Kicking off 2019 with a major Acadia feature: Evaluations
Validate and improve processes and content with Acadia Evaluations
Our first release of 2019 brings one of our largest features to date: evaluations. Evaluations allow you to assess the quality of your processes and content, by distributing questionnaires to audit content quality, and observe the execution of processes to determine their effectiveness.
Since we first started gathering feedback from our clients, they’ve described numerous use cases for such a feature:
- One manufacturer will use evaluations to observe critical processes and ensure operators follow Standard Operating Procedures, and that instructions accurately represent the one best way to perform critical tasks.
- A retail bank plans to use evaluations to audit key branch operating procedures, ensuring consistent operations.
- A healthcare provider plans to use evaluations to validate consistency across several units by measuring each units’ adherence to documented processes.
- Another manufacturer will use evaluations before each shift to certify operating parameters and operator effectiveness, to guarantee quality and reduce rework.
The list of use cases goes on and on, and we’ve been impressed by the interest this feature has generated. After our alpha and beta testing program, we’re proud to make the feature generally available to all our Acadia clients.
To help you understand how Acadia’s evaluations work, I’ll describe a scenario where an evaluation was used to improve a process and its associated SOP.
Process audit of a critical procedure
In my scenario, I’m required to audit the process to switch my house to generator power. This is a critical procedure where steps must be executed in the proper sequence, while adhering to standard safety protocols. This is an important procedure that if not executed properly, may result in damage to people and property. This process is also necessary to restore power in the event of an outage, and we all know you can’t watch the hockey game without power.
To do my evaluation, I’ve recruited the help of my friend Alex. Alex is from Canada, so he appreciates hockey too. I’ll be watching Alex perform the procedure while I answer a questionnaire evaluating the process. I’m specifically looking to see if Alex deviates from the process to determine opportunities for improvement.
To begin, I’ll distribute an evaluation as I would any other alert. Since I have the “distribute evaluations” permission, I’ll see a new option on the Distribute Alerts screen:
Once I choose “Distribute Evaluations”, I’ll use the wizard to choose the document I’m evaluating (“Switching to Generator Power”), the evaluation template (questionnaire) I’ll be using, and designate myself as the Evaluator since I’ll be assessing the process. You can create as many evaluation templates as you need. Once given the proper permission, you can manage the templates by navigating to the Settings -> Templates -> Evaluation Templates screen.
Since I’m required to complete the evaluation, I’ll receive an alert on my Alerts screen, just as I would a Quiz or Acknowledgement. Once I open the document, I’ll see a banner to view or begin my evaluation.
If I begin the evaluation, the Evaluation Wizard will guide me through the process. To start, I’ll designate Alex as the executor.
Since he’ll be following the “Switching to Generator Power” procedure, I can create a task list for Alex, so he has a checklist of the procedure. Alex’s progress and comments will be associated with the evaluation.
Alex will now see the task list on his Tasks screen, with a banner letting him know that it is associated with our evaluation.
Now that Alex has the task list, he can begin the process of switching to generator power. I observe Alex executing the procedure and answer the questions on the questionnaire. I notice Alex closed the garage door before starting the generator. This step was missing from the procedure and is a key safety element. I score the questions appropriately and leave a comment with my observation.
Once Alex is finished his task list and I complete the questionnaire, I can review the results and submit the evaluation.
I can now document any necessary follow-up actions by clicking on the appropriate tab of the evaluation. In our case, I’m noting that the document will be updated with an additional step.
I can return to the evaluation at any time by visiting the Document or System-level reports.
Now that we’re using evaluations in Acadia 8.0, I’m confident my documented procedure for switching to generator power is the one best way and has been validated by a consistent standard. Now Alex and I can watch our other friend Alex (also #8!) hit slapshots from his office, even when the power is out.
We’re very excited to have our first version of evaluations in Acadia, and already have plans to improve. We’d love to hear about how you might put evaluations to use. Our Customer Success team will be reaching out to walk you through the new feature and collect feedback.
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