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360°-Survey: E-Mail Reminder and Place on Personal Desktop

1 Initial Problem

• If Tutors prepare the 360° survey, it might happen that a user receives feedback and does not know anything about it at all.
• A survey might be closed by a third party, whereby competence data would be transmitted without the respective user being aware of it. 

2 Conceptual Summary

While we do not want to fundamentally change the behavior of the 360° feedback survey, we would like to allow for better communication to the user. 

One part of improving communication is enhancing visibility : 

1. Users who were added as Appraisees to the "Appraisee"-Tab
   • should always receive an e-mail notifcation when a tutor closes their survey for raters. 
   • should always have the survey added to their Desktop
2. Users who were added as Raters to the "Appraisee"-Tab
   • should always have the survey added to their Desktop

The other part of improving communication is reminding users of their survey waiting to be completed. As in the standard survey the availability of reminders depends on an End Date to be set. 
Tutors should be offered a setting to trigger reminder by e-mail as in "Remind Users to Participate" of the Settings-tab in the Standard-Survey going out to Appraisees (if Self-Evaluation is allowed) and Raters. 

3 User Interface Modifications

3.1 List of Affected Views

• Settings-tab of 360° feedback survey

3.2 User Interface Details

Suggested Text

Suggested Text

	en	de
Information about survey closed by survey administrator	[Saluation] [Firstname Lastname],  the following 360°  Feedback Survey was closed by the survey adminstrator:  [URL]	[Saluation] [Firstname Lastname],  die folgende 360° Feedback Umfrage wurde von dem Umfrage Administrator geschlossen: [URL]
Reminder to finish for Appraisees	[Saluation] [Firstname Lastname],  please finish your self-evaluation of the following 360°  Feedback:  [URL]	[Saluation] [Firstname Lastname],  bitte nehmen Sie noch Ihre Selbsteinschätzung in der folgenden 360° Feedback Umfrage vor:  [URL]
Reminder to finish for Raters	[Saluation] [Firstname Lastname],  please finish rating [Appraisee] in the following 360°  Feedback:  [URL]	[Saluation] [Firstname Lastname],  bitte bewerten Sie noch [Appraisee] in der folgenden 360° Feedback Umfrage:  [URL]

3.3 New User Interface Concepts

no

4 Technical Information

Killing, Alexander [alex], 7 Feb 2017: I support these improvements in general. Important to note is that if surveys are automatically "put on the desktop" for appraisees and raters, there is no way to identify "why" objects have been placed on the personal desktop. This usually means we cannot remove them, if users are removed from the apraisee and rater list.

5 Contact

• Author of the Request: Samoila, Oliver [oliver.samoila]
• Maintainer: {Please add your name before applying for an initial workshop or a Jour Fixe meeting.}
• Implementation of the feature is done by: {The maintainer must add the name of the implementing developer.

6 Funding

If you are interest in funding this feature, please add your name and institution to this list.

• possibly Technische Hochschule OWL

7 Discussion

Florian Suittenpointner, 27 Oct 2016:
The options "Remind Users to Participate" and "One E-Mail after all Participants Finished" are not available in 360° feedback.
IMHO, these settings are particularly relevant for this type of surveys as tutors usually want to close the survey only after all scheduled participants gave feedback.
I thought, those settings were explicitly introduced in the framework of the 360° feedback, and so I'm quite astonished this survey type doesn't even offer them ..
(s. also http://www.ilias.de/mantis/view.php?id=19189)

Kunkel, Matthias [mkunkel], FEB 13, 2017: There are plans to implement a reminder service and a task service for 5.3. But it is not clear if concepts and funding are available in time. In case we'll can implement such services for 5.3 we should re-use them for the survey, too. Even if it means to rewrite this feature. Otherwise we would have concurrent implementations.

JourFixe, ILIAS [jourfixe], FEB 13, 2017: Highly appreciated and scheduled for 5.3. We want to have both features: mail and adding to Personal Desktop. If a survey is no longer relevant for a specific user, this user can remove this survey from his PD manually.

8 Implementation

Test Cases

Test cases completed at 22.08.2017 by ezenzen

• 4412 : 360°-Feedback mit zugewiesenen Feedback-Nehmern und Feedback-Gebern 

Approval

Approved at 2017-08-22 by Samoila, Oliver [oliver.samoila].