Challenge management

This is how you manage a challenge in Orchidea

You can access challenge Management under the banner image by clicking the - tab.

When you access challenge management, you will be automatically directed to the management of the currently active phase, highlighted in green. If the challenge start date has yet to be reached, you will end up in the Preparation phase. You can read more about the options in the preparations phase in the article Creating a challenge.

Elements of challenge management pages

The challenge management phase page has a collection of elements that are relevant to the particular phase. They vary by phase, but here are the typical elements of a page:

1. The start and end dates of the phase
2. Phase settings menu for secondary settings of the phase
3. Description of how proposals/ideas are moved forward at the end of the phase
4. Select proposals to next phase or Select top proposals (only in phases where only a part of ideas advance to the next phase)
5. Complete phase button
6. How many proposals/ideas are moved to the next phase based on the current selection
7. Primary management actions of the phase
   
8. Number of ideas/proposals with at least one evaluation (only in phases that include evaluation)
9.  + Add expert button for adding experts who will evaluate the ideas (only in phases that include evaluation)
10. Summary of completed and remaining evaluations by the expert (only in phases that include evaluation)
    
11. Phase activity statistics and chart
12. Tips on managing the current and the following phase
    

Below, we would like to take a closer look at these features.

Phase settings menu

Click the three dot-menu to see the secondary settings and options that you might want adjust during the phase:

• Edit help: You can edit the help texts at the bottom of the challenge management page. This is handy if you make a template for other users wanting to run challenges.
• Edit dates: You can edit the start and end dates of the current phase.
  
  • Set the desired date by clicking first the start date and then the end date.
  • It is recommended that the Automatically adjust dates for following phases feature to be on. This way, Orchidea will automatically adjust the dates of the following phases. Otherwise, phases can overlap or have gaps between them.
  • 
• View participant emails: You can see a list of participants' email addresses.
  
• Send email: You can send an email with a customized subject line and message to challenge participants directly from Orchidea.
• Publish hidden information: By default, the data collected with expert evaluation is not visible to participants. With Publish hidden information, you can see which expert evaluations are hidden and publish them. Orchidea also allows you to publish hidden evaluation information each time you complete a phase in a challenge.
• Group proposals: You can group the ideas in the challenge into one or more groups. Groups are visible in the list view in the Proposals tab.
• Settings: You can edit the following challenge settings
  
  • The default sort order of ideas in the Proposal tab in the current phase
  • The default sort order of ideas in the left navigation in the current phase
  • Which user roles have the permission to evaluate in the current phase
  • Are the reactions, e.g., likes, visible to all participants in the current phase
  • How many reactions, e.g., likes, does each participant have available during the whole challenge 
• Delete: you can delete the phase. All phases are not deletable.

Complete phase

At the end of each challenge phase, all or only selected ideas are moved to the next phase. In Complete phase, you

• Learn whether all or only selected ideas are moved to the next phase when the phase is completed
• Select proposals to next phase or Select top proposals (only in phases where only a part of ideas advance to the next phase)
• Can Complete phase
• Based on the current selections, see a summary of how many ideas will be moved to the next phase.  

If you click Select proposals to next phase or Select top proposals, you will see a list view of ideas, where you can

1. Select those ideas you plan to move to the next phase. As long as you do not complete the phase, the selection is visible only to the challenge owners. So, you and other challenge owners can use the selection as a shared note-taking tool on what ideas you'd like to move to the next phase.
2. Sort the idea based on various criteria, such as the number of comments and likes, evaluation criteria, or criteria averages.
3. Switch between Summary, Average, Expert, and Criteria views of the list.
   
   
4. Switch into the grid view of the numerical evaluations. In the grid view, you can
   1. Filter the ideas that you want to show in the grid.
   2. Change evaluation criteria for the x- and y-axis of the grid
   3. Change the criterion presented in the size of the bubble
   4. Toggle idea name visibility in the grid
   5. Click the bubbles to show them in a window sliding from the right. In this window, you can 1) move between ideas in the same location of the grid, 2) view below the idea description information collected in the idea management process, 3) open the three dot-menu to change the idea's status, etc.
      
      
      
5. Complete phase and move to the next phase in the challenge

Primary actions of the phase

Each phase has a set of primary actions you want to review and possibly change. These Primary actions include, depending on the phase:

• Create proposal: View the idea-collection form and submit ideas even before or after the idea-collection phase
• Edit idea collection form: Make changes to the idea-collection form
• Assign task: You can assign a task to one or multiple ideas. This is useful if you invite subject matter experts to evaluate, classify, or review only selected ideas. You can also create additional management forms and collect further information on selected ideas.
• Evaluate proposals: Review the evaluation form. Owners can complete their evaluations with this link.
• Edit evaluation form: make changes to the evaluation form.
• View expert results: see expert results in multiple list views and a grid view. You can also select the ideas for the next phase in this view.

Experts

The Experts user interface is available only in the challenge phases where you can evaluate ideas. Experts are users who get permission to evaluate all ideas in the challenge.

Experts cannot manage the challenge and, therefore, do not have access to the challenge's Management menu. If you want to add users that assist you in the challenge management, you can add them to the challenge's user management. After adding them, you must change their role to Owner. Challenge Owners have the right to evaluate the ideas, so you do not need to add them as Experts.

With Experts user interface, you can

1. + Add experts, if the challenge is private, you need first to add the users to the challenge before you can add them as expert
2. Remove an added expert by clicking the red cross
3. See how many ideas have have at least one evaluation
4. See evaluation status per expert
   

If the challenge has multiple evaluation phases, the same experts remain in place throughout the whole challenge. If you want to change experts for a phase, you need to replace the experts before you ask them to start evaluation.

When you add an expert, Orchidea does not send an email to experts. Here are a few alternative ways to communicate to experts their role

• Ask the expert to visit the challenge Participate page and click the Evaluate proposals button of the Currently active phase
  
• You can click the Evaluate proposals button yourself on the challenge Participate page, copy the URL of the evaluation page, and send it to the experts.
  
• Book a 15-minute meeting with experts and show how they can complete the evaluation and answer their questions.

The evaluation page has the following features

1. Evaluation criteria sliders and Submit button for saving your evaluation. 
2. List of ideas that you can use to move among ideas. Ideas that you have already evaluated are light green. If you click an idea you have already evaluated, you will see your evaluation in the sliders on the right. However, you can change the evaluation easily if you want. 
3. Sort feature for the list of ideas.
   

Statistics

Statistics show you analytics related to the challenge, such as proposal volumes and reactions.

Tips for running the challenge

At the bottom of each challenge phase page, you will find helpful tips on running the phase and preparing for future phases.