WIZIQ Guide

WebIQ 4.0 Session Leader’s Guide WebIQ Session Leader’s Guide i Contents About WebIQ 1 Overview 2 What’s New in WebIQ 4.0? 3 Collabwrite Activity ..................................................................................................................3 Tables Activity..........................................................................................................................3 Improved Action Plan Activity..................................................................................................3 Improved Transfer Features.......................................................................................................4 Miscellaneous Enhancements ....................................................................................................4 Group Management 6 Overview ..................................................................................................................................6 Creating Groups.........................................................................................................................6 Adding/Modifying/Deleting a Participant .................................................................................9 Importing Participants .............................................................................................................10 Session Setup 14 Overview ................................................................................................................................14 Creating Sessions.....................................................................................................................14 Deleting Sessions.....................................................................................................................19 Modifying Sessions .................................................................................................................19 Saving Sessions as Templates..................................................................................................20 Exporting and Importing an Agenda........................................................................................20 Archiving a Session .................................................................................................................21 Search and Replace..................................................................................................................21 Session Management 23 Overview ................................................................................................................................23 Agenda Designer and Agenda .................................................................................................23 Creating an Agenda – Topics and Activities ...........................................................................25 General Procedures for Setting Up an Activity .......................................................................26 Specific Procedures for All Activities .....................................................................................29 Copying Agenda Activities......................................................................................................51 Deleting Agenda Topics/Activities..........................................................................................51 Modifying Agenda Topics/Activities ......................................................................................52 Rearranging the Order of Ideas within Activities ....................................................................52 Transferring Ideas between Activities .....................................................................................52 Sending Invitations to Start a Session......................................................................................57 Adding Resources....................................................................................................................60WebIQ Session Leader’s Guide ii Results and Reports 62 Activity Results .......................................................................................................................62 Agenda Filter Report Support..................................................................................................63 Questionnaire Activity Results ................................................................................................64 Session Reports........................................................................................................................65 Closure Designer .....................................................................................................................66 Email-Based Participation 69 Email Interface Format ............................................................................................................69 General Participation Guidelines .............................................................................................70 Glossary of Terms 72WebIQ Session Leader’s Guide 1 About WebIQ Organizations today face an increasing “need for speed” in innovation. Innovation drives decisions and follow-up actions. WebIQ helps organizations meet this need by offering a structured, collaborative decision-making process with which people can quickly gain input from all stakeholders and come to actionable conclusions. Because a WebIQ Session is self-documenting, all input leading to a decision is contained and available to all Participants at the click of a mouse. WebIQ allows for the implementation of a common, reusable process throughout an organization. WebIQ puts all Participants on a level playing field. In offering the option of anonymity, WebIQ ensures that all ideas are on an equal footing by eliminating the issue of whose idea it is. Unlike a traditional setting where people meet around a conference table and take turns speaking (serial input), WebIQ allows for parallel input of ideas. Ideas are input as they are thought of without having to wait for someone else to finish talking. WebIQ keeps people out of the smart-talk trap. It’s human nature to substitute talk for action. The problem is especially evident in meeting rooms. WebIQ provides focus and moves people through the decision-making process towards action. By documenting ideas and their associated goals and objectives, WebIQ provides a common reference for all Participants to understand goals and objectives and track the status of an action plan improving buy-in from all Participants. WebIQ increases innovation velocity and decreases lapsed time between problem identification and decision. WebIQ provides an easy-to-use, flexible structure that is self-documenting with an Agenda framework that is familiar to all Participants. WebIQ Session Leader’s Guide 2 Overview WebIQ can be used for simple, one-time electronic meetings or to create and manage complicated decision-making processes. These decision-making processes can occur over a number of Sessions and over an extended period of time. For example, a complete strategic planning process can be designed and carried out with a group of planners using WebIQ. These planners can share knowledge, identify and evaluate priorities, and come to a consensus on strategic direction. WebIQ Sessions begin with the design and setup of a Session and its Agenda. The Agenda is a set of Topics and Activities that embodies the particular decisionmaking process. An example of a Topic could be “Product Features.” An example of an Activity could be electronic brainstorming to gather suggestions for the product features. A Session Leader can either create an Agenda from scratch or clone a Session based on a selected Template. Once the Agenda is ready and the Session Participants have been identified, each Participant is automatically sent an email message inviting him/her to join the Session. Participants join the Session by clicking on the web address in the email. They can participate at any time and from anywhere. All Participants have access to several communication features throughout the life of a Session. Participants can send instant messages, send emails to each other, talk together via chat, and express their views about the Session. WebIQ works with any browser, but can best be viewed using MS Internet Explorer. WebIQ uses a pop-up window to maximize computer screen real estate. As such, it requires pop-up blockers to be disabled. Upon detection of such software, a message will refer the user to information on disabling their pop-up suppression software for the duration of their WebIQ session. WebIQ also supports a non pop-up mode that offers a lower screen real estate solution for participants unable to disable their popup suppression software. The User Login prompt contains a forgot your password? option, on which users can click if they have forgotten their passwords. WebIQ Session Leader’s Guide 3 What’s New in WebIQ 4.0? The main enhancements provided in WebIQ Release 4.0 are the Collobwrite Activity and the Tables Activity. There are also some Session management enhancements, including a revised Action Plan Activity, improved transfer features, drag and drop improvements, and an online Session Leaders Guide. Collabwrite Activity This is WebIQ’s new activity for composing, modifying, and updating Microsoft Word-like formatted documents. The Activity presents a full-page editor, into which Microsoft Word documents can be directly pasted. The Editor has numerous formatting features, such as Bold, Italics, Fonts, Font Styles, Alignment, Auto-Numbering, Auto-Bulleting, Indenting, Coloring, Hyperlinks, Tables, and Images. Most of these features are available from a tool-bar immediately above the editor screen. Images, before being pasted into documents, must first be uploaded to WebIQ using a “Image Library” feature at the bottom of the screen. Images uploaded to the Library can then be inserted into your documents using the Image button in to editor toolbar. Tables Activity Tables is a new activity for brainstorming or otherwise entering data into a structured table format. The new activity requires non-empty column headings for all columns in the activity, which will correspond directly to Categories in other activities. Below the column headings are any numbers of rows for entering text, numeric, or simple formulaic data. The Table Tool is a true collaborative activity. Each cell in a table is modified by clicking on the cell with the mouse, which will cause an editor box to appear at the bottom. The text, numeric data, or formulas can be entered or pasted in this box and submitted. Changes will be made immediately available to all participants. Improved Action Plan Activity The Action Plan activity has been greatly enhanced to make it easier to use and more collaborative. Action Plan items are no longer edited and submitted all at once on a single activity screen. Instead, each item will have its current status data displayed, along with a Modify button which, when pressed, will allow that item’s data to beWebIQ Session Leader’s Guide 4 changed without affecting the other items. Changes to modified items will be instantly reflected in the activity screen. The item status data has been modified as well. Start and End Dates have been replaced with a Start Date and Duration (in days). While the Start Date works as in previous versions, the End Date will be automatically calculated after entering a Duration value greater than or equal to 0. Dependencies have also had a new feature added. In addition to the familiar ability to make an item directly dependent on another specific item, you will be able to make an item dependent on its relative “previous item” on the activity list. In order words, if the item numbered 4 on the activity screen is designated as being dependent on the “previous item,” it will always be dependent on item 3. This can be changed by simply moving item 4 up or down on the list -it will always be dependent on the item previous to it. If every item but the first one has been so treated, the Action Plan activity can, based solely on the Durations entered for each item, automatically calculate the Start date for each subsequent dependent item based on the Start date of the first. Improved Transfer Features Categories and Ideas in a source Activity can now be automatically demoted to Ideas and Comments in a destination Activity during a transfer. This is done by selecting “Categories & Ideas” as the Source Ideas type, and “Ideas” as the Destination Ideas type on the main Transfer screen. Similarly, Ideas and Comments can be promoted in a destination Activity. This is done by selecting “Ideas” as the Source Ideas type, and “Categories” as the Destination Ideas type, while selecting “Transfer Comments” on the Advanced Transfers tab. Another new feature in Transfers is the ability to combine the results from evaluation-type Activities (such as Rate, Questionnaire, Vote, etc). The Activities must be of the same type (both Rate, both Vote, etc) and the destination Activity must contain copies of the same evaluated ideas as the source, through either the Copy command, loading an Activity from a WIQ file, or through the Transfer itself. By fulfilling these requirements, and selecting the “Transfer Results” checkbox on the Advanced Transfers tab, the results from the Source Activity(s) will be merged with the results in the Destination Activity. Miscellaneous Enhancements Drag and Drop Improvements The ability to drag and drop ideas, categories, and other items in the several Activities has been greatly enhanced to allow activity data to be more easily organized. We have previously been able to re-order ideas and categories by using drag and drop. We have also been able to re-categorize ideas. We will now be able to include comments in our dragging and dropping. Dropping an item onto a peer item at the same level (such as comments of the same idea) will re-order the items with respect to each other. Dropping an item onto a “non-peer item” at a different level (such as a different idea, category, or a comment of a different parent) will automatically promote or demote the item as appropriate, effectively moving the item around. This will make it much easier for Session and Activity Leaders to organize the data in an activity. WebIQ Session Leader’s Guide 5 Enhanced Session Searching Ability The Search/Replace feature from the previous version, available in Session from the Session Menu, has now been split into two steps. The first step is the search screen, which now allows the sessions in the same entire Group to be searched. The results of the search will be shown on a second screen, where the results can be analyzed, and/or replaced with a new text string. Score Activity Changes The Score activity will now display its drop-down options in the same way as the Rate activity, namely in descending order. Score will also allow decimals to be included in Criteria Weights, such as 3.5, 0.02, etc in addition to the plain integer values we are used to using up to now. Merge and Delete Screen Numbering The Merge and Delete Multiple Ideas screens will now display numbers the way they do on the main activity screens. Agenda Numbering The Session Settings screen now provides options for using different numbering schemes in your Agendas. The numbering schemes can apply to both Topics and Activities, similar to the way Categories and Ideas are numbered in the Activities. Closure/Session Report Additions A special report for Chat sessions is now available on both reports. Activity instructions are now a separate reporting option under the Session Report screen. Topic Adding Screen A new pop-up screen provides a larger text area for adding and editing Agenda Topics. New Animated Progress Screens Animated progress screens, like the ones we’ve become used to for loading attachments or WIQ files, can now be seen on the Transfer screen, as well as in the new Collabwrite Activity. New Lock-Step Feature The “Online” pop-up will now display an asterisk “*” next to participants who are in Activity Result screens, as opposed to the Activity screens. New Activity Features When in an anonymous activity or session, regular participants will no longer need to hit the “Comment” button in order to add a comment to a selected idea or item. Session and Activity Leaders will now also be able to set a “maximum depth” for participant commenting. This is to limit the growth of “commenting trees”. New Help Feature WebIQ 4.0 will include an HTML version of its Session Leaders Guide within the Help Menu. WebIQ Session Leader’s Guide 6 Group Management Overview Groups are used to organize sets of people who most commonly collaborate together. Typically, a Group Leader will create Groups that logically reflect the basic types or sets of issues that he/she is trying to address. For example, a Group Leader might have a Marketing Group, a Budget and Planning Group, etc. Therefore, a Group name might be “Marketing,” while that Group’s Roster would contain individuals from the Marketing department. Sessions and Session Templates are also associated with specific Groups. When defining or setting up a Group, a Group Leader creates the Roster of Participants by either creating new Participants or importing Participants from another Group. Additionally, Participants can be imported using a Simple Mail Transfer Protocol (SMTP) import function, or an MS Outlook ® (version 2000 or greater) contact file. The Sessions later created within a Group are not restricted to those Participants within the Group’s Roster. Consequently, Groups are a convenient but nonrestrictive way to associate Participants and Sessions. Creating Groups A Group Leader can quickly create a new Group. Since each Group is identified by its name, the name typed should be as descriptive as possible to accurately reflect the purpose of the Group and the composition of the Roster. Once the name of the Group is defined, it will appear in the list box, and is then available for modification. Group Rosters are automatically alphabetized for easy reference, by last name first. Creating a Group 1. From the Main Menu, click the Group Administration link. 2. Click the New Group button. 3. Type the Group’s name in the resulting dialog box. Click OK. 4. The Create New User screen will appear. Adding a new user is explained in the next section. 5. Clicking Done from the Group Administration Screen will send the Group Leader back to the main menu. WebIQ Session Leader’s Guide 7 Group Administration Screen Modifying the Group 1. By clicking on the Edit Settings button, the Session Leader can limit session creation to Leaders only, choose not to send welcome emails, and prevent users from having access to archived sessions. 2. Group Leaders can disable their users’ access to the My Profile option. thereby preventing users from modifying their accounts, by checking this option. This only applies to users who do not also appear in other groups. When a user appears in more than one group, the group with the most liberal policy towards the My Profile option will prevail. 3. Group Leaders can deny participants access to the archived sessions inside their groups. This option is very helpful when reusing generic and/or aliases with different participants in different sessions. 4. By clicking on the Edit Welcome button, the Group Leader can edit the welcome message sent to participants. Deleting a Group 1. From the Main Menu, click the Group Administration link. 2. Select the Group to delete from the Existing Groups scroll down menu. 3. Click the Delete button. 4. When the confirmation window appears, click OK, or click Cancel to abort. 5. Click Done to return to the Main Menu. 􀁌 Please note that bold labels indicate the required fields. WebIQ Session Leader’s Guide 8 Group Administration Modify Screen Editing Settings 1. From the Group Administration Screen, a Group Leader can edit the session Settings, view the License Report, edit the Group Roster, and Import other sessions and/or templates. Edit Settings Screen WebIQ Session Leader’s Guide 9 Adding/Modifying/Deleting a Participant A Group Leader has control over the attributes of a Group, and when the Limit Session Creation option is set, the Group Leader is the only one able to create new Sessions within the Group. There can be more than one Group Leader in a Group. As Participant profiles are created, welcome messages are automatically emailed. Adding a New Participant to a Group Roster 2. From the Main Menu, click the Group Administration link. 3. Select a Group from the drop-down menu. 4. Click the Modify button. 5. Click the Group Roster button. 6. Select Create New User from the username list box. 7. Complete the User Profile fields. 8. Select Check Spelling by checking the box. This will enable the spell checking function throughout the Session for a particular Participant. 9. Select New Icons by checking the box. This function allows Participants to see the “new” icon when new items have been added to Activities since they last entered that Activity. 10. Grant Group Leader status by checking the box. This allows a Participant the ability to modify and create additional Groups. Designated Group Leaders also have privileges over Sessions, Participants, and Templates inside the Group. 11. Select the Language of choice for the Participant. Each Participant then has the ability to select his/her individual language preference. 12. Click the Submit button to add the new Participant to the Group. 13. A pop-up will ask if you wish to Create this User?. Click OK or Cancel to abort. 14. After entering all new Participants, click the Exit button. Modifying a Participant’s Profile 1. From the Group Administration screen for a particular Group, click the Modify button. 2. Click the Group Roster button. 3. Select a Participant profile from the username list box. 4. Change any information in the Participant profile fields. 5. Click the Submit button to apply the changes. 6. A pop-up will ask if you wish to Modify this User?. Click OK or Cancel to abort. 7. Click the Exit button to return to the Group Administration screen. WebIQ Session Leader’s Guide 10 Modify Group Roster Screen Deleting a Participant’s Profile 1. From the Group Administration screen for a particular Group, click the Modify button. 2. Click the Group Roster button. 3. Select a Participant profile from the username list box. 4. Click the Delete button. 5. To confirm the delete click OK, or Cancel to abort. 6. Click the Exit button to return to the Group Administration screen. 􀁌 Caution should be used when deleting a Participant. If the Participant is not a member of any other Roster (i.e. this is the last entry for that Participant on any Group Roster), then all entries associated with that Participant will automatically have its source listed as “unknown author.” Importing Participants Along with adding Participants one at a time to the Roster, the Group Leader also has the option to import selected Participants from other Group Rosters. Group rosters can be exported as WIQ files just like WebIQ sessions. These rosters can then be restored on a different server at a later time. This can all be done from the Import Users screen. Importing Participants from Another Group 1. Go to the Group Roster screen for a particular Group. 2. Click the Import Users button. 3. Select the Group from which to import Participants. 􀁌 Please note that changing a Participant’s profile affects not only the profile in the Group being modified, but changes the Participant’s profile in all other Groups that the Participant belongs to (i.e., each Participant only has a single profile, with a unique User ID, irrespective of how many Groups to which he/she belongs). Group Leader status, however, is specific to an individual Corporation. WebIQ Session Leader’s Guide 11 Import Users Screen 4. Highlight the Participant to import by clicking his/her name. To multiselect entries, press and hold the Ctrl or Shift key while clicking. 5. Click the Import Selected or Import All button to import a single Participant or to import all the Participants from that Group. A pop-up screen will indicate the number of Participants imported. 6. A pop-up will ask Add the selected users to your Group Roster?. Click OK or Cancel to abort. 7. Click the Done button. 􀁌 A Search button allows you to quickly find Participants, by name or email address, in other Groups to which you have access, to import them into the current Group. Importing Participants from an SMTP Source 1. Go to the Group Roster screen for a particular Group. 2. Click the Import Users button. 3. From the Import Users screen, select the SMTP tab, and then type the SMTP list name from which to import Participants (see the network administrator for the list name). 4. Click the Fetch List link. 5. From the resulting list, select the Participants to import. 6. A pop-up will ask Add the selected users to your Group Roster?. Click OK or Cancel to abort. 7. Click the Import Selected button to import selected Participants, or the Import All button to import all Participants from the list. A pop-up screen will indicate the number of Participants imported. 8. Click the Done button. WebIQ Session Leader’s Guide 12 􀁌 To multi-select entries in the SMTP list while using a PC, press and hold the Ctrl key while clicking. A Group of contiguous entries can also be selected by clicking on an entry and then holding down the Shift key while clicking on another. This will select all entries between the two. Similar functionality exists on a Macintosh using the Apple key and Shift keys respectively. Importing Participants from a WIQ File 1. Go to the Group Roster screen for a particular Group. 2. Click the Import Users button. 3. From the Import Users screen, select the WIQ File tab. 4. Browse for and select the needed file. 5. Click the Import button. 6. Click the Done button. Importing Participants from MS Outlook® 1. Go to the Group Roster screen for a particular Group. 2. Click the Import Users button. 3. From the Import Users screen, select the Outlook® tab. If you are running any kind of virus protection software, a message will pop-up that a script is trying to run an application. Click OK. WebIQ Pop-up Screen Microsoft Outlook ® Pop-up Screen 4. Another pop-up box will appear, asking if you wish to allow a program access to your MS Outlook® contact list. It will also ask for how many minutes it should allow the program access to your contact list. Click in the Allow access for box. Generally, a 5-minute setting is recommended. Names then are downloaded from your contact list and can be selected for the Group Roster. WebIQ Session Leader’s Guide 13 5. Click the Bring Select link to import selected users, or the Bring All link to import all users from the list. A pop-up screen will indicate the number of users that were imported. 6. Click OK, or Cancel to abort. 7. Click the Done button. 􀁌 If using MS Outlook®, please configure your browser before logging into WebIQ. To interface with MS Outlook®, ActiveX controls must be enabled. These can be found in the Participant’s internet security settings. If using MS Explorer®, Participants can click on the Tool option on the menu bar, select Internet options, click on the Security tab, and click on the Custom Level button. WebIQ Session Leader’s Guide 14 Session Setup Overview A Session is a decision-making process that contains an Agenda comprised of Topics and Activities. Sessions also have a Roster of Participants made up from one or more Groups. A Session Leader might choose to create a Session where Participants can brainstorm on the merits of submitted items and then vote on those items or rank them. A typical example might be a Session in a Marketing Group that addresses the question, “How can we increase market share?” with the resulting items rated on a scale by the Participants. Session Leaders (or the entire set of Activity Participants) can then review the results. In addition to an Agenda, each Session has several attributes that can be configured to control access and define functionality. They include a Session name, a stated purpose, a definition of who can participate, and the timeframe during which the Session is active. (Participation may include a Roster of Participants or an entire Group’s membership.) Finally, Sessions can be configured to send out periodic reminders to all Participants or Non-Participants (those users who have not submitted responses). Creating Sessions A Session Leader (or any Participant from the Group Roster, if the Group was set up without checking the Limit Session Creation box) can create a new Session within a Group. Once a Session is created, the Session Leader can reassign the ownership of the Session to another person. Not only can a Session be created from scratch, but also a previous Session, saved with its Agenda intact but not containing results, ideas or comments, may be used as a Template to quickly set up the structure of a new Session. This template will retain the color scheme and language from when it was used in a previous Session. Since each Session is identified by its name, the name entered should be as descriptive as possible to accurately reflect the purpose of the Session. A Session Leader can also upload a client or organization’s logo by clicking on the Logo button on the Session Settings screen. The Session Leader can then browse for and select the appropriate image file. WebIQ Session Leader’s Guide 15 􀁌 When creating or modifying a Session, the Session Leader can define other Session Leaders. A Session Leader has control over all the Session attributes. He or she can delete a Session, view the results of submissions, create and delete Agenda items, control who the Participants are, when the Session starts and ends, and even designate himself/herself as a Non-Participant for the purposes of reporting. The individual who creates the Session is automatically the Session Leader unless otherwise specified. Create a Session Screen Defining the General Properties 1. Click the Create a Session link on the Main Menu to view the Create a Session or Session Settings screen. 2. Optionally select a Session Template from the scroll down menu. 􀁌 When creating a Session using a Template, the Session name will default to that of the Session from which the Template was created. The Session will also default to the start and end dates of the original Session. Be sure to rename the Session in the Session name field, and reset the start and end dates. If no Templates have been created for this Group, the Template field will read, Do not use a template. 3. Type the Session Name. 4. Provide a Description of the purpose of the Session by typing in the text area. 5. From the scroll down menu, select the particular Group for which the Session is to be defined. 6. Select the Language of choice for the Session (each Participant has the ability, if allowed, to set his/her language preferences). 7. Select the Skin or color scheme for the Session. WebIQ Session Leader’s Guide 16 8. Schedule the start and end dates and times by using the scroll down boxes. Sending Reminders Reminders are email messages sent to Participants. A Session Leader may select Don’t send emails, which is the default, Reminders to everyone, which sends a reminder to every Participant, or Reminders to Non-Participants. Email-Based Participation OK, if available, may also be selected to allow Participants to contribute via email. See the section on Email-Based Participation for more information on this feature. For Open to the Public Sessions, Participants are defined as those who have contributed to the Session. 1. Select an option from the Reminders/Emails list box. 2. Set the reminder Interval, if needed, from these options: Daily, Weekly, Bi-weekly, Hourly, Every 2 Hours, Every 4 Hours, Every 6 Hours, or Twice Daily. 􀁌 Daily reminders are sent every 24 hours at the specific time the Session was created. Bi-weekly reminders are sent every 3.5 days from the specific time and date the Session was created. Weekly reminders are sent 7 days from the time and date the Session was created. Anonymous Sessions Selecting this checkbox enforces anonymity throughout a Session. This enables anonymity for any and all Activities created in the Session. The option for anonymity is disabled in all Activity setup screens. Once the Session Leader enables this option, an Are You Sure prompt appears. If the Session Leader clicks OK, it cannot be undone. The Participants Online box is replaced with the text “Anonymity Enforced,” and no Participant names are displayed. Instant Messaging A Participant has the ability to send an Instant Message to another Participant, when both Participants are logged in and participating in a Session at the same time. From the Agenda screen, he/she can click on a Participant’s name from the Participants Online list, available by clicking the Online button in the upper right corner, type the message and click OK. To disable this feature, the Session Leader can check the Disable Instant Messaging box. Session Lock-step Selecting this checkbox gives the Session Leader the ability to control the browsers of all Participants, helping them navigate through the Session. 1. If selected, a prompt will appear in the upper right-hand portion of the Agenda/Activity screens. 2. Enter an Activity and click the Join Me button. 3. A confirmation dialog box appears. WebIQ Session Leader’s Guide 17 Lock-step Option on the Create a Session Screen 1. By clicking OK, all Participants will receive a prompt stating, Your presence has been requested by the Session Leader. The Participant can then click OK and be redirected to the particular screen to join the Session Leader. Lock-step Enabled Prompt 2. By clicking Cancel, the participant will automatically be taken to the activity. This is the default. 3. The Session Leader receives a prompt box indicating the number of Participants that were redirected. This can be verified by clicking the Online button and viewing the Participants Online area in the upper right corner. 4. The Session Leader can check his/her Online list to see in which Activity a Participant is currently located. An asterisk (*) will appear next to the names of participants who are currently in the Activity Result screens. Lock-step PromptWebIQ Session Leader’s Guide 18 5. If a Participant is disconnected, the system will automatically take him/her back into the correct Activity when he/she logs back in. 􀁌 The Participant screens have all the menu bar items removed except for the Session menu item containing the option to Change Sessions or Logoff. Once a Participant is redirected by the Session Leader, he/she may not leave that screen until the Session Leader redirects him/her to another screen. At all times, the only option the Participant has is to participate in the Activity or Logoff. Add/Delete Logo (Circular Motif Replacement) A Session Leader can also upload a client or organization’s logo by clicking on the Logo button on the Session Settings screen. The following pop-up will then appear. The Session Leader can then browse for and select the appropriate image file. The current circular motif is 87 by 87 pixels and the replacement graphic should be of a similar size. A much larger graphic might slow the downloading of pages, and could be distorted. Logo Replacement Pop-Up Agenda Numbering The Session Settings screen provides options for using different numbering schemes in Agendas. The numbering schemes can apply to both Topics and Activities, similar to the way Categories and Ideas are numbered in the Activities. Defining the Participants 1. Click Open to the Public to make the Session available to all Group members. (Note: If this option is selected when the Session is created, only the Questionnaire Tool will be presented for Activity inclusion in the Agenda.) The Session Leader has the option to disable the ability of Participants to create their own accounts when invited to Open to the Public Sessions. See page 50 for more information. 2. If Participants Only then: • Build the Session Roster by highlighting a name in the Available from Groups list and clicking the right arrow to add to the Session Roster. 􀁌 As an alternative, a name can be double-clicked in the Available from Groups list to add it to the Session Roster. Double-clicking a name in the Session Roster will remove it. WebIQ Session Leader’s Guide 19 • Repeat this process to add all Participants for the Session. Select multiple Participants by pressing the Ctrl or Shift key and click to highlight multiple names. • Search for Participants by clicking the Search button, and search by First Name, Last Name, or Email Address. • Check the Show all your groups box to view the Participants from all the Groups. Activate the Session After making all the selections, click Create to activate, or Cancel to abort. Deleting Sessions Deleting a Session 1. Click the Join a Session or Archived Sessions link from the Main Menu. 2. Select the Session to delete by clicking on the Session name from the Available Sessions. 3. From the resulting Agenda screen, select Session from the menu bar and click Settings. 4. Click the Delete button. 5. Confirm the deletion by clicking OK, or Cancel to abort. 􀁌 A Group Leader can also delete a Session from the Group Administration screen. Modifying Sessions Modifying a Session 1. Click the Join a Session or Archived Sessions link from the Main Menu. 2. Select the Session to modify by clicking the Session name from the Available Sessions. 3. From the resulting Agenda screen, select Session from the menu bar and click Settings. 4. Modify the Session properties as necessary. (Note: If the Session is changed to Open to the Public, an Activity compatibility check will be done. All non-Questionnaire Activities will be removed.) 5. A Session Leader can reassign the ownership of a Session to another person. When on the Session Settings screen, select the new Session Leader from the Session Roster. Click the checkbox next to Session Leader. Then, select your own name from the Session Roster, and uncheck the checkbox for Session Leader. 6. When finished, click: WebIQ Session Leader’s Guide 20 • The Send Invitations box to save the changes and send email invitations to any new Participants. • The Submit button to save changes, or Cancel to abort. 􀁌 Please note that invitations are typically sent after a Session has been defined and the Agenda has been created (see Session Management). Saving Sessions as Templates After creating a Session and building its Agenda with Topics and Activities, a Session Leader may wish to save the structure of the Session for later use as a Template. These Templates can then be used to quickly build a new Session based on an existing one. 􀁌 Please note that when saving a Session as a Template, no ideas or comments are saved in the Activities. Saving a Session as a Template 1. Click the Join a Session or Archived Sessions link from the Main Menu. 2. Select the Session from which to create a Template by clicking on its link from the Join a Session screen. 3. From the resulting Agenda screen, select Session from the menu bar and click Settings. 4. Check the Save Session as Template box and click Submit. 5. In the prompt screen, type the name of the Template to be created. 6. Click OK, or Cancel to abort. Exporting and Importing an Agenda WebIQ can Export or Import an Agenda, so Sessions can be saved and transported from one server to another. An Agenda Export can be done in two ways: Save and Save Structure. The Save option will save the Activities, Activity settings, Transfers, Topics, categories, alternatives, and criteria in an Activity. Additionally, all data contained in the Activities is retained. Save Structure saves the Activities, Activity settings, Transfers, Topics, categories, alternatives, and criteria in an Activity, but not the data contained in those Activities. When Importing a Session, settings are not saved. Since loading a Session from a file is done from the Agenda screen, the imported Session “inherits” the Session settings already in place. To Export an Agenda: 1. From the Agenda Designer screen of the Agenda to Export, select either Save or Save Structure. 2. Provide the file with the desired name and click Save. WebIQ Session Leader’s Guide 21 To Import an Agenda: 1. Create a blank Agenda. 2. Select Load from the Agenda pull down menu. 3. Select the saved WebIQ Agenda, which should be a .wiq file. 4. Select Import. Archiving a Session An Archived Session is one that is available in read-only mode. Archiving a Session also frees “participation-based” licenses. Sessions can be temporarily archived for the sake of freeing licenses, and then unarchived at a later time. In an archived Session, the Agenda looks normal, but the Activities are no longer available for participation. A Session must be closed before being archived. If the Session is not closed, an error message will be generated. (A Session is automatically closed by the system when its end date and time have passed.) Any Session with an end date more than 60 days prior, will be automatically archived, appearing on the Main Menu screen under the Archived Sessions menu item. If the Session Leader allows, Participants can access Closure Reports and Attachments from within the Session, even though the Session is archived. 1. From the Session Settings screen, select the Archived checkbox and click Submit. 2. Now, after logging in, you will be presented with the option of viewing an Archived Session from the Main Menu. Search and Replace A Search/Replace option allows a Session Leader to search and replace information regarding activity, rating scales, titles, instructions, ideas, etc. From the Agenda screen, select Session from the menu bar and click Search/Replace. The Search For screen will appear. Enter the term to be searched for, and click on any options. After clicking on Search, a Search Results screen will appear containing a Replace With option. Enter text in the window to replace text in session, and click on the Replace button. Search ScreenWebIQ Session Leader’s Guide 22 Replace Screen The Search/Replace option has a secondary purpose, it allows session leaders to readily identify the name of a session and within that session, the name of the activity(s) where a specific text string occurs. WebIQ Session Leader’s Guide 23 Session Management Overview The Agenda is a set of Topics and Activities within a Session that embodies the particular decision-making process. Topics are a convenient way to organize Activities under a single heading. An example of a Topic could be “Strategic Goals.” Activities are the tools the Session Participants must use to brainstorm ideas, vote on a set of items, assign ideas to categories, etc. An example of an Activity could be electronic brainstorming to gather suggestions for strategic goals using the Ideas Activity. Items generated in the varying Activities can be transferred to other Activities. This allows Session Participants to generate ideas, vote on them, rank them, or process them using any of the other evaluation tools. Finally, invitations to begin a Session can be sent to Participants once the Agenda has been created. These invitations can be sent to all Participants or only to newly added Participants. Agenda Designer and Agenda An Agenda has two views: Agenda Designer and Agenda. Agenda Designer view is for management purposes, such as adding or modifying Topics and Activities. Agenda view is for Participants interacting with the individual Activities. All Agenda Designer screens contain unique meeting tool icons. These icons also appear on the Agenda screen. 􀁌 It is important to note that once an Agenda has been created, a Session Leader can easily alternate between Agenda Designer and Agenda. On the Agenda Designer screen, each Activity has two links: a button, which will take the Session Leader into the Activity for participation, and a text link, which selects the Activity (by highlighting it in red) for editing, deleting, transferring, or copying. Agenda Menu Bar The Agenda Menu Bar contains a variety of options, which, in turn contain several selections. From left to right are the Session, Agenda, Participants, Message, Resources, and Help options. Individual Menu Bar items contain their own specific functions as follows: WebIQ Session Leader’s Guide 24 1. The Session drop-menu includes: • Change: Change Sessions, • Logoff: Logoff the Session, • Settings: Session settings, including agenda numbering choices, • Search/Replace: Search and Replace tools, • Report: Agenda, Participant, and Activity Reporter, and • Mood Indicator: View feedback commentary about the process of the Session itself. 2. The Agenda drop-menu includes: • Agenda: View seen by Participants, • Load: Upload a specific Session file, • Save: Save the structure AND data of a Session into an external file, • Save Structure: Save the structure of a Session into an external file, and • Designer: View seen by Session Leader, providing access to the tool set. 3. The Participants drop-menu includes: • My Profile: View and modify your profile as needed, and • All Participants: View the Session Roster. 4. The Message drop-menu includes: • Email: Send an email to a Participant and/or access your browser email client, and • Chat: Chat with Participants online. 5. The Resources drop-menu includes: • Documents: Attach files for access by all Participants, and • Links: Attach web links for access by all Participants. 6. The Help drop-menu includes: • Get Started: Online assistance, • Leaders Guide: An HTML version of the Session Leader’s Guide, and • About WebIQ: The version being used and to whom the software is licensed. An additional Activity Menu item is added to this Menu Bar when viewed from within an Activity. The functions provided are as follows: 1. Edit: Modify Activity settings, 2. Import: Import Activities, 3. Notices: Send Activity notice emails, 4. Export: Export Activity result data into a delimited file, 5. Save: Save everything including the data, and WebIQ Session Leader’s Guide 25 6. Save Structure: Save only the structure of the Session for later use. Agenda Designer Screen Creating an Agenda – Topics and Activities Creating Agenda Topics 1. After creating a Session, the Session Leader will automatically be directed to the Agenda Designer screen for that Session. The Session can also be accessed from the Main Menu by clicking the Join a Session link. From the resulting Agenda Screen, select Agenda from the menu bar and click Designer. 2. Click the New Topic link in the tool bar. 3. Type the Topic name in the resulting dialog box. 4. Click OK to create, or Cancel to abort. Creating Agenda Activities 1. After creating a Session, the Session Leader will automatically be directed to the Agenda Designer screen for that Session. The Session can also be accessed from the Main Menu by clicking the Join a WebIQ Session Leader’s Guide 26 Session link. From the resulting Agenda Screen, select Agenda from the menu bar and click Designer. 2. Click on the Topic to which you want to add Activities (it will highlight to red). 3. From the Meeting tool bar, click the type of Activity to add and complete the information necessary for setup (discussed in next section). 4. After creating the Activity, the Session Leader must make it available for participation. From the Agenda Designer screen, clicking the green light/red light will make an Activity available or unavailable to Participants. The availability of an Activity may also be managed from the Setup Activity screen. General Procedures for Setting Up an Activity The Activity Tools are of two types, Idea-type and Ballot-type. Amongst the Ideatype Activities are Ideas, Discussion, Organizer, and Questionnaire. The Ballot-type Activities include Categorize, Rate, Rank, Vote, Allocate, Select, and Score. The Presentation Tool is generally used as an introduction to the Session, while the Action Plan and Closure Tools conclude it. The following procedures are the same for all Activities. Once these steps are completed, skip to the specific section for the Activity chosen for the additional steps required. The Agenda page automatically anchors to the Participant’s cursor location, so that when he/she goes into an Activity, he/she will not have to scroll through the entire Agenda, to return to the same location. When in an Activity, the Session Leader can select Activity from the menu bar at the top, making a drop-down menu appear. The menu has an Edit option for Activity settings, an Import option for importing Activities, a Notices option for sending Activity notice emails, an Export option for exporting Activity result data into a delimited file, a Save everything including data option, and a Save Structure option to save the Session as a Template for later use. In most Activity settings screens, checkboxes labeled Show Date/Time stamps and Show ID stamps can be found. If Show Date/Time stamps is checked, the submission date and time of an item will be appear next to the submitted item on the Activity screen and any subsequent Report screens. If Show ID stamps is checked, a unique Participant identifier code will appear next to each item submitted on the Activity screen and any subsequent Report screens. The Activity settings screens for ballot-type/prioritization Activities, such as Rank, Rate, and Vote, contain a Clear Results button at the bottom of the screen, for clearing out any previous results. This allows the Session or Activity Leader to reset all results to 0 and reuse the Activity as many times as necessary. Title • Type a Title for the new Activity. Instructions • Type the general Instructions (commentary text). WebIQ Session Leader’s Guide 27 Activity Set-up Screen Availability • Select whether the Activity will be Available for all Participants in general (check Available) or will be accessible only by Session Leaders (check Unavailable). 􀁌 Please note that the Available/Unavailable option for each Activity can be used by the Session Leader to control which Activity the Participants can access. For example, a Session Leader might choose to make all Activities unavailable except for the currently active Ideas Activity. Once that Activity is complete, a Session Leader might make the Ideas Activity unavailable and the following Activity available, etc. Participants A Session Leader can create an Activity Roster from Participants listed in the Session Roster. By default, all Participants are listed in the Roster for the Activity. WebIQ Session Leader’s Guide 28 1. To exclude a Participant, select his/her name from the Activity Roster scroll down menu. 2. Click the right arrow or double-click on the highlighted name to remove it from the Activity Roster. Click Remove All to remove all Participants from the Activity Roster. Select multiple Participants by pressing the Ctrl or Shift keys and clicking to highlight multiple names. 3. Participants not invited to participate in a particular Activity, will not see that Activity on their Agendas. Activity Leaders A Session Leader may designate any Participant as an Activity Leader. Activity Leaders have the same rights with respect to Activity content as Session Leaders. An Activity Leader is not allowed to change Activity or Session settings, however he/she can generate Reports on the Activities he/she leads. Once the Activity Leader selects the Reports desired, he/she has the same options available to the Session Leader, i.e. Print, Email, Export, etc. Receiving Transfer Updates • Select whether or not this Activity will be capable of receiving Transfer Updates after it has been participated in. The default is No. 􀁌 A Transfer of all items or all data will automatically copy new information after the original Transfer has occurred due to new submissions in the source Activity, unless the destination Activity has already been participated in. Answering Yes to Receive Transfer Updates will allow items to be copied over, even after the destination Activity has been participated in. Anonymous • Select whether the Activity will be Anonymous (check Yes) or attributable to a Participant (No is the default). The Activity can be rendered attributable once again, prior to Participant use. (Not available in Presentation or Collabwrite activities.) Send Notices A Session Leader can send email notices to Participants inviting them to participate in the Activity. 1. Check Send Notices by clicking the box, then click Submit. 2. From the resulting WebIQ Email screen, modify the set of email recipients as required: • Select a Participant from the Recipients scroll down menu. • Delete Participants from the Roster by selecting their names from the Recipients scroll down menu and clicking Delete. • To modify email addresses, select a name from the Session Roster, edit the address in the Edit field, and click the Edit link. 3. To modify the default message, edit the Subject and Body Text. 4. Click the Send IQ-Email button. WebIQ Session Leader’s Guide 29 5. Participants receive an email message containing an invitation to join the Activity, and a hyperlink to do so. The Participant need only click on the hyperlink to go directly to the WebIQ Activity. 􀁌 A Session Leader may also send email by using his/her browser’s email client (click the Use Browser Email radio button at the top of the screen). If the Session Leader chooses to use his/her browser’s email client, then he/she is presented with a new message window from the default email client application on his/her computer, already populated with the Participants from the WebIQ Mail screen. With this message, a Session Leader can add, delete, or modify Participants as he/she normally would. He /she may also send the email as an attachment (click on Attach), or even communicate with MS Outlook® Calendar, creating a calendar entry for that Session. Importing Ideas When setting up an Activity, both the Session and Activity Leader can Import their ideas (Linefeed Delimited, or Tab Delimited) from another source document. (Not available in Presentation activity.) 1. Check the Import Ideas box and click Submit. 2. Use the Copy and Paste functions to copy and paste text into the text window. 3. When finished, click Import Ideas. 􀁌 􀁌 Note: The ability to drag and drop ideas, categories, and other items in several Activities allows activity data to be easily organized. The Session Leader is able to order ideas, categories, and comments by dragging and dropping them into the desired order. Dropping an item onto a peer item at the same level (such as comments of the same idea) will re-order the items with respect to each other. Dropping an item onto a “non-peer item” at a different level (such as a different idea, category, or a comment of a different parent) will automatically promote or demote the item as appropriate, effectively moving the item around. Note: Categories and Ideas in a source Activity can be automatically demoted to Ideas and Comments in a destination Activity during a transfer. This is done by selecting “Categories & Ideas” as the Source Ideas type, and “Ideas” as the Destination Ideas type on the main Transfer screen. Similarly, Ideas and Comments can be promoted in a destination Activity. This is done by selecting “Ideas” as the Source Ideas type, and “Categories” as the Destination Ideas type, while selecting “Transfer Comments” on the Advanced Transfers tab. Specific Procedures for All Activities After completing the General Procedures for setting up an Activity, a Session or Activity Leader may choose additional options for specific Activities. Presentation The Presentation Tool is designed to present a file and/or web link to the Participants in a collaborative environment. This Activity can be synchronous or asynchronous. Its programming is similar to that of other Activities. It can contain an attachment, such as a text document, an MS PowerPoint® presentation, a spreadsheet, a URL, or an image, anything that the Session or Activity Leader would like to present to the WebIQ Session Leader’s Guide 30 group. However, the Session or Activity Leader must ensure that all Participants within the Activity have the corresponding applications available on their computers. The Presentation Tool can also be used simply as a placeholder on the Agenda, with nothing attached; for example, to indicate “Lunch” or “Break,” etc. Presentation Activity Screen 1. To attach a text document, an MS PowerPoint® presentation, a spreadsheet, or URL, type the path to your file in the Attachment box, or click the Change button. This will allow you to browse for your attachment. You can later Change the Attachment, or Delete it. 2. To attach an image or graphic file to be displayed on the Agenda as an icon on the Presentation Activity button, type the path to your file in the Image box, or click the Change button. This will allow you to browse for your graphic file. You can later Change the Image, or Delete it. 3. The Appearance Options have to do with using the Presentation Tool as a placeholder on the Agenda to announce such items as “Lunch” or “Break.” They allow you to set the number of Pre-line spaces, Post-line spaces, to select a Bold Title, and even Title Size. Ideas An Ideas Activity is generally used for gathering information or brainstorming, but categories can be created to address specific issues. Participants can submit input and WebIQ Session Leader’s Guide 31 comments to previously submitted ideas. Ideas can be copied and dragged and dropped into categories. The Activity can also organize the ideas into categories after the Activity has been participated in. 1. Clicking in the Show ID stamps box, will allow you to identify which ideas were contributed by which Participants. 2. Clicking in the Show Date/Time stamps box, will allow you to know exactly when an idea was contributed. 3. Disable new entries will allow Participants to view ideas that have been gathered, but will not allow them to submit new ideas. 4. Disable commenting will remove the Participants’ ability to comment on the ideas gathered. 5. Maximum Depth will set a limit on Participant commenting, thus limiting the growth of commenting trees. 6. Ideas may be presented in either collapsed or expanded form. If Ideas default collapsed is checked, ideas that have subordinate comments are shown with a + to the left of the idea number. The idea’s comments may be shown by clicking on the +. If Ideas default collapsed is not checked, comments are shown under their ideas. A – appears to the left of the idea number. The idea’s comments may be hidden by clicking on the –. 7. When selecting a method for numbering the list, choosing Simple will apply the 1, 2, 3 numbering style for all levels of ideas and comments. The Outline style uses a Roman numeral for each idea, a capitalized letter for each comment, and an Arabic numeral for comments to comments. The Legal style applies the numbering scheme common in legal documents (i.e. 1.2, 1.2.1, 1.2.1.a). 8. Enable the tracking of changes by selecting Optional or Always. This feature displays edited text with the edits remaining visible. If an idea is deleted, the deletion is displayed as strikethrough text. If an idea is edited, additions to the original text are in green. 9. The Ideas Activity screen is subject to a periodic refresh cycle. This setting determines the view after a Refresh. The first option, No screen change, allows the first idea on the screen to remain visible. With the second option, Refresh to Bottom, the view may be changed so that the last idea submitted is always visible. With the third option, Refresh to Newest, the view may be changed so that it includes the last idea that was submitted. 10. Click Submit to create the Activity, or Cancel to abort. Collabwrite This is WebIQ’s activity for composing, modifying, and updating Microsoft Wordlike formatted documents. The Activity presents a full-page editor, into which Microsoft Word documents can be directly pasted. 1. Track Changes is the default setting for this activity. It will maintain a change log for every revision of a document submitted to it. Clicking in the Read-only for participants box will render the activity “readonly” to participants. That is, participants will be able to view the activity, but not alter or contribute to it. 2. Click Submit to create the Activity, or Cancel to abort. WebIQ Session Leader’s Guide 32 The Collabwrite Results screen includes a Changes Report, from which each revision can be selected for viewing, with the changes on each revision highlighted. All wording and paragraph changes, deletions, and insertions are highlighted. Changes to formatting or simple punctuation changes are not highlighted. The Editor has numerous formatting features, such as Bold, Italics, Fonts, Font Styles, Alignment, Auto-Numbering, Auto-Bulleting, Indenting, Color, Hyperlinks, Tables, and Images. Most of these features are available from a toolbar immediately above the editor screen. Images, before being pasted into documents, must first be uploaded to WebIQ using an Image Library feature at the bottom of the screen. Images uploaded to the library can then be inserted into the document using the Image button in to editor toolbar. 􀁌 􀁌 Note: Collabwrite is a “first-submit wins” activity. If multiple participants are in the same Collabwrite activity, the first one to submit their changes will automatically update the screens of all other participants, potentially causing them to lose their changes. For this reason, we recommend splitting your documents into several Collabwrite activities and then recombining the document with the Transfer feature after changes have been completed. Note: The Collabwrite editor unfortunately is only available for users of Microsoft Windows Internet Explorer 5.5 or better. All others will be shown a simple text-area box with raw HTML tags. Changes can be made in this box as normal, provided the user understands HTML. Collabwrite Activity Set-Up ScreenWebIQ Session Leader’s Guide 33 Collabwrite Activity Editor Screen Collabwrite Activity Results Screen WebIQ Session Leader’s Guide 34 Tables Tables is an activity for brainstorming or otherwise entering data into a structured table format. The activity requires non-empty column headings for all columns in the activity, which will correspond directly to Categories in other activities. Below the column headings are any number of rows for entering text, numeric, or simple formulaic data. Tables Activity Set-Up Screen The Tables activity is a true collaborative activity. Each cell in a table is modified by clicking on the cell with the mouse, which will cause an editor box to appear at the bottom of the screen. The text, numeric data, or formula can be entered or pasted in this box and submitted. Changes will be made immediately available to all participants. 1. Clicking in the Anonymous option will allow participants to remain anonymous when data is transferred to an activity that displays attribution. 2. Disable new entries will allow Participants to view items that have been submitted, but will not allow them to submit new items. 3. Column Headings will allow for each column to be named. Should this option not be selected, the program will automatically use the top row as the column headings. 4. Number of Rows will allow for the number of rows to appear in the table to be selected. 5. Click Submit to create the Activity, or Cancel to abort. WebIQ Session Leader’s Guide 35 Tables Activity Results Screen The Tables activity can accept tables pasted from Microsoft Excel through the Import Ideas feature available to Session and Activity Leaders on either the Activity menu, or the Tables Tool Activity Settings screen. The Tables activity will accept simple mathematical formulas when the user begins their cell data with an equal sign (=). This can be followed by real or integer values, mathematical operators like +, -, /, and *, parentheses for organizing operations, as well as cell names (A4). Addition of a range of cells can be called for as well using the “..” operator, as in A2..A7. The formulas will always be shown as entered on the Tables Tool Activity screen. The results of calculations are only shown on the Tables Tool Results screen. Here are some sample formulas that can be entered into cells: =1+(7/2) =A3+A7*6 =A2..A7 The normal order of operations is not respected in the Tables Tool. Operations are always evaluated from left to right. Please use the parentheses to override this rule. Organizer The Organizer activity is a WebIQ idea-gathering Activity that enables Participants to add ideas and categories by splitting the screen vertically into two frames: one for ideas and the other for categories. Participants can enter ideas or categories and assign their own ideas to a category. Session or Activity Leaders can rearrange ideas into different categories. Categories can be edited and rearranged by simply clicking on and dragging the idea or comment to the intended category box. WebIQ Session Leader’s Guide 36 1. Clicking in the Show ID stamps box, will allow you to identify which ideas were contributed by which Participants. 2. Clicking in the Show Date/Time stamps box, will allow you to know exactly when an idea was contributed. 3. Disable new entries will allow Participants to view ideas that have been gathered, but will not allow them to submit new ideas. 4. Disable commenting will remove the Participants’ ability to comment on the ideas gathered. 5. Ideas may be presented in either collapsed or expanded form. If Ideas default collapsed is checked, ideas that have subordinate comments are shown with a + to the left of the idea number. The idea’s comments may be shown by clicking on the +. If Ideas default collapsed is not checked, comments are shown under their ideas. A – appears to the left of the idea number. The idea’s comments may be hidden by clicking on the –. 6. Category creation may be restricted to Session or Activity Leaders by selecting the Authoring (Allow only Leaders to create categories) checkbox. 7. When selecting a method for numbering the list, choosing Simple will apply the 1, 2, 3 numbering style for all levels of ideas and comments. The Outline style uses a Roman numeral for each idea, a capitalized letter for each comment, and an Arabic numeral for comments to comments. The Legal style applies the numbering scheme common in legal documents (i.e. 1.2, 1.2.1, 1.2.1.a). 8. Enable the tracking of changes by selecting Optional or Always. This feature displays edited text with the edits remaining visible. If an idea is deleted, the deletion is displayed as strikethrough text. If an idea is edited, additions to the original text are in green. 9. The Organizer Activity screen is subject to a periodic refresh cycle. This setting determines the view after a Refresh. The first option, No screen change, allows the first idea on the screen to remain visible. With the second option, Refresh to Bottom, the view may be changed so that the last idea submitted is always visible. With the third option, Refresh to Newest, the view may be changed so that it includes the last idea that was added. 10. Add/Delete/Modify categories by typing in the Modify Category List window and clicking Add or Delete. 11. Click Submit to create the Activity, or Cancel to abort. Specific Idea-Type Activity Functions The preceding information-gathering Activities, also referred to as “Idea-type Tools,” contain a variety of control or management functions, within each Activity, some of which are available to the Participants as well as the Session or Activity Leader. The following control tools are available at the bottom of each Idea-type Tool Activity screen. 1. Expand provides for the list of ideas and comments to be displayed in its entirety in outline form, with ideas and then comments listed underneath. WebIQ Session Leader’s Guide 37 2. Merge provides for the merging of two or more ideas into one. Selecting Merge will bring up a new screen asking which ideas to merge, with a text box into which to type in the replacement idea. The ideas being merged will still appear, but as comments, listed under the replacement idea. 3. Deletions provides the Session or Activity Leader with the ability to make multiple deletions of ideas and comments. Selecting Deletions will bring up a new screen where ideas and comments are listed with checkboxes. The Session or Activity Leader can then check any and all boxes corresponding to the idea/comments he/she wishes to delete. 4. Collapse provides for only the header ideas to be displayed, without the ideas/comments underneath. 5. Add Idea is available to Participants as well. It allows you to add ideas within an Activity. You can also simply use the Enter key. This feature is not available when categories are involved. 6. Paragraph opens a much larger textbox allowing the Session and Activity Leader or Participant the ability to view more than 2 lines of text at a time. When clicking on any particular idea within an Activity, a new screen with a new series of buttons comes up. The following options become available: 1. Edit provides for the editing of an idea. A text box appears with the selected text inside. Make changes then click on Submit Edit. 2. Delete provides for the deletion of an idea. Click the Delete button, and a pop-up asks if you are sure you wish to delete this particular item. Click OK. 3. Attach provides the Session and Activity Leaders or Participants the ability to enter a file description and upload a file to attach to the idea or comments. After clicking on the button, two text boxes come up, one for a file description, one for the file itself. The file can be accessed from the Participant’s computer with the Browse button. To complete the upload, click Add Attachment. 4. Comment provides Participants with the ability to comment on specific ideas. 5. Promote provides for a particular idea or comment to be upgraded to a higher level of importance. 6. Demote provides for a particular idea or comment to be downgraded to a lower level of importance. 7. Copy allows for the copying of an idea or comment. When this button is clicked, a pop-up will ask you to click OK to copy the item. Categorize With the Categorize activity, Participants group input into categories. The items within the Categorize Activity are the result of a Transfer from another Activity (i.e. Ideas), but can also be the result of a Transfer from an Activity in another Session. A Session or Activity Leader can also specify the categories in advance. This Activity generates a Report showing the number of times each item is assigned to each category. This Activity now supports three views: Normal, Table, and Drop-Down. WebIQ Session Leader’s Guide 38 1. Clicking in the Show ID stamps box, will allow you to identify which items to be rated or voted on were contributed by which Participants. 2. Clicking in the Show Date/Time stamps box, will allow you to know exactly when an item was contributed. 3. Disable commenting will remove the Participants’ ability to comment on the items gathered. 4. Items may be presented in either collapsed or expanded form. If Ideas default collapsed is checked, items that have subordinate comments are shown with a + to the left of the item number. The item’s comments may be shown by clicking on the +. If Ideas default collapsed is not checked, comments are shown under their items. A – appears to the left of the item number. The item’s comments may be hidden by clicking on the –. 5. To select the degree of abstention permitted by Participants, select from the available radio buttons: Do not allow, Allow everyone, or Leaders only. The Session or Activity Leader might check Leaders only if he/she wishes to respond to part of the ballot, but abstain from the rest. 6. The Categorize Activity supports three views: Buttons, Table, and Drop-Down. The default Buttons view allows the Participant to see the question, and then check a box next to the corresponding choice. In the Table view, the Participant is presented with column names corresponding with the offered categories and row names corresponding to the items to be categorized. The Drop-Down view shows the question and then a box to the right where the Participant can highlight the selected answer. 7. To Allow assignment to multiple categories, check the box. 8. Add/Delete/Modify categories by typing in the Modify Category List box and clicking Add or Delete. 9. Click the box next to the following to set viewing Options: • Allow previewing of Group results before and after Participant contribution. • Allow viewing of Group results only after the Participant has contributed. • Do not allow viewing of Group results. • Make this Activity non-collaborative and only the last Participant’s input will be counted. • Make every Participant’s input public. • Allow Participant to make changes after contribution. 10. Click Submit to create the Activity or Cancel to abort. Rate A Rate Activity allows Participants to assign strengths of belief or desire to individual items based on a scale selected by the Session or Activity Leader. This Activity generates multiple statistical Reports, including an indication of consensus or lack of consensus, and XY plotting capabilities. WebIQ Session Leader’s Guide 39 1. Clicking in the Show ID stamps box, will allow you to identify which items to be rated or voted on were contributed by which Participants. 2. Clicking in the Show Date/Time stamps box, will allow you to know exactly when an item was contributed. 3. Disable commenting will remove the Participants’ ability to comment on the items gathered. 4. Items may be presented in either collapsed or expanded form. If Ideas default collapsed is checked, items that have subordinate comments are shown with a + to the left of the item number. The item’s comments may be shown by clicking on the +. If Ideas default collapsed is not checked, comments are shown under their item. A – appears to the left of the item number. The item’s comments may be hidden by clicking on the –. 5. To select the degree of abstention permitted by Participants, select from the available radio buttons: Do not allow, Allow everyone, or Leaders only. The Session or Activity Leader might check Leaders only if he/she wishes to respond to part of the ballot, but abstain from the rest. 6. If the Use the table format checkbox is selected, the items appear as table row labels and the rating criteria appear as column headings. A pull-down list (with rating choices) appears as the content of cells corresponding to the intersection of each criterion and item. 7. In the Rating Scale section, select the Rating Type from the scroll down menu (Always…Never, Agree…Disagree, etc.). 8. Set the Scale for the rating from the scroll down menu (1–3, 1–5, etc.). 9. If desired, you may enter your own scale with up to 10 choices from lowest to highest, separating each item with a comma. You must select “Do not use any of these scales” in the Rating Type box to use your own scale. 10. To setup additional criteria, click the Add Criteria button. The screen will be redrawn giving the option to add criteria. Each criterion has its own rating scale and description. 􀁌 The Session or Activity Leader has the option of deleting or adding criteria. There is no limit to the number of criteria that can be added. The rating screen will roll horizontally if more criteria are on the screen than can be displayed. The results screens also reflect the multiple criteria selections. XY Plot: When using multicriteria, the XY Plot graph gives users the option to choose which criteria to display on the X and Y axes. 11. Click the box next to the following to set viewing Options: • Allow previewing of Group results before and after Participant contribution. • Allow viewing of Group results only after the Participant has contributed. • Do not allow viewing of Group results. • Make this Activity non-collaborative and only the last Participant’s input will be counted. WebIQ Session Leader’s Guide 40 • Make every Participant’s input public. • Allow Participant to make changes after contribution. 12. Click Submit to create the Activity or Cancel to abort. Rank The Rank Activity is available so that each Participant can sort items into a descending order of preference. They can drag and drop items to move them into the desired place. For browsers not supporting drag and drop, the up/down arrows move the items (drag and drop is supported by MS Explorer® 5.0 and greater). This Activity generates a minimum/maximum/average Report for the items based on the submitted rankings. 1. Clicking in the Show ID stamps box, will allow you to identify which items to be rated or voted on were contributed by which Participants. 2. Clicking in the Show Date/Time stamps box, will allow you to know exactly when an item was contributed. 3. Disable commenting will remove the Participants’ ability to comment on the items gathered. 4. Items may be presented in either collapsed or expanded form. If Ideas default collapsed is checked, items that have subordinate comments are shown with a + to the left of the item number. The item’s comments may be shown by clicking on the +. If Ideas default collapsed is not checked, comments are shown under their item. A – appears to the left of the item number. The item’s comments may be hidden by clicking on the –. 5. Click the box next to the following to set viewing Options: • Allow previewing of Group results before and after Participant contribution. • Allow viewing of Group results only after the Participant has contributed. • Do not allow viewing of Group results. • Make this Activity non-collaborative and only the last Participant’s input will be counted. • Make every Participant’s input public. • Allow Participant to make changes after contribution. 6. Click Submit to create the Activity or Cancel to abort. Vote Voting solicits a Yes, No, or Abstain response from the Participants. This Activity creates a Report showing the percentage breakdown of the votes for each item. 1. Clicking in the Show ID stamps box, will allow you to identify which items to be rated or voted on were contributed by which Participants. 2. Clicking in the Show Date/Time stamps box, will allow you to know exactly when an item was contributed. WebIQ Session Leader’s Guide 41 3. Disable commenting will remove the Participants’ ability to comment on the items gathered. 4. Items may be presented in either collapsed or expanded form. If Ideas default collapsed is checked, items that have subordinate comments are shown with a + to the left of the item number. The item’s comments may be shown by clicking on the +. If Ideas default collapsed is not checked, comments are shown under their item. A – appears to the left of the item number. The item’s comments may be hidden by clicking on the –. 5. To select the degree of abstention permitted by Participants, select from the available radio buttons: Do not allow, Allow everyone, or Leaders only. The Session or Activity Leader might check Leaders only if he/she wishes to respond to part of the ballot, but abstain from the rest. 6. Click the box next to the following to set viewing Options: • Allow previewing of Group results before and after Participant contribution. • Allow viewing of Group results only after the Participant has contributed. • Do not allow viewing of Group results. • Make this Activity non-collaborative and only the last Participant’s input will be counted. • Make every Participant’s input public. • Allow Participant to make changes after contribution. 7. Click Submit to create the Activity or Cancel to abort. Select The Select activity allows Participants to specify their preferences by choosing or selecting items with checkboxes. A Session or Activity Leader controls the number of items that must be selected through the Activity settings. This Activity creates a Report showing the number of times each item was selected and sorts those selections in descending order. 1. Clicking in the Show ID stamps box, will allow you to identify which items to be rated or voted on were contributed by which Participants. 2. Clicking in the Show Date/Time stamps box, will allow you to know exactly when an item was contributed. 3. Disable commenting will remove the Participants’ ability to comment on the items gathered. 4. Items may be presented in either collapsed or expanded form. If Ideas default collapsed is checked, items that have subordinate comments are shown with a + to the left of the item number. The item’s comments may be shown by clicking on the +. If Ideas default collapsed is not checked, comments are shown under their item. A – appears to the left of the item number. The item’s comments may be hidden by clicking on the –. WebIQ Session Leader’s Guide 42 5. The Selection Default checkbox enables the selection of all items when this Activity is presented. 6. Define the Number to Select by entering a range of numbers in the text boxes. Set both numbers to the same value if you do not want to allow for a range. Choose if the range is applicable For all Ideas or Per Category. 7. Click the box next to the following to set viewing Options: • Allow previewing of Group results before and after Participant contribution. • Allow viewing of Group results only after the Participant has contributed. • Do not allow viewing of Group results. • Make this Activity non-collaborative and only the last Participant’s input will be counted. • Make every Participant’s input public. • Allow Participant to make changes after contribution. 8. Click Submit to create the Activity or Cancel to abort. Allocate The Allocate Activity is a tool for resource allotment. Each Participant allocates units, such as dollars, to the items presented in the amount of his/her choice. This Activity creates a Report showing the average amount allocated to the items in descending order. 1. Clicking in the Show ID stamps box, will allow you to identify which items to be rated or voted on were contributed by which Participants. 2. Clicking in the Show Date/Time stamps box, will allow you to know exactly when an item was contributed. 3. Disable commenting will remove the Participants’ ability to comment on the items gathered. 4. Items may be presented in either collapsed or expanded form. If Ideas default collapsed is checked, items that have subordinate comments are shown with a + to the left of the item number. The item’s comments may be shown by clicking on the +. If Ideas default collapsed is not checked, comments are shown under their item. A – appears to the left of the item number. The item’s comments may be hidden by clicking on the –. 5. Define the Amount to Allocate by entering a range of numbers in the text boxes. Set both numbers to the same value if you do not want to allow for a range. Choose if the range is applicable For all Ideas, Per Idea or Per Category. 6. Describe the Units Label (e.g. dollars, points, hours, etc.) by typing it in the text box. 7. Click the box next to the following to set viewing Options: • Allow previewing of Group results before and after Participant contribution. WebIQ Session Leader’s Guide 43 • Allow viewing of Group results only after the Participant has contributed. • Do not allow viewing of Group results. • Make this Activity non-collaborative and only the last Participant’s input will be counted. • Make every Participant’s input public. • Allow Participant to make changes after contribution. 8. Click Submit to create the Activity or Cancel to abort. Score This Activity is a sophisticated tool that allows each Participant to rate a set of alternatives against multiple weighted criteria. The Report for this Activity shows a group and individual weighted score, with real number support, for each alternative, as well as the average score for each criterion under each alternative. A Distribution Report is also available, showing the spread of statistics within the defined limits. 1. To select the degree of abstention permitted by Participants, select from the available radio buttons: Do not allow, Allow everyone, or Leaders only. The Session or Activity Leader might check Leaders only if he/she wishes to respond to part of the ballot, but abstain from the rest. 2. The Swap X/Y Axis option changes the axis upon which the criteria/alternatives appear in both the Activity and the Activity Report. 3. In the Scoring Scale section, select the Rating Type from the scroll down menu (Always…Never, Agree…Disagree, etc.). 4. Set the Scale for the rating from the scroll down menu (1–3, 1–5, etc.). 5. If desired, you may enter your own scale with up to 10 choices from lowest to highest, separating each item with a comma. You must select “Do not use any of these scales” in the Rating Type box to use your own scale. 6. To add new criteria, type a description in the Modify Criteria List box. Then, select a Weight from the scroll down menu and click Add. Existing criteria may also be edited, changed, or deleted. 7. To add alternatives, type the description in the Modify Alternative List box and click Add. Existing alternatives may also be edited, changed, or deleted. 8. Click the box next to the following to set viewing Options: • Allow previewing of Group results before and after Participant contribution. • Allow viewing of Group results only after the Participant has contributed. • Do not allow viewing of Group results. • Make this Activity non-collaborative and only the last Participant’s input will be counted. • Make every Participant’s input public. • Allow Participant to make changes after contribution. WebIQ Session Leader’s Guide 44 9. Click Submit to create the Activity or Cancel to abort. Action Plan This activity allows for managing the details of projects originating from other Session Activities. Participants can assign projects; indicate status, and link projects to external dependencies. The output is a Gantt chart listing each task, assignee, and status, as well as a dependency and category-based report. Action Plan comments can also be included in the Final Report. Action Plan Activity Set-up Screen An action item or task can also be assigned to a person outside the Session. To do so, go to the Action Plan Activity screen itself. Select the task to be assigned, and select OTHER from the scroll down menu. A pop-up will appear, asking for the name to assign to the chosen task. Type in the person’s name. He or she will not be added to the Group Roster, but will appear in the Action Plan Report. 1. Clicking in the Show ID stamps box, will allow you to identify which items were contributed by which Participants. 2. Disable new entries will allow Participants to view items that have been gathered, but will not allow them to submit new items. WebIQ Session Leader’s Guide 45 3. Disable commenting will remove the Participants’ ability to comment on the items gathered. 4. Maximum Depth will set a limit on Participant commenting, thus limiting the growth of commenting trees. 5. Ideas may be presented in either collapsed or expanded form. If Ideas default collapsed is checked, ideas that have subordinate comments are shown with a + to the left of the idea number. The idea’s comments may be shown by clicking on the +. If Ideas default collapsed is not checked, comments are shown under their ideas. A – appears to the left of the idea number. The idea’s comments may be hidden by clicking on the –. 6. The Skip weekends on autodate option allows the Leader to decide whether or not to include weekends when planning out the duration period. 7. Add/Delete/Modify categories by typing in the Modify Category List window and clicking Add or Delete. 8. The Action Plan Activity screen is subject to a periodic refresh cycle. This setting determines the view after a Refresh. The first option, No screen change, allows the first item on the screen to remain visible. With the second option, Refresh to Bottom, the view may be changed so that the last item submitted is always visible. With the third option, Refresh to Newest, the view may be changed so that it includes the last item that was submitted. 9. When selecting a method for numbering the list, choosing Simple will apply the 1, 2, 3 numbering style for all levels of ideas and comments. The Outline style uses a Roman numeral for each idea, a capitalized letter for each comment, and an Arabic numeral for comments to comments. The Legal style applies the numbering scheme common in legal documents (i.e. 1.2, 1.2.1, 1.2.1.a). 10. Click Submit to create the Activity, or Cancel to abort. In the Action Plan activity, each item has its current status data displayed, along with a Modify button which, when pressed, will allow that item’s data to be changed without affecting the other items. Changes to modified items will be instantly reflected in the activity screen. The Start Date always defaults to the current date and can be modified accordingly. The End Date will be automatically calculated after entering a Duration value greater than or equal to 0. In addition to being able to make an item directly dependent on another specific item, users are able to make an item dependent on its relative “previous item” on the activity list. In order words, if the item numbered 4 on the activity screen is designated as being dependent on the “previous item,” it will always be dependent on item 3. This can be changed by simply moving item 4 up or down on the list. If every item but the first one has been so treated, the Action Plan activity can, based solely on the Durations entered for each item, automatically calculate the Start date for each subsequent dependent item based on the Start date of the first. WebIQ Session Leader’s Guide 46 Action Plan Activity Modify Action Screen Questionnaire With the Questionnaire Activity, Participants are asked to respond to one or more questions. Following Activity setup, the Session or Activity Leader will use a screen similar to the Agenda Designer that supports the creation of the Questionnaire. A Questionnaire may include questions of the following types: Open-Ended, Rate, Rank, Vote, Allocate, and Select. The functionality of these question types is similar to their corresponding WebIQ Activity tools. There are also pre-defined, but customizable, demographic questions for gender, age, and education. 1. Disable commenting will remove the Participants’ ability to comment on the items gathered. 2. Items may be presented in either collapsed or expanded form. If Ideas default collapsed is checked, items that have subordinate comments are shown with a + to the left of the item number. The item’s comments may be shown by clicking on the +. If Ideas default collapsed is not checked, comments are shown under their item. A – appears to the left of the item number. The item’s comments may be hidden by clicking on the –. 3. Select a method for Numbering the questions list. Choosing Normal will apply sequential numbering across sections. Choosing Sectional will apply restart numbers for each section. 4. Click the box next to the following to set viewing Options: • Allow previewing of Group results before and after Participant contribution. WebIQ Session Leader’s Guide 47 • Allow viewing of Group results only after the Participant has contributed. • Do not allow viewing of Group results. • Make this Activity non-collaborative and only the last Participant’s input will be counted. • Make every Participant’s input public. • Allow Participant to make changes after contribution. 5. Click Submit to create the Activity or Cancel to abort. Questionnaire Construction The WebIQ Questionnaire Activity supports six types of questions: Open-Ended, Rate, Rank, Vote, Allocate, and Select. In addition, there are three pre-defined (but modifiable) demographic questions. A question is created by entering text and then clicking on the Next button to set options. Question level options determine whether abstentions are allowed and are used to control settings specific to the question type. Once the options have been determined, click the Submit button to save the choices; clicking the Cancel button will save the question text without its options. Questions may be grouped into sections. Once they have been created, questions may be moved from one section to another; they may also be reordered within a section. Questions may be promoted to sections and sections may be demoted to questions. Questions may also be changed from one type to another. A Participant may be allowed to abstain from answering questions. Additionally, Skip Logic may be added to a question so that the answer to the question triggers an automatic bypass of one or more subsequent questions. Questionnaire Sections Questions may be grouped in sections. The numbering of questions within a section is controlled by the Numbering option for the Questionnaire Activity. Questions may be moved from one section to another. The browser being used may support drag-and-drop movement. Alternatively, a question may be moved by first selecting the target section and then the question to be moved. Once the question is selected, a set of buttons will appear in the lower portion of the screen. Click the Section button to move the question. Within a section, questions may be reordered by selecting them and using the up/down Reorder Selected buttons. Questionnaire: Open-Ended Question An Open-Ended question allows the Participant to reply freely to the question. When creating or modifying an Open-Ended question, two options may be set: Allow Abstentions and Maximum Entry Length (limiting the number of characters that a Participant may enter into the text box provided). Questionnaire: Rate Question A Rate question allows the Participant to select text (that is tied to a numeric value) to reflect his/her answer to the question. The options for a Rate question Allow Abstentions and determine the responses that can be offered. Six pre-defined WebIQ Session Leader’s Guide 48 Questionnaire Screen Rating Types (sets of responses) are available; these can be assigned numeric value ranges from 1 up to 3, 4, 5, 6, 7, or 10. Alternatively, the Session or Activity Leader may provide up to 10 choices for the Rating Scale. (Note: If the Allow Abstentions option was selected during question creation, an Abstain item will be added to the list of Rating Types.) Questionnaire: Rank Question A Rank question allows the Participant to rank a set of options. Once the question has been written, its options (items to be ranked) may be added by selecting the question and then clicking its Option button. Questionnaire: Vote Question For a Vote question, the Participant is presented with the question followed by radio buttons for Yes or No. If the Allow Abstentions option was selected (when the question was created or modified), a third radio button Abstain will be presented. Questionnaire: Allocate Question An Allocate question allows the Participant to allocate resources over one or more options. When creating or modifying an Allocate question, three settings affect its behavior: Amount to allocate (specify a minimum and maximum); Allocate range (for all options or per option) and Units Label (default is UNITS). Once the question has been written, its allocation options may be added by selecting the question and clicking its Option button. Questionnaire: Select Question A Select question allows the Participant to select one or more options. When creating or modifying a Select question, specify the Number to select. Once the question has been written, its options may be added by selecting the question and clicking its Option button. WebIQ Session Leader’s Guide 49 Questionnaire Screen with Skip Logic Questionnaire: Demographic Question Three pre-defined demographic questions are available for gender, age, and education level. These questions are pre-configured Rate questions. As such, the text messages that are presented to the Participant may be easily customized. (Be sure to click the Submit button to save the Rate Selections even if the defaults are desired.) Questionnaire: Skip Logic In some cases, the answer to one question may make the answers to related questions meaningless. The WebIQ Questionnaire tool allows conditional skipping of questions. For example, if a Participant has no children, he/she should not have to answer questions related to children. In this case, when creating the questionnaire, the Session or Activity Leader might create a Rate question that allows the Participant to select his/her number of children. Two follow-up questions might ask for the names of the children and favorite family activities. An answer of “0” to the question about the number of children would trigger the Skip Logic that bypasses the next two questions. Thus, the response to one question triggers the execution of Skip Logic. In order to associate Skip Logic with a question, select the trigger question and then click the Skip Logic button. Specify the number of questions to skip and the conditions under which they will be skipped. In the following example, a Rate question, “How many children do you have?” has been selected to trigger the Skip Logic. The Session or Activity Leader should now specify the number of questions to skip and the condition under which the Skip Logic will be executed. After specifying that 2 questions should be skipped when the Participant has no children, the question assumes the following appearance. (The comment indicating that questions will be skipped only appears in Design view. When a Participant is accessing the questionnaire, the display will be dynamically modified. When Skip Logic is triggered, the “skipped” questions will be removed from the display.) It is also possible to stagger the skipped questions. Suppose Question A is set to trigger the next 3 questions to be skipped. Suppose further that the Session or Activity Leader also wants to skip another set of questions further down, starting WebIQ Session Leader’s Guide 50 with the first question after a Question Z, based on the same condition defined for Question A. This can be done as follows: Question Z should be selected and the Skip Logic button pressed. On the Skip Logic options screen, the checkbox labeled “or based on previous skip logic” should be selected. On the Skip Logic screen, which appears, Question A should be selected from the drop down box, and the number of questions to skip after Question Z should be entered. Questionnaire: Skip Logic Conditions The conditions that control Skip Logic depend on the type of question that is used as a trigger. Open-Ended. The Participant’s answer may be constrained to contain or not contain the text specified by the Session or Activity Leader when the Skip Logic is defined. Rate. The Session or Activity Leader specifies one of the rate values and then elects to execute the Skip Logic if the Participant selects (or does not select) the specified rate value. Rank. The Session or Activity Leader specifies one of the items to be ranked and then elects to execute the Skip Logic if the specified item is ranked first (or is ranked last). Vote. The Skip Logic is triggered when the Participant’s answer is equal to (or not equal to) Yes, No, or Abstain. (Abstain will appear only if abstentions are allowed for the question.) Allocate. The Session or Activity Leader specifies a value and then elects to execute the Skip Logic if the allocation total is greater than, equal to, or less than the specified value. Select. The Session or Activity Leader chooses one of the selection options and then elects to execute the Skip Logic if the specified option is selected (or not selected). The Questionnaire Activity allows the Session or Activity Leader to build an Activity Report based on the input of Participants who meet a particular set of criteria. The Filter Criteria are based on how those Participants have answered one or more questions in the previous Activity. See page 55 for more information. Specific Ballot-Type Activity Functions The preceding evaluation Activities, also referred to as “Ballot-type Tools,” contain a variety of control or management functions, within each Activity. Some of these functions are available to the Participants as well as the Session or Activity Leader. The following control tools are available at the bottom of each Ballot-type Tool Activity screen. 1. Expand provides for the list of items to be displayed in its entirety in outline form, with items and then comments listed underneath. 2. Deletions provides the Session or Activity Leader with the ability to make multiple deletions of items. Selecting Deletions will bring up a new screen where items are listed with checkboxes. The Session or Activity Leader can then check any and all boxes corresponding to the items he/she wishes to delete. 3. Collapse provides for only the header items to be displayed, without the comments underneath. WebIQ Session Leader’s Guide 51 Copying Agenda Activities A copy of an Activity may be created from the Agenda Designer screen. This copy will include all the Activity settings and the data within it. Copying an Activity 1. Select the Activity to copy by clicking its link in the Agenda Designer screen (it will be highlighted in red). 2. Click the Copy button located in the tool bar. The new Activity will be added after the last Activity within that Topic. Its name will be “Copy of” followed by the name of the source Activity. 3. An Activity can also be copied into another Session and Topic using the Copy button. When on the Agenda Designer screen, if an Activity is highlighted, the Copy button will bring up a pop-up screen for designating the destination Session and destination Topic. Copy Pop-up Deleting Agenda Topics/Activities Deleting an Activity can be done from the Agenda Designer screen Deleting Topics or Activities 1. Select the Topic or Activity to delete by clicking its link in the Agenda Designer screen (it will be highlighted in red). 2. Click the Delete button located in the tool bar. 3. To confirm the delete click OK, or Cancel to abort. WebIQ Session Leader’s Guide 52 Modifying Agenda Topics/Activities Modifying Agenda Topics or Activities 1. From the Agenda Designer screen, select the Topic or Activity to modify by clicking on it once (it will be highlighted in red). 2. Click the Edit button. 3. For a Topic, rename the Topic in the resulting dialog box and click OK (or Cancel to abort changes). 4. For an Activity, make the necessary changes to the fields and click Submit (or Cancel to abort changes). 􀁌 The Activity settings screen can also be accessed from the Activity Menu item that appears within the Menu Bar of the Activity. Rearranging the Order of Agenda Topics/Activities 1. From the Agenda Designer screen, select the Topic or Activity to move by clicking on it once (it will be highlighted in red). 2. Click the green up or down arrows located in the tool bar to move the Topic or Activity. 3. You can click on a Topic or Activity and drag it on top of another Topic or Activity. If you drag a Topic or Activity up, it will be placed in front of the item it is dropped on to. If you drag a Topic or Activity down, it will be placed after the item it is dropped on to. Rearranging the Order of Ideas within Activities Rearranging the Order of Ideas within an Ideas Activity Once a Session is under way and submissions are being made into an Ideas Activity, the Session or Activity Leader has the ability to move or rearrange the order of ideas presented to Participants. 1. Access the particular Ideas Activity from the Agenda screen. 2. Select the particular idea to move by clicking on it once (it will be highlighted in red). 3. Drag or drop ideas into the desired priority. For browsers not supporting drag and drop, the up/down arrows move the ideas (drag and drop is supported by MS Explorer® 5.0 or greater). Transferring Ideas between Activities A Transfer allows the movement of data from one WebIQ Activity to another. Transfers are defined by specifying the source and target Activities. Within those Activities, the element to be transferred (e.g., idea and/or categories) is specified as well as the manner in which it will be received in the target Activity. Advanced Transfer criteria allow specification of conditions under which the Transfer will occur. Other Advanced Transfer options control the transfer of comments, tracked changes, and unassigned ideas. Lastly, Advanced Transfer WebIQ Session Leader’s Guide 53 Main Transfer Options Screen options allow definition of a Transfer with deferred execution. For example, when using the Selected Items option on the Advanced Transfer screen under Source Items, having selected the Transfer Comments option, the comments will also be displayed for Transfer. 􀁌 Transfers are designed to move items into and out of Activities, depending on the limits set by the Group or Session Leader. Based on an individual user’s rights, he or she is able to transfer into or out of any Activity within any other Activity, Session or Group. Consequently, multiple Transfers can be made using the same source, with destinations to the Activity in the same Session, or Activities in Sessions in other Groups and Corporations within the system. Transfers of all ideas or items are persistent until deleted or until the target Activity has been participated in. In other words, a Transfer that has already been executed will continue to perform Transfer Updates as new ideas and items are submitted to the source Activity. If the target Activity’s setting for Receive Transfer Updates is enabled, these updates will occur even after the target Activity has been participated in. Creating a Transfer 1. From the Agenda Designer screen, select the source Activity from which to make a Transfer by clicking on it once (it will be highlighted in red). 2. Click the Transfer button located in the tool bar. 3. Define the Transfer Source: • Select the source Session. • Select the source Topic within the chosen Session. • Select the Activity from the existing Activities within that Topic. WebIQ Session Leader’s Guide 54 • Select whether All Ideas or Selected Ideas are to be transferred. 4. Define the Transfer Destination: • Select the target Session. • Select the target Topic within the chosen target Session. • Select an Activity from the existing Activities within that Topic. • Select whether or not the items will be copied as ideas (for a Categorize Activity as ideas or categories) or as criteria or alternatives (for a ballot-type Activity, such as Score or Vote). 5. Click the Save/Transfer button to create the Transfer. 6. Or click Cancel to return to the Agenda and abort the Transfer. 􀁌 Note: WebIQ will attempt to intelligently promote ideas to categories or comments to ideas where appropriate. WebIQ will also intelligently demote categories into ideas and ideas into comments where appropriate. For instance, if categories and ideas is chosen under the source Activity and ideas under the destination Activity, WebIQ will automatically make the source ideas into comments in the destination Activity. If ideas and comments are chosen in the source Activity and categories in the destination Activity, the comments will become ideas in the destination Activity. 􀁌 Note: If the Session Leader chooses to transfer only selected ideas, after clicking “Save/Transfer”, he/she will be prompted to select the ideas to transfer. 􀁌 􀁌 􀁌 􀁌 Note: When creating a Transfer from a Categorize Activity to any other (such as Ideas), and if that Transfer has “Selected Items” designated as the source items type, then, on the Advanced Options screen for the Transfer, under “Transfer Criteria,” the option to categorize the selected ideas based on a selected category in the destination may be chosen. Options exist for single and multiple category assignment. Note: Transfers between two Questionnaires yield target questions in the same form as the source. Transfers between the other Activity Tools and the Questionnaire Tools are supported. Note: When transferring from other tools into the Questionnaire Tool, there are three Transfer data as options: Questions; Questions, Sections; and Same As Source. In general, transfers from another Activity Tool to the Questionnaire Tool with data transferred as Questions or Same As Source will yield open-ended questions. When a Questionnaire-targeted Transfer uses Transfer data as, Questions, Sections, the results are Sections. Note: There are some exceptions to the previously stated generalities. In each case, the source Activity has categorized ideas. For all of these Transfers, Ideas/Items & Categories are transferred as Questions. These exceptions follow: WebIQ Session Leader’s Guide 55 􀁌 Source Activity Type Resulting Question Type Rate Select Rank Rank Vote Select Allocate Allocate Select Select Transfers from the Questionnaire Tool (a composite tool) to other Activity Tools should be done using the Selected items option in the Transfer source. These Transfers can transfer items into the Ideas, Discussion, Organize, Categorizer, Vote, Score, and Action Plan Activities, as well as structured questions into the Rate, Select, and Allocate Activities. Advanced Transfer Options ScreenMany Activities (e.g. Rate or Rank) do not allow the typing of items directly. Items or ideas must be Transferred from another Activity. These Transfers can be defined and saved for execution until a defined event, a Trigger or Criterion, occurs (i.e. pending completion of an Activity and execution of the Transfer Now command by a Session Leader), or they can be defined and executed immediately. The Session Leader can create a Transfer that is triggered with a Transfer Now button, which will only copy selected ideas that may not be defined at the time the Transfer is created (i.e. creation of a Transfer for an Ideas Activity that has not yet been started, hence has no ideas). If the Session Leader chooses to delay selecting specific ideas until he/she executes the Pending Transfer, when he/she clicks the Transfer Data button, he/she will be presented with ideas to select from on a new screen. The Session Leader has the option of transferring comments associated with ideas, or just ideas. He/she can transfer tracked changes, or transfer the ideas in the revised or WebIQ Session Leader’s Guide 56 original format. He/she can transfer unassigned ideas or ideas that have been assigned to a specific category. He/she can also transfer ideas in either the order they appear in the original contribution or the order of the evaluated results. The Session Leader can create a Transfer that is set to Trigger on full participation. When all Participants have contributed to the evaluation Activity designated as the source, the Transfer will be executed and the ideas will be copied from the source to the destination. The Session Leader can create a Transfer that is set to Trigger on Date/Time. Designate a time and date in the Advanced Transfer tab of the Transfer Data screen. When that date and time is reached, the Transfer will be executed and the ideas will be copied from the source to the destination. Transfer Criteria allows the selection of ideas for transferring to be automated, so that only the ideas you want to transfer get transferred. The system selects them depending upon the criteria you set up. The criteria available depend upon what sort of Activity you are transferring ideas out of. Transfer Criteria are only available when the source Activity is an evaluation or Ballot-type Activity. The Transfer Criteria settings are available on the Advanced Transfer screen, which provides options for determining which ideas will be transferred. Ideas will be automatically selected if the Selected Ideas option is used, if a trigger is used, or if the Session Leader activates a Transfer. The options available will depend upon the type of source Activity: • Categorizer will select ideas by the number of votes, by the percentage of votes, or by the majority votes. • Rate, Rank, Allocate, and Score will transfer by minimal numeric score, number rating above X, percentage rated above X, maximum numeric score, number rating below X, and percent rating below X. It also has a “Do not use transfer criteria” option. • Select will transfer by number of times selected, percentage of times selected, number of times not selected, and percentage of times not selected. It also has a “Do not use transfer criteria” option. • Vote will transfer by number affirmative, percentage affirmative, number negative, and percentage negative. It also has a “Do not use transfer criteria” option. The Transfer Criteria drop-down has two fill-in boxes that cover the parameters for the several selections (percentages, numeric counts, participation ratios, etc). 􀁌 When transferring from a Rate Activity to a Score Activity, the criteria and weights will automatically be transferred as criteria (not alternatives). 􀁌 Note: Transfers have the ability to combine the results from evaluation-type Activities (such as Rate, Questionnaire, Vote, etc). The Activities must be of the same type (both Rate, both Vote, etc) and the destination Activity must contain copies of the same evaluated ideas as the source, through either the Copy command, loading an Activity from a WIQ file, or through the Transfer itself. By fulfilling these requirements, and selecting the “Transfer Results” checkbox on the Advanced Transfers tab, the results from the Source Activity(s) will be merged with the results in the Destination Activity. WebIQ Session Leader’s Guide 57 Modifying a Transfer 1. From the Agenda Designer screen, select the Transfer to modify by clicking the specific Transfer link text (i.e. Ideas Transfer to Rank) located beneath the associated Activity. 2. Modify the Transfer Source fields as desired. 3. Modify the Transfer Destination fields as desired. 4. Click the Advanced Transfer tab to modify the Transfer trigger. 5. Click the Save/Transfer button to modify the Transfer and return to the Agenda screen. 6. Or click the Cancel button to return to the Agenda and abort modifying the Transfer. Executing a Pending Transfer • From the Agenda Designer screen, click the Transfer Now link (i.e. Pending Ideas Transfer to Rank [TRANSFER NOW]) located beneath the associated Activity. .􀁌 The Transfer Data screen automatically defaults to the transfer of the link selected. Always verify this before modifying the trigger for the Transfer. Deleting a Transfer 1. From the Agenda Designer screen, click any Transfer link. 2. Select the specific Transfer to delete from the Existing Transfers scroll down menu. 3. Click Delete. 4. To confirm the deletion click OK, or Cancel to abort. Sending Invitations to Start a Session Once a Session has been created and the Agenda’s Activities have been defined, a Session Leader can send email Invitations to all Participants. These invitations serve as a mechanism to control when a Session begins. Invitations are sent to all Participants who have been included in the Session Roster (for Participants Only Sessions). For those Sessions that are Open to the public, invitations are sent to all members defined in the Group Roster. For Open to the Public Sessions, a Session Leader can send invitations to any individual who has a known email address. Finally, a Session Leader can also send out invitations through his/her browser email by copying and pasting the hyperlink to the invitation in the body of his/her email. WebIQ Session Leader’s Guide 58 Session Invitation Screen Send Invitations to a Participants Only Session 􀁌 This should be a Participants Only Session in which Topics and/or Activities have been created in advance. • From the Session Settings screen, check the Send Invitations box (next to Submit) and click Submit to send email invitations to all Participants. Send Invitations for an Open to the Public Session 􀁌 This should be an Open to the Public Session in which Topics and/or Activities have been created in advance. (Note: Only the Questionnaire Activity is allowed) 1. From the Session Settings screen, check the Send Invitations box (next to Submit) and click Submit to send email invitations to all Participants. 2. The Submit settings changes and go to the send invitations screen? prompt will appear. Click OK, or Cancel to abort. 3. From the resulting WebIQ Email screen, modify the set of email Participants as required: • Delete Participants from the Roster by selecting their name from the Recipients scroll down menu and click Delete. • To modify email addresses select a name from the Recipients, edit the address in the Edit field, and click Change. • To modify the message, edit the Subject and Body Text. 4. Click the Send IQ-Email button. WebIQ Session Leader’s Guide 59 􀁌 The Session Leader may also send email by using his/her browser’s email client (click the Use Browser Email radio button at the top of the screen). If he/she chooses to use his/her browser’s email client, then he/she is presented with a new message window from the normal email client application, already populated with the Participants from the WebIQ Mail screen. With this message, the Session Leader can add, delete, or modify Participants as he/she normally would. He/she may also send the email as an attachment (this is particularly helpful for Lotus client users who cannot interpret HTML) or even communicate with the Participant’s MS Outlook® calendar file. Sending Invitations to New Participants in an Open to the Public Session 1. Select the Open to the Public Session to which to invite Participants by clicking on its link from the Join A Session screen. 2. From the resulting Agenda screen, select Session from the menu bar and click Settings. 3. Check the Send Invitations box and click Submit. 4. The Submit settings changes and go to the send invitations screen? prompt will appear. Click OK, or Cancel to abort. 5. From the resulting WebIQ Email screen, modify the set of email Participants as required: • Delete Participants from the Roster by selecting their name from the Recipients scroll down menu and click Delete. • To modify email addresses select a name from the Recipients, edit the address in the Edit field, and click Change. 6. To modify the message, change the Subject and Body Text. 7. Click the Send IQ-Email button. This email will contain a hyperlink to a special log in screen with a special button for the Participant to define his/her own profile. A Group Leader can disable this profile creation option when the Users never create their own accounts box has been checked on the Group Administration screen. 􀁌 A Session Leader can also forward email invitations received to any new Participant. The system will allow as many concurrent new Participants to access the Questionnaire(s) within a Session as there are unassigned active Session Roster names available within a corporation. WebIQ Session Leader’s Guide 60 Adding Resources This feature gives the ability to attach Documents to Activities and Sessions, as well as list hyperlinks to websites as additional resources for a successful Session. Document Attachments Files of any type may be attached to an Activity or Session using this function. 1. Select Resources from the main menu bar and click Documents. 2. The Document Resources screen appears. 3. In the Attachment Description text box, add a description. 4. Click the Browse button to locate the specific file to upload. 5. Once located, click the Add Attachment button to begin uploading the document. 6. After the document is uploaded, it will display an icon and an Edit button for editing the description, uploading a new document, or deleting the document. 􀁌 To add a document to an Idea or Comment, select an idea or comment in any Activity by clicking it. Now, click the Attach button in the lower left-hand corner. Repeat steps 3 through 6 listed above. Document Resource ScreenWebIQ Session Leader’s Guide 61 Web Resources Hyperlinks may be added as a resource to an Activity or a Session using this function. 1. Select Resources from the main menu bar and click Links. 2. The Web Resources screen appears. 3. Enter the URL address and a brief description in the provided text boxes. 4. Click the Add item button to add the link to the resources page. 5. Clicking the hypertext description listed in the resources area will launch a browser displaying the site. 6. Once the hyperlink is added, an Edit link is provided to edit or delete the hyperlink. Web Resource ScreenWebIQ Session Leader’s Guide 62 Results and Reports The purpose of a WebIQ Session is to gather Participant input using a variety of tools. A significant output of the Session is the Closure Report. The Closure Report is intended to be used as a Final Report on the Session. Prior to closure, the Session Leader may view Activity results or generate Session Reports. The Activity Leader may also view Activity results or generate Activity Reports for the Activity he/she leads. All of the Activities provide for customizable views of their results through various Report types and Filters. Activity Results Most of the WebIQ Activity tools may be configured to control Participant access to Group results for that Activity. By default, when Participants submit their input, they are automatically taken to a display that contrasts their inputs with the rest of the Group’s results. A Session Leader may also select the Participant whose results are viewed. Reports can include Activity Instructions, if desired. A Chat Report can also be generated. For a few Activity tools, the content entry display always shows all “results” and there is no separate Group results display until Reports are generated. This is the case for the Ideas, Discussion, and Organizer tools. For the Categorize tool, the results are shown in a table with column names that correspond to the offered categories with ideas named in the rows (to be categorized). The intersecting cell contents show the number of times the idea was assigned to the category. The Rate or Rank tool results defaults to a Categorized High/Low Report. From that display, a Participant can cycle through either categorized or composite views of the Frequency Distribution, Range Graph, and Average and Standard Deviation Graph. In the Rate tool, if more than one criterion is selected, an XY Plot and an Average and Standard Deviation Chart are also available. For Vote, Select, Allocate, and Score, the results display shows a composite of items in descending order based on the number of votes, frequency of selection, amount allocated, or scoring. For all except the Score tool, a Participant may toggle between composite and categorized views. The Score tool also provides a Distribution Report. (Note: These Activity Group results displays correspond to selections that may be added to the Session and/or Closure Reports.) WebIQ Session Leader’s Guide 63 Agenda Filter Report Support Filter support for the entire Agenda allows the Session or Activity Leader to build an Activity Report based only on the input of Participants who meet a particular set of criteria. The Filter Criteria are based on how those Participants have answered one or more questions in an Activity or series of Activities. For example, suppose Participants entered their demographic information into a Questionnaire Activity. In the Questionnaire, the Participants answer a series of demographic questions, such as: “What is your age?”, “What is your gender?”, “What state are you from?”, etc. In the Rate Activity, the Participants can rate a series of ideas. From the Rate Activity, the Session or Activity Leader can view the results of ALL the Participants who have rated the ideas in this Activity. If the Session or Activity Leader does not need to know how ALL the Participants rated ideas, but only how women, people from Ohio, or the 24 to 35 age group rated the ideas, Filters can then be defined. Because the Participants responded with demographic information in the Questionnaire Activity, the Session or Activity already has all the information needed to generate a more specific Rate report. By clicking on the Filters button at the bottom of the Rate report screen, a Filter can be created in the Rate Report screen that specifies the Filter Criteria to consider only those who answered “Male” on the Gender question in the Questionnaire Activity. This will generate a Report that shows Rating scores ONLY from Participants who are Male. ANOTHER Filter can be defined, based on the Age question in the Questionnaire. The term AND/IF is used to denote that BOTH Filter Criteria must be present before the rating scores are counted. The newly generated Report screen will show the cumulative rating scores of Participants who answered “Male” to the Gender question, and “30 to 39” on the Age question. The above is only an example. Filter options appear in almost all evaluation-type Activities, and Filter Criteria can be based on answers given in ANY other Activity, or in the SAME Activity. Also, each Activity may contain a complex set of Filters, conjoined by AND/IF or OR/IF. Furthermore, the Session Leader can select a series of Reports within the Closure Activity and then by clicking on the Filters button, create a Report that is conditioned based on the series of Filters that is selected for the various Activities represented in the report; including the information gathering activities such as Ideas and Organizer (information gathering Activities must be attributable in order for the system to filter the data contained in them). To create a Filter, the Session or Activity Leader goes to the Results or Report screen for an evaluation-type Activity (such as Rank, Rate, Vote, Select, Categorize, Allocate, or Questionnaire). From there, he/she clicks on the Filters button. This will bring up the Filters Definition Screen. This is where criteria will be defined, which will “filter” the Participants whose input the Activity the Session or Activity Leader wants displayed. One or more Filter Criteria can be defined on this screen. Each criterion begins by selecting the Activity upon which the criterion is based, followed by the specific idea, and then the responses, which must be given for the criterion to be met. Each subsequent Filter can then begin with AND/IF or OR/IF, to show its association with the previous Filter Criteria. Associations are always made from left to right. If there are three Filter Criteria, A, B, and C, and the association is in of the form A OR/IF B AND/IF C, then it will be interpreted as ((A OR/IF B) AND/IF C). Once the Filters are defined, and the Filters Definition Screen is closed, the Report for the Activity will change to reflect a new view based on the criteria being WebIQ Session Leader’s Guide 64 used. (Note: These selections persist until replaced and will be used in generating Session Reports, Closure Reports, and Transfers.) Questionnaire Activity Results The WebIQ Questionnaire tool allows the Results for each question to be handled in a manner that is analogous to its Activity tool. In addition, Questionnaire Reports may be subjected to filtering conditions like the ones mentioned above. The Session or Activity Leader picks Reports to include in a Results view and also builds the Report Filters. Question Report Choices For Open-Ended questions, the Standard Report includes the question followed by attributed responses. For Rate and Rank questions, the selectable Reports include Composite (a High/Low Report), Ranges, Deviations (Average and Standard Deviation), and Distribution (Frequency Distribution). For Vote questions, the Standard Report shows the number and percentage of Yes, No, and Abstain responses. The participation ratio is also included. For Allocate questions, the high, low, and average are shown for each option. For Select questions, the frequency and percentage of selection is shown for each option. A Comments Report is available for all except Open-Ended questions. Question Report Filters To define a filtering condition, select the text of the question from a pull-down list. The balance of the condition will depend upon the type of question selected. For Open-Ended questions, choose either “contains the text” or “does not contain the text” and then enter the filtering text. For Rate questions, choose one of the following: “is equal to”, “is not equal to”, “is greater than”, “is greater than or equal to”, “is less than”, or “is less than or equal to.” Then, choose the rating value to be used in the comparison. For Rank questions, choose one of the options specified when the question was defined. Then, choose one of the following: “is equal to”, “is not equal to”, “is greater than”, “is greater than or equal to”, “is less than”, or “is less than or equal to.” Lastly, pick the ranking value (a number between one and the number of options) to be used in the comparison. For Vote questions, choose one of the following: “is equal to” or “is not equal to.” Then, select Yes, No, or Abstain. (Note: Abstain will be offered only if abstentions are allowed for in the question.) For Allocate questions, choose one of the options specified when the question was defined. Then, choose one of the following: “is equal to”, “is not equal to”, “is greater than”, “is greater than or equal to”, “is less than”, or “is less than or equal to.” Lastly, enter the value used in the comparison. For Select questions, choose one of the options specified when the question was defined. Then, choose either “was selected” or “was not selected.” Multiple filtering conditions may be defined. Multiple conditions are combined using AND/IF or OR/IF, to operators. Associations are always made from top to bottom and left to WebIQ Session Leader’s Guide 65 right. If there are three Filter Criteria, A, B, and C, and the association is in the form of A OR/IF B AND/IF C, then it will be interpreted as ((A OR/IF B) AND/IF C). Session Reports This feature allows the Session or Activity Leader the ability to choose the results screens for select Topics or Activities to include in a Summary Report and Print, Export (as a .tab file), or Email. A Session Report contains the Session description, start and end dates and times, Participant information, and the full Agenda followed by selected Activity Reports. Contributed comments may be included in either Session or Closure Reports. This Report option is selectable for each appropriate Activity type and the selected Activity Report is based on the Filters that are currently in place for the specific Activity; thereby providing the Session or Activity Leader with the ability to generate hundreds (if not thousands) of different reports, each based on a different Filter or view. Creating a Report 1. Select Session from the menu bar and click Report. 2. From the Agenda Reporter screen, select the Topics/Activities to Report on by checking the associated checkbox. • For the Ideas, Discussion, and Organizer tools, the Report contains all ideas and categories that were provided during the Session. Unless the Session is anonymous, the idea contributors are identified. • Other tools allow selection of one or more Reports, including the ability to select a Comments Report. To quickly select all Reports available for the tool, click the checkbox to the left of the Activity name. • For Vote, Select, Allocate, and Score, the Standard Report shows items in descending order based on number of votes, frequency of selection, amount allocated, or scoring. The Score Report also has a report for Distribution. • Rank tool Report options are: Composite (High/Low Report), Composite Ranges (Range Graph), and Composite Deviations (Average and Standard Deviation Graph). • Rate tool Report options are: Composite (High/Low Report); Composite Ranges (Range Graph); Composite Deviations (Average and Standard Deviation Graph); and Composite Distribution (Frequency Distribution Report). If appropriate, similar selections are available by category or criterion. • For the Questionnaire tool, the Standard Report may be selected. The Report that will be generated is based upon the selections made when the Questionnaire Results were last viewed. That is, the options specified using Pick Reports (including Filters) are used to determine what will appear in the Closure Report. WebIQ Session Leader’s Guide 66 3. Click the Print button to bring up the Print dialog window, as well as a view of the Report on the screen. Click OK to send the Report to a printer. When finished printing, click the Done link at the bottom of the screen. 4. Click the Export button to bring up the File Download dialog screen. Select Save this file to disk. Click OK to export the file, or Cancel to abort. 􀁌 An exported Report contains the raw data for the selected Activities and is exported in .tab format. It can be easily opened and further acted upon within a spreadsheet application. 5. Click the Email button to bring up the WebIQ Email screen. Select the Participants to email the Report to and click Send IQ-Email. If a Session or Activity Leader chooses to use his/her own email client, he/she must select and copy the information in the message text and paste it into the email. The email can also be sent as an attachment. Closure Designer This Activity allows Session Leaders the ability to write and distribute Summary Reports to provide closure on a Session. It goes beyond a Session Report by providing the rationale and conclusions to a Session, not just a report of the Activities. A Chat Report can also be generated. Since this final report is intended to be comprehensive in nature, activity instructions are automatically included. Contributed comments may be included in either Session or Closure Reports. This Report option is selectable for each appropriate Activity type and the selected Activity Report is based on the Filters that are currently in place for the specific Activity; thereby providing the Session or Activity Leader with the ability to generate hundreds (if not thousands) of different reports, each based on a different Filter or view. Designing a Closure Report 1. From the Agenda Designer screen, click the Closure link in the tool bar. 2. The Closure Setup screen resembles a normal Activity setup screen. Select all appropriate functions and click Submit. 3. From the Agenda Design screen, click the Closure Activity button. The Closure Designer screen appears revealing a tool bar menu. 4. Click the Title link on the side menu to add a title for the Closure Report and click Submit. 5. Click the Background link in the tool bar to add background information on the Session and click Submit. 6. Click the Participants link in the tool bar to include Session Participant information. The names, email addresses, and participation status of all Roster members will be included in the Closure Report. 7. Click the Decision link in the tool bar to add information regarding the decisions made and click Submit. 8. Click the Agenda link in the tool bar to add a copy of the Agenda to the Closure Report. WebIQ Session Leader’s Guide 67 Closure Designer Screen 9. Click the Activities link in the tool bar. This will take you to the Agenda Reporter screen where you may select which Activity Result Summaries to include in the Closure Report by checking the appropriate boxes and clicking Submit. • For the Ideas, Discussion, and Organizer tools, the Report contains all ideas and categories that were provided during the Session. Unless the Session is anonymous, the idea contributors are identified. • Other tools allow selection of one or more Reports, including the ability to select a Comments Report. To quickly select all Reports available for the tool, click the checkbox to the left of the Activity name. • For Vote, Select, Allocate, and Score, the Standard Report shows ideas in descending order based on number of votes, frequency of selection, amount allocated, or scoring. The Score Report also has a new report for Distribution. • Rank tool Report options are Composite (High/Low Report), Composite Ranges (Range Graph), and Composite Deviations (Average and Standard Deviation Graph). • Rate tool Report options are Composite (High/Low Report); Composite Ranges (Range Graph); Composite Deviations (Average and Standard Deviation Graph); and Composite Distribution (Frequency Distribution Report). If appropriate, similar selections are available by category or criteria. WebIQ Session Leader’s Guide 68 • For the Questionnaire tool, the Standard Report may be selected. The Report that will be generated is based upon the selections made when the Questionnaire Results were last viewed. That is, the options specified using Pick Reports (including Filters) are used to determine what will appear in the Closure Report. • The number of Activity Participants is shown in relation to the number of Roster Participants. 10. Click the Summary link in the tool bar to include summary text and click Submit. 11. Click the Additional Files link in the tool bar to attach files that were not presented within the Session, but should be included with the Session materials, and click Add Attachment. 12. Click the Attachments link in the tool bar to attach documents from inside or outside the Session to the Closure Report. 13. Click the Follow-Up link in the tool bar to add any information related to following up the particular Decision Process and click Submit. 14. Click the Print button to print a hard copy of the Report. Click the Export button to export the raw data output in .tab format. Click the Email button to send the Report to another person via email. WebIQ Session Leader’s Guide 69 Email-Based Participation This option allows Participants to contribute via email. Session Leaders are given the option to enable email-based participation through the Session Settings screen. If the option is enabled, when invitations are sent, the invitations will inform Participants that they have the option of contributing via email or via the web-based interface. Which Activities are sent for email participation and when they are sent is dependent upon which activities the Session Leader has made available. Participants may stop contributing via email at any time and use the web-based interface instead. After a Participant submits his/her contributions via email, the results screen is sent back showing the number of contributions and the results up to that point. Activities without results screens, such as Ideas, are not sent back. Once all Participants have fully contributed, the final results are sent. Email Interface Format While every Activity has a slightly different interface, each email is organized into four standard sections. Sections are listed in the order they appear in the email. Sessions and Activity Header • This section is at the top of the email and contains the Session name, general participation instructions, and the Session Leader contact information. Activity Information • This section contains the Activity title and Session Leader instructions taken from the web-based Activity. Activity Instructions • This section contains the instructions for participating in the specific Activity. Contribution Section • This section contains the ideas themselves, as well as the area in which Participants contribute ideas, make comments, rate ideas, etc. WebIQ Session Leader’s Guide 70 General Participation Guidelines Session Leaders are given the option to enable email participation through the Session Settings screen. When the option is enabled, Session Leaders are also given the ability to choose the frequency with which the emails are sent. Options in the drop-down menu are: Hourly, every Two Hours, every Four Hours, every Six Hours, Twice Daily, Daily, Weekly, and Bi-weekly. Session Settings Screen When the first Activity email is sent, and in all subsequent Activity emails, Participants will be instructed to reply to the email and type the word Stop in the subject line to stop receiving the emails for that Activity. That is, users may opt to stop participating via email at any time and use the web-based interface instead. 􀁌 The User Interface (UI) for email participation is text-based. All Activity participation screens are redesigned and optimized for text-based usage. Ideas Activity The Ideas Activity has two parts to the email. The top section contains all the ideas submitted at the time the email is sent. Participants comment on these ideas by adding a new line with the text of their comments under the idea. The bottom part of the email is the space for entering new ideas. Ideas and comments are separated by category and the Participant adds ideas by category. Discussion Activity The Discussion Activity allows Participants to comment on ideas by adding a new line with the text of their comments under the idea. WebIQ Session Leader’s Guide 71 Organizer Activity The Organizer Activity allows Participants to organize ideas into separate categories. Categorize Activity Categorize allows Participants to assign ideas to one or more categories. Rate Activity Participants are sent an email with the rating scale, rating scale descriptions, and a list of each idea to rate. Rank Activity The email interface for the Rank activity is similar to Rate except that Participants are asked to enter their order of preference regarding ideas. Vote Activity The Vote Activity presents Participants with the options of Yes, No, or Abstain for each idea. Select Activity The Select Activity is designed to allow Participants to quickly select a group of ideas from a large list. Ideas are presented with checkboxes next to them, and Session Leaders can set a range of selection. Allocate Activity The Allocate Activity is designed to enable Participants to allocate units of resources (dollars, points, hours) to ideas. Units can be allocated across all ideas, a range of ideas, or by category. Score Activity Score is a statistically powerful Activity for scoring alternatives according to weighted criteria. Questionnaire Activity The Questionnaire Activity is designed to enable Participants to answer a variety of questions and question-types. It is an extremely dynamic tool, which allows people who only have email access, not Internet access, to participate in the Activity. In the email itself, questions are listed with specific instructions as to how to respond, based on the question type. 􀁌 Email-based participation will be available for Collabwrite and Table Activities in a future release. WebIQ Session Leader’s Guide 72 Glossary of Terms Action Plan An Activity type in which selected items are scheduled and assigned to Participants or other individuals for completion. Activity A Tool that Session Participants engage in to generate new ideas, which they then discuss, organize, categorize, rank, rate, score, vote on, etc. Activity Leader An Activity Leader is an individual designated by a Session Leader to facilitate a particular Activity. The Activity Leader has Session Leader privileges with respect to his/her Activity’s content. Agenda A set of Topics and Activities that compose a particular decision-making Session. Agenda Designer The view of an Agenda allowing the Session Leader the ability to add, modify, or delete Agenda topics and Activities. Agenda Report Filter Support Filter support for the entire Agenda allowing the Session or Activity Leader to build an Activity Report based only on the input of Participants who meet a particular set of criteria. Agenda View The view of an Agenda allowing Participants to access the Activities. By default Participants access an Agenda through Agenda View. Allocate An Activity Tool in which Participants associate or assign ideas to categories. WebIQ Session Leader’s Guide 73 Anonymous Contributions Ideas or comments in submitted to various Activities in which the author is not identified or revealed to the Group at large. Categorize An Activity Tool in which Participants place ideas into particular categories. Clear Results Ballot-type Activities, such as Rank, Rate, and Vote, contain a “Clear Results” button at the bottom of the screen. This allows the Session or Activity Leader to reset all results and reuse the Activity as many times as necessary. Collabwrite An Activity Tool for composing, modifying, and updating Microsoft Word-like formatted documents. Group A set of Participants who collaborate in a Session. Group Leader An individual who manages a Group’s settings. Group Roster A list of Participants in a Group. Idea An idea is an item submitted within an Ideas Activity for other Participants to consider and comment on. Ideas An Activity Tool in which Participants engage in electronic brainstorming. Participants submit new ideas or comment on those submitted. Invitations Email messages sent to a Roster of Participants inviting them to join a Session. Logo Replace Function A function allowing a Session Leader to replace the WebIQ circular motif found on the Agenda and Activities pages. WebIQ Session Leader’s Guide 74 Participant A user that is a member of a Group or Session Roster or who, for Open to the Public Sessions, has been invited to participate. Pending Transfer A Transfer not executed immediately, but rather invoked by a Session Leader on demand at a later time. See Transfer. Pop-up An item appearing quickly and temporarily when a particular key is pressed or a button clicked. Presentation An Activity Tool designed to present a file and or website to Participants. The Presentation Tool can also be used simply as a placeholder on the Agenda. Questionnaire An Activity Tool in which Participants are asked to respond to one or more questions. Rank An Activity Tool in which Participants sort ideas in order of preference. Rate An Activity Tool in which Participants evaluate items based on a predetermined scale. Read Only The ability to view an item, without being able to interact with it. Reminders Email messages sent to Session Participants reminding them to make contributions to the Session. Score An Activity Tool in which Participants score a set of alternatives against a set of weighted criteria. Select An Activity Tool in which Participants pick a set of choices from a list of items. WebIQ Session Leader’s Guide 75 Session A decision-making process consisting of an Agenda with Topics and Activities, in which Participants collaborate in order to reach a particular conclusion. Session Leader The Session Leader is the individual who creates the Session and corresponding Agenda, and facilitates the Session itself. SMTP Transfer Simple Mail Transfer Protocol allows a Group Administrator the ability to import a list of users from an organization's SMTP-compliant mail system to a Group Roster. Stamps In most Activity settings screens, checkboxes labeled Show Date/Time stamps and Show ID stamps can be found. These provide the submission date and time of an item, and a unique Participant identifier code. These stamps will appear next to the submitted item on the Activity screen and any subsequent Report screens. Tables An Activity Tool for brainstorming or otherwise entering data into a structured table format. Template A saved Session devoid of any data, which can be used to create a new Session and Agenda. Topic A heading under which a set of Activities are arranged within an Agenda. Transfer The feature allowing for the relocation of items from one Session or Activity to another. Transfer Updates Newly added items from a source Activity continue to be transferred to a destination Activity, after the original Transfer has been executed. Vote An Activity Tool in which Participants choose items by selecting “Yes,” “No,” or “Abstain.”