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Open the Participant administration menu. The submenu Waves is opened automatically.
Click the Add wave button.
The properties dialog for waves is opened.
– Name: Name of the wave
– Field start, Field end: In this interval, the feedback providers of this wave can open the feedback questionnaire. The field time of the waves may differ from the project field time specified in the Survey menu.
– End of process: The date after which it will not be possible anymore to access reports for this wave.
– Active: yes/no
– Peergroup: Individual peergroups can be created based on concluded previous feedbacks (Process configuration → Report definition → Peergroups). Examples for peergroups are: Wave of the previous year or focus person in similar position.
Confirm with Add wave.
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In the overview, click, on the name of the desired focus person.
The selected focus person’s feedback provider overview is opened. At the current stage, it contains only the focus person in the „self-assessment“ role.
To create the first additional feedback provider, click on Add feedback provider.
Enter the master data. If the feedback provider has been registered in the system earlier, e.g. because all participant data have been uploaded to participant pool, you can find them with the magnifying glass and insert the data with a click on Add participants.
If necessary, you can furthermore specify process data for the current feedback.
Confirm with Add participant. The feedback provider is created and displayed in the overview.
Repeat the process for all feedback providers of the current feedbacl constellation.
Defining Feedback Constellations By Import
Usually, you will not create the individual participants of your project manually but rather import the list of participants.
Before you start
Please note:
Do not start preparing the import until you have created all the required participant variables according to the instructions in Chapter “Editing Master Data and Process Data”.
When using Excel, consider the following restrictions imposed by manufacturer specifications:
Only the first sheet of the file will be processed. You should not exceed the maximum of 256 columns and 65,000 rows. Should you require more columns or rows, select a different program and save your import file in CSV format.
Excel import is only possible for files created or saved using Excel 97+. Excel files that were created or saved using “Excel for Mac”, “Neo Office” or “Numbers”, for example, cannot be imported.
The file format XLSX, newly introduced by Microsoft with Office 2007, is not supported by EFS. Please save your files as XLS files before starting the import process.
Creating the Participant List
Create a list of the feedbacks including all persons involved and their roles in Excel.
To simplify this process, a dedicated import template can be downloaded in the import dialog.
In any case, the content should be formatted as follows:
We recommend entering the respective column labels in the first row.
Below, for each individual feedback constellation, list the respective participants and their attributes.
| Info |
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The same person may appear in a single feedback in several roles or multiple times in various feedbacksk. The allocation is handled via the attributes “link ID” (u_link_id) and “role” (u_role). |
Link ID, role, personnel number and e-mail address are compulsory:
Link ID (u_link_id): This is an unambiguous identifier of the individual feedback. The feedbacks can be numbered consecutively, for example, or the personnel number of the focus person can be used to identify the feedback.
Role (u_role): See Chapter 3.3, p. 19.
Personnel number (u_account): Unambiguous identifier of the participant. Is stored in the column "u_account".
E-Mail-Adresse (u_email): Needed for inviting the participants.
Furthermore, you can enter title, first name, name, organizational unit, gender, initial password, language version and user-defined master and process data.
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Save the file in XLS or CSV.
| Info |
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CSV (Character Separated Values) is an exchange format that is mainly used for exchanging data between different computer programs. CSV files can be created either with simple text editors or with spreadsheet calculation programs as e.g. Excel or OpenOffice Calc. To save an Excel file in CSV format, use File → Save → File type CSV. |
Importing Participant List
Open the Participant administration and click on the wave‘s title.
The focus persons overview is opened. Click on the Import button.
Select Download import template and save the file locally.
Enter your data as described above and save them.
Select the completed file.
Select the appropriate character set.
Activate “First row includes column label”.
Use Send file to upload the list.
In the next step, the columns of the import file are allocated to the database fields. On the left hand of the form, you can see the fields of the participant administration. On the right hand, you can find the columns of the import file. Check the allocation. Repeat the procedure on the second tab Process data.
Click on Proceed to preview.
Check and confirm with Import.
A success message confirms that the data have been imported.
In the focus persons overview, you can see the focus persons of the imported feedbacks.
If you click on a focus person, the overview of that person’s feedback providers is opened.
In the participant pool, you can find all participants of the wave.