As EPIC Administrator for an Everything DiSC 363 for Leaders program, you will need accurate leader and rater information. This workflow assumes that required information was gathered using the Rater Information Spreadsheet template and provided to you by the Program Manager in the Communication phase. You are now ready to begin the Assessment phase of Everything DiSC 363 for Leaders.
PROJECT TEAM ROLES
The Assessment phase includes
- Assigning and sending access codes to leaders and raters*
- Making changes to leader or rater information and adding, excluding, or removing raters from a leader's report
- Following up with leaders and raters to ensure completion
- Generating final reports
Even if you are a proficient EPIC user, we recommend that you review The Seven Most Important Things You Need to Know before you begin. This will help prevent being tripped up by EPIC conditions that are unique to Everything DiSC 363 for Leaders.
If you do not have an EPIC account, contact your Everything DiSC Authorized Partner for assistance.
*With a completed Rater Information Spreadsheet, you can use EPIC's Import function to upload all raters (for a single leader) at the same time (see "Import Names" in EPIC Help). You also have the option of manually entering each rater into EPIC.
THE SEVEN MOST IMPORTANT THINGS YOU NEED TO KNOW ABOUT THE EPIC ADMINISTRATION OF EVERYTHING DISC 363 FOR LEADERS
1. In EPIC, it’s all about the leader
An Everything DiSC 363 for Leaders report is organized around the leader. After the initial report is assigned, all searching and managing of leader and rater information is done using the leader’s name, not the raters'. Searching by rater name will not yield results. To get started, use Manage Reports >>Create a New Report.
Once a report is assigned, you have 150 days in which to make an unlimited number of changes to leader and rater information. After 150 days, you will no longer be able to make changes.
2. Going back in to add a rater
Once initial access codes have been sent for a leader's report, more raters can be added to the existing report using Manage Reports >>Edit Existing Report. Do not select Manage Reports >> Create a New Report or you will have two separate records that cannot be combined. To add a rater to an existing report, enter search criteria to find the leader associated with the new rater. When the search results are displayed, click on “Edit” to the left of the leader name to go to the leader’s report screen. Scroll down to the “Add Rater” box, enter the rater information, and click the “Add Rater” button.
3. Changing rater information
Just like adding a rater, use Manage Reports >>Edit Existing Report to change rater information. You can edit, exclude, or permanently delete a rater record using this function. Enter search criteria to find the leader associated with the rater. When the search results are displayed, click on “Edit” to the left of the leader name to go to the leader’s report screen. In the “Raters” box, locate the rater whose information you want to change. You will see the options “Delete” and “Edit.”
Clicking “Edit” will enable you to change the rater’s email address, name, rater type, and “Include” status. Using the Include function, you can control whether a rater's data is included in the report. We recommend using this function as an alternative to deleting a rater from a report. Clicking “Delete” will permanently delete the rater's data.
4. How do I know who has completed their assessment and who hasn’t?
You can check the pending status of the leader and raters by using Manage Reports >>Edit Existing Report. Enter search criteria to find a leader's report. Locate the leader’s name in the search results, and click on “Report summary” that appears just below the name. A window will pop up showing you the completion and pending status of the leader and each rater, as well as indicate if the report has met the minimum requirements for report generation.
5. Rater requirements
Raters are assigned to one of four categories based on their relationship with the leader – Manager, Direct Report, Peer, or Other. You don’t have to use all of the categories, but each category has a minimum number of participants required to generate the report. The minimum number of raters required to respond for each rater type is:
6. Resending access codes as reminders
As a reminder, you can resend access codes to participants using Manage Reports >>Resend Login Information. Enter search criteria to find the leader's report. Locate the leader’s name in the search results, select it, and click “Next.” The resend screen will display the leader and all of the raters for the report, completed and pending. Pending access codes will automatically be checked and can be resent. Access codes that are complete will not be (and cannot be) checked for resend. Click Resend Login Information to send a default or custom email message to the leader and/or raters containing their access code.
7. What does this mean?
The Report Status icon occurs in the search results of Manage Reports >>View Completed Reports, alerting you that a report cannot be generated yet. When you click on the icon, you’ll get specific information about why the report cannot be generated at that time and the steps you can take in order to generate it.