The Automated Stakeholder Interview Guide

As with the OSRI, the automated application also provides an electronic version of the Stakeholder Interview Guide, or SIG. This is the instrument used to capture information during stakeholder interviews, which are conducted by Local Site and Team Leaders alongside the review week's case reviews. The purpose of the SIG is to collect information for evaluating and rating the outcomes and systemic factors that are examined during the review process.

While there are some minor differences between the content and structure of the paper SIG and the automated version, the automated SIG is, functionally, very similar to the automated OSRI. The main differences between the two automated instruments involve the creation of the individual SIG case and case navigation. SIG records also differ from OSRI cases in that the QA Status of a SIG record only has one change: from Record Created to Interview Record Complete. Finally, SIG records do not undergo the same sort of Quality Assurance Review as do OSRI cases.

Working with SIGs

Unlike OSRI records, which are created by review pairs, SIGs can only be created by site leaders. All SIG-related functions are handled through the SIG Menu. This menu allows site leaders to add new interviews, delete existing interviews, and edit interviews

Add New Interview

A SIG record can be created by any site leader to take notes during a stakeholder interview. The basic process for creating a SIG is the same whether you are the "official" or a "supporting" note-taker, although supporting note-takers must remember to identify their record as "supporting" so that they do not get confused with the official record at the end of the review week.

1) From the SIG Menu, select Add New Interview.

2) The Add Interview window will open. Use the drop-down menu beside the Stakeholder field to select the type of stakeholder being interviewed.

3) Enter the stakeholder’s name and title/agency in the appropriate fields.

4) Enter the correct date in the Interview Date field. Note that the default entry is the current day's date.

5) Enter any relevant comments in the Comments field. Note that this step is not required; if there are no comments to enter, you may leave this field blank.

6) Click the Save and Start button to create the SIG. You may also click the Cancel button to exit the Add Interview window without saving the record.

Once you click the Save and Start button, the record will open to the first stakeholder-specific Core Question for the stakeholder you are interviewing.

Secondary Note-Takers

It is important to remember that there can only be one "official" SIG per interview. However, each interview will most likely include a number of different note-takers who will create their own SIGs.  While the information captured by these additional note-takers will eventually be compiled with the official notes to create a final version of the SIG record, it is very important that the SIG records remain distinct from one another. 

For this reason, if you are a supporting note-taker, you should clearly label any SIG you create as such. In the same field where you enter the stakeholder's name, you should identify the record with your own name, the label "supporting notes," and then the stakeholder's name. For example, if your name is John, and you are interviewing Judge Yates, you would identify the SIG as "John's Supporting Notes: Judge Yates." This ensures that the "supporting notes" designation appears on the Overview Screen.

By labeling supporting SIG notes in this fashion, you make it much easier for the site leader who is responsible for uploading all final OSRI and SIG records to the central server at the end of the review week to correctly identify which SIGs are "official" and should be uploaded. If you fail to designate supporting SIGs in this way, the site leader may see several SIG records with identical names on the wireless network and accidentally upload the wrong one. 

Delete Existing Interview

It is possible to delete an interview record from the database. However, deletions are permanent, and cannot be undone. You should always be sure to backup the database before you delete any record or records from it. To delete SIGs already saved to the system, use the following five steps:

1) Select Delete Existing Interview from the SIG Menu to bring up the Deletion Screen.

2) On the Deletion Screen, select the appropriate Interviewer and the interview you wish to delete using the Interviewer and Selected Record drop-down menus.

3) Click the Delete Selected Record button.

4) A Confirm Delete window will open asking you if you wish to backup the database before deleting. If you click Yes, you will be asked to select a destination for the backup file. If you click No, the deletion will continue.

5) A Delete Record Final Warning window will open reminding you that record deletions are permanent and irreversible. Click OK to proceed with the deletion or Cancel to change your mind.

6) Once you click OK, a new window will pop up confirming that the record has been deleted. Click OK again to continue.

7) Click Overview to return to the Overview Screen. The record will no longer be displayed in the Record Summary Grid.

Again, you cannot undo a deletion. Once you click OK, the record is wiped from the database and can be replaced only by restoring a previous version of the database.

Edit Interviews

SIG records are listed on the Overview Screen just like OSRI cases. They are designated on the Record Summary Grid with the word SIG in the Instrument column. Newly created SIG records will show a QA Status of Record Created.

To open a SIG for editing from the Overview Screen, click the Edit button in the Action column of the Record Summary Grid. This will open that case to its first stakeholder-specific Core Question. You can also open a SIG for editing by selecting Edit Interviews from the SIG Menu. This will open the first SIG Record listed on the Record Summary Grid to its first Core Question.

Once you open a SIG, you can switch to another SIG by using the Selected Record drop-down menu. Click the down arrow beside the Selected Record field to display all the records assigned to the current Interview Team. Select the SIG you wish to open from this list.

If, after creating a case, you need to edit its name, case type, or date reviewed, click the Edit button located beside the Selected Record field. This re-opens the Add Interview window for that case, which you may use to enter any changes. Click the Save and Start button to close the window and return you to that case’s first Core Question.

SIG Layout

All screens in the SIG use the same basic layout. The layout is very similar to that used for the OSRI, but it features a few significant differences.

At the very top of each SIG screen is the blue Title Bar, which names the Interviewer or Interview Team assigned to the record. Below it is the Menu Bar. Below the Menu Bar are the Interviewer and Selected Record fields. The Interviewer field features a drop-down menu that allows you to filter SIG records initiated by other Interviewers that have been transferred to your tablet for review.

To the right of the Interviewer field is the Selected Record field, which displays the name of the currently open SIG. Its drop-down menu displays SIG records on your tablet that belong to the Interviewer shown in the Interviewer field.

To the right of the Selected Record field is the Edit button. Clicking it will open the Add New Interview window, which can be used to edit a record’s identifying information. Below the Selected Record Field and Edit button are the Document Navigation Bars. These bars work similarly to the OSRI’s Document Navigation Bars

Below the Document Navigation Bars is an Item Description for the current item. The Save Bar appears below this. There are two options for saving SIG answers: Save>Next Item and Save. The Save>Next Item option saves all of your answers and moves you forward to the next stakeholder-specific Core Question in the SIG. The Save option saves all of the questions you have answered for the current item to the system and keeps the application on its current screen.

The Question Area of a SIG contains the question’s designation in the upper left corner. Beside that is its status. A question’s status may be Saved, Unsaved, Locked, or Blank.

Saved questions (light blue) have been answered and saved to the database using one of the two Save buttons.

Unsaved questions (yellow) have been at least partially answered or edited but are not yet saved to the database.

Locked questions (dark gray) have been locked by the system and cannot be edited. Questions most typically become locked due to the SIG being transferred to another tablet.

Blank questions (tan) are unanswered.

The color used in each question’s status corresponds to its color in the Questions Overview Bar, which is located to the left of the Questions Area and functions in the same way as it does on the OSRI.

SIG Navigation

Within an individual SIG item, the Questions Overview Bar allows you to quickly jump from question to question without having to scroll up and down. The application also features tools that enable you to quickly move from item to item. These tools include the Document Navigation Bars, which like the OSRI allow both Arrow Navigation and Directory Navigation, and the Unanswered Questions Navigator. The SIG also features a unique form of navigation referred to as Advanced Navigation.

Arrow Navigation

The arrows located beside the Document Navigation Bars allow you to move sequentially through the various stakeholder-specific Core Questions. Clicking a right-facing arrow will move you forward one step to the next stakeholder-specific Core Question, and clicking a left-facing arrow will move you backward one step.

Remember that when a SIG first opens, only the stakeholder-specific Core Questions are accessible through Arrow Navigation. If you wish to answer other questions that are not stakeholder specific, you must use either Directory Navigation or Advanced Navigation.

Directory Navigation

Directory Navigation in the SIG works almost exactly as it does in the OSRI. To use it, click anywhere inside the Document Navigation Bars. The bars will be replaced by a directory view of the entire SIG. The section you are currently working in will be highlighted in blue. Scroll through the directory by using the scroll bar on the right side. When you click an item, the application will load to its page and close the directory view.

Unlike the OSRI's Directory Navigation, which loads every item in the instrument, Directory Navigation in the SIG only initally displays items specific to that SIG’s stakeholder. To access non-stakeholder-specific questions, you must float the cursor over a single section header. Doing so will expand any “hidden” items that were not included in the original listing. These hidden items will be listed in red. Clicking a hidden item will jump you to its screen.

If you float the cursor over the SIG header at the top of the directory tree, the directory will expand to reveal all hidden sections. You may then expand each section individually as described above.

Note that once the Directory Navigation window closes, all of the expanded sections will once again become hidden. Even previously hidden items that you answered will remain hidden unless you again expand the directory to include the hidden sections.

Unanswered Questions Navigator

To use this navigator bar, click the down arrow located on the far right. A menu will display showing all of the questions that have not yet been answered for that record. To jump to one of the questions, select it from the menu. The application will immediately jump to its screen as if you were using Directory Navigation.

Note that, unlike the OSRI’s Unanswered Questions Navigator, the SIG’s navigator will only display unanswered stakeholder-specific questions. There is no way to access non-stakeholder-specific questions through the SIG’s Unanswered Questions Navigator.

Advanced Navigation

Advanced Navigation is a navigation method unique to SIG records. It replaces the Document Navigation Bars with a group of icons, each of which represents one SIG item. Clicking an icon will open the item’s question screen.

Because Document Navigation Bars are the default display for the application, Advanced Navigation must be enabled by the Interviewer. To set the application to Advanced Navigation, you must first return to the Overview Screen. Then, select Advanced Navigation Mode from the SIG Menu. Once you select this option, a highlight will appear beside the selection each time you reopen the SIG Menu.

Once you have enabled Advanced Navigation, the Advanced Navigation Interface will appear in place of the Document Navigation Bars. Each item’s icon appears as a numbered box. The item you are currently viewing will be highlighted in blue. The red bars over each group of icons represent the various outcomes and systemic factors. Boxes highlighted in yellow are the Core Questions specific to that SIG’s particular stakeholder. Non-stakeholder-specific questions are not highlighted. If you float the cursor over either a red bar or one of the boxes, a pop-up window will appear with a full description of that item.

To use the Advanced Navigation Interface, simply click the icon for the item that you wish to answer. The application will jump directly to that item’s screen. There is no difference between how you access stakeholder-specific and non-stakeholder-specific items.

To deactivate Advanced Navigation, reopen the SIG Menu and select Advanced Navigation Mode again. The highlight will disappear. Use the Overview button to return to the Overview Screen, and the next time you open a SIG for editing, the Document Navigation Bars will display instead of the Advanced Navigation Interface.

Completing the SIG

A SIG interview is complete once the Interviewer is satisfied that enough questions have been answered to provide a complete picture of the stakeholder’s responses. While this will often mean that all of the stakeholder-specific questions have been completed, there is no requirement that they all be answered. An Interviewer may also use (or not use) as many of the other, non-stakeholder-specific questions as he or she wants.

The Completeness Column of the Record Summary Grid displays the total percentage of each SIG record that is completed. This percentage is calculated only from the stakeholder-specific questions; non-stakeholder-specific questions do not figure into it. Therefore, a record that is 100 percent complete has had all of its stakeholder-specific questions answered, but may have all, none, or only a few of its non-stakeholder-specific questions answered.

Note that, unlike an OSRI, a SIG record does not have to be 100 percent complete in order to be considered “finished.” Also, unlike an OSRI, the QA Status of a SIG plays no role in its finalization. SIGs do not undergo Quality Assurance like OSRIs do; rather, they are compiled into one "official record" that builds off all of the records created by supporting note-takers, and then the one "official record" is uploaded to the central server at the end of the review week. When this official record is ready, its QA Status should be changed to Interview Record Complete as a signal to the uploading site leader that it is ready.