How to use Analysis

  Table of Contents
  1. Score trends (standard)
  2. Score trends (repeating)
  3. Summary (repeating)
  4. Question analysis
  5. Site visits
  6. Action Analysis
  7. Action trends
  8. Inspection analysis
  9. Inspection by officer
  10. Survey count
  11. Survey count trend
  12. Surveys by site
  13. Surveys by question
  14. Survey question trend
  15. Inspection duration


Introduction

In the Analysis screen users can review the status of all questionnaires using the Type menu [1] to set the analysis method.

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After the Analysis Type has been set you can Export [2] a copy of the output as an Excel file.


Score analysis

The Score Analysis Type [1] generates a breakdown of the scoring for each Group e.g. Fire Safety [2], Cleaning [3] in the Questionnaire and an Average score [5] for all the Group Scores. Groups that are not completed will be left blank e.g. PPE [4].

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The Summarise by [6] and Filter [7] options are detailed below:


Summarise by 

None

Displays all available data in the table.

Officer, Area, Site type, Contract

Depending on the option selected, the table displays only the Inspecting Officer [1], Area, Site type or Contract names, how many Inspections [2] have been completed by them, the scores of the different Groups [3] in the Questionnaire and the Average Questionnaire score [4].

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Filter

None

The table displays all the basic information.

Area, Contract, Kitchen Type, Officer, Site, Site type, Site group DN, Site super Group DN

Depending on the option selected, set the specific name, type or group to automatically update the table to show only those results.

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Score trends (standard)

The Score trends (standard) [1] Type generates a breakdown of the scoring for each Site [2] that has a completed the Questionnaire score [3], this includes the Officer [4] who performed the inspection and the Site details [5].

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When selecting the Questionnaire [6] in the side menu the Questionnaire score column will show the complete score for all the Groups in the Questionnaire. To see the Score Trend for each Group in the Questionnaire, expand the collapsed Questionnaire to select a Group [7] and the Table will automatically update the Questionnaire score [8] column.

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The Summarise by [9] and Filter [10] options are detailed below:


Summarise by 

None

Displays all available data in the table.

Officer, Area, Site type, Contract

Depending on the option selected, the table displays only the Inspecting Officer [1], Area, Site type or Contract name, how many Inspections [2] have been completed and the Overall Questionnaire score [3].

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Filter

None

The table displays all the basic information.

Area, Contract, Kitchen Type, Officer, Site, Site type, Site group DN, Site super Group DN

Depending on the option selected, set the specific name, type or group to automatically update the table to show only those results.

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Score trends (repeating)

The Score trends (repeating) [1] Type generates a list of Scores [2] for repeating questionnaires that have been completed over the last 6 months and the Average score [3] for all completed questionnaires.

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The Summarise by [4] and Filter [5] options are detailed below:


Summarise by 

None

Displays all available data in the table.

Officer, Area, Site type, Contract

Depending on the option selected, the table displays only the Inspecting Officer [1], Area, Site Type or Contract name, the P1Score [2] and the scores for the Last 6 Months [3].

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Filter

None

The table displays all the basic information.

Area, Contract, Kitchen Type, Officer, Site, Site type, Site group DN, Site super Group DN

Depending on the option selected, set the specific name, type or group to automatically update the table to show only those results.

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Summary (repeating)

The Summary (repeating) [1] Type generates a list of how many repeating questionnaires [2] have been completed over the last 6 months and the Average score [3].

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Use the Summarise by [4] drop down to view the summary by Site Type, Officer, Area or Contract. This will automatically update the first column in the table [5].

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Question analysis

The Question analysis [2] will generate a breakdown from the selected Questionnaire of all the Yes/No questionnaire answers and the pass/fail rate.

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The Period [3] can be set to the required date range e.g. Today, This week, Last month

The Site [4] filter is only available when Summarise by filter [5] is set to None.

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The Filter [6] will default to Yes/No. This can be changed to refine the result to Yes/No questions marked as At Risk, Critical, Marked, Severe and Group.

The Filtered Groups [7] will identify all the Answered and Unanswered questions for each Group.


Summarise by Filters

When the Summarise by filter is set the question analysis will include each Group and its Questions. The following options are available in the Summarise by filter:

None

When set to None, no details will be generated.

Area, Officer, Site Types & Contract

Depending on the option selected, the table displays columns for each Area, Officer, Site Types or Contract and the Total Pass/Fail rate and Percentage Pass/Fail rate for each of the questions.

The Primary Filter [1] default is Yes/No, set the additional Filter to detail either the Passed [2] or Failed data. The Total Pass rate and Percentage Pass rate confirm how many questionnaire Yes/No questions have been answered Yes.

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For example, in the Fire wardens[3] question, Area 1 [4] has a Total Pass of 1 and a Total Fail of 1, this means the Pass Percentage is 50% and the Fail Percentage is 50%.

Totals

When the Summarise by filter is set to Totals [1] the question analysis for all of the questionnaires will include each Group [2] and the Questions [3] in the Groups.

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The Filter [4] default is Yes/No. The Total Pass rate and Percentage Pass rate columns confirm how many questionnaire Yes/No questions have been answered Yes.

For example, in the Fire wardens question [5] all completed Primary School inspections have a Total Pass of 5 and a Total Fail of 1, this means the Pass Percentage is 83% and the Fail Percentage is 17%.

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Site visits

The Site Visits Type [1] generates a list of the dates and times when the Questionnaire was Started [2] and Finished [3], the Site ID [4], the Site Name [5], the name of the Officer [6] who filled in the questionnaire and any additional Comments [7].

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The Period [8] can be set to the required date range e.g. Today, This week, Last month

The Filter [9] default is None. When the Filter is set to None the Secondary Filter [10] will be unavailable as there are no details to refine.

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The Table is a condensed breakdown of the Site Visit data, click the Full [11] checkbox to reveal all the data from the site visit questionnaires.


Filter options

The Filter can be set to one of the following:

None

The table displays all the basic information and there is no Secondary Filter.

Officer, Site & Area

When the Filter is set to Officer, Site or Area use the Secondary Filter to view one of the following:

  • Summary - how many users have completed the Questionnaire and the number of surveys that have been completed
  • No Visits - users with no surveys recorded against them
  • Specific User - details of all completed visits for that specific user.

Groups

In this example the Group is named Visiting, when the Filter is set to Site use the additional Filter to view one of the following:

  • Summary - how many users have completed the Questionnaire and the number of surveys that have been completed
  • No Visits - Sites with no surveys recorded against them
  • Questions - details and comments for each question (i.e. Head Teacher [1]) in the Group. 

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Action Analysis

The Action Analysis Type [1] generates a breakdown of all In Progress, Closed and Checked questionnaires in a Package. The breakdown is per Site and includes the Total [2] number of questionnaires, how many questionnaires are Unresolved [3], how many questionnaires are Overdue [4], a percentage of how many questionnaires are Overdue (%) [5] and the Overall status [6] of all Questionnaires.

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The Summarise by [7] and Filter [8] options are detailed below:


Summarise by

None

When set to None the table contains all the following data:

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  1. Monitored date
  2. Scheduled date
  3. Officer
  4. Area
  5. Type
  6. Site group
  7. Site Super group

Officer, Area & Site Type

Depending on the option selected, the table displays columns for each Officer, Area or Site Type name, a Total [4] of Actions, Unresolved Actions [5], Overdue Actions [6] and an Overdue percentage [7] per Officer.

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Filter options

The Filter can be set to one of the following:

None

The Filter [1] options can be used to refine the details by Area, Contract, Kitchen Type, Officer, Site, Site Type, Site Group DN or Site Super Group DN.

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When the Filter is selected use the Secondary Filter [2] to refine the results.

Officer, Site & Area

The table displays all the basic information, and the Filter is disabled.

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Action trends

The Action Trends Type [1] generates a list of how many Actions have been created for each questionnaire in a Package and the Period [2] options can be set to Monthly, Quarterly or Annual.

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Inspection analysis

The Inspection Analysis Type [1] generates a list of the completed questionnaires by Site [2]. This table contains the date when the questionnaire was Scheduled [3] to start, the actual Inspection [4] date, the name of the Officer [5] who completed the inspection and the Contact [6] who receives the completed questionnaire.

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The table also details the Average Score [7] of the whole questionnaire, each Group Scores [8] and any Critical Yes/No Questions [9] that were answered No.

The Yes/No Critical Questions columns are populated from the Yes/No Questions [10] which have had the Critical Options [11] set to Critical [12], Red Flag [13] or At Risk [14] during the Questionnaire Design.

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Show Data Checkbox

The Show Data checkbox [1] will expand the table to replace the Average Score with the Maximum Score [2] and Score [3].

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The Maximum score is the number of answerable Yes/No questions in each Group e.g. Fire Safety has 17 questions (Max score [4]), in the Fire Safety score [5] column 15 have been answered in the All Saints Babbacombe site and 0 have been answered in the Meal Select Site.

NOTE A 0 answer would indicate an incomplete survey.

The Period [6] can be set to the required date range e.g. Done this month, Done last month.


Filter options

The Filter [1] can be set to one of the following to refine the details in the Table:

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  • Area
  • Contract
  • Kitchen Type
  • Officer
  • Site
  • Site Type
  • Site Group DN
  • Site Super Group DN

Depending on the option selected, set the specific name, type or group to automatically update the table to show only those results and use the additional Filter [2] to help refine the Filtered list even further.

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Inspection by officer

The Inspection by Officer Type [1] generates a list of how many Inspections have been performed by each user. Use the Period [2] to view a Weekly, Monthly, Quarterly or Yearly breakdown.

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The Period can be set to one of the following date ranges:

  • Weekly
  • Monthly
  • Quarterly
  • Annual

NOTE When viewing the Weekly period use the additional Filter [3] to set the date.

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Survey count

The Survey count Type [1] generates a list of how many surveys have been carried out per Site & Area [2] and what Time of Day [3] the surveys were done, the Other column [4] is for between 6pm and 6am.

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The Period [5] can be set to one of the following date ranges:

  • Today
  • Yesterday
  • This week to date
  • Previous week
  • Last seven days
  • This month to date
  • The last 30 days
  • Previous month
  • This year to date
  • Previous year


Summarise by

The Summarise by [1] filter defaults to None

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The Summarise by filter can be set to one of the following options:

  • Area
  • Site Type
  • Surveyor
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Survey count trend

The Survey count trend Type [1] generates a list of surveys that have been carried out per Site & Area [2], a Total [3] of completed surveys and totals for the last 6 time periods selected.

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The Period [4] can be set to one of the following date ranges:

  • Daily
  • Weekly
  • Monthly
  • Quarterly
  • Annual


Summarise by

The Summarise by [1] filter defaults to None

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The Summarise by filter can be set to one of the following options:

  • Area
  • Site Type
  • Surveyor
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Surveys by site

The Surveys by Site Type [1] generates a list of Sites [2] that identify how many surveys [3] have been completed and the Average score [4] per Site.

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The Period [4] can be set to one of the following date ranges:

  • Daily
  • Weekly
  • Monthly
  • Quarterly
  • Annual


Scoring explained

The Weighting applied to the Yes/No questions will be reflected in the results e.g. A Weighting of 1 has been applied to the Yes/No question in Kitchen facilities [4] and Dining Space [5] which would give the Total Score to 100%. A Weighting of 2 to the Fire Safety [6] Yes/No Critical question would change the Total Score to 200%.

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In this example the Average score [7] for Windermere identifies that out of the 2 surveys that have been completed only 50% of the sites have Kitchen facilities.

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Summarise by

The Summarise by [1] filter defaults to None which displays all available data in the table. 

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The Summarise by filter can be set to one of the following options:

  • Area
  • Site Type
  • Surveyor
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Surveys by question

The Surveys by question [1] generates a list of each Group [2] in the survey questionnaire and the Yes/No scores [3].

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NOTE The Weighting applied to the Yes/No questions will be reflected in the results e.g. A Weighting of 2 to each Critical Yes/No question would change the Total Score to 4.

The Maximum Score [4] and Number of Replies [5] confirms that all the Critical questions have been answered in the survey.

The Period [6] can be set to one of the following:

  • Today
  • Yesterday
  • This week to date
  • Previous week
  • Last seven days
  • This month to date
  • The last 30 days
  • Previous month
  • This year to date
  • Previous year


Filter by

The Filter by [1] filter defaults to None which displays all available data in the table. 

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The Filter by filter can be set to one of the following options:

  • Area
  • Site
  • Site Type

Depending on the option selected, set the specific Area, Site or Site Type to automatically update the table to show only those results and use the additional Filter [2] to help refine the Filtered list even further.

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Survey question trend

The Surveys by question [1] generates a list of each Questionnaire Group [2] in the survey questionnaire Critical Yes/No scores. In this example the Average Score [3] and Total Score [4] confirm a No answer was given to Critical Yes/No Type question.

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The Period [5] can be set to one of the following date ranges:

  • Daily
  • Weekly
  • Monthly
  • Quarterly
  • Annual

Filter by

The Filter by [1] filter defaults to None which displays all available data in the table. 

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The Filter by filter can be set to one of the following options:

  • Area
  • Site
  • Site Type

Depending on the option selected, set the specific Area, Site or Site Type to automatically update the table to show only those results and use the additional Filter [2] to help refine the Filtered list even further.

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Inspection duration

The Inspection duration [1] type generates a list with the Start [2] and End [3] date and time of each inspection. 

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The Period [4] can be set to one of the following:

  • Today
  • This week
  • Last week
  • This month
  • The last 30 days
  • Last month
  • Last 3 months
  • Year to date
  • Previous year
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