Development of Online Questionnaire Instrument and Data Management System
The purpose of the instrument and data management system is to allow multiple representatives from an organization to rate their organizations capacity for innovation across a variety of variables and to use the summaries of the respondents ratings to foster dialogue within the organization.
Project Description: To create a customized online, internet-accessible questionnaire and data management system to capture individual and aggregate responses in an Excel data management format.
EmcArts, Inc.
Request-For-Proposals
Development of Online Questionnaire Instrument and
Data Management System
Distribution of Request for Proposal: Monday, January 11, 2010
Proposal Deadline: 5pm (EST) on Monday, February 8, 2010 via electronic mail to [email protected]
I. Project Description: To create a customized online, internet-accessible questionnaire and data management system to capture individual and aggregate responses in an Excel data management format.
The purpose of the instrument and data management system is to allow multiple representatives from an organization to rate their organizations capacity for innovation across a variety of variables and to use the summaries of the respondents ratings to foster dialogue within the organization.
II. Company Overview and Contact Information:
Recognized as the leading provider of innovation services to the nonprofit arts sector nationwide, EmcArts serves as a nonprofit intermediary for arts funders, and as a re-granting agency and service organization for the arts field around innovation. Our innovation programs support the development and implementation of mission-centered new strategies by arts organizations of all sizes. The programs range from directly incubating specific innovation projects to introductory programs that enable new thinking and build a culture of innovation across local arts communities. EmcArts Inc. is a 501(c)(3) organization.
Please contact Janis Auster by email if you have questions about the Request-For-Proposals process.
Contact Information:
Janis Auster, Innovations Program Manager
EmcArts, Inc.
127 West 122nd Street, New York, NY 10027
Email: [email protected]
Website: www.emcarts.org
Business Hours: 9:00 am - 5:00 pm (EST) Monday-Friday
III: Design Requirements for the Online Questionnaire and Data Management System:
The proposed design of the online questionnaire and data management system must allow for the following characteristics and elements:
Upon completion of instrument and data management system, ability for EmcArts, Inc. staff to manage system and edit final instrument on demand (text, positions, question order, question placement, page-breaks, pop-up text, etc.);
Instrument supported by Web content management system;
Data management system that captures responses in Excel format; ability to download sets of data (individual responses and aggregate sets of respondents), as well as maintain complete database of all responses;
Easily accessible to respondents via standard internet software/Microsoft office software;
EmcArts, Inc. organizational logo and customized color-scheme;
Multiple-options for page-breaks, numbering of questions, page numbering, font styles, font sizes, etc.;
Ability to place introductory/explanatory text throughout questionnaire instrument;
Horizontal orientation for rating scale questions (customized font, font size, placement);
Vertical and horizontal orientation for multiple-choice and text-box (non-numerical scale questions, drop-down menus, manual entered text questions);
Data captured as numeric rating scale (1-2-3-4 points);
Data captured as multiple-choice text (non-numeric response choices);
Data captured as text box (open-ended text, unlimited number of characters);
Window-Box or Pop-up Box for instructions or definitions to questions (hyperlinked to specific text/symbol within questions);
Progress Bar/notation for completion of survey;
Ability to log in to survey multiple times (complete in more than one sitting);
Hyperlinks to webpages (hyperlinked to specific questions and/or at end of survey); and
Weblink into survey site (ability to email link address or link directly from EmcArts Inc. website).
IV. Current Hardware/Software Capacity of EmcArts, Inc.
The current hardware and software used by EmcArts, Inc. includes the following items:
Server: an HP desktop computer, Pentium 4, 2.4GHz, running Windows XP SP3, 760 MB RAM, 75GB Hard drive (10GB free);
Ethernet peer-to-peer network;
Mix of hard-wired and wireless workstations, desktops and notebooks from 1 to 4 years old;
Time Warner Cable internet connection with Verizon DSL backup;
Standard desktop software: MS Office 2003;
NetDocuments DMS;
Hosted Exchange/Outlook (AppRiver); and
Website www.emcarts.org hosted by ElectraMedia (Your Web Department) content management system.
V. Required Sections of the Proposal:
Please provide the following eight sections in your proposal, in this order. The proposal should not exceed 10 pages (including any tables and attachments).
We anticipate the deliverable of the final versions of the online questionnaire and data management system will be no later than Friday, June 18, 2010. This due date provides a general sense of our expectations for the timing of design, revision, and completion of the primary tasks of the RFP; we anticipate ongoing communication and collaboration throughout the contract.
1. Applicant contact information [name(s), organization, mailing address, phone and fax numbers, email address]
2. Description of work tasks
3. Timeline for completion of work tasks
4. Deliverables with due dates for meetings, processes, and products as appropriate
5. Budget including personnel, travel, communication, materials/resources, software licenses, etc.
6. List of required hardware, software licenses, and materials/resources to maintain infrastructure of instrument and data management system by EmcArts, Inc.
7. Brief summary of applicants Experience and Capacity to complete the project
8. Two illustrative examples of website/online-data system design work (links to website or design materials are sufficient if sites are publicly accessible)
9. Contact information for three professional references
VI. Submission Procedures and Anticipated Award Date:
Please submit the proposal in a text format compatible with Word 2003 (.doc) as an electronic mail attachment to Janis Auster ([email protected]) by 5pm (EST) on Monday, February 8, 2010. Include in the email subject line Submitting Proposal for Online Questionnaire.
Notification of finalists/selected vendor will occur in March 2010.
This Request-For-Proposals does not commit EmcArts, Inc. to award a contract. EmcArts, Inc. reserves the right to reject all proposals, and at its discretion, may withdraw and amend this Request-For-Proposals at any time. If, in the opinion of EmcArts, Inc., revisions or amendments require substantive changes in proposals, the due date may be extended.
VII. Background Information on Current Questionnaire Instrument and Data Management System:
Currently the EmcArts, Inc. questionnaire has ~50 questions: 43 are rating scale questions and ~7-10 are a variety of multiple-choice (non-numeric scale) or textbox formats. The questionnaire also includes an introduction page and set of directions for completing the survey (all text).
We currently have the questionnaire created in SurveyMonkey online-software, but would like have a more customized visual interface with special features that respondents access as they go through the survey questions. Especially important is having Window-boxes or Pop-up Boxes that are linked to particular questions/words/symbols to provide the respondents with directions and definitions for completing each question.
In SurveyMonkey, we can download the responses as a set of raw data into an Excel file for further manipulation, or the SurveyMonkey software can auto-generate an analysis report (summaries based on the format of each question). One can also view individual respondent reports, but cannot download these in SurveyMonkey.
We would like a data management system that is able to download both individual and aggregate data sets for manipulation and reporting in Excel format. In the future, we may also want to explore the possibility of creating an automatic report generating system for the electronic data sets, although that is not a priority for this RFP.
Example of Rating Scale Questions in Instrument:
We would like to be able to create an instrument that allows us to create a horizontal orientation using descriptive text for the four levels on a rating scale (1-2-3-4 numeric points).
Below is an illustrative example of the type of introductory text, definition (would appear as window or pop-up), and four levels of responses. Currently there are approximately 43 questions in the instrument of this type.
I. Focus Area: Leading Innovation
This section of the Innovation Rubric focuses on LEADING INNOVATION in your organization. There are a total of ## capacities in this section.
In LEADING INNOVATION you are asked to rate leaders and board members capacity to champion innovation in the organization; to develop and maintain teams around innovation; to manage differing perspectives; resolve conflicts; and to manage the organizational culture to support innovation.
DEFINITION FOR THIS SECTION: Leaders are the individuals within an organization that hold formal, senior positions and have explicit responsibility for developing, providing oversight on, and assessing programs, projects, and procedures (e.g., CEO, CFO, Executive Director, Program Director, Artistic Director, Lead Curator, etc.). Leaders establish and communicate the vision and goals of the organization, and play key roles in shaping the organizational culture.
Board members are NOT included in this definition of leaders. A separate set of questions assesses board members support for innovation.
Q1. Select the description that BEST describes your organization in terms of Attitudes of Leaders to Change
Leaders focus exclusively on managing the status quo
Leaders generate occasional incremental departures from business-as-usual
Leaders regularly generate and support innovation
Leaders champion innovation as part of the organizations core practice
Q2. Select the description that BEST describes your organization in terms of Sources of Innovative Ideas
Innovative ideas are only considered legitimate if generated by leaders
Innovative ideas from other sources are occasionally tolerated and discussed
Innovative ideas are welcomed from a variety of sources and discussed
Innovative ideas from all sources are given space for consideration, selective development, and implementation
Q3. Select the description that BEST describes your organization in terms of Leaders Questioning of Organizational Results
Leaders use positive organizational performance selectively to justify business-as-usual at all times at all times
Occasional questioning of organizational performance is permitted
Periodic questioning of organizational performance is encouraged
Questioning of organizational performance is routine at all times
Example of Demographic Question:
Q#: What is your role in the organization (Please select your PRIMARY role)
CEO
CFO
Board Director
Board Member
Program Director
Curator
Artist-in-Residence
Program Staff
Production Staff
Other (please specify): text box
How to Apply:
Proposal Deadline: 5pm (EST) on Monday, February 8, 2010 via electronic mail to [email protected]
Please contact Janis Auster by email if you have questions about the Request-For-Proposals process.
Contact Information:
Janis Auster, Innovations Program Manager
EmcArts, Inc.
127 West 122nd Street, New York, NY 10027
Email: [email protected]
Website: www.emcarts.org
Business Hours: 9:00 am - 5:00 pm (EST) Monday-Friday
