnaire Index (groups / periods)] which shows the individual questionnaires sent out and [Archive Questionnaires].
If there are lots of questionnaires they will be displayed across multiple pages with 10 or more questionnaires per page.
Contents |
Add new / edit questionnaires
When adding or editing a questionnaire certain key fields must be identified:
Type, the type of questionnaire:
- Key Risk Indicator
Key Risk Indicator questionnaires are normally a short list of indicators (questions) associated with
the company which are scored by groups of users to help identify potential failings.
- Periodic Returns
Periodic Returns are normally a short list of questions assigned to groups of users to be answered at
set intervals.
- Assessments<br />Assessments are detailed questionnaires that provide multiple choice answers and sub questions
based on users responses, questions are weighted and flagged for easy identification.
Once a questionnaire type has been defined, it cannot be changed.
Name, the name used to identify the questionnaires (max. 255 characters).
Groups, a list of user groups that are assigned to the questionnaire. Select a group from the drop-down list and click the [Add] button to add it to the questionnaire groups list. To remove a group, select it in the list and click the [Remove] button. At least 1 group should be assigned to a questionnaire.
Issue Date specifies when the questionnaire should first be issued to users in the defined groups. Dates must be entered in dd/mm/yyyy format (day/month/year, i.e. 21/01/2006). A calendar can be displayed to select the date by clicking the [...] button. The questionnaire will not be available to be answered until the issue date is reached.
Re-Issue, the frequency the questionnaire is re-issued after the initial issue, this can be:
- Never (Issue once only)
- Weekly
- Monthly
- Quarterly
- Half yearly
- Yearly
Only the Type and Name fields are required to begin creating the questionnaire, but groups must be added before the questionnaire is issued.
To save the data entered and create a new questionnaire or save changes to an existing questionnaire, click the [Save] button, to discard the new questionnaire or changes click the [Cancel] button.
If the questionnaire is saved, then Symbiant Risk Suite will redirect to the question entry page for the new / edited questionnaire.
Questions
The questions entry page depends on the type of questionnaire being edited.
Key Risk Indicators
Key Risk Indicator groups are indicators associated with the company which are scored by groups of users to help identify potential failings.
The risk indicators will display a NEW space to enter a new indicator (max. 2000 characters) and any existing indicators that can be edited or changed. When defining a new indicator or changing an old one the score variations must also be defined. Simply enter the greater and less than values for each of the score colours.
For example:
| > | 0 | 5 | 10 |
|---|---|---|---|
| < | 5 | 10 | -1 |
Would mean that any score entered less than 5 would colour red, any score greater than 5 and less than 10 would colour yellow and any score greater than 10 would colour green (note that entering a value of -1 means any value above the last entered). Any value that does not fall within the range specified will remain white.
To add a new indicator or confirm changes to existing indicators click the [Save] button.
Any indicator that is no longer relevant can be removed by clicking the [Remove] button under the indicators box.
The position of a indicator in the list can be changed by clicking the [Move Up] and [Move Down] arrows.
Indicators can be shared between multiple KRI user groups by clicking the [Assign Indicators] link in the sub menu bar.
Assign Indicators
To assign questions to a KRI questionnaire, click the [Assign Indicators] link in the sub-menu bar.
Indicators can be assigned to or removed from selected groups by simply checking them in the indicators grid.
Click [Back] in the sub menu bar to return to defining the key risk indicators.
Periodic Returns
Periodic Returns are questions assigned to groups of users to be answered at set intervals.
The returns questions will display a NEW space to enter a new question (max. 2000 characters) and any existing questions that can be edited or changed. To add a new question or confirm changes to existing questions click the [Save] button.
Any question that is no longer relevant can be removed by clicking the [Remove] button under the question box.
The position of a question in the list can be changed by clicking the [Move Up] and [Move Down] arrows.
Questions can be shared between multiple periodic return questionnaires by clicking the [Assign Questions] link in the sub menu bar.
Assign Questions
To assign questions to a returns questionnaire, click the [Assign Questions] link in the sub-menu bar of the questions page.
Questions can be assigned to or removed from selected groups by simply checking them in the questions grid. The grid shows the unique question ID number and the question for all active (i.e. not archived) questions stored in the system.
Click [Back] in the sub menu bar to return to the periodic returns user group questions.
Assessments
Assessments are detailed multi-response questionnaires. To add a new assessment question click the [Add New] link in the sub menu bar.
The questions grid shows the question reference and the question along with links to [Edit Question], [Move Up], [Move Down], [Remove Question] and [Define Minor Questions]. If there are lots of questions they will be displayed across multiple pages with 10 or more questions per page. The questions shown can be changed using the drop-down in the grid footer, pages of questions can be moved between using the [First], [Previous], [Next] and [Last] arrows.
If the [Define Minor Questions] link is clicked the grid will drill down to questions associated with the selected question or questions associated with responses to that question.
Select to view general minor questions or questions associated with a particular response using the drop-down that will appear above the grid. Move back to a parent question by selecting the question from the branch that will appear above the grid.
TIP: To add a minor question to all responses except one, add it to the All section and then remove it from the response where it is not desired.
Questions can be shared between multiple questionnaires by clicking the [Assign Questions] link in the sub menu bar.
Add / Edit assessment question
Unlike the other questionnaires, the assessment question provides the means for entering useful information on the question including types and categories to assist reporting, details which could contain policy information a link to external resources and fully definable multiple choice responses.
When adding or editing a question certain key fields must be completed:
Ref, is a unique reference used to identify the question, this is automatically populated by the system however it can be modified to include any prefixes used to identify types of questions (max. 5 characters)
Type, a selection from a predefined list of types.
Category, a selection from a predefined list of categories.
Question, the question (max. 1000 characters).
Risk, the risk associated with the question. To attach a Risk to this question click the [Attach] button, to view the risks details click the [Details] button. To remove any currently associated risk click the [Remove] button.
Details, any further information related to the question, i.e. company policy (max. 1000 characters).
Link, to an external resource, this can be any accessible web page. Click the [Open] button to test the link and view the page.
Response, two or more possible responses to the question. The system will automatically enter 3 standard responses, Yes, No and N/A. To add a response, enter the Title, i.e. Yes/No, A, B, C etc. and an optional description, i.e. No - please enter a comment or Partially - 25%, Partially - 50%, Partially - 75% etc. The response must then have a weighted score, this is the score the question will receive if the users answers with the associated response. Additional information can be taken as well as the response, set the drop-down to Optional if additional information can be left, to Comments if additional information must be left or None if additional information cannot be left. Finally a Flag can be identified for the response, this allows assessors to quickly see any responses that are key to the assessment. Click the flag box to display a colour selector. To add the response click the [Add] button. To remove an existing response click the [Delete] button next to the response in question.
All fields except Risk, Details and Link must be completed, you must have at least two responses. To save the data entered and create a new question or save changes to an existing question, click the [Save] button, to discard the new question or changes click the [Cancel] button.
Assign Questions
To assign questions to a assessment questionnaire, click the [Assign Questions] link in the sub-menu bar of the questions page.
The assign assessment questionnaires grid displays, the question ref, its type and category and the question. Questions can be assigned to or removed from the selected questionnaires by simply checking them in the questions grid. The grid can be filtered to help locate the required question.
Click [Back] in the sub menu bar to return to defining questions.
Questions Universe
The Question Universe shows all questions currently in the system for the selected type of questionnaire. The universe allows you to archive or delete unused questions.
The example above shows the question universe displaying assessment questions. Questions are displayed with their question Ref ID, Type, Category and Question (other question types only display the question) with links to [Archive Question] or [Restore Question] and [Delete Question (permanently)]. If there are lots of questions they will be displayed across multiple pages with 10 or more questions per page.
To select a question check the check box next to it. To quickly select all questions in the current view, check the check box in the header. Click the [Archive] or [Restore] links to add or remove risks from the archive (the restore link will be shown if viewing archived data, see below), click [Delete] to permanently delete all selected risks.
Click [Back] in the sub menu bar to return to the list of questionnaires.
Questionnaire Index
The questionnaire index displays what questionnaires have been sent out, to which Groups and for which Period.
Individual questionnaires can be answered or archived via the [Answer Questionnaire] and [Archive Questionnaire Index] links. This allows administrators to archive out a particular set of questionnaires when they have been answered to keep the system uncluttered. It also allows administrators to answer questionnaires if they have more than one role within the system.
IMPORTANT: The default administrator is not assigned to any groups, this means that any responses to questions made from this account, will not be included in the reporting or statistical information until the administrator joins the appropriate groups.
If there are lots of questionnaires they will be displayed across multiple pages with 10 or more questionnaires per page.
Answer questions
To answer a questionnaire, click the [Answer Questionnaire] icon next to the questionnaire (group/period) to answer on the questionnaire index screen.
Key Risk Indicators
Indicators are simply scored by entering the score in the space provided. The score will change colour to show how it meets the predefined requirements. It is not necessary to score all the indicators but at least one indicator should be scored to signify that they have been responded to.
Click [Back] in the sub menu to return to the questionnaire index.
Periodic Returns
Questions are simply answered by marking a yes response and adding a comment (max. 2000 characters). It is not necessary to answer all the questions but at least one question should have a mark to signify that they have been responded to.
Click [Back] in the sub menu to return to the questionnaire index.
Assessments
All questions have at least two possible responses. Simply select the appropriate response and provide any further information if required. By default the questionnaire will automatically save the response when moving to the Next question by clicking the [Next] (or [Previous]) button. This can be disabled by unchecking the [Auto save response] check box, be sure to click [Save] after each response in this case otherwise the response will be lost.
A questionnaire many contain numerous questions and sub questions (possibly related to a response given to a previous question). An index of the questions can be seen on the left. This index will expand as questions are responded to and levels moved through. To move between known questions quickly click on the questions reference in this index.
Each question will be part of a set type and category of questions. Select a type and category from the dropdowns at the top of the page to return only questions in the defined areas. As these questionnaires can be very large it is also possible to return only un-answered questions to quickly see what questions still require a response. A response can be changed at any time.
If a risk is associated with a Risk, a [More] link will be displayed so further information on that risk can be viewed to assist with the response.
Occasionally external reference material will be linked via the question, again clicking the link will display this information to provide assistance with the response.
Click [Back] in the sub menu to return to the questionnaire index.
