Byga Survey and Evaluation Workflow Management Document

Please click the link for Byga Survey and Evaluation Workflow Management documentation.

Here are the main points of the file:

• Purpose: Byga provides tools for managing various types of surveys and evaluations within a club, including Club Surveys, Coach Evaluations, Player Evaluations, and Player Self-Assessments.
• Types of Surveys/Evaluations:
  • Club Surveys: Anonymous or tracked, completed by logged-in users, can be sent to selected teams/users.
  • Coach Evaluations: Completed by logged-in users, sent to player contacts on selected teams, can include a scoring system.
  • Player Evaluations: Completed by coaches, with a quick access link on the coach's dashboard to track progress. Player contacts are notified to view completed evaluations.
  • Player Self-Assessments: Completed by players (or primary contacts), only one submission allowed per player, often part of a phased approach with coach evaluations.
• Managing Surveys and Evaluations (Section 1):
  • Creation: Can create new evaluations or copy existing ones.
  • Status: Evaluations can be DRAFT, LIVE, or CLOSED. Live evaluations cannot be reverted to draft. Closed evaluations can be reopened.
  • Menu Options: Settings, Preview, Go Live/Close/Re-open, Get shareable link (for Live Club surveys), Announce/Send Reminder, Export responses/questions, Make a copy, Delete.
  • Survey Settings (1.1): Configure name, season, instructions, and anonymity.
  • Survey Questions (1.2):
    • Add questions individually or bulk upload.
    • Question types: Open Response, Multiple Choice (dropdown, radio, checkbox).
    • Options for questions: Group name, Description, Allow comments, Required.
    • Multiple-choice questions can include scoring (Scoring order, Minimum score, Weight).
    • Options for radio buttons: Orientation (Vertical/Horizontal), Label Position.
  • Editing Existing Surveys (1.2.5): Add/upload/edit/close/delete questions.
  • Selecting Teams (1.3): Determine which teams' users receive survey notifications; evaluation must be enabled for teams.
  • Email Notifications (1.8): System sends "Evaluation ready" and "Reminder" emails. An entry is added to the monitoring tool for announcements.
• Surveys and Evaluations Output/Results (Section 2):
  • Club Survey Results (2.1): View individual submissions (2.1.1) and a summary with submission trends (2.1.2). Results can be exported to .csv.
  • Coach Evaluation Survey Results (2.2):
    • Coaches Tab (2.2.1): Summary by coach, including scoring and response rates.
    • Teams Tab (2.2.2): Summary by team, showing scores and responses.
    • Responses Tab (2.2.3): Access individual responses.
    • Per Team Responses (2.2.4): Detailed view of responses for a specific team, including for multiple coaches.
    • Question Response Summary (2.2.5): Provides a summary of responses per question.
    • Coach Evaluation History (2.2.6): Shows historical evaluation scores and responses for a coach across different teams/seasons.
    • Individual Response (2.2.7): View the full text of an individual submitted evaluation.
  • Player Evaluation Surveys (2.3):
    • Coaches Tab (2.3.1): Summary of evaluation progress by team.
    • Roster View (2.3.2): Coaches access in-progress/completed evaluations or create new ones from the team roster.
    • Evaluation Submission (2.3.3): Interface for coaches to complete player evaluations.
    • Player Profile View (2.3.4): Player evaluations (completed and draft) are stored and viewable under the player's profile in the "Evaluations" tab.
  • Player Self-Assessment Evaluations Surveys (2.4):
    • Per Team Tab (2.4.1): Summary of self-assessment responses by team.
    • Roster View (2.4.2): Coaches access completed self-assessments from the team roster.
    • Evaluation Submission (2.4.3): Interface for players to complete self-assessments.
    • Player Profile View (2.4.4): Self-assessments are also stored under the player's profile in the "Evaluations" tab.
• Miscellaneous (Section 3):
  • Permissions (3.1): Administrative access to evaluations and surveys is controlled by specific permissions in "Roles and Permissions" (e.g., "Manage Evaluations," "View Player/Coach/Club evaluation summary"). Scoped permissions (e.g., "View Team Evaluation, Scope: Team") also exist.
  • Custom Form Based Workflows (3.2): Surveys/evaluations can be combined with other Byga custom forms (e.g., Tryout Inquiry, Data Collector), but workflow details (permissions, reminders) may vary.