Qualtrics in Higher Education

Orlando Leon

Head of Operations, Academic Computing Services, Stanford Libraries

October 30, 2014

A C A S E S T U D Y O F I N N O VAT I N G

B U S I N E S S P R O C E S S E S A N D S Y S T E M S

Overview

• Business Case for Enterprise Survey Tool• Analysis• Usage Statistics• Innovative Use Cases• Future

Business Case for Enterprise Survey Tool

• Should we purchase and support Qualtrics as an enterprise solution for the Campus?

• Should UCSF decide on a single solution for all survey needs?• Should UCSF rationalize availability and support of existing

survey solutions currently within the Campus?

Business Case for Enterprise Survey Tool: Considerations

In conversations with stakeholders (likely survey users—SON, SOM MedEd, Nursing PI, SOM TAC), people asked us to consider:

Product Features External/Vendor Support Internal Product Ownership Integration with Existing Systems Total Cost of Ownership Expertise in Survey Design vs Knowledge of the Technology

Analysis: Sample Use Cases Encountered

Education Student Learner Survey Evaluation Feedback Registration

Research Radiology Orthopedics Study mOst Survey Tool

– ATHENA

– Clinical Trial Qualification Surveys

– Research Questionnaires

Analysis: Additional Use Cases Encountered

Administrative Polls Voting Usability Satisfaction/Feedback Surveys Interview Candidate Feedback

Clinical Nursing PI Surveys Patient Satisfaction

Analysis: Existing Survey Tools

Currently supported by

Primary Use Costs

Checkbox SOM ISU, SOM EdTech Surveys for education and some one-off surveys for SOM

TCO $7600/year for unlimited users

RedCap Cancer Center & ITS ARS Clinical research or by individual PI’s who need to store ePHI

Unknown, but it is an open-source product

Salesforce SOM ISU Athena, Nursing Performance Improvement Group

Project-based

SurveyMonkey Ad-hoc Simple surveys $780/user/year for highest level of support

Zoomerang Nursing Alumni outreach $599/user/year

Analysis: Qualtrics Strengths

• Able to collect ePHI• SSO integration with MyAccess/Shibboleth• Mobile versions of surveys “out of the box”• Offline Survey Tool*• Integration with Salesforce objects• Supports 48 languages• ADA compliance-checking tool• Panels• Triggers• Robust user/group/organization/library features• Programmatic interface (REST/Javascript)• Training and Support

Analysis: Scope of License

The term of the license for the Qualtrics Software is one year,

beginning January 16, 2012 and includes an unlimited number of

surveys.  The Qualtrics license may be used by academic areas within

University of California San Francisco for projects that are academic in

nature.  Academic projects may serve research (instructional or

academic) and administrative purposes.  The license may not be used

for purely corporate or "for-profit" purposes.  Such corporate projects

would include purely clinical and patient related surveys that are not

related to academic research. Affiliated hospital and clinics may

purchase Qualtrics access according to Qualtrics corporate pricing

model. A 10% discount will be applied to any license purchased for

corporate purposes.

Selling the Idea of Cloud-based Surveys

“Easy enough for an intern, sophisticated enough for a PhD.”

Current Usage Statistics

Campus License: January 2012 (Announced Summer 2012)

Users: 1383

Divisions: 49

Groups: 29

Surveys: 6261

Auditable Responses: 243,099

(as of Fall 2013)

Innovative Use Cases

• Shared Asset Libraries Among Departments• Customizable Reports with Live Updates (link)• Accreditation Review Objectives• Collection of Data (ie pictures, homework, quizzes, research

materials)• Student Elections• Event Badge Scanning

Innovative Use Cases

• Online Form Integration  (ie Drupal)• Dynamic Classroom or Meeting Polling with Live Results with

Mobile Devices (ie Clickr)• Service Checklist (ie onboarding, change control, surgery, etc)• Shopping List with Pictures (ie shopping list)• Service Tracking (ie quick questionnaire for front-line staff)• Decommissioning of FileMaker Pro Web Forms• Interview Evaluations

Innovative Use Cases

• Service Requests (ie. computer/supply purchase requests, etc)• Branded Customer Service Feedback forms• Integration within Web Applications using Custom REST API

Calls (ie SLR)• Collaboration without Sharing Passwords• Collaboration Outside of UCSF• Panels and SSO-based Contextual Information• Quizzes and Learning Evaluation• Annual Evaluations (ToC)• Offline Response-Gathering

Future

• Funding• Working with Limitations Enhancements• Offline Respondent Use Cases• Deeper Integrations with Salesforce• Research Use Cases• User Conference – February 2014

Demo

https://ucsf.qualtrics.com

http://tiny.ucsf.edu/qualtrics_kitchensink

http://tiny.ucsf.edu/itunconference2014

https://ucsf.us.qualtrics.com/SE/?SID=SV_3C0A0QVPbEsHOv2

https://ucsf.us.qualtrics.com/SE/?SID=SV_50fnPOSxU2srWAI

https://ucsf.us.qualtrics.com/SE/?SID=SV_4ZcwwpjdoQMbfW4

https://ucsf.us.qualtrics.com/SE/?SID=SV_6VxQn3fGl6x6UMk

https://ucsf.us.qualtrics.com/SE/?SID=SV_brUenOV1gE4wXyc

https://ucsf.us.qualtrics.com/SE/?SID=SV_bJm24deQNGh1V08

https://ucsf.us.qualtrics.com/SE/?SID=SV_5o8SkNlPBmB7VJi

Questions?