How to add Questions to an Audit

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• Click on the Add Question button
• In Title type in your question, type in the whole question the text box is longer than it suggests, i.e. What is the question you want to ask?
• Select the Add Question button.

The question will be added, and you will need to add the substance to your question.

•  Select the edit button to set up your question

• You will then be offered the following choices:
• Question Details.
• Restrict organisation types.
• Answer captions.
• Specific Rating Explanations (if applicable).
• Matrix Options (if applicable).

Using the + to open the section or - to close the section.

Question Details

• Section: which section do you want the question to be in? Sections are how you group your questions, for example:

1. Organisation culture
2. Policy and procedures

• Order: which order do you want the question to sit within the chosen section? You can move the order until you set the audit live.
• Summary: allows you to elaborate on the information you require from your respondents e.g. examples of evidence.
• Description: allows you to give more information e.g. give rating descriptions. When using the Description box to tell respondents the meaning of each rating or examples of acceptable evidence.

• You may want to add a table to help with the explanation. You can do this by clicking where you want the table to be then going to the top formatting bar and clicking Table > Insert table, then selecting what size table you would like.

If you want to colour the table, e.g. to provide a key, right-click within the part of the
table you want to colour and go to Cell > Cell properties. This will bring up the Cell properties pop-up box; the colour can be changed in the Advanced tab and selecting
the box on.

Restrict Organisation types 

If the question is not suitable to one of the organisation types, you can use the check-boxes, to choose which Org Types it is hidden from. In the example shown above, that question will be hidden from all organisations in the Bedford - Health group.

Answer Capture Options 

The answer options are as follows:

• Evidence: Do you require evidence from your respondent? Yes or No, if yes, what type
  • • Files + Multi line this allows for files to be uploaded and some text explanation.
  • Multi line only. - text explanation.
  • Files only – Just add specific.

• Evidence of Outcomes: Yes or No.
  
• Actions: Yes or No – this allows the respondent to type in the action to resolve/answer question the lead who is going to it and when they are going to do it under timescale by if they need to add an extra action press the add button.
  
• Rating: Yes or No are you asking the respondent to rate themselves using your chosen scale
  
• Board Rating: Yes or No are you as a board going to rate the respondents using your chosen scale - can only be used if the Ratings option is also selected
  
• Response: Yes or No – requires a single response.
  • Multiline – allows the user to type in multiple lines of text.
    
  • Single line – allows a single line of text only.
    
  • Yes/No – requires a single response.
    
  • Yes/Work required/No – this allows the respondent to choose the correct response and if they choose Work required it is usually teamed up with Actions so they can say when they plan to resolve.
    
  • Date – type in a date only.
    
  • Numeric – type in a number only.
    
•  Board Response: Yes or No - can only be used if the Response option is also selected
  
•  Not applicable option: Yes or No.

Matrix Options (if applicable)

The Matrix Option allows you to group answers to questions in a table format and can link with Dropdowns if necessary. This allows you to have multiple underlying questions in a table format rather than several questions (see the examples below).
If you decide to use this option, you will need to set up the Matrix Headings and the Dropdowns beforehand. 

You can view the article on How to Create Matrix Headings here.

A respondent will need to open the matrix answer options by clicking the link shown below:

Examples of matrix

Example 1

The above matrix example with drop-down as a respondent would see it.

If you have set up Matrix Heading to have specific set of responses to a question you will pick the Heading from the drop-down

Matrix Heading

• Select your Matrix Heading from the drop-down.
• Include responses as an action if the response is not equal to: if not equal to the value it will show
• you the dropdown.
• Then selecting the + to Add Row, these will be the row headings.
• Type in the Row Title.
• Type in the Order this is the row number i.e. where you want the Row to appear.

Editing a Matrix row

• Select the Audit.
• Select the question that the matrix is attached to
• Select Matrix Options (if applicable)
• Select the plus button to open the section.
• Click on the Edit button on the row you wish to edit.
• Under Order you will have the option to Exclude these heading any of the headings that you have created tick the heading you do not require an answer for.

Associate Dropdown: this links to the included Include responses as an action if the response is not equal to.
Go to the Dropdowns.

Once you have completed all the information, select the Edit Question button at the bottom of the form and your question will be added to the list of questions.
You can edit questions at any point by using the Edit button or delete using the Delete button.

Still, looking for further information? 

Email us at support@phew.org.uk and we will be able to give further clarification on any questions.