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About ionMy
For almost 2 decades, ionMy has been steadfastly aiding the care sector by providing specialised solutions tailored to Governance, Risk, Compliance, and Quality.
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At the core of our values lies a deep commitment to community, which is why we have chosen to actively participate in the fields of aged care, community care, and disability services. The ionMy team comprises passionate individuals who are dedicated to both their work and the way they carry it out. You play a pivotal role within our community, and we are honoured to be a supportive presence within yours.
TABLE OF CONTENTS
Learning Objectives |
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LEARNING OBJECTIVES
After this course, learners will be able to:
Identify Surveys / Audits tools and their capability
Explain capabilities to others
Configure and administer Surveys / Audits
PREREQUISITES
Before starting this training/workbook, learners need to:
Be able to access and navigate ionMy
Understand the basic concept of configuration in ionMy
Understand your organisation’s survey/audit configuration requirements and the end result they are trying to achieve.
HOW TO USE THIS GUIDE
This guide intends to walk you through Survey / Audit features and how to configure them. Throughout the workbook, there may be callouts with instructions to watch a video on the ionMy Mastery channel.
Videos are optional; however, they are recommended if you are completing this guide outside of training.
CALLOUTS
Throughout this workbook, you may see callouts. It is important to consider all of these to enhance your learning experience and practice your knowledge.
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 | Tip - <hot tip item> Tips will appear throughouot the document to highlight key information |
Tips are used to highlight important points |
 | Discussion – <discussion item> Prompts to discuss a certain topic during training. | Discussion points can be used to discuss during training or read if completed self directed |
| Watch a Video - <video name> Navigate to: https://www.youtube.com/@ionMyMastery or | Refers to a video on the ionMy Mastery channel. These are optional, however, recommended when completing self-paced. |
INTRODUCTION
The Surveys / Audits module is an essential component designed to streamline the process of data collection, analysis, and reporting. This module is not just about accumulating data; it’s about transforming raw data into actionable insights that drive continuous improvement and strategic growth. It allows for the creation of customised surveys and audit templates tailored to the specific needs of your organisation.
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Please note: this training will not cover processing of Surveys / Audits
BENEFITS
Reporting Surveys / Audits through ionMy offers several key benefits:
Surveys / Audits allow organisations to track performance against set benchmarks and goals. This ongoing evaluation helps in identifying strengths and weaknesses, enabling continuous performance improvements.
Organisations can base their strategies on solid evidence rather than assumptions, leading to more effective outcomes.
Access to comprehensive and accurate data enables better strategic planning and forecasting.
Insights gained from regular Surveys / Audits foster a culture of continuous improvement.
Real-time data analytics tools provide immediate access to survey and audit results.
The module automates the creation, distribution, and collection of Surveys / Audits forms, significantly reducing the time and effort required. Automated reminders ensure higher response rates and more comprehensive data sets.
GETTING STARTED
CREATING SURVEYS / AUDITS
SURVEYS / AUDITS MODULE
This training will take you through configuring Surveys, Audits and Assessments and is accessible via the icon below
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CREATING LIKERT SCALES
Before you start creating your Surveys/Audits, you will need to setup your Likert scale options first.
Note: This step only applies if you have Likert scales type questions in your Surveys / Audits
 | Discussion – What is a Likert Scale A Likert scale is a type of rating scale commonly used in surveys and questionnaires to measure respondents' attitudes, opinions, or perceptions. It consists of a statement or question, followed by a set of response options that typically range from strongly agree to strongly disagree, or on a scale of, for example, 1 to 5. |
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Repeat steps 10 - 13 if you require more than one style of Likert scale table.
SETTING LIKERT SCALE VALUES
Click on the Drop Down tab at the top of the navigation bar to return to the Drop Down List page.
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b) If the question is a numeric Likert Scale, for example on a Scale of 1 to 10, and you have also ticked the Show Total checkbox (see image above), the system will look at each response in the table and provide an overall sum for each column.
UPDATING THE CATEGORY TREE
Follow steps 1-7 from Setting Likert Scales section above.
To add Category tree click on “Surveys / Audits Category”
The page will refresh and display a list of categories that have been added to your system
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Note: The system holds some default Categories that can not be deleted, however, you can always edit the names if needed.
If a new type is required, click on Add New button located at the top right corner of your browser screen.
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Select the applicable radio button from the available options. You will then be presented with additional selection fields to select your alert recipients (Staff name vs. Position based selection criteria).
Once done click on the Save button at the top right corner if your browser screen.
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CREATING PREDEFINED SURVEY GROUPS
Survey Groups allow you to collate a group of staff or positions for easier assignment to a particular survey/audit. See the Assigning Surveys / Audits section for further information.
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If you have multiple groups to create, repeat steps 1-10 for each group.
CREATING A SURVEY / AUDIT
SURVEY DETAILS
Navigate to your ionMy homescreen dashboard by clicking on the logo or directly go into the menu by clicking through the navigation panel (depicted by 9 dots
)Hover your mouse over the Surveys /Audits button
Select Surveys / Audits Setup
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This will navigate you to Surveys / Audits details tab.
Type the Surveys / Audits name that you are creating in the Survey Name text field.
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Select the category
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Note: You can only select one category per survey/audit
The page will refresh and two checkboxes will be presented.
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c. Weekly - A weekly recurrence pattern for Surveys / Audits involves scheduling them to occur on specific day of the week and allows you to determine if it is Every eg. 1, 2, 3 or 4 weeks
Note: if you do not select a day, the system will automatically save to current day .eg if you’re creating this survey on Thursday, the system will automatically check Thursday.
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d) Monthly - A monthly recurrence pattern for Surveys / Audits involves scheduling to occur on a specific day of the month. Again you can decide if it is Every eg. 1, 2, 3 or 6
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After saving, the public survey link will appear. This is the link you would provide to anyone that is completing this survey/audit that are not in the Assignee list.
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BUILDING THE SURVEY
It is now time to start configuring the survey / audit headers and questions.
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Select the survey you are working on from the Please choose a survey to see specific questions for that survey, else choose "All surveys": ddl
The page will load ready for you to start building your form.
Note: If you are editing an existing survey / audit, the list of existing headers and questions will appear, allowing you to select and edit as needed.
Click on the Add New button located at the top right corner of your browser screen
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The page will load and will navigate you to the Survey Question Details tab.
You will see Survey name field greyed out, which helps confirm that you have selected the right survey/audit at step 2 (above).
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Note: If you did not choose the survey from the survey question tab, the survey dropdown list will not be greyed out, allowing you to select a name from that dropdown list as well
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There are two options available under “Is this a Question or Heading? (headings introduce a group of questions):” ddl field;
a) Heading
b) Question
ADDING HEADINGS
If you will select Heading, the page will refresh and additional fields will appear for you to complete.
Note: It is recommended not to modify the "Place this record" section. This section is only used if you have missed a question or need to place a question at the beginning or insert it between other questions. To do this, use the "before selection" option and choose the question from the ddl that you want your question to appear before.
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Select your desired heading Font from the ddl
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Once saved you will see a message in green “ Record(s) successfully updated. You may continue editing below.
ADDING QUESTIONS
You can add questions in the same manner as adding headers. Click on the Add new button
You will get a confirmation dialogue box that says “ This will clear the form, allowing you to create a new record. Are you sure you want to continue?” Click OK to continue
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g) Likert Scale - Allows users to rate their agreement or feelings on a scale. Please refer to the Setting Likert Scale Values section of this manual for further details.
| Discussion – Adding Likert Table Questions There is currently a minor bug with this question type. Please follow the below steps to selecting your required Likert ScaleGroup and adding your Likert Scale Questions.
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Repeat steps 1-25 in this section for all other headers and questions needing to be configured in this survey/audit.
ASSIGNING SURVEY / AUDITS
From your Survey/Audit List screen, navigate to the Assign Surveys tab
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e) Selected TPP- Assigning Survey to selected TPP involves external partners or vendors that your organisation collaborates with
Note: You can select only one option from the radiobutton
After making your selections, click the Save button
Note: After clicking save an email alert will automatically be triggered to send to the members that are assigned to this Survey / Audit.
DUPLICATING SURVEYS / AUDITS
Organisations often need to complete the same audit (e.g., an annual safety audit) across multiple sites, with different team members assigned to each location. To accommodate this, ionMy allows you to create individual audits for each site. However, to save you time manually recreating the same audit multiple times, you can use our Duplicate function. This feature lets you create one audit and then easily copy it for each additional site, ensuring consistency and saving valuable time.
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12) Follow steps from both the ‘Creating Surveys / Audits’ section and ‘Assigning Surveys / Audits’ to modify the headers, questions and assignees of this copied version, if needed.
Note: All duplicated Surveys / Audits will be automatically saved as inactive
DUPLICATING QUESTIONS
You can also duplicate individual questions within a survey/audit, rather than the entire document. This is useful if you have similar questions within the same audit. ionMy offers the same Duplicate function as described above, allowing you to quickly replicate a question and its settings.
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Click OK to duplicate this question
Once clicking OK you will see a successful message in green “Successfully duplicated. You can select the duplicated record from the list.”
Click on the Back to List button
Select the question you have duplicated
Note: The duplicated question will have “Copy” in front of the question
Follow steps from the “Adding Questions” section to modify your copied Survey / Audit question.
VIEWING YOUR CONFIGURED SURVEY / AUDIT
You can view your Survey / Audit at any time, whether it be once you’ve completed configuration or as you are building it, to ensure that you are creating it as required.
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 | Tip – Refreshing Public Survey Page You can continuously refresh the public survey page to see the updated results while still building your survey/audit. This allows you to monitor how the form is being created in real-time. |
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APPENDIX A – Glossary
Term or Acronym | Meaning |
ddl | Drop Down List |
msb | Multi select Box |
Org | Organisation |
TPP | Third Party Person |
Click here to download a copy of the guide
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