Building Cohort Feedback Report

The following video talks about cohort reports and how they score, along with how to split the cohort results using the 'cohort splits' functionality, allowing you to group results by:

• Default - group all responses into a single result
• Report Identifier - group responses by role
• Anonymous - allows for splitting by respondent, but instead of displaying the respondent first and last name, it displays the response ID allowing for anonymity 
• Iteration - shows a result for each iteration that has been answered
• Month/Year - shows results by month/year
• Year - shows results by year
• Respondent - shows a result for every respondent displaying first and last name
• Classifier - groups results by your classifier selected

Tips for Cohort Assessments and Reports

Tips: Assessment Structure of a Cohort

Any assessment can be used for Cohort reporting and initiations but there are two optional techniques that are often used to improve the assessment in this scenario.

• In a 360, duplicate each question, and ask it using wording appropriate to the respondent, be that the subject or the other respondents.  For example, "Do you share your strategy with staff members?" vs "Does [name] share their strategy with staff members?".  This is done by having a question that uses a Smart Question Short Name to bring the Role into the assessment.  Subsequent questions are then conditional on whether the respondent's role is as "the subject" or one of the other raters.  Assuming the questions are in the same subsection, all of the scoring will work the same as normal.      
• In 360's and team assessments, use question piping to bring the subject name into later questions in subsequent sections.    

Using the role to customize questions.

1. Usually in the first section of the assessment, set up a question with a Question smart name (in the Question Short name field) of "Role"
2. Create a Single Choice Answer for each role that is used for the assessment.  The Answer Short Name must be an exact match for the Role Code in the Cohort Roles list.
3. The system will automatically populate the answer to that question.
4. The Question maybe Hidden (by selecting the hidden checkbox on the Advanced tab of the Question dialogue box).  However, we recommend that you test it is working as you expect before hiding it. 
5. Make subsequent question conditional on the answer to that role question, either the Subject answer or one of the others (using the Or function in Conditional Questions

Using the Question piping to personalize questions.

1. Usually in the first section of the assessment, set up a question with a Question smart name (in the Question Short name field) of "Subject"
2. Create a Text Answer with the Answer Short Name of "Subject First Name".
3. The system will automatically populate the answer to that question.
4. The Question maybe Hidden (by selecting the hidden checkbox on the Advanced tab of the Question dialogue box).  However, we recommend that you test it is working as you expect before hiding it. 
5. In subsequent sections use Question Piping to personalize questions (e.g. "Does {ResponseAnswer.AnswerText[S1 SS1 Q10]} share their strategy with staff members?" would appear as "Does Tom share their strategy with staff members?"

Tips: Cohort Report Overview

1. Create a Cohort Report in the Cohort Report Manager (Read more about the Cohort Report Manager).   When automatically producing the Cohort Report at the completion date, the system will add the subject to any other filters you have specified in the Cohort Manager (usually none).  When creating the Report Template consider using these merge strings or features (unless noted below these features are documented in the Cohort Report Building article): 
   • When creating the responses the system will populate the Role with the Role.  Therefore using all the graphics merge strings with a SplitType=I (often the default) will split the graphic by role.
   • If you are using Iterations you can separate them using a SplitType for Iterations or a filter specifying that you only want data from the First, Last, or Previous (2nd to Last Iteration).  You can use that filter in conjunction with all of the other Split Types.
   • When printing individual text answers (for answers to questions like "what can [the subject first name] do better" using ResponseAnswer.AnswerText, adding the parameter of SplitType=I will list each individual answer given.
   • You can report the actual number of responses received by Role using the merge string ResponseDetails.Complete
   • You can list the respondents invited to respond, those that did respond, or those who didn't, optionally by role.
   • You can show the average score for each Role
   • You can show the subsection rating text based on the average score based on the scores from one Role.

Tips: Testing Cohort Initiations

We always recommend testing your cohort before launching to make sure it is working how you expect it to!

1. Use the Cohorts menu item to create invitations to subjects.  This function is detailed here. 
2. Responses created by Cohort Initiations will appear on the Response list with the Cohort Subject as an extra column.  This column can only be populated using the Cohorts functionality. Complete at least the minimum number of responses. 
3. The report will arrive on the day after completion date, provided there is an Email template with a type of Cohort Report.  However, you can have run it manually before then using the Cohort Report Manager.

Email Tip:

For Iteration 1: For the first email, which will be the email for 'Iteration 1', you will need to have the usual Welcome email type set up with the ResponseLink merge string.

For follow up iterations:  Only if you want the system to automatically generate repeat iterations, do you need a different email template.  In this case use the email type of Welcome Cohort Recipient and ensure it has the CohortLink merge string.

Read more about the email types available here