EMPACT User Assessment Flow

[amyoung-pars]

User Assessment Flow: Completing and Monitoring IP2M METRR Assessments

User Story

As a user,
I want to complete my assigned assessment (Environment or Maturity) as a participant, or monitor participant progress and responses as a facilitator,
so that I can either submit my input or review participant submissions in real time.

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User Actions

1. Log in using SSO and view assigned IP2M METRR assessments.
2. Based on the user's role:
   • Participants:
     • If assigned, complete the Environment Assessment.
     • If assigned, complete the Maturity Assessment.
   • Facilitators:
     • Monitor the Environment Assessment with real-time updates on submissions and view participant responses.
     • Complete the Maturity Assessment if assigned.
3. For both Environment and Maturity Assessments:
   • Navigate through Categories (for Environment) or Subprocesses (for Maturity).
4. Rate Factors (for Environment) or Attributes (for Maturity).
5. Submit the responses
   Assessment Flow and Issue.txt
   .

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Expected Outcomes

1. Participants:
   • Complete the assessments assigned to them (Environment and/or Maturity) by rating Factors (for Environment) or Attributes (for Maturity).
   • Submit their responses and receive a confirmation.
2. Facilitators:
   • Monitor participant progress in the Environment Assessment.
   • View the number of responses submitted with live updates.
   • Preview (but not edit) participant responses.
   • Submit their responses to the Maturity Assessment if assigned.

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Facilitator-Specific Features

• Environment Assessment Monitoring:
  • Track the number of responses submitted by participants.
  • Live updates on the status of responses.
  • Preview participant responses in real time (read-only).
• Maturity Assessment:
  • Facilitators submit their own responses only if assigned to take it.

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UI Components

• Dashboard: Shows assigned IP2M METRR assessments (Card or Table).
• Role-Based Access:
  • Participants: See only the assessments they are assigned to complete.
  • Facilitators: Monitor Environment Assessment submissions and preview responses in real time, and complete the Maturity Assessment if assigned.
• Progress bar: Displays user advancement (Progress).
• Question Form: Used for rating Factors within Categories (Environment) and Attributes within Subprocesses (Maturity) (Radio Group or Select).
• Submit Button (Button): To submit responses.
• Facilitator-Specific Dashboard: Displays live updates and response previews for monitoring.
• Confirmation Modal (Dialog): Confirms successful submission.

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Data Requirements

• AssessmentUser: Displays assigned assessments and roles (Participant or Facilitator).
• Part (renamed Type), Section (renamed Category for Environment and Subprocess for Maturity), Factor (for Environment), Attribute (for Maturity).
• Level (renamed Rating): Used for answer selection.
• AssessmentUserResponse: Stores participant and facilitator responses.
• Real-time tracking: Handles live updates of participant submissions for facilitators.

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Key Clarifications:

• Participants can be assigned to take either or both the Environment and Maturity Assessments:
  • For Environment: Navigate through Categories and rate Factors.
  • For Maturity: Navigate through Subprocesses and rate Attributes.
• Facilitators monitor live submissions for the Environment Assessment but do not take it themselves. They can take the Maturity Assessment if assigned.

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[Sam-Runner]

Request:
Is it possible for role permissions be based per-assessment? That is: A given user can be a Facilitator for [Projects A, B, C], but would be assigned as a mere participant for [Projects C, D, E].

Potentially it might be possible to house "Groups" of Assessments that are classed together? That way Organization Alpha with Department 1 and Department 2, each Department can house its own group of Assessments that it collates and organizes. This would be useful for the purpose for allowing different subgroups and organizations to manage their own assessments, and tweak permissions as needed, in a more hierarchical structure.

Addendum: We have existing "Assessment Collections" structure, so intention would be that you can have roles assigned at either the "Assessment Collection" level, or at the "Assessment" level. Any Assessment that belongs to a given Collection would inherit roles from that Collection. However, there would still be the ability to add more fine-tuned permissions on a given Assessment.

For example, someone might be a Participant for an entire Assessment Collection, but for an individual Assessment they could be made a Facilitator to help with that effort.

[Sam-Runner]

Discussion for additional roles:

• Lead Facilitator: This is the point person "in-charge" for a given Assessment, they have the final say over Open and Closing an assessment, and processing all the data for the final results and assessment visualizations. One of these would be required for any given Assessment, additional Facilitators could be assigned to any given Assessment to assist and help out, but would not have the ability to "push the button as it were. This role would exist at a per-Assessment level, does not seem appropriate at the Assessment Collection level.
  -- For consideration on the above point: Maybe the Lead Facilitator could have some options for how they delegate permissions to their Co-Facilitators? That is, the Lead Facilitator could decide if they want to give the other Facilitators more or less permissions. Need to have a broaden discussion over necessity for this, as well as how easy or difficult this would be to implement.
• User Manager or similar: Intention here is this would be a role only assigned at the Assessment Collection level. The idea is that a User Manage would be able to invite participants to a given Assessment or Assessment Collection (Including new users who need access), so they could self-manage their group and getting people invited for Assessments without Admin intervention. This does raise questions about operational security, so might need to be discussed further (Though potentially would implement this, and Admins running their instance of EMPACT could simply not assign this role to anyone if they don't think it matches data security requirements for their environment, as this role would only be able to be assigned by Admins).