Access Appraisal Report
| Step 1 | Click on “Reports”, which is the second tab on the Dashboard. |
| Step 2 | Select the “Process” tab. From this tab you can you can assess process across operations. |
| Step 3 | From this window you can choose between “Active processes” & “All Processes” using the filter option. Additionally, you can use the search option to search through the entire report listings to identify a specific process report. |
Subscribe and configure alerts
| Step 4 | Once the process is identified, leveraging the “Notification” option under “Action” column you can subscribe to various user level alerts based on various condictions. These conditions are subject to chnage based on the type of the process. |
| Step 5 | For an Appraisal process (non levels) the system will ideally give you 4 conditions to choose from, namely submissions, by cut-off, before cut-off and Score (Points / Percentage). First option, is further divided into to two types; “Each submission” & “Percentage submission”. Former will allow you to get a notification, every time a user submits a form and latter will allow you to get a notification when data is submitted for a certain percentage of participants. For the former one you can also choose to get an alert with a pdf attachment wherein you can further choose to have only answered questions. Whereas for the latter you can preset the percentage as per your business requirement. |
| Step 6 | The second alert option again is futher divided into two – namely, “Incomplete by end period” & “Complete by end period”. Former, will send an alert with a list of participants who HAVE NOT submitted the data by cut-off and latter will send an alert with a list of participants who HAVE submitted the data by cut-off. |
| Step 7 | The third type of alert – namely, “Notify before end period” will allow you to recieve an alert as per predefined time (days before the cut-off / end period) at which to receive list of users who have not yet responded. For this alert to function properly you need to key-in the no of days in the “Days before end period” section and also enter time in “Time” section. |
| Step 8 | With the help of 4th type of alert you will get to know if the final score for a participant falls outside the norm. Additionally, you can preset it in two ways – a) To set condition based on actual score: Choose ‘Points’ b) To set condition based on percentage value out of maximum score: Choose ‘Percentage’s. |
| Step 9 | For a process with levels enabled, you will have an option to subscribe to 3 more alerts – “Notify not actioned before”, “Notify not actioned after” & “Notify blank due date”. With the help of first two will you can get to know if the individuals have taken action after/before due date (you can preset the day and time for the same) and with the help of second one you will come to know if individuals have filled the due date or not (you can preset day and time). |
| Step 10 | Once the alerts are set as per your preference, you can choose the mode in which you want to be notified for any of the above conditions. You will have two options, one being “Email” which is free of cost and the other being “SMS” which is an add-on feature and will be charged as per your carrier. |
| Step 11 | As soon as you configure the alerts as per your preference, you need to click on “Apply” to subscribe to the alert. |
Analyzing the report
| Step 12 | To deep dive into the individual reports, you need to click on the “Pie” icon under Analyze column. The next screen that you land on will give you a quick peek of the completion over 6 consecutive frequencies for all the stores that are part of coverage. If its a daily process, then it will show 6 days, if weekly, then weeks and vice versa. | ||||||||||
| Step 13 | Furthermore, the first row of this screen, houses all the filters and export options. Leveraging the “funnel” icon you can filter the data based on “Location” & “Resources”. Location will show the data for all the countries/cities and resources will show the data for all the custom made clusters. | ||||||||||
| Step 14 | The icon next to funnel option allows you to see the summarized data for all the coverages individually, over 6 frequencies on one screen. | ||||||||||
| Step 15 | Even further right, is a store filter option that will help you see all the submissions/records for a particular coverage during a set time period. Once you click on this store filter option, the next window will let you select a store and set a time period for which you want to see the submissions. | ||||||||||
| Step 16 | The 2nd row on the report screen, showcases the name of the process creator, coverage, frequency and objective of the process. Additionally, it also gives you information about the number of submissions made during the below set 6 frequencies along with the most recent date when the process was last updated. | ||||||||||
| Step 17 | The third row, along with highlighting the name of the process report, also has a “Search” & “Pending Actions Summary” (If a process has levels enabled and there are any non actioned requests pending on certain users they show up here) options. With the help of search option you can further slice and dice the data based on various filters. On the following screen, you can analyze the data based on “Report Date”, “Response to Questions”, “Submission Date”, “Stores”, “Submitted By” and “Columns”. Once you choose the required filter you will need to hit “Apply Filter” to generate the report on the screen. As soon as the report is generated, you will also have an option to sort the data based on various data parameters and moreover, you can save the filter using “Save this filter”; so that in future if you need to analyze the data in the similar manner instead of creating a new a filter you can use the existing filters to analyze the data. | ||||||||||
| Step 18 | The 4th row (Tasks) shows you 6 frequencies that once clicked on, take you to the records screen – wherein you see all the submissions made against all entities for a particular frequency. | ||||||||||
| Step 19 | Once you click on any frequency in row 4, the system will redirect you to records screen. On this screen all the options in row 1 (add-on attachments option),2 & 3 remain the same as screen 1. However, in row 4 and 5; you will see “Store Name”, Record ID, Request Date and all the questions and responses related to the process against which data has been registered by all entities. | ||||||||||
| Step 20 | Under “Record ID” column, you will see two options, “Click to edit record”(if you are a process owner or administrator) & “Click to view details”. Former will allow you to edit the report of all submissions (responses & attachments) and latter will help you further deep dive into individual submissions. | ||||||||||
| Step 21 | Using the “Click to view details” option, as soon as you land on the final screen, along with having an addition of two options in row one (Edit report & Resubmit – former allows you to edit the submission in the report and latter allows you to resubmit the same report post modification), you will also see addition of a few more fields like Reference ID, Filled By (gives you the information about name, date, time and the device of user), Report By and Report On in row 2. Additonally, the tabular section below row 3 will showcase the entire data related to a particular submission of this entity. Furthermore, using the filters in row 3 you can filter the data based on “Non Compliant Sections”, “Non Compliant Questions” & “Overall”, moreover you can also use other filters like “Filled questions”, All questions”, “Optimized Images” & “Original Images”. | ||||||||||
| Step 22 | Furthermore, in an Appraisal along with being able to see the questions, responses and attachments, on this screen, just below the last section/sub-section you will also get to see ” Points available”, “Points earned” & “Percentage” of this submission. Lastly, incase of any non compliance, to put the right measures in place, from this screen you can use the “Plus icon” option below “Follow Up Task” column to create a follow up task against every non complaint parameter. | ||||||||||
| Step 23 | On the first screen post clicking on “Analyze”, row 5 will give you the completion percentage of the process over all the 6 highlighted frequencies. Completion figures show the fill percentage of all entities over a particular periodicity. Additionally, if you click on the completion percentage figures, you will land on a window which showcases the data of both “Completed” and “Not-Completed” entities. Furthermore, if there are multiple people assigned against one entity; this window will not only show you which entity the submission was made against but it will also give you the name of the person who filled the process against a particular entity for a specific frequency. Moreover, if need be, this data can also be extracted in the form a excel file by using the excel extract option stationed at the top right corner of this window. | ||||||||||
| Step 24 | On Wooqer, for an Appraisal process you can track compliance based on “Cut-off” & “Geolocation”. This data can be seen and further analysed using row no 6 and 7; however, it will be available only if these functionalities have been enabled on the process while creating the process. Just like how Completion row gives you the “Completed” & “Not-Completed” data of all entities asssociated with the process, in a similar manner “Cut-off” & “Geolocation” options will allow you to see the “Compliant” & “Non-Compliant” entity data (as per Cut-off & Geolocation). | ||||||||||
| Step 25 | Just below row 7, you will find the count of submissions in a tabular format (if is MR enabled otherwise you will see the score of individual submissions), against each entity for a particular periodicity. If you click on any number, the system will redirect you to the respective deep dive screen (final report screen) of this entity for this particular record. | ||||||||||
| Step 26 | If there are any attachments or comments associated with various questions in a process, you can see all the attachments below the questions section and comments on the final reports screen, by hovering on the cloud icon, wherever it is visible in the “Response” column. | ||||||||||
Create a follow up task
| Step 27 | On the final report screen, using the “New Task” option you can create numerous followup tasks against any non compliant parameters. | ||||||||||
| Step 28 | To achieve this, identify any non compliant question, click on “Plus Icon” and then from the New Task window, key-in all the mandatory information like Title, Assignee and finally click on “Create Task”. | ||||||||||
| Step 29 | “Title” gives you a space to describe the task in brief. For example, if the lights are not working on Aisle 1, you can key-in “Lights not working”. | ||||||||||
| Step 30 | “Assignee” section will allow you to assign the task in 3 ways. Firstly, if you feel that this task can be fixed by an individual, then you can choose to look him/her up using the initials of their name in the Assignee section. Secondly, if you think that the task can be better handled by a bunch of people working collectively, then you can choose to assign it to more than one person by keying-in their intitals in the Assignee section. Finally, if you have created a Team or a group already and are of the opinion that the issue is better suited for a Team of specialists; then you need to check the “Assign to Group” checkbox (Stationed below Assignee section) and then search for the respective Team in the Assignee section and assign the task to this Team. | ||||||||||
| Step 31 | “Links To” basically works as a reference for the task assignee. Once the task is assigned to them; this option allows them to determine the process and the non compliant parameter to which this task is associated to. | ||||||||||
| Step 32 | “Due Date”, will allow you to set the date by which the task needs to be completed. | ||||||||||
| Step 33 | “Description” alongwith giving you an option to expound on the issue, will also allow you to attach a reference file for the task assignees. | ||||||||||
| Step 34 | Once the task is created, you will have an option to see the status of the task in two ways. Firstly, you can see the status on the final report screen window (against every line item wherein you have created this task). Secondly, from your ToDo screen under “Pending with Others” tab. Using the second option you can not only see the task status but also communicate with the task assignees and nudge them in case they tend to be complacent. | ||||||||||
| Step 35 | Once the task is completed, you as a task creator will have an option to review it and then “Conclude” it. | ||||||||||
| Step 36 | Furthermore, if a task has been assigned to multiple people, all the task assignees will have an option to work on the task and mark it as “Complete” and also the task creator can choose to “Conclude’ the task anytime, regardlless of whether all users have completed the task or not. However, in case of a “Group Task”, once a task is assigned to a group, only one person from the group can claim the task and complete it, by clicking on “I’m on it”. Additonally, once a task has been claimed by someone, other members of the group get notified that the task has been taken up by another user and thus they do not get an option to work on it mark it as complete. Howbeit, if the claimant feels that the task is not within his/her skillsket; they have an option to release it by clicking on “Release”. Once its released all users that are part of group again get notified that the task is unclaimed and they can choose to jump on it. | ||||||||||
| Step 37 | In a Group task even though non claimants don’t have an option to work on the task and mark it complete, however; they can support the claimant by communicating on the chat channel of the task and also by sharing any attachments on the same thread to aid the claimant close the task in a timely fashion. | ||||||||||
| Step 38 | Finally, inorder to keep all the assignees and creators of the tasks updated with the status of the task throughout its lifecycle, there are various system generated alerts that go to every user involved in the task, at various stages. | ||||||||||
Extracting a PDF , Excel , PPT Report & Attachments
| Step 39 | At various stages of analyzing the reports you will also have an option to extract different types of reports from different windows, leveraging numerous filters. |
| Step 40 | To begin with, from row 1 of the 1st reports screen you can download the screenview of this screen in a PDF format by clicking on the “Export to PDF” option. |
| Step 41 | However, if you want to extract the data in the form of excel, you can download it by clicking on “Export to Excel”. Once you click on this option, the next window will give you 3 ways in which you can download the data, “Screen view”, “Submission date”, “Periodicity (Monthly)”. First option, will once again allow you to download the scrrenview on an excel file. Using the second option, you will be able to download the excel report based on submission date by setting the from and to date on the calendar. Additionally, you will also have a few options below to download this data along with these parameters. These parameters are, “Include inactive coverages” (if you want to see the data against the entities that were actives earlier but are inactive now), “With comments” (for all questions wherein the users have keyed-in the data in comments section and you want to see that data on excel report),”With task status” (will showcase the status of the task throughout its transition on a separate excel sheet), “With pending action summary” (If there are any tasks at different levels that are yet to be actioned by the users assigned ata those respective levels), “Include responses from another process” (If this process is a Master-Child process, then if you want to see the data of a child process in this process excel report then this option will allow you to do so). |
| Step 42 | The third and final way that the excel export option allows you to download the report in is “Periodicity (Monthly)”. Using this option you can download the excel report based on the periodicity of the process by setting the from and to date on the calendar. |
| Step 43 | Once you set either of the three options on the Export window; you will need to click on “Export” option to download the report. |
| Step 44 | As soon as this report is downloaded, you will get to see detailed data of every entity (all submissions) in various rows. The data points that the excel report will showcase are Report generation Date, Reference No, EntityID, Enity Name, Score, Questions, Responses, Comments, Submitted By, Submitted By (login_id), Submission, Levels (if enabled), Due Date (levels), Closed By (levels), Closed On (levels), State, City, Time taken for submission and Period. |
| Step 45 | Furthermore, if you choose to download the report along with the task status and if there are any pending actions on various levels (if added and assigned) then once you download the excel report, you will see 3 sheets. First sheet “raw data”, will showcase all the data related to the process, second sheet, “task status”, will showcase the status of the task through its transition in various rows, third sheet “compliance” showcases individual questions scores available & achieved along with overall score available and achieved by an entity for that submission and finally the fourth sheet will showcase all the “pending action” items that haven’t been acted on yet at different levels (will show only if levels are enabled on this process). |
| Step 46 | In row 3, once you click on “Search” option, on the following window you will have a provision to download the data in the form of excel and ppt. Before downloading the data, you can leverage various filters to sift the data and then download it accordingly. The excel report will download the data along with various aforementioned data points whereas using the “Export to PPT” option you can download a readymade ppt (works well for a process with pictures). The ppt report will give you an option to download a readymade report in 3 ways. Firstly, you can download the entire process report wherein you will see questions, responses and attachments on different slides (along with other relevant information). Secondly, you can download a report wherein you will have a comparison of reference image and attachment image on the same slide for every questions (this will also work for reference image and no attachment uploaded question). Finally, the third option will allow you to create a couplet between a two attachment related questions/attachment and non attachment question. |
| Step 47 | In row 5, 6 and 7, you will also have an option to download the excel data of “Completed”, “Not-Completed”, & “Compliant”, “Non-Compliant” entities. In order to achieve this, you need to click on the percentage of completion, cut-off compliance or geo-compliance and then on the following screen from top right corner click on excel download to download the respective data. |
| Step 48 | On the final reports screen, in row 1; along with various filters, you will also see a PDF and Excel export option. To download the data from using these option on this screen you can follow the same steps as followed on screen 1. Moreover, these options are available almost on every screen and can be used in similar manner almost on every screen. |
| Step 49 | Next to PDF & Excel export options, on every screen you will also have an option to “Print” the report. Once you click on this “Print” icon, then the following screen will allow you to configure your print preferences, and finally print the reports. |
| Step 50 | Lastly, if there are any attachments that are part of the process reports you can either download all of them in one go (for all the entities) for a particular frequency from the Records screen; or you can download the same for individual submission from the final reports screen. The files will be downloaded in a Zip format which later on you’ll need to extract into a more readable format (JPG etc) using any file extractor tool. |