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WEB-BASED SURVEY MANAGEMENT SYSTEM (W-SMS): USEFULNESS AND EASE OF USE

Proceedings of Regional …, 2010

M. Abd Wahab

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WEB-BASED SURVEY MANAGEMENT SYSTEM (W-SMS): USEFULNESS AND EASE OF USE

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Proceedings of Regional Conference on Knowledge Integration in ICT 2010 445

WEB-BASED SURVEY MANAGEMENT SYSTEM (W-SMS): USEFULNESS ANDEASE OF USE Suleiman Yafao Elhejaj, Ariffin Abdul Mutalib, *Mohd Helmy Abd Wahab.

Universiti Utara Malaysia06010 Sintok, Kedahsuliman_alhegag@yahoo.com* Universiti Tun Hussein Onn Malaysia (UTHM)86400 Batu Pahat, Johor

Abstract

This paper discusses an ongoing project. The aim of the project is to develop an in-houseweb-based survey management system. From a preliminary study, lecturers reported that in-house survey-management system may help them in administering their research work moreefficiently. The idea of this proposal is based on a number of related studies. In the reviewof literature part, it is also discussed about the process of survey management and tips tomotivate response. At the end, this paper describes about the methodologies to be used inachieving the objectives.

Key words

:

Web-based, survey management system, usefulness, eases of use1.0

 

Introduction

Surveys provide a means o

f measuring a population‘s characteristics, self 

-reported andobserved behaviors, awareness of programs, attitudes or opinions, and needs (Sekaran, 1992).(Hair et al., 2006) adds that it is an ideal mechanism to gather and analyze large amounts of direct

feedback about someone‘s members, prospects, and employees. In supports of 

gathering big amount of data, computer technology may be a good option. In fact, it iscommonly experienced that surveys are distributed through emailing services. Also, there areWeb-based systems developed for administering survey practices.A web-based survey is the collection of data through a self-administered electronic set of questions on the Web (Thomas, 2003). Web-based surveys are able to conduct large-scaledata collection. Web-based survey management system encompasses how the organizationsorganize, run and manage various types of surveys through the internet networks. It lets theuser not only to build questionnaires but also to publish questionnaires to the respondents.This technology provides an inexpensive mechanism for conducting surveys online instead of through traditional survey methods. Also, it speeds up the distribution and response cycles.Web-based surveys are expected to be popularly used.However, it is observable that most people or organizations manage their survey usingtraditional method by distributing their survey through the mail or by telephoning, and somemay afford to self-distribute by hand (Ariffin & Norshuhada, 2008; Zulikha & Ariffin, 2005;Tronstad, Phillips, Garcia, & Harlow, 2009). In current age, where digital is the theme, this isnot a timely solution for gathering information because it does not have fast circular returningand responding from the respondents. Other issues such as cost, time and effectiveness arealso within considerations.

 

 

Proceedings of Regional Conference on Knowledge Integration in ICT 2010 446

Therefore, a conceptual model of web based survey management system is required to be thesolution for these issues. This initiative is proposed to solve problems as described in thenext section.

1.1

 

 Problem Statement

There are many types of surveys carried out by researchers which are by distributing thequestionnaires to potential respondents manually through mail. This method requires cost,time, and efforts (Sekaran, 1992; Hair et al., 2006). A preliminary study involving 12lecturers found that they agree to implement any tool that can assist them in administeringsurvey practice. There are many commercial web-based survey management systems, butusers have to pay for use besides having to register such as SurveyGizmo

1

, SurveyMonkey

2

,and QuestionPro

3

. When these were asked to the lecturers, they prefer not to use thecommercial web-based survey management system because they do not have trust on thesystem. This shows that the lecturers want to use any tool that help them in administeringtheir survey practice, but the system is more preferably be in-house. Based on the describedproblem, a web-based system will be developed. In developing and make sure the developedweb-based survey management system, two research questions were formulated:(1) How to design the system so that it is perceived useful?(2) How to design the interaction style so that the system is perceived easy to use?The system will be designed to cater the needs of traditional survey practice; includingfunctions to disseminate questionnaire, gather feedback and store data, specify the period,and analyze the data (Sekaran, 1992; Barnum, 2002; Hair et al., 2006). Accordingly, thisstudy is proposed to achieve objectives as outlined in the next section.

1.2

 

 Project Objective

The main aim of the study is to develop a web-based system that administers survey practicewhich is called Web-based Survey Management System (W-SMS). To achieve the main aimthree objectives were formulated:



 

To determine functional components of W-SMS



 

To develop a prototype of W-SMS.



 

To evaluate the prototype of W-SMS in terms of usefulness and ease-of-use.

1.3 Scope of study

This research will be carried out for use by researchers and lecturers in UUM involvingresearchers of three main colleges i.e. CAS, COB, and COLGIS.

1.4 Significance of study

1

http://www.surveygizmo.com/ 

2

http://www.surveymonkey.com/ 

3

http://www.questionpro.com/ 

 

 

Proceedings of Regional Conference on Knowledge Integration in ICT 2010 447

This study is expected to contribute significantly to different parties, including to the body of knowledge and to the researchers.



 

To the body of knowledge:Results gathered from the evaluations will be used to propose whether W-SMS isuseful and easy to use by researchers. This is important because researchers that aregoing to be asked include all levels of computer background.



 

To the researchers:By implementing W-SMS, researchers can reduce the cost, time, and efforts inadministering their survey.Previous studies have shown that web-based survey management systems have been used formany reasons. There are benefits out of it, and there are also disadvantages. Reviews onprevious works similar to this study are discussed in the next section.

2.0 REVIEWS ON USABILITY AND WEB-BASED SURVEY MANAGEMENTSYSTEM

This section elaborates about related topics to this study including web-based survey; types of web-based system, advantages and disadvantages of web Surveys, web-based surveyadministration process, and mechanisms to improve the Response of web-based Survey.

 2.1 Definition of Terms

Today the word survey is used most often to describe a method of gathering information froma sample of individuals. Surveys can be classified by their method of data collection (Leedy& Ormrod, 2001). Mail, telephone interview, and in-person interview surveys are the mostcommon types (Scheuren, 2004). Besides, surveys are also distributed and collected throughthe means of electronic application over the Internet (Leedy & Ormrod, 2001; Catherine,Dimitrion, & Mike., 2001)There are two methods of using the Internet as survey mechanisms: (1) electronic mail(email) and (2) the World Wide Web (the Web). With e-mail, researchers can send surveys toe-mail addresses as text messages, in which the recipient can then read, save, respond to, orthrow away, much like a paper survey (Carey, Mao, Smith, & Vredenburg, 2002). Surveyscan also be posted on the Web and may include text, pictures, and forms to be filled in by therespondent (Catherine, Dimitrion, & Mike., 2001). According to (Galin, 1998), the primarydifference between these two response modes is that e-

mail is a ―push‖ technology while theWeb is a ―pull‖ technology. That is, with e

-mail, the sent messages are automatically

received in the potential respondent‘s mailbox,

whereas respondents must be attracted insome way to a Web page. Because of this difference, one might expect a higher response rateto an e-mail survey than to a web-based survey (Catherine, Dimitrion, & Mike., 2001). In short, a web-based survey is a survey conducted by a researcher or the public through theinternet. They can create their online questionnaire and distribute it through the Internet. Onthe other hand, a web-based survey management system is a system which can manage thesurvey through internet. In this study, a database will be integrated with the W-SMS to storedata. When respondents answer the survey at anytime, data will be stored in the database. Atthe end of data collection period, researchers can retrieve the responses to analyze.

 

 

Proceedings of Regional Conference on Knowledge Integration in ICT 2010 448

 2.2 Types of Web-based Surveys

Nowadays, Web-based surveys are everywhere on the Internet. There are various categoriesof Web-based surveys. According to (Couper, 2000), there are two major categories of Web-based surveys: probability-based or non probability-based surveys. (Couper, 2000) includedthe following in the non-probability-based category:



 

Entertainment surveys



 

Self-selected Web-surveys



 

Surveys made up of volunteer panel of Internet usersEntertainment surveys consist of questionnaires that request a vote on particular questionsand other instant polls. Usually, people need to spend a lot of time to complete anentertainment survey. These surveys do not lead to generalizations of viewpoints acrosspopulations, and are not intended for that reason. Other non probability-based surveysinclude dedicated survey sites maintained by owners of Web sites. Such surveys could allowmultiple submissions, and make no attempt to be representative of the whole Internetpopulation. On the other hand, there are several types of probability-based Web-basedsurveys as listed below (Couper, 2000):Intercept surveys which are frequently used to survey on customer satisfaction (Couper,2000):



 

Surveys that obtain respondents from an e-mail request.



 

Mixed-mode surveys where one of the options is a Web survey.



 

Pre-recruited panel of a particular population as a probability sampleIn addition, the Intercept survey polls every n

th

visitor to a Website and prevents multiplesubmissions from the same computer by using cookies. This is important to make sure thatevery response is sent by different respondent. In the survey that obtains respondents from ane-mail request, the survey will be sent to respondents who agree to complete a survey inresponse to an e-mail invitation to participate. Non-response is a big concern with this type of Web survey. The mixed-mode survey let the participants complete the survey on the Web orby paper. With a pre-recruited panel as a probability sample, respondents are provided withpasswords or personal identification numbers. In some cases, the participation of probability-based samples of the full population is obtained by providing equipment in exchange forparticipation in the survey.From these, it could be concluded that the type of the web-based survey is determined by theobjectives of the survey and also the type of questions that are asked by the researchers.

 2.3 Advantages and Disadvantages of Web-based Surveys

Referring to (Rena et al., 2004) Web-based surveys are important today, in the digital age,and most organizations are moving towards digitizing products and process. Also (Rena etal., 2004) mention that technologies are always available to serve the needs. In fact, thesetechnologies are anticipated as one of the factors to gain advantage in the competitivebusiness square (Dillman and Bowker, 2001). When deploying a web-based surveymanagement system, the organization is able to gain advantages, as well as facing somedisadvantages as discussed by (Rena et al., 2004).

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