360 Survey
Administrator
Manual Guide
Version: 1.0
Date: August 2009
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Table of Content
1
Introduction ___________________________________________________________ 3
2
How to Create a 360 Survey_______________________________________________ 4
2.1 Creating a New 360 Survey _____________________________________________________ 4
2.2 Creating 360 Survey Title_______________________________________________________ 4
2.3 Creating New 360 Survey Question ______________________________________________ 5
2.4 Modifying a 360 Survey Question _______________________________________________ 19
2.5 Deleting a 360 Survey Question ________________________________________________ 20
2.6 Shifting a 360 Survey Question _________________________________________________ 21
3
How to Copy a 360 Survey _______________________________________________ 22
4
How to Copy a 360 Survey Across Company _________________________________ 22
5
How to Setup Ratees-Raters Relationship Type ______________________________ 24
6
How to Add Ratees into a 360 Survey ______________________________________ 24
7
How to Add Raters into a 360 Survey ______________________________________ 27
8
How to Import Ratees/Raters into a 360 Survey _____________________________ 29
9
How to Launch a 360 Survey _____________________________________________ 32
10 How to Configure additional Options in 360 Survey __________________________ 35
10.1
Generating 360 Survey Report ______________________________________________ 35
10.2
Uploading logo in 360 Survey _______________________________________________ 35
10.3
Inserting Domain Masking for 360 Survey _____________________________________ 37
11 How to Send Email Reminder for a 360 Survey ______________________________ 38
11.1
Send to those who have not participated _____________________________________ 38
11.2
Send to all invited participants ______________________________________________ 39
11.3
Send to selected participants _______________________________________________ 40
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1
Introduction
360 Survey is a 360 Degree Feedback System (DFS) that allows for a performance
evaluation of a person, team, project or organization by many of the people who work
with a person or team, on a project, or in that organization with feedback about the
person’s strengths and weaknesses to facilitate career planning and development..
The Superuser of the system will be able to assign 360 Survey administrator role to any
users and there can be more than one 360 Survey Administrator.
The Superuser will be able to add/remove/edit users in the system, create 360 Survey,
add or import ratees/raters, launch 360 Survey, send out email reminders to raters and
export 360 Survey results in Normal Format and SPSS Format.
The 360 Survey Administrator will be able to create 360 Survey, add or import
ratees/raters, launch 360 Survey, send out email reminders to raters and export 360
Survey results in Normal Format and SPSS Format.
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How to Create a 360 Survey
2.1 Creating a New 360 Survey
From 360 Survey Admin page, click on New Survey to create a new 360 Survey.
2.2 Creating 360 Survey Title
Enter the desired survey title.
a. Save & Exit – Will create the desired survey title and exit to 360 Survey Admin page.
b. Save & Add Questions – Will create the desired survey title and proceed to Create
New Question page.
c. Cancel – Will abort all changes made to the survey title and exit to 360 Survey Admin
page.
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2.3 Creating New 360 Survey Question
Click on New Question and select the desired question type.
a. Header or Instructions – Enter heading or instructions using this question type.
Question Preview
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b. Single Choice (Bullet List) – Enter the desired question. The answer will be shown
in bullet list for this type of question.
Question Preview
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c. Single Choice (Drop Down) – Enter the desired question. The answer will be
shown in drop down list for this type of question.
Question Preview
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d. Multiple Choice (Check Box) – Enter the desired question. The answer will be
shown in drop down list for this type of question. You can also validate the one
line text box.
Question Preview
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e. Yes/No – Enter the desired question. The answer option shown will be Yes or No
for this type of question.
Question Preview
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f. Rating (1 to 2)/ (1 to 3)/ (1 to 4) / (1 to 5) – Enter the desired question. The
answer for option (1 to 2)/ (1 to 3)/ (1 to 4) / (1 to 5) will be shown for this type of
question.
Question Preview
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g. Rating (Matrix) – Enter the desired question. From the drop down option, select
the number of rating options desired. The number of options chosen will be
shown for this type of question.
Question Preview
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h. Bipolar Scale – Enter the desired question. Enter your behavior Indicator. Please
choose the number of rating scale for the given behavior indicator.
Question Preview
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i.
One Line Free Text – Enter the desired question. Enter the desired wordings that
you would like the participant to see.
Question Preview
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j. Multiple Lines Free Text – Enter the desired question. Enter the desired wordings
that you would like the participant to see.
Question Preview
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k. Comments – Enter the desired question. Enter the desired wordings that you
would like the participant to see.
Question Preview
l.
Insert Page Break – Insert this Question Type if you would like the next Question
to be displayed on the next page.
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m. Help Tip - You can place help tip anywhere in the question. To use the help tip,
you can insert the keyword between %% and %% within the question anywhere
in the survey. The help tip will only work when you launch the survey.
Example:
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n. Ratee Ranking – Enter the title of your question and the title of ratee and order
table. Indicate the minimum and maximum ratee to be ranked. The ratee ranking
will only show when you launch the survey.
Question Preview
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o. Ranking - Enter the title of your question , title of item and order table and list of
items to be ranked. Indicate the minimum and maximum item to be ranked. The
ratee ranking will only show when you launch the survey.
Question Preview
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2.4 Modifying a 360 Survey Question
To modify a 360 Survey question, from the Creating New 360 Survey Question page,
click on the survey question that you would like to modify.
Once you have click on the survey question, you will be brought to the Creating New
360 Survey Question page. You can make modifications to all or one of the following
i.
Question Type
ii. Question Title
iii. Answer Selection
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Click on the following button to make changes to your question or to abort the
changes.
i.
Update – To update the changes that have been made and display the
changes you have made in the preview panel.
ii. Continue – To save changes made to the survey question and exit to Creating
New 360 Survey Question’s Page.
iii. Cancel – To abort or changes made to the survey question and exit to
Creating New 360 Survey Question’s Page.
2.5 Deleting a 360 Survey Question
To delete a 360 Survey question, from the Creating New 360 Survey Question page

Checked on the survey question that you would like to delete and click on the
Delete button.

Click on the
OR
button next to the survey question.
Once the Delete button or
shown.
button has been clicked, a confirmation message will be
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i.
OK – To confirm deletion of the survey question
ii.
Cancel – To abort cancellation of the survey question.
2.6 Shifting a 360 Survey Question
To shift the question sequence of a 360 Survey question, from the Creating New 360
Survey Question page, checked on the survey question’s box, click on the Move up
button or Move down button to the position desired.
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3 How to Copy a 360 Survey
From 360 Survey Admin page, check on the box next to the 360 survey that you would like to
copy and click on the Copy button to copy the selected 360 Survey.
Once the Copy button is click, the 360 Survey will be copied and shown at the bottom of the
list.
4 How to Copy a 360 Survey Across Company
From 360 Survey Admin page, check on the box next to the 360 survey that you would like to
copy and click on the Copy to another company button to copy the selected 360 Survey.
From the To dropdown list, select the Company that you would like the 360 Survey to copy
to. In Please Enter User ID, enter the User ID of the company that you have selected.
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Click on the Submit button to copy the 360 Survey over to the Company’s User Account that
you have selected.
Once the Submit button is click, a confirmation message will be shown at the bottom of the
page to notify you that the 360 survey has been copied over successfully.
Eg. Company: Paradise Pte Ltd
Please Enter User ID: ann
The 360 survey will be copied to Paradise Company, and listed in Ann’s 360 Survey list.
Note: Before the 360 Survey could be copied across to another company, the Superuser of
the system from the other company that you would like to copy to, need to share their
directory to your company. (Please refer to Administrator Guide – Directory Administration)
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5 How to Setup Ratees-Raters Relationship Type
From 360 Surveys Setup page, enter the Relationship Type desired, and the Maximum
Allowed for that desired relationship type.
6 How to Add Ratees into a 360 Survey
From 360 Survey Admin page, click on the Ratees icon
page.
and you will be brought to the Ratee
a. Add Ratee from selecting from Ratee List

Click on the Alphabet List (A-Z) or All to find the ratee/s that you would like to
add
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OR

Enter the ratee’s information and click on Search now! button to find the
ratee/s that you would like to add.
After finding the ratee/s that you would like to add, check on the box of the
person you would like to add as ratee/s and click on Submit button to add the
ratee/s.
b. Add Ratee from Add New Ratee
If the ratee you would like to select is not found in the Ratee’s list, cIick on Add
New Ratee button. Enter the ratee’s information and click on Submit button to
add.
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i.
Username – The login name for ratee to login into 360 Survey to add
raters
ii.
Password – The login password for ratee to login into 360 Survey to add
raters
iii.
Retype Password – To reconfirm the password entered in Password field.
iv.
Email – The email address of the ratee that you would like to add.
v.
Full Name – The name of the ratee that you would like to add.
Once the details have been entered, click on Submit button to add the ratee.
After the Submit button is click, you will be brought back to the Ratee List.
Click on the Alphabet List (A – Z) or All button to verify that the new ratee that
you have just added is selected with a check in the box, beside the ratee’s name.
Once the ratee/s that you would like to select has been checked, click on Submit
button to add the ratee/s to the 360 Survey.
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7 How to Add Raters into a 360 Survey
From 360 Survey Admin page, click on the Raters icon
and you will be brought to the
Rater page. From the Rater page, you will be able to see a list of ratee/s that you have
selected from the Ratee page shown.
To show only the desired ratee/s, you can click on the Alphabet List (A – Z) to view ratee/s
from that Alphabet or you could enter the desired ratee’s information and click on Search
now! button.
Click on the Select button, to select the rater/s that you would like to add for the selected
ratee.
 You could enter the rater’s details manually by keying in the Name; Email Address and
selects the Relationship Type. After entering the details, click on the Submit button to add
the rater.
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OR
 You could click on the Raters icon
to select the rater from the directory list. Select the
rater that you would like to add by clicking on the Select button.
After selecting/entering the rater from the directory list, select the Relationship Type desired.
Once the Submit button has been click, a message will be shown at the bottom to notify you
that the rater has been added successfully or there is an error and the rater cannot be added.
Note: The Relationship Type drop-down menu is defined in 360 Surveys Setup. The
Maximum Allowed for relationship type of the rater is also defined in 360 Surveys Setup.
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8 How to Import Ratees/Raters into a 360 Survey
Import allows you to import a list of ratees/raters to the selected 360 Survey.
(Import Format: Ratee ID/ Ratee Name/ Ratee Email/ Relationship Type/ Rater Name/
Rater Email)
From 360 Survey Admin page, click on the Import icon
Page.
and you will be brought to the Import
Click on Browse button, and select the file that you would like to import,
After selecting the import file, click on Upload button.
 Upload – The selected file will be used for import.
 Go Back – You will be brought back to 360 Survey Admin page.
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Select the Excel table that your ratee/ratee information is located at and click on the Submit
button.

Submit – The selected table will be used for import.

Go Back – You will be brought back to 360 Survey Admin page.
Select the columns of the import file to the fields defined and click on the Submit button.

Submit – The information from the columns matched, will be imported to the fields.

Reselect Table – Will bring you back to the Select Excel table page.

Go Back – You will be brought back to 360 Survey Admin page.
A confirmation page with the matched columns of the import file to the fields defined will be
shown. Click on the Submit button to begin uploading of the data.
i. Submit – The information from the columns match, will be imported to the fields.
ii. Reselect Table – Will bring you back to the Select Excel table page.
iii. Reselect Column – Will bring you back to the Select column page.
iv. Go Back – You will be brought back to 360 Survey Admin page.
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After the data have been uploaded, you will be directed to the Upload Finished page with a
message – Data Uploaded to Database Successfully.
If there are errors encountered during uploading, it will be shown as follows
Error messages

Error – Unable to locate existing Relationship type: The Relationship Type is not defined
in 360 Surveys Setup

Reject – Record Exists: The rater’s information has already been added.

Reject – Cannot be added as Maximum Allowed for the Relationship Type has
exceeded: The maximum allowed for the relationship type has exceed what was defined
in 360 Surveys Setup.
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9 How to Launch a 360 Survey
Select a 360 Survey that you would like to launch and check on the box next to the 360
Survey and click on Launch button.
Enter/Select the details/options desired and click on Launch Now! button to launch the 360
Survey.

Anonymous Survey – Rater’s information will not be shown when survey report is
generated.

Multiple Submission – Rater can login to the survey more than once to make
modification to the respond made.

Enable Save as Draft - This save as draft button will save the responses of the survey
where the participant last completed. To resume the survey, participant need to click on
the link again provided in the email.

Show Survey hyperlink in Email – Rater will receive the hyperlink for the survey without
having to login manually.

Thank You page setting - You can choose to show the default thank you page or redirect
the page to your own webpage. The thank you page will appear whenever a participant
submit its survey response.
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
Do not Display Question No - When this check box is checked, the question number
generated by the system will be disabled.

Send Email To Me For Every Reponse Submitted - An email notification will be deliver to
sender's email address whenever a response is submitted

Message Type - You can choose to launch your email message in text or html format.

Rater Login Page Title - Enable you to customize the rater page login title.

Allow Ratees to view response rate – Ratee will be able to monitor the number of raters
that had participated in the survey.
Sending using Text Message

Email – Email address of the sender that you would like the raters to see.

Name – Name of the sender that you would like the raters to see.

Subject – 360 Survey email subject that you would like the raters to see.

Message Body – 360 Survey email message that you would like the raters to see.

Footer – 360 Survey email footer that you would like the raters to see.

Send Test Email to Sender – 360 Survey administrator will receive a test email on how
the 360 Survey email message would look like.
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Sending using HTML message

Email – Email address of the sender that you would like the raters to see.

Name – Name of the sender that you would like the raters to see.

Subject – 360 Survey email subject that you would like the raters to see.

Message Body – 360 Survey email message that you would like the raters to see. Please
add [%Ratee-table%] in your message to show the ratee table. (for HTML message you
can insert text formatting and image in your email invitation.)
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After the survey is launched, the status bar will change from blue colour to green colour.
10How to Configure additional Options in 360 Survey
10.1
Generating 360 Survey Report
To define the format the survey result will be generated in, from Options page,
click on selected format desired and click on Submit button.
10.2
Uploading logo in 360 Survey
To insert Company’s logo in 360 Survey, from Options page, click on Upload Logo
button and click on Browse, select the desired file and click on Submit button.
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After clicking on the Submit button, the Company’s logo will be shown in the
preview panel.
After the Company’s logo is uploaded into the system, it will be shown in the 360
Survey page that the raters received and in the Rater’s Login page.
To remove Company’s logo, check on the box underneath the Company’s logo
and click on the Submit button.
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Note: The company logo need to be name as logo.gif
10.3
Inserting Domain Masking for 360 Survey
To insert Company’s logo in 360 Survey, from Options page, click on Domain
Name button enter the URL that you would like the 360 survey to be shown and
click on the Submit button.
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If the domain name is not entered, the default domain name used will be
www.justlogin.com
Note: Please contact Justlogin to obtain a file to place in your web directory
before enabling the domain masking option.
11 How to Send Email Reminder for a 360 Survey
After the survey has been launched, you can click on the Reminder icon to send out
reminder to the participants to remind them to participate in the survey if they have yet
to do so.
11.1
Send to those who have not participated
Email reminder will be sent to participants who have not participated.
Enter the desired survey reminder message that you would like the raters to see.
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11.2
Send to all invited participants
Email reminder will be sent to all invited participants regardless whether the rater
has participated in the survey or not.
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Enter the desired survey reminder message that you would like the raters to see.
11.3
Send to selected participants
Email reminder will be sent to the selected participants chosen regardless
whether the rater has participated in the survey or not.
Click on the Select button to select the rater that you would like to send the email
reminder to.
Select the rater that you would like to send the reminder to by checking on the
check box next to the rater’s name and click on the Submit button.
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After clicking on the Submit button, you would be directed back to the Select
Rater page.
After selecting the desired raters that you would like to send the reminder to,
click on Next Page button.
After clicking on Next Page button, you would be directed to a confirmation page
with the list of raters selected. Click on Next Page button to proceed.
Go Back – You will be directed back to the Select Rater page
Delete – Check on box next to the rater’s name that you would like to remove
and click on the Delete button
Next Page – The selected raters will be selected and email reminders will be send
to them.
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Enter the desired survey reminder message that you would like the raters to see.
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