User Guide

Introduction

ModernBusiness | Assessments is a model-driven Power App built on Microsoft Dataverse. This innovative application adapts to a diverse range of industries and scenarios beyond traditional ventures. Whether you're seeking to foster collaboration, monitor project progress, or refine individual skillsets, Assessments effortlessly adapts to your specific needs. Unlock valuable insights by posing questions and leveraging answers to improve review outcomes.

Who is the Assessment app for?

Here are some business types that could benefit from utilizing this application:

1. Small to Medium Enterprises (SMEs):

• SMEs often have limited resources for extensive performance management systems. The application can help SMEs streamline employee reviews, project tracking, and customer feedback processes efficiently.

1. Educational Institutions:

• Schools, colleges, and universities can utilize the application to manage faculty performance evaluations, track student progress, and facilitate collaborative project reviews among students.

1. Nonprofit Organizations:

• Nonprofits can use the application to assess program outcomes, gather feedback from beneficiaries, manage volunteer performance, and track grant-related deliverables.

1. Retail Chains:

• Retail businesses with multiple branches can benefit from centralized performance tracking, comparing store-level achievements, and maintaining consistent customer service standards.

1. Consulting Firms:

• Consulting firms can use the application to manage project reviews, gather client feedback, and evaluate consultant performance, ensuring the delivery of high-quality services.

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Will be moving this to the FAQ's rather than the user guide. [JG1]

I think it's good to stay [LV2]

How to implement Assessments

Installation

After following the steps outlined in our online Installation Guide (https://docs.becloudsmart.com/installation-guide) to acquire the “Plan and Review” solution file, you will need to install the application.

To install the Solution in PowerApps:

1. Sign into the Power Apps (https://make.powerapps.com).
2. Choose the environment in which you want to import the solution.

3. Select “Solutions” from the left navigation.

4. On the command bar, select “Import solution”.
5. On the “Import A Solution” page, select “Browse” to locate the compressed (.zip or .cab) file that contains the downloaded solution.

6. Select “Next”.

7. Select “Import”.

From here the solution will start importing into your PowerApps environment. This may take several minutes.

Security Roles

After installing, open the app into your chosen environment, open “Power Platform admin centre” (https://admin.powerplatform.microsoft.com/) and click on the “Settings” tab.

Click the dropdown selector on “Users + permissions” and select “Users”.

This will open a list of users within your organisation. Use the search function (top right of screen) to select the user you wish to grant access to the application to.

Once the user has been selected you will get a quick view screen open on the right. Click “Manage Roles”

Once the “Manage security roles” quick view screen has opened, scroll to find the two roles as depicted below:

These roles provide the following permissions:

• Manager Role:

  • Access to application settings.

  • Access to all reviews.

• User Role:

  • Access to personal reviews.

  • Ability to conduct a review under their own account.

Select the appropriate role for the user and click the “Save” button.

Configuring the Application

Before you dive into using Assessments, there are a few essential features that need to be configured: "Choices," "Questions," and "Plan Templates." To begin configuration, follow these steps:

1. Access Setup Locate the "Setup" section on the left-hand side of the navigation bar. Click on this section to begin configuring the application.
2. Configure Response Options In this section you outline the response options available to users for each question. Every option must possess a unique name, weight (indicating its significance, importance, or relevance), and a description. The description should be phrased in a manner that precisely conveys the implication of that option.

   • Configuring Choices (Active Ratings) If the expected responses range from "Very High" to "Low," you will create four records as outlined below:

     • Name: Very High

     • Weight: 4 (or 1)

     • Description: This description provides insight into the meaning of the option. For instance, it could represent an extremely high level of risk that necessitates immediate and significant actions.
     • Name: High

     • Weight: 3 (or 2)

     • Description: This description elaborates on the choice. For example, it might indicate that efforts should be focused on risk reduction strategies. Continue this pattern for other choices (Medium, Low etc). Note: The description text will be visible in the response answer.

   • Configuring Yes/No When you require a simple yes or no response to a question you will need to setup two rows (options) as below:

     • Name: Yes

     • Weight: 1

     • Description: Agreement or approval given to the question.
     • Name: No

     • Weight: 2

     • Description: Disagreement or negation given to the question.

   • Configuring Number No configuration required.

   • Configuring Text No configuration required.

3. Configuring Questions

4. Creating Plan Templates Plan templates serve as the foundation for outlining strategies or actions. Define different templates that cater to specific scenarios or goals.

   • Name: Enter the template name and save the record

   • Questions: Select the Add Existing Question button to add questions

   • Business Process Flow: There is a Business Process Flow attached to the template that have two statuses, Draft and Live. Once you are happy with your template details, have assigned the correct questions and are happy with the order (sequence) of them, then click on the “Draft” step on the progress bar and then “Live” to finalize the template.

     

Note: It's crucial to configure these aspects before utilizing the application for effective usage. The description text provided for choices will be displayed in the response answer, aiding users in understanding the context of their selections. This comprehensive configuration ensures a smooth and intuitive user experience within the Assessments application.

Creating a Plan

Locate the "Plan" section on the left-hand side of the navigation bar under “Plans & Reviews”. Click on this section to begin configuring the plan.

1. New Plan Click on the “New” button in the top ribbon bar.

General Tab

• Name: Enter a name for your plan.

• Plan Template: Select the template you wish to apply to this plan.

• Type: Select the appropriate type that this plan is targeted to.

  • If “Customer” is selected, then an option to select the appropriate customer will be presented.

  • If “Employee” is selected, then an option so select the appropriate employee will be presented.

• Plan Date: Select the date that you wish this plan to come into effect.

• Last Review Date: This will be set via the “Reviews Tab – Review – Review Date” that was selected and will overwrite this entry.

• Next Review Date: This will be set by whoever is conducting the review.

Review Tab

• For a new review, click the “+ New Review” button on the Review Sub-Grid.

• On the Quick Create: Review, select the appropriate Plan. This should be prepopulated from the Plan – General selection you made under Plan Template

• Enter the Name and Date of Review
• Click the “Save and Close” button.

• You will be returned to the “Reviews” tab on the plan page. NOTE: At this point a background flow will run to populate the questions defined by the selected template. Please give it a moment to complete the process.

Conducting the Review

• Navigate to the required plan and click on the “Reviews” tab.

• Select the appropriate Review and click the “Edit” button.

• Within the “Responses” section will be a list of questions that would have been populated via a background flow.

• Select the first question by clicking the “tick circle” to the left of the question and clicking on the “Edit” button to the top of the grid or simply double click the row.
• The “Response” screen will be presented where you will be presented with both question-and-answer areas.

• Select or enter in the most appropriate answer.
• Click “Save and Close”

• Work through any remaining questions.

• “Save and Close” the review.

• “Save and Close” the plan.