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Introduction to

PICS Surveys

Version 14.xx

Document Version: 1.12

Release Date: 12/04/2010

SECTION 1. INTRODUCTION & SET UP

CONTENTS



SECTION 1. INTRODUCTION & SET UP .................................................................................................... 1

What is PICS Survey ? ...................................................................................................................................... 1

What do I need to use it ? ............................................................................................................................... 1

Prior knowledge for this training .................................................................................................................... 1

SECTION 2. PICS SURVEY OVERVIEW & SETUP ....................................................................................... 3

Accessing the PICS Survey Builder .................................................................................................................. 3

How to create a new survey ........................................................................................................................... 3

How to add questions to a survey .................................................................................................................. 4

Order of questions in a survey ........................................................................................................................ 6

Previewing and copying a survey .................................................................................................................... 7

Printing a survey ............................................................................................................................................. 7

ADDITIONAL SETUP FOR ON-LINE SURVEYS ..................................................................................................................... 8

Specific on-line survey settings ....................................................................................................................... 8

Restricting access to an on-line survey ........................................................................................................... 8

Synchronising PICS Survey data with the Pellcomp web site .......................................................................... 9

Creating user logins for on-line access............................................................................................................ 9

Setting up surveys for anonymous on-line access .......................................................................................... 9

SECTION 3. RECORDING SURVEY RESPONSES ...................................................................................... 11

ENTERING SURVEY RESPONSES VIA PICS...................................................................................................................... 11

Entering survey responses from a learner via PICS ....................................................................................... 11

Entering survey responses from organisations via PICS ............................................................................... 12

Entering survey responses from officers via PICS ......................................................................................... 13

Entering anonymous survey responses via PICS ........................................................................................... 14

COMPLETING ON-LINE SURVEYS ................................................................................................................................. 15

SECTION 4. REPORTING ON SURVEY ANSWERS.................................................................................... 16

From the survey builder screen - spreadsheet summary ............................................................................. 16

From the survey builder screen - Chart ........................................................................................................ 16

From the Adhoc reporting tool ..................................................................................................................... 16





WHAT IS PICS SURVEY ?

The PICS survey builder manages surveys and questionnaires for your learners, staff and partner organisations in PICS.

Responses (named or anonymous) can be captured either on a paper form for local data entry, or entered on-line and

downloaded to your local PICS dataset. You can then use reports to monitor the results.



WHAT DO I NEED TO USE IT ?

 Contact the Pellcomp support desk for a licence number (temporary licences are available for trial use). Enter this

new licence number at the login screen in the normal way.

For on-line surveys you need:

 A reliable permanent Internet connection to upload and download data.

 Either your own website or access to the Pellcomp site.



PRIOR KNOWLEDGE FOR THIS TRAINING

 Before you undertake this training you should have experience of using PICS, both for data entry of learners and

organisations and if possible setting up system base data such as officers. However, you don’t need to be an

expert in it to get something from this training.

 In some ways using the software is the easy bit; designing your questionnaire with the right questions and options

so that you get meaningful results, may take more time and thought. Once you’ve had a practice with the

software, think carefully about what you want to achieve from the survey, how to structure the form and what

sort of answer options you want to give.





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Introduction to PICS Surveys

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This guide shows how to create a survey and record answers to it in a learner/staff/organisation/ record or

anonymously, or on-line.









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SECTION 2. PICS SURVEY OVERVIEW & SETUP

Setting up surveys in PICS is fairly simple. The main steps are:

1. Create a survey and make the settings required.

2. Add the questions to it and preview the format.

3. If required, you can create and print out a survey form.

Alternatively, if you use on-line surveys then you need to upload the new survey to the relevant website.

4. Record responses in PICS or give respondents direct on-line access to the secure web site holding the survey (the

information can then be downloaded into PICS).



ACCESSING THE PICS SURVEY BUILDER

 From the Main menu click the button [Survey Builder].

This opens the survey builder, which initially will only have a couple of default values in the menu tree.



HOW TO CREATE A NEW SURVEY

 Open the survey builder as above.

This displays the survey builder screen,

which initially will only have a couple of

default values in the menu tree.

 To create a survey, double click

on the menu item 'Add Survey'.

This adds a new survey to the menu

tree on the left and opens the

maintenance screen on the right.

 Enter a unique code, title and

description.

 Select who the survey is for - this

is a very important field as it

determines where the answers

will be recorded in PICS. You

must select one or more or the

values shown - in this example

just select 'Learner'.

(Note that you can mark a survey

for 'Anonymous' responses -

these can be entered direct to

PICS or on-line.)

 Leave the status as 'Live'.

 If you would like to allow multiple

answers to this survey from the

same respondent, you can tick

the “Allow Multiple Respondents”

box.

 Click [OK] to save the new survey so that the title appears in the menu tree.

Note: for creating on-line surveys please also see the settings explained in the section 'Additional setup for on-line

surveys' on page 8.









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HOW TO ADD QUESTIONS TO A SURVEY

Below are a few sample exercises but in reality you should think carefully about the sort of questions and responses

you want. Do you want single or multiple responses, will a text response be difficult to analyse, should dates be

validated ? What guidance message should you give to the respondent ? Questionnaire theory and design is way

beyond this guide but poor questions may not give you the right information.

In the survey builder menu tree, locate the required survey. Beneath it you should see an option to 'Add question' - if

not, click the '+' sign to the right of the

survey title.

 Double click on the option to 'Add

Question'.

This adds a new question to the survey

tree on the left and opens the

maintenance screen on the right. You

have several options and formats for

questions so we'll go through a few

examples. Enter the details as below this time - you can experiment later.

 Enter the text of the question ('1. Date of Leaving') and select the type ('Date selector' in this case).

There are a number of types available but we'll look at these later.

 Identify if this is a Mandatory question or not ('Yes' in this case). Then enter a warning message for the system if

the field is left blank : 'You must enter your last day on the course'.

 Because this is a date field you can add validation to the learner's response if you want. In the example shown,

the date of leaving must be at least 01/08/2008.

For 'Minimum date' click the box next to 'No min' so it is blank and then enter or select the date (by all means

use a more recent date if this guide is a little old).

 Next enter a message which will appear when the minimum date validation isn't met by the response: 'The

leaving date must be after dd/mm/yyyy'.'

 Now repeat this process to specify a maximum date, in this case the end of the SFA/YPLA/LSC contract year.

 Click on [OK] to save the question and return to the survey builder screen.

As mentioned, you can define a number of different types of question. All questions can be identified as mandatory

or optional and have a message shown when left blank. The first two types (items from lists) are the main ones that

can be reported on, as the responses are specifically defined. It's more difficult to report on text and numeric fields

 Single item from a list. You will need to add the valid answers for selection and only one may be chosen by the

respondent. For example, you could ask someone to select their course or age band

 Multiple items from a list. You will need to add the valid answers for selection and more than one may be

chosen by the respondent. Could identify the methods of learning used.

 Short text. For fields up to a maximum of 255 characters. You can specify a minimum and/or maximum length

of field. Used when you want the respondent to be concise in their answer.

 Longer text. For large amounts of text, unlimited by length. Particularly useful for 'any other comments' sort of

question.

 Number. You can specify the minimum and maximum values allowed. Normally used for a value that could be

used in a calculation, for example, someone's age or course length.

 Date selector. You can specify the minimum (earliest) and maximum (latest) dates allowed. Could be used to

record someone's date of birth or start date on the course.

Please remember, that although we refer to them as surveys, you can use this tool to create questionnaires, feedback

forms, and any other type of simple question answer data that you wish to record against any of your learners,

officers or organisations.

Have a go now with adding some more questions to your survey. Remember to identify the type of question and

whether or not you need to validate it. If you make a question mandatory then you may need to give an option 'Not

known' or 'Prefer not to say'. Try some of the following examples but also experiment and add your own. Putting a



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number at the start of the description helps identification. You might also find there is more than one way to ask

some of these questions - experiment !

2. Please enter your learner number from the training centre.

3. Please select your age on leaving from one of these bands (optional).

4. How long did your course last ? Select one of the following options.

5. What methods of learning did you find most useful ? Select from the following list.

6. Did you find the tutors helpful ?

7. What was the main reason for doing this qualification ? Select from the following list.

8. Please enter any other comments.

Below you'll find a sample way of setting these up but yours will of course be different. The main thing is to

understand the different types of questions and how best to use them.







After you have added some

questions, you should have a

display similar to the one

shown here. You can then

continue to add additional

surveys to suit your needs.









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ORDER OF QUESTIONS IN A SURVEY

You can adjust the order of questions within any survey.





 From the survey builder

tree select the survey in

the list and click on

[Edit].

 In the table 'Question

Ordering' select the

question whose position

you want to change.

Now use the [Move Up]

and [Move Down]

buttons to locate it

correctly.

 Click on [OK] to save the

survey with the new

order of questions.









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PREVIEWING AND COPYING A SURVEY

Once you have added all you questions, you can take a look at how the data capture for recording the answers will be.

 To do this, from

the survey builder

tree simply select the survey or any question in the survey and click on [Preview].

This gives a screen something like that shown aside. Take a

good look and make sure all the questions and options are

OK.

Once answers have been recorded for a survey against

learners etc, you will not be able to make any

amendments to that survey.





For this reason, we have included a Copy Survey function.

You can then use the newly copied survey in place of the

original.

 To copy a survey, simply select the required survey in

the tree click on the [Copy] button (next to the

Preview button).

 Enter a new code for this survey and click [OK].

A new survey will be added to your list with the same

values and format of the original but which you can

adjust without affecting the original.









PRINTING A SURVEY

Before printing a survey you need to have created a template document and added it to the Surveys library. The basic

process for creating templates is the same as used in the PICS ILP and Document Generator and is explained in that

guide. If you need assistance with template documents please contact the Pellcomp support desk. Assuming a

template already exists the process is as follows:

 From the Survey Builder main screen, click once on the survey to print so that it is highlighted.

 From the menu bar run 'Reports - Print Survey'.

 Double click on the required template in the library to create a document in Word..









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ADDITIONAL SETUP FOR ON-LINE SURVEYS

PICS surveys can be setup to allow online completion by respondents. By default, PICS will use the Pellcomp hosted

surveys site to allow access to learners and anonymous respondents only, but can also be setup on a local web server

to allow greater filtering control, and access to learners, officers, organisations and anonymous respondents. Please

contact Pellcomp Support for further details.

If you’re using the Pellcomp hosted Surveys site you should always remember to synchronise with the site after any

changes made to surveys in PICS (see page 9).



SPECIFIC ON-LINE SURVEY SETTINGS

Before a survey can be completed online, it must be setup in PICS to allow access.



 Open PICS and from the main screen click the button [Survey builder].



 In the list of surveys select the one you wish to set up for on-

line access, and click [Edit].

(You can of course also make these settings when first

creating the survey.)

 In the eSurveys section at the bottom of the screen ensure

that there is a tick in [Survey Available Online].



 Click [OK] to save the survey.





RESTRICTING ACCESS TO AN ON-LINE SURVEY

You might also want to restrict access to the survey, i.e. so that only selected individual learners, or those on a

particular cohort or programme can complete it. Note that providers hosting surveys on their own website have a

wider range of filters than those using Pellcomp's site.

 From the Survey Builder main screen, edit the survey and ensure the 'Survey available online' box is ticked.



 Click the button [eSurveys Availability].

If your survey is on the Pellcomp website then you may be warned about the filter availability. Click [OK] to

continue.)



 To add a filter, click the [New] button

and select as required, e.g. pick a

programme.

You can select individual learners by

using the […] button for 'Specific

Learners' - tick the box next to each

learner required (or right click for

multiple selection options) and then

click [OK] to apply. The PICS ID no for

each selected learner is shown in the

'Specific Learners' box.



 Click [OK] to save the filter and add it to

the Learner Filters list.

You can either add further filters (be

sure that they don't conflict !) or just click [Close] to exit the 'eSurveys Availability' screen. The button for this

will appear with red text once a filter has been added.



 Finally click [OK] to save the survey.

Remember that any changes made must be synchronised with the web server (see the section 'Synchronising PICS

Survey data with the Pellcomp web site').



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SYNCHRONISING PICS SURVEY DATA WITH THE PELLCOMP WEB SITE

Note: the following process should only be applied if you are using the Pellcomp site to host your surveys.

PICS Survey has a process you must run to ensure that data in PICS matches the data stored on the Surveys web-site.

Specifically, it does the following:

1. Uploads all on-line surveys, questions and settings from PICS Survey Builder to the web site. This includes any

learner filters to ensure that only specified learners can complete a survey.

2. Downloads all learner and anonymous survey responses from the website and inserts/updates them in PICS.

3. Uploads all learner survey answers in PICS that are not currently on the website (although the website answers

are given priority where they exist in both places).

Perform a web-sync is usually quick and easy:

 Ensure that you are connected to the internet.

 Open the PICS survey builder.

 Click the button [Web sync].

 After a few seconds you should get a prompt ‘Web-sync completed’. Click [OK] to complete the process.





CREATING USER LOGINS FOR ON-LINE ACCESS

You can create logins for either a single or multiple learners.





For a single learner:

 From the PICS Client Selection screen, find and open the learner’s episode.

 On the bottom button bar click on [5 Extras].

 Back towards the top of the screen you may have several page tabs depending on the additional products for

which you are licensed. Click on [Survey Answers].

 At the bottom of the screen click the button [Generate Learner No]. This will give a message on screen with the

Username and Password.

 Give or send the details to the learner.





For multiple learners:

 At the PICS Client Selection screen, apply filters so that you display only those learners for who you want to

create usernames.

 From the selection screen menu bar, select the options 'Tools - Get Web Survey Logins for these learners'.

PICS will create a spreadsheet showing the learner names, usernames, passwords, email and address details.









SETTING UP SURVEYS FOR ANONYMOUS ON-LINE ACCESS

If a survey is set up for Anonymous on-line access, a single username and password is required for the system to

identify the correct survey to display to the respondent.

 Open PICS and from the main screen click the button [Survey builder].



 In the list of surveys select the one you wish to set up for on-line access, and click [Edit].

(You can of course also make these settings when first creating the survey.)

 Ensure that in the 'Survey for' options the box for 'Anonymous' is ticked; also in the eSurveys section the box

'Survey Available Online' must be ticked.

 Click [OK] to save and close.



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 Click the button [Web Sync] to synchronise PICS with the server. Click [OK] when completed.

 Select the survey in the list again and click [Edit].

 Under 'Anonymous Web Login Details', click on [Obtain

Login].

 PICS will contact the web server and obtain a username and

password for this survey. You may want to make a note of

this but it will also be available to view permanently on

screen in the Survey Builder.

 Click [OK] to save and close the survey. Note that you must repeat this process for each anonymous survey to

get separate usernames and passwords.

To download any responses (including anonymous ones) from the web-site - you need to perform a web-sync in PICS

Survey Builder (see page 9). You can then view any anonymous responses downloaded by clicking on the [Anonymous

Ans] button.









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SECTION 3. RECORDING SURVEY RESPONSES



ENTERING SURVEY RESPONSES VIA PICS

This section explains how to enter survey responses manually into PICS for learners, organisations and staff, and for

anonymous responses.



ENTERING SURVEY RESPONSES FROM A LEARNER VIA PICS

If your learner has returned a questionnaire form (either printed or by email) then you need to record their answers

on their learner record in PICS.

 From the PICS Client Selection screen, find and open the learner’s episode.

 On the bottom button bar click on [5 Extras].

 Back towards the top of the screen you may have several page tabs depending on the additional products for

which you are licensed. Click on [Survey Answers].

Initially, when there are no survey answers for a learner, the screen you are presented with will be almost blank;

eventually you will be able to view all the surveys that exist for the learner. First of all you need to load a survey.

 Click on the button [New] for a list of live surveys. Double-click on the one you want to add it to the learner

record and open the answer fields.

 Go through each

field and enter or

select as

appropriate.

 Once complete,

click on [OK].

Remember that if

you have specified

some validation

against fields then

you may get error

or warning

messages.





Once you have added

the survey answers, a

record will be shown in

the top half of the form.

An entry will be shown

for each set of survey

answers recorded for

the learner.

You can add as many surveys to a learner as you like; however, you can only record one set of answers per trainee for

each survey unless you selected 'Allow multiple responses' when the survey was created.

 You can edit or delete a set of survey answers by returning to this screen and using the buttons shown; i.e.,

selecting the survey you wish to edit from the list at the top of the form, and then clicking [Edit] or [Delete].









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ENTERING SURVEY RESPONSES FROM ORGANISATIONS VIA PICS

If a company has returned a questionnaire form (either printed or by email) then you need to record their answers on

their record in PICS.

 From the PICS Organisation list, find and open (double-click on) the company.

 Along the top of the screen you have several page tabs. Click on [Survey Answers].

Initially, when there are no survey answers for an organisation, the screen you are presented with will be almost

blank; eventually you will be able to view all the surveys that exist for the company. First of all you need to load a

survey.

 Click on the button [New] for a list of live surveys. Double-click on the one you want to add it to the organisation

record and open the answer fields.

 Go through each

field and enter or

select as

appropriate.

 Once complete,

click on [OK].

Remember that if

you have specified

some validation

against fields then

you may get error

or warning

messages.

Once you have added

the survey answers, a

record will be shown in

the top half of the form.

An entry will be shown

for each set of survey

answers recorded.

You can add as many surveys to an organisation as you like; however, you can only record one set of answers per

organisation for each survey unless you selected 'Allow multiple responses' when the survey was created.

You can edit or delete a set of survey answers by returning to this screen and using the buttons shown; i.e., selecting

the survey you wish to edit from the list at the top of the form, and then clicking [Edit] or [Delete].









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ENTERING SURVEY RESPONSES FROM OFFICERS VIA PICS

If an officer has returned a questionnaire form (either printed or by email) then you need to record their answers on

their record in PICS.

 From PICS main screen, open [Base Data Maintenance] and select [Other General Base Data].

 On the [Advisors] page select the officer and click on [Edit].

 Select the [Additional] tab and click on the [Survey Answers] button.





Initially, when there are no survey answers for an officer, the screen you are presented with will be almost blank;

eventually you will be able to view all the surveys that exist for the adviser/officer. First of all you need to load a

survey.

 Click on the button [New]

for a list of live surveys.

Double-click on the one

you want to add it to the

officer record and open

the answer fields.

 Go through each field and

enter or select as

appropriate.

 Once complete, click on

[OK]. Remember that if

you have specified some

validation against fields

then you may get error or

warning messages.

Once you have added the

survey answers, a record will be shown in the top half of the form. A record will be shown for each set of survey

answers recorded.

You can create as many surveys with as many questions in them as you like, however, you can only record one set of

answers per officer for each survey you create, unless you set “Allow multiple responses” when the survey was

created.

You can edit or delete a set of survey answers by returning to this screen and using the buttons shown; i.e., selecting

the survey you wish to edit from the list at the top of the form, and then clicking [Edit] or [Delete].









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ENTERING ANONYMOUS SURVEY RESPONSES VIA PICS

If a survey has been returned anonymously, it cannot be entered into PICS against a particular learner, organisation or

officer. The survey builder has an answer editor for inputting anonymous responses.

The survey must have been set up to record 'Anonymous' responses (see the section 'How to create a new survey' on

page 3 for details)

 From the PICS main screen click the button [Survey Builder].

 Select the survey for which you wish to add the anonymous response.

 Click on the [Anonymous Ans] button at the bottom of the screen.

(If this button is unavailable then the survey has not been marked as 'Anonymous' in the 'Survey For' list.)

 Click on the button [New] to record a new response

to this survey.

 Go through each field and enter or select as usual.

 Once complete, click on [OK]. Remember that if

you have specified some validation against fields

then you may get error or warning messages.





If more than one anonymous response is recorded,

different responses can be seen by using the [Previous]

and [Next] buttons.

You can edit or delete a set of survey answers by

returning to this screen and using the buttons shown.

Select the survey you wish to edit using [Previous] and

[Next] and then clicking [Edit] or [Delete].









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COMPLETING ON-LINE SURVEYS

Once a survey has been synchronised with the web-site and an username and password obtained (respondent-specific

or anonymous) you can issue these to potential respondents; it's a good idea to tell the respondent if the user name is

anonymous or not.

The address of the Pellcomp surveys website for them to complete the survey is

(https://www.pellcomp.net/websurveys); if your company is hosting the survey then please check for the address

with your IT department.

To download survey responses from the website to PICS, see the section 'Synchronising PICS Survey data with the

Pellcomp web site' on page 9.

The following steps are intended for use by a respondent completing the survey, not the person setting up the survey:





1. Open a web browser, and go to

https://www.pellcomp.net/websurveys.

2. Enter the username and password issued and click [Login].

3. You will be taken to the list of available surveys for the

login details entered.

4. Click on the survey title to open a page where the survey

can be completed.

5. Once all answers have been entered, click [Submit] to save

your response.

6. The menu option for 'Settings' can hold your email details

and allow change of password.

7. If any of the answers do not meet the validation

requirements specified in PICS, errors will be displayed

against each question in Red.

8. Click [Log Out] on the menu to exit.

Note: if you have been issued with an anonymous login then only

one survey will be available and the 'Settings' option on the side

menu will not function.









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SECTION 4. REPORTING ON SURVEY ANSWERS

Note that if you use on-line surveys, you should download the latest responses before running reports. See the

section 'Synchronising PICS Survey data with the Pellcomp web site' on page 9.



FROM THE SURVEY BUILDER SCREEN - SPREADSHEET SUMMARY

 Open the survey builder and select the survey on which you wish to report.

 From the menu bar select the option 'Reports - Response Summary'. This creates a spreadsheet with two pages:

Summary Report shows the number of responses to each question with a type that can be analysed numerically

(single or multiple items from a list).

All Responses gives a list of every response to each question, including text, number and date types, so you can

do further investigation on the detail.



FROM THE SURVEY BUILDER SCREEN - CHART

 Open the survey builder and select the survey on which you wish to report.

 Click the button [Reponses].

The chart appears similar to that

shown with the responses to the first

question. Note that charts are only

possible for questions with specific

responses, i.e. not free text (you will

just get a list of entries made for

these).

To see other questions in the survey

use the [Next>>] and [<
buttons to scroll through them.

You have several options to adjust

the format and display of the chart:

- Select the type of response.

- Select the date range of responses.

- For a particular question, limit the

chart to a particular response.

- Change the chart type between bar

and pie.

- Show or Hide numeric totals.

For bar/column charts you can adjust

the format of these between number and percentage.

- Show or hide answers with 0 responses.

You can change the chart colours; from the menu bar run 'Tools - Set up colours'.

To print the chart: from the menu bar run 'Print - Print Survey Response Summary'. This exports all charts and text

responses to a pdf file.









FROM THE ADHOC REPORTING TOOL

 Sections are available in both Selection Criteria and Output for survey responses. For more information on

Adhoc reporting please see the appropriate training guide.





End of document







16 Introduction to PICS Surveys

ff4e6009-a6a3-46f2-b07c-b953ef694757.doc, Document Version: 1.12, Release Date: 12/04/2010



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