Qualtrics in Higher Education
A C A S E S T U D Y O F I N N O VAT I N G
B USINESS P ROCESSES AND S YSTEMS
Orlando Leon
Head of Operations, Academic Computing Services, Stanford Libraries
October 30, 2014
Overview
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Business Case for Enterprise Survey Tool
Analysis
Usage Statistics
Innovative Use Cases
Future
Business Case for Enterprise Survey Tool
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Should we purchase and support Qualtrics as an enterprise
solution for the Campus?
Should UCSF decide on a single solution for all survey needs?
Should UCSF rationalize availability and support of existing
survey solutions currently within the Campus?
Business Case for Enterprise Survey Tool:
Considerations
In conversations with stakeholders (likely survey users—SON,
SOM MedEd, Nursing PI, SOM TAC), people asked us to
consider:
 Product Features
 External/Vendor Support
 Internal Product Ownership
 Integration with Existing Systems
 Total Cost of Ownership
 Expertise in Survey Design vs Knowledge of the Technology
Analysis: Sample Use Cases Encountered
Education
 Student Learner Survey
 Evaluation
 Feedback
 Registration
Research
 Radiology Orthopedics Study
 mOst Survey Tool
– ATHENA
– Clinical Trial Qualification Surveys
– Research Questionnaires
Analysis: Additional Use Cases Encountered
Administrative
 Polls
 Voting
 Usability Satisfaction/Feedback Surveys
 Interview Candidate Feedback
Clinical
 Nursing PI Surveys
 Patient Satisfaction
Analysis: Existing Survey Tools
Currently
supported by
Primary Use
Costs
Checkbox
SOM ISU, SOM
EdTech
Surveys for education
and some one-off
surveys for SOM
TCO $7600/year for
unlimited users
RedCap
Cancer Center & ITS
ARS
Clinical research or by
individual PI’s who
need to store ePHI
Unknown, but it is an
open-source product
Salesforce
SOM ISU
Athena, Nursing
Performance
Improvement Group
Project-based
SurveyMonkey
Ad-hoc
Simple surveys
$780/user/year for
highest level of
support
Zoomerang
Nursing
Alumni outreach
$599/user/year
Analysis: Qualtrics Strengths
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Able to collect ePHI
SSO integration with MyAccess/Shibboleth
Mobile versions of surveys “out of the box”
Offline Survey Tool*
Integration with Salesforce objects
Supports 48 languages
ADA compliance-checking tool
Panels
Triggers
Robust user/group/organization/library features
Programmatic interface (REST/Javascript)
Training and Support
Analysis: Scope of License
The term of the license for the Qualtrics Software is one year,
beginning January 16, 2012 and includes an unlimited number of
surveys. The Qualtrics license may be used by academic areas within
University of California San Francisco for projects that are academic in
nature. Academic projects may serve research (instructional or
academic) and administrative purposes. The license may not be used
for purely corporate or "for-profit" purposes. Such corporate projects
would include purely clinical and patient related surveys that are not
related to academic research. Affiliated hospital and clinics may
purchase Qualtrics access according to Qualtrics corporate pricing
model. A 10% discount will be applied to any license purchased for
corporate purposes.
Selling the Idea of Cloud-based Surveys
“Easy enough for an intern, sophisticated enough
for a PhD.”
Current Usage Statistics
Campus License: January 2012 (Announced Summer 2012)
Users: 1383
Divisions: 49
Groups: 29
Surveys: 6261
Auditable Responses: 243,099
(as of Fall 2013)
Innovative Use Cases
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Shared Asset Libraries Among Departments
Customizable Reports with Live Updates (link)
Accreditation Review Objectives
Collection of Data (ie pictures, homework, quizzes, research
materials)
Student Elections
Event Badge Scanning
Innovative Use Cases
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Online Form Integration (ie Drupal)
Dynamic Classroom or Meeting Polling with Live Results with
Mobile Devices (ie Clickr)
Service Checklist (ie onboarding, change control, surgery, etc)
Shopping List with Pictures (ie shopping list)
Service Tracking (ie quick questionnaire for front-line staff)
Decommissioning of FileMaker Pro Web Forms
Interview Evaluations
Innovative Use Cases
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Service Requests (ie. computer/supply purchase requests, etc)
Branded Customer Service Feedback forms
Integration within Web Applications using Custom REST API
Calls (ie SLR)
Collaboration without Sharing Passwords
Collaboration Outside of UCSF
Panels and SSO-based Contextual Information
Quizzes and Learning Evaluation
Annual Evaluations (ToC)
Offline Response-Gathering
Future
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Funding
Working with Limitations  Enhancements
Offline Respondent Use Cases
Deeper Integrations with Salesforce
Research Use Cases
User Conference – February 2014
Demo
https://ucsf.qualtrics.com
http://tiny.ucsf.edu/qualtrics_kitchensink
http://tiny.ucsf.edu/itunconference2014
https://ucsf.us.qualtrics.com/SE/?SID=SV_3C0A0QVPbEsHOv2
https://ucsf.us.qualtrics.com/SE/?SID=SV_50fnPOSxU2srWAI
https://ucsf.us.qualtrics.com/SE/?SID=SV_4ZcwwpjdoQMbfW4
https://ucsf.us.qualtrics.com/SE/?SID=SV_6VxQn3fGl6x6UMk
https://ucsf.us.qualtrics.com/SE/?SID=SV_brUenOV1gE4wXyc
https://ucsf.us.qualtrics.com/SE/?SID=SV_bJm24deQNGh1V08
https://ucsf.us.qualtrics.com/SE/?SID=SV_5o8SkNlPBmB7VJi
Questions?