Note: Information in this article is taken and/or modified from TotaraLMS Help Centre.
Introduction
The 360° feedback is a mechanism that provides feedback to the users. The 360° feedback is part of the appraisal process. It complements the traditional model of employees having discussions with their manager. In Totara you can specify the structure and the settings used in the 360° feedback form. It is a useful tool, especially for the HR system and allows constant feedback from the users.
Sections/Summary of the Steps
Before getting into the details of 360 Feedback, please note the following sections/steps.
This article will also include the following
Section 1: Creating and managing 360 feedback
In this section we will look at the steps to set up the 360° feedback.
To set up 360° feedback
Navigate to Manage Feedback from the Administration block > Site administration > Appraisals
On the page that loads, click on Create feedback.
On the next page enter:
Name - Enter a title
Description - Enter a description. This will explain the purpose of the feedback.
Click on the Create Feedback button to create the feedback.
Next, click on the ‘Content’ tab.
In the Content tab you can choose questions that you want to include in the feedback. Also, there are non-question elements that provide information about the user.
Click on the item you want to add to the feedback.
Date picker
The Date picker allows users to enter the date and/or time.
In the Question field enter the text for the question
In the Date selection field enter information for First year available and Last year available.
If the user has to enter time with a date, click on the check box ‘Include time as well as date’.
If the user must provide an answer, the check box needs to be checked; the question is then mandatory.
Click the Save changes button to add this question.
File upload
The file upload option allows users to upload files as a response to the question. The uploaded file can be any type. The file will be downloaded and reviewed.
In the Question field enter the text for the question
In the Maximum number of files field, enter the maximum number of files the user may upload.
If the user must provide an answer, the check box needs to be checked; the question is then mandatory.
Note: A feedback request can be sent to an external user although external users do not have permission to upload files as part of their response.
Click the Save changes button to add this question.
Long text
The long text will allow large amount of text to be entered and formatted using the HTML editor. In the HTML editor you can include links, images etc.
In the Question field enter the text for the question
If the user must provide an answer, the check box needs to be checked; the question is then mandatory.
Click the Save changes button to add this question.
Multiple choice (one answer)
The multiple choice (one answer) will allow the user to choose one option from a list of choices.
In the Question field enter the text for the question
In the Available choices field, enter one choice in each text box. If you think that an option can be a default value click on Make selected by default. To add more options, click the Add another option link.
You can use the same list of choices in multiple questions. Click on Save these choices for other question as and enter a name for the set of choices in the text box. When creating multiple choice questions in the future, you will have the option to select this set.
In the Display settings field choose radio buttons or a drop down menu for the user’s response.
If the user must provide an answer, the check box needs to be checked; the question is then mandatory.
Click the Save changes button to add this question.
Multiple choice (several answers)
The multiple choice (several) will allow the user to choose several options from a list of choices.
In the Question field enter the text for the question
In the Available choices field, enter one choice in each text box. If you think that an option can be a default value click on Make selected by default. To add more options, click the Add another option link.
You can use the same list of choices in multiple questions. Click on Save these choices for other question as and enter a name for the set of choices in the text box. When creating multiple choice questions in the future, you will have the option to select this set.
In the Display settings field choose Checkboxes or Multi-select menu of choices for their response.
If the user must provide an answer, the check box needs to be checked; the question is then mandatory.
Click the Save changes button to add this question.
Rating (custom scale)
The rating option will allow users to rate an item. They can use a description and associated score.
In the Question field enter the text for the question.
In the Available choices field, enter one choice in each text box. Enter a score for each choice. The score will be used for aggregation and then for analysis.
Example: Rating of managers - Level of competences where 1 is “Not competent” and 10 is “Most Competent”
If you want an option to be a default value click on ‘Make selected by default’. To add more options, click the ‘Add another option’ link.
You can use the same list of choices in multiple questions. Click on Save these choices for other question as and enter a name for the set of choices in the text box. When creating rating questions in the future, you will have the option to select this set.
In the Display settings field choose Radio buttons or a Menu of choices for their response.
If the user must provide an answer, the check box needs to be checked; the question is then mandatory.
Click the Save changes button to add this question.
Rating (Numeric Scale)
The rating option will allow users to rate an item with a numeric value.
In the Question field enter the text for the question.
In the Answer range field, enter a From and To value for the numeric scale. If you think that an option can be a default value, click the box beside ‘Set default’ and enter a value.
In the Display settings field choose whether the value will be presented with a slider or a text input field.
If the user must provide an answer, the check box needs to be checked; the question is then mandatory.
Click the Save changes button to add this question.
Fixed Image
You can add an image, such as a logo, which will appear to all users.
In the Image field drag and drop an image onto the page inside of the dotted line. Alternatively, click on the ‘Add’ button to browse your local machine or choose from an existing repository.
In the Description field you can enter a brief description of the image.
Click the Save changes button to add this section.
Fixed Text
The fixed text option will allow you to add a block of text to the feedback that will appear to all users. This could be an introduction,for example, or a description of the purpose of the feedback. Also you can use HTML editor to format the text.
Click the Save changes button to add this section.
User Profile Information
The user profile information option will add user profile information and details to the feedback.
You can tick the box next to each field that you want to be displayed in the feedback.
Click the Save changes button to add this section.
Summary
Each element is displayed with the question text. You can move, edit, delete, copy each element.
To move elements use the arrow icons or you can use drag and drop.
You can update the feedback until is activated. After activation the feedback is locked and cannot be changed.
Section 2: Assign learners to the feedback
After you have finished creating the feedback, you can assign learners to it on the Assignment page.
Navigate to the Assignment tab in your feedback. The feedback you created is located in Manage feedback, accessible from the Administration block > Site administration > Appraisals
You can assign learners while the feedback is in “Draft” status. After you click on Activate now you cannot add learners.
The feedback can be assigned to three types of learners
- Audience
- Organization
- Position
You can select the type of group from a drop down menu.
When selecting the user group, keep in mind that you are selecting the learners that the feedback is about.
In this example we will select an Organization.
A window will pop up to assign the organization.
If you don’t want to include child i.e. sub-organization set the drop-down option in the upper right corner to “Don’t include children”.
Click the Save button.
Next we can assign an audience to the feedback. From the drop-down menu select Audience.
Click on the name of the audience and it will be assigned to the feedback.
Click the Save button.
The assignment type and all assigned learners will appear on the Assignments tab. The feedback can be assigned to multiple groups.
The Assigned Groups overview section displays:
- Assignment Type tab - Type of group assigned (Audience, Position or Organisation)
- Assigned Group tab - The name of the audience, position or organisation assigned.
- Include Child Group tab - If set to “Yes” the suborganizations/positions will be included if “No’, the suborganization/positions will not be included
- Assigned users tab - Number of users assigned
- Actions tab - Click on the red X to remove items
The Show Entries drop down allows you to select the number of rows of learners displayed per page.
You can use the Search box to enter a learner’s name to search for learners.
A Lambda Solutions Video Tutorial
Below is a video presentation on 360 Feedback. If the video does not load below, you can watch it here.
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