Overview
The University has included the use of web-based survey tools as a part of the UC Enterprise Risk Management Information System (ERMIS). As a result, a variety of web-based survey tools can be used to create and publish risk related surveys and report on the results using the Cognos component of ERMIS.
This site provides a four-step process for preparing the results of your survey for Cognos reporting. Two commonly used web-based survey tools, SurveyMonkey® and QuestionPro®, are used as examples to illustrate this four-step process. While QuestionPro® offers more features and advanced conditional logic than SurveyMonkey®, both survey tools are easy to use and have the ability to download survey results to an ERMIS-ready format needed for Cognos reporting. As such, links to these surveys are provided below, in case you would like to use one or the other for your next survey. However, any web-based survey of your choice can be used to create and publish risk related surveys as long as the completed survey results can be downloaded to a format that is acceptable for importing to the ERMIS data warehouse. Acceptable ERMIS-ready file formats are: dBase database (.dbf), Microsoft Access Database (.mdb) and Comma Separate Value (.csv) in a CSV format suitable for importing into a database. DBF and MDB file formats are preferred, because they are true database file formats and can be imported into the ERMIS data warehouse without requiring manual reformatting, as CSV files can require. A CSV file may take more time and effort to import into the ERMIS data warehouse, if it requires manual reformatting into a database table format.
Access Web-based Surveys
To access either SurveyMonkey® or QuestionPro®, click the appropriate link below and you will be directed to the respective survey website. Follow the website's instructions to open an account and obtain a user login. Then proceed to the section below to prepare the survey for Cognos reporting.
Both SurveyMonkey® and QuestionPro® offer free accounts with basic features. However, SurveyMonkey® requires a user to hold at least the "Monthly Pro" paid account in order to download survey responses, which is required to complete the four-step process. Acquire a subscription in accordance with UC policies and procedures. QuestionPro® does not require a paid account in order to download responses.
For additional information, or to obtain a user name and password for the Enterprise Risk Management Information system, please .
Four-Step Process for Preparing SurveyMonkey® or QuestionPro® Survey Results for Cognos Reporting
- Contact Cognos report developer or campus-level Cognos super user
- Create new survey and collect results
- Download survey results
- Submit results to Cognos report developer or campus-level Cognos super user
Step 1 - Contact Cognos report developer or campus-level Cognos super user
- to obtain contact information for your designated Cognos report developer or campus-level Cognos super user.
- Three weeks prior to publishing your survey, send an email, with the subject "Cognos Survey Report Request", to the Cognos designee. In the body of the message, state that you'd like a Cognos report to be developed reflecting the results of your upcoming survey. Include your name, email address, phone number, expected survey start date, and attach a copy of the survey questions and corresponding answer types.
- Once the Cognos designee receives the email, she will review the survey questions and answer types to determine if they are written in a way that will help produce results needed for optimal Cognos reporting, and she will work with you to optimize them. The Cognos designee will also work with you to outline a report that meets your reporting needs and establish a timeframe for delivering the report to you once the results are stored in the ERMIS data warehouse.
- The Cognos designee will confirm your request via email at least a week prior to your survey start date. After receiving confirmation, proceed to step 2.
Step 2 - Create new survey and collect results
- Follow the instructions on the SurveyMonkey® or QuestionPro® website to create a new survey and collect survey results
- Contact information for support related questions can be found on each website.
Step 3 - Download survey results
After all results have been collected, follow the website's instructions, while choosing the options shown on the screen shots found in the PowerPoint or Acrobat pdf links below, to download the results to an appropriate ERMIS-ready format. After downloading the results, proceed to step 4.
Step 4 - Submit results to Cognos report developer or campus-level Cognos super user
- Send an email, with the subject "Survey Results Ready", to the Cognos designee. Attach the results file, which was downloaded in step 3, to the email and include your name, email address, phone number, and survey name
- The Cognos designee will review the results file within the next business day and reply with any questions, if necessary
- Once the Cognos designee approves the results file, she will work with the ERMIS Administrator to import the survey results to the ERMIS data warehouse.
- Once the results are stored in the data warehouse, the Cognos designee will generate your report and email it to you within the timeframe established in step 1.