marna stilley academic systems analyst ocio [email protected] e*value beginner training
TRANSCRIPT
MARNA STILLEYACADEMIC SYSTEMS ANALYST
E*Value Beginner Training
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Contents
Pg. 3 Purpose of E*Value Pg. 5-6 Biographic Data Pg. 7 At-A-Glance Pg. 8 Director’s Page Pg. 9-11 People Groups Pg. 12 Security View Pg. 13 User Data
Download Pg. 15 Activities Pgs. 16-17 Activity Groups Pg. 18 Default Educators Pg. 19 Schedule Teams Pgs. 21-22 Time Frames
Pgs. 24-26 Add/Edit Schedules Pgs. 28-29 Post Office Pg 30 Reminders Pg. 31 Email Log Pg 33-34 Documents Pg. 36 Anonymity View Pg. 38 Performance Report Pg. 39 Comments Report Pg. 40 Scores Report Pg. 42 Rankings Report Pg. 44 Evaluations Report Pg. 46 Compliance Report Pg. 47 Survey Setup Pg. 48 Appendix
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Purpose of E*Value
Healthcare Education Management System Provides multiple tools for managing information
related to healthcare education Today’s training will address the evaluation and
reporting tools Faculty, students, courses can be evaluated in E*Value
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USERS
Administration
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Biographic Data: Adding a User to your program
Adding a User to your program Administration Users Biographic Data
ALWAYS “Fill list from” Your Institution Filter for the last name & select correct person from
drop-down “View/Edit User”
Choose appropriate Rank from grey box Save Changes
Inactivating a User in your program Choose “Inactive” from grey box & Save Changes
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Biographic Data: Adding a User to the Institution
Adding a User to the Institution Administration Users Biographic Data
ALWAYS “Fill list from” Your Institution Filter for the last name & select correct person from drop-
down “Add New User” if the correct person does not populate the
drop-down Complete all boxes with a red asterisk including
selecting the appropriate Rank in the grey box Next Save Changes
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At-A-Glance
Lets you see all, or a subset, of your users based upon your selections (user group, rank, role)
At-A-Glance Administration Users At-A-Glance
Select from the filter boxes as appropriateNext
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Director’s Page
Lets you add course or activity group directors to your program (useful for scheduling evaluations & reporting) An activity group is two or more activities grouped together under
a name assigned by youAdding Directors
Administration Users Directors
Select from the filter boxes as appropriate A low-score notice is an email indicating a student, faculty member
or activity received below your standard on an evaluationAdd Director
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People Groups
Allows you to group people under a name assigned by you (useful for scheduling evaluations & reporting)
Creating a People Group Administration Users People Groups
Enter a name for the group description (i.e. clinical faculty, residents, PGY1, Fellows)
Select from the filter boxes as appropriateAdd Group
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Assigning Users to Groups - Words
Lets you assign users to people groupsAssign Users to Groups
Administration Users Assign Users to Groups
Select appropriate group from drop-down in upper right corner of blue box
Uncheck “Limit to home subunit” in upper left cornerFilter for user using “Filter Last Name” box & click
Refresh Available UsersHighlight user and move from left side box to right
side box by clicking Add
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Assigning Users to Groups - Pictures
1. Select group from box
2. Uncheck this box
3. Filter for last name
4. Refresh available users
5. Add user to group members box
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Security View
Allows you to view the security settings of each “Role” within your program (refer to pg. 8 Rank vs. Role for a review of Roles)
In other words, allows you to see what menu items are available to users with a particular Role
Security View Administration Users Security View
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User Data Download
Allows you to download (html, word or excel) various types of user information based upon your selections
User Data Download Administration Users User Data Download
Check the appropriate boxesClick the grey (+/-) to expand the choices for
Biographic and Program Information, and Custom Fields
Filter your results as appropriate andGenerate Report
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ACTIVITIES
Administration
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Activities (Courses, Rotations)
Allows you to add activities (courses, rotations) to your program
Adding Activities Administration Activities Activities
Type your activity nameSelect from the filter boxes as appropriateUpload and select a document if appropriateAdd notes if appropriate (I usually do)Add activityDo not create separate activities for educator & course
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Activity Groups
Allows you to group activities under a name assigned by you (useful for scheduling evaluations & reporting)
Creating an Activity Group Administration Activities Activity Groups
Enter a name for your group under Group Description
Add Group
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Assigning Activities to Groups
Lets you assign activities to activity groupsAssign Activity to Group
Administration Activities Assign Activity to Group
Choose the appropriate activity group from the drop-down box
Highlight the desired activities and move from left side box to the right side box by clicking Add >>
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Default Educators (the coolest trick ever!)
Allows you to assign an educator to all instances of an activity with a few clicks of the mouse
Educator doesn’t appear in the schedule until a student is scheduled
Default Educators Administration Activities Default Educators
Choose the appropriate activityFilter by Rank, Role or last name and Refresh Available
UsersHighlight desired educator(s), choose evaluation action
and hit Add >>
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Schedule Teams
Allows you to schedule evaluations in an activity that has smaller groups within it (Anatomy lab, Physical Diagnosis)
Great for peer evaluationsSchedule Teams
Administration Activities Schedule Teams
Select the appropriate activityFollow instructions on screen
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TIME FRAMES
Administration
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Creating Time Frames
Allows you to set date parameters for your activities, and determine generation dates for your evaluations
Should always include a dateCan account for multiple activitiesTime Frames
Administration Time Frames Time Frames
Ignore everything on this page and hit Show/Add Time Frames
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Creating Time Frames, cont.
Input your Time Frame labelChoose the begin & end date of your Time
Frame (dates of your course, rotation, semester, etc)
If you attached a document to your activity, indicate the date you’d like it to be sent out
Indicate the evaluation generation date. Evaluations will generate midnight on this date
Add Time Frame*Do not create a Time Frame for every
activity
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SCHEDULES
Administration
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Add/Edit Schedules
Allows you to schedule evaluations for your educators, students and/or activities
Add/Edit Schedules Administration Schedules Add/Edit Schedules
Ignore all filter boxes except Activity (3/4 way down)
View Schedule
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Add/Edit Schedules, cont.
Click on the blue hyperlink activity name (upper left corner of the grid
Select Time Frame from drop-down boxFilter User List (i.e. if scheduling an entire class
or people group) or by Last Name**Ignore Participation Start & End Dates as
these are determined by the Time Frame you chose
Choose the appropriate Evaluation ActionSchedule EntryWhen done, hit Close in upper right corner
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Add/Edit Schedules, cont.
This brings you back to the grid with the blue hyperlink activity name you just scheduled
Directly below the name of the Time Frame is an icon ( ) that looks like a notebook and says Show Evaluations when you run your cursor over it
Click on this icon and ensure everything is in GREEN. Check your generation date and other information for accuracy
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EMAILS
Administration
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Post Office
Allows you to send emails with attachments to users in your program
Post Office Administration Emails Post Office
Select from the filter boxes as appropriate based upon recipient(s) (individual, user or activity group, rank, role)
If sending emails based upon a schedule, click the blue +/- to expand this section and complete as appropriate
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Post Office, cont.
If including login & password in email, make sure to click Send to Each Recipient Individually. E*Value will not send login information in Bulk Email format since it’s confidential
Attach a file if desiredSend EmailsYou’ll have an opportunity to review the
recipient list and your verbiage.
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Reminders
Allows you to send reminder emails to users who have outstanding evaluations
Reminders Administration Emails Reminders
Type your email subjectChoose the activitySelect yes to send login informationEnter your messageSend Emails
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Email Log
Allows you to search sent emailsEmail Log
Administration Emails Email Log
Select from filter boxes and complete blank boxes as appropriate
*None of these boxes are requiredFilter Email Log
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DOCUMENTS
Administration
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Document Upload
Allows you to upload a document to E*Value’s document management collection
Uploading a document Administration Documents Upload
Choose the collection where you’d like to house your document
Browse your computer and Upload your document
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Document Search
Allows you to search documents currently housed in E*Value
Document Search Administration Documents Search
Choose the collection where you’d like to search
Input your search characteristicsSearch
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PROGRAM SETUP
Administration
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Anonymity View
Allows you to see a users’ anonymity setting based upon their role
In other words, allows you to see what data is and is not suppressed based upon a user’s role
Anonymity View Administration Program Setup Anonymity Setup View
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PERFORMANCE
Reports
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Performance (Trainee, Educator, Activity)
Allows you to pull quantitative data Performance Report
Reports Performance Trainee, Educator or Activity Performance
Input your Start & End date Select your Activity from the drop-down Filter for the last name of your student or educator if applicable Select your Format Option (html or excel) Next If you choose html, you can click the blue To Trainee or
Educator Comments hyperlink on the next page to view comments
At top of page choose Print This Page or Email Me The Report
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Comments (Trainee, Educator or Activity)
Allows you to pull comments made about a student or students in individual or multiple activities
Trainee Comments Report Reports Performance Trainee Comments
Follow instructions for Trainee Performance Report
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Scores (Trainee, Educator or Activity)
Allows you to pull raw scale scores of your trainees by question
Trainee Scores Reports Performance Trainee Scores
Follow instructions for Trainee Performance Reports
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RANKINGS
Reports
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Rankings (Trainee, Educator, Activity)
Allows you to pull rankings by standardized score of all responses to scaled questions
Rankings Reports Rankings Trainee, Educator or Activity
Input your Start & End DateSelect from filter boxes as appropriate*Ranking reports do not take into account the
number of evaluations completed
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EVALUATIONS
Reports
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Evaluations (By A User, About Trainees, Educator, Activities)
Allows you to pull evaluations completed by a User, About Trainees, Educators or Activities
Evaluations Reports Evaluations By A User, About Trainees, Educators or Activities)
Input your Start & End DateSelect from filter boxes as appropriateNext
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MISCELLANEOUS
Reports
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Compliance
Allows you to see who has completed or not completed evaluations in your program
Compliance Report Reports Miscellaneous Compliance
Input your Start & End DateChoose your Compliance Rate Select from filter boxes as appropriateNextOn the next page, at the bottom, you can send an email
to your non-compliant users by clicking To Post Office
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Survey Setup
Allows you to view the evaluation setup in your program.
In other words, lets you see which evaluations are linked to which activities
Survey Setup Reports Miscellaneous Survey Setup
Select from the filter boxes as appropriateNextClick on blue hyperlinks to view evaluation,
Preview Evaluation or Print This Page
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E*Value Normal
Activity
Timeframe
Schedules
Course, Rotation, Session
Period of time during which a course takes place
The place you go to schedule your evaluations
Appendix: E*Value language
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Appendix: Rank vs. Role
Rank dictates what evaluations a user can complete, and what evaluations can be completed about a user.
Rank is given by the administrator (you) on the Biographic Information page of Biographic Data
Role determines what menu items are available to a user. This is also called their “Security View” and is a menu item under Administration>Users.
Role also determines a user’s anonymity view. This is a menu item under Administration>Program Setup.
Role is automatically assigned, based on the rank*, and is found on the Roles, Groups & Specialties page of Biographic Data. You can assign more than one Role
*If the rank of Administrator is assigned, you must assign a role manually
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Appendix: Evaluation ActionsDoes Evaluations
Is Evaluated
Both
Neither
Evaluation action describes how a user relates to an evaluation Does Evaluations
The user is doing the evaluation Is Evaluated
The user is being evaluated Both
The user is both doing an evaluation and being evaluated
Neither The user isn’t being evaluated, or
doing an evaluation
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E*Value Contacts
MUSC Contact Marna Stilley
E*Value Client Services Consultants Jenny Anderson
612-877-7253 [email protected]