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Capital Project Management / Capital Budgeting
Capital Project Management / Project Management

Capital Project Management / Commissioning

Adding and Editing Questionnaires

You have the option to include additional questions for the project requestor in the project request forms. These questions can be added using the Define Project Questionnaire task. You do not have to edit the HTML pages to add these questions.  

Questionnaires allow you to add specific questions for each project type. In other words, the questions that appear on the project request form will vary depending on the project type. For example you could add different questions for users requesting a lease project, a renovation project, a commissioning project, or a property acquisition project.

Questionnaire Data

When users enter answers to the questionnaire questions, the questionnaire data is saved to the Activity Projects table. For each project, the data is saved to the project’s Questionnaire Results memo field in the Activity Projects table.

For more information on questionnaire data, see ARCHIBUS System Management Help.

Adding and Editing Questionnaires and Questions

In order to add questions to the project request forms, you first set up a questionnaire for each project type. Next, you create questions for each questionnaire.

When you set up your questionnaires and questions, you use the Set Up/Define Project Questionnaires task. You can set up Enumerated, Look Up, or Free Form questions.

After setting up your questions, you test the questions you created in the project request forms.

To set up a questionnaire:

1. Select the Set Up/Define Project Questionnaires task on the Process Navigator.
2. Click Add New.
   The Edit Questionnaire window appears.
3. Enter the following required information:

   Questionnaire Code: Click in the Questionnaire Code field and a pop-up window displays a list of your defined project types. Select a project type from the list. The Questionnaire Code field is filled in using the project type you selected.and the prefix "Project".

   Questionnaire Title: Enter a title to further identify the questionnaire.

4. Description: Optionally, enter a description for the questionnaire.
5. Click Save.

   The Questionnaires tab now includes this questionnaire. Questions you add to this questionnaire will appear only on project request forms for the project type that is specified in the questionnaire.

To set up a question:

1. From the Select Questionnaire list, select the questionnaire for which you want to define a question.

   The Questions tab shows any questions already defined for the selected questionnaire.

2. Do one of the following:
   • To Edit a question, select Edit in the row for the question.
   • To add a new question, click Add Question.

   The Add or Edit Question form appears.

3. Enter the following required field:

   Question Name: Enter a unique identifier for the question.

4. Enter the following recommended fields:

   Question Text: Enter the question text that you want to appear to users. This text cannot contain special XML characters, such as, <>&’”.

   Sort Order: Specify the order in which questions appear on the form by setting Sort Order. The system consults the Sort Order values when determining the order in which to display questions on the form. The question with the lower value is placed first; the question with the highest value is listed last.

   Is Active?: If you want the question to appear in the edit form, set Is Active? to Yes. If you want to establish this question now but have it appear on the form at a later time, choose No.

5. Format Type: Define the type of question you want to create by completing the Format Type field. Choose one of the following:
   1. Enumerated presents the users with a list of values from which to choose. You define these values with the Enum List field below.
   2. Look Up presents a Select Values dialog so that the user can choose values from the table and field specified below in the Look-Up Table and Look-Up Field options.
   3. Free Form presents a blank field so that the user can type in a free-form value.

7. Depending on the option specified above, set how the user can respond to the question by completing one of the following:

• Enumerated List: If Enumerated is chosen for Format Type, complete Enumeration List with a list of values that the user can choose. Separate the response values with semi-colons.
• Look-Up Table and Look-Up field: If Look-Up is chosen for the Format Type, complete Look-Up Table and Look-Up Field options with the table and field whose values will display in the Select Values dialog presented to the user.
• Free Form Width: If Free Form is chosen for Format Type, in the Free-Form Width field enter the maximum length of the value that the user can enter in the HTML input form.

8. For questions with the Format Type Enumerated, if you want the user's response to this question to trigger an action, you can complete the following fields. . The Action Types must already exist in the database.
   • Answer Generating Action Item Response: --  If the user’s response is equal to the value for this field, then the system creates an Action Item record of the Action Type specified below. For instance, if for an Equipment Move? question, this field has a value of Yes, and Action Type above is Move Data, and the user's response is Yes, then the program generates a Move Data Action Item.
   • Type of Action Item Response -- Specifies the type of Action Item to create if the user responds to the question with the value that is specified for the Answer Generating Action Item Response field. The system inserts the text from the Instructions field of the Activity Types table into the description of the Action Item record it creates.

9. Click Save to save the question in the questionnaire.
10. Repeat this process to add more questionnaires and questions.
11. From the Questions tab, click View Questionnaire to review the project request forms for each project type to review the questions you have added.