Note The answer will appear when you click the question. Expand All / Collapse All

About Ocapi

What is Ocapi?

Ocapi is an assessment tool that helps organizations and communities identify their conditions from three aspects — quality of relationships, quality of collective thinking, and quality of actions — and generate continuous efforts for positive change.

A report is provided to help teams and groups generate self-directed actions to improve themselves. Ocapi is a simple tool. The entire process, from setting up a new questionnaire to generating the report, can be processed online at the cost of 500 JPY per person.

What can we find out from Ocapi reports?

The current situation of your workplace appears in graphs, using the 41 properties of the quality of relationships, quality of collective thinking, and quality of actions. Thus it's easier to come up with goals and action plans suitable for the current situation.

How is Ocapi different from other organizational assessment tools?

Organizational assessment tools have a tendency of being conducted just so that a few people can diagnose the current situation for the whole organization. Ocapi is different in a way that people in the workplace initiate and make use of it for themselves.

Why doesn't Ocapi provide benchmark data of other companies or organizations?

The concept of Ocapi is for members to define their desirable state, to discuss what is happening in the organization, and to find the next step for the future. Ocapi isn't suited for making comparisons with other companies or organizations. Once you start comparing results with other organizations and considering which is better, you tend to focus on fixing the parts that have lower scores, which ends up in demotivating members.

Some participants are skeptical that any organization can have high scores. What should I do?

There are organizations with averages higher than 4.0 for all 5 levels in quality of relationships, quality of collective thinking, and quality of actions. However, it doesn't necessarily mean that organizations with higher scores are better than those with lower scores. It's important to know what is happening behind the results. Those who doubt that organizations with high scores really exist, may not have an image of what an organization with high scores in each question may look like, and consider it's unrealistic. It's important to discuss such situations among each other, imagine what the high-score organization may look like, or what you want your organization to be like.

I got a comment from a respondent that s/he can't respond to some of the questions because s/he can't picture the situation. How can I answer?

If respondents don't understand what each question means, please have them respond based on their first thought. There's no need to worry. It's suggested that you spare some time to share each other's images of those statements when you hold discussions with the report later.

What kind of research is Ocapi based on?

For more than 20 years, Human Value has supported organizational change efforts in major corporations and government bodies. Human Value has collected qualitative data concerning the actual changes that have occurred through the initiatives, by reviewing the effectiveness of the change efforts with clients at the end of each project. When we tracked the process of organizational improvement, we found that the sequence of the properties was virtually identical regardless of the organization. To quantitatively validate our research, we conducted a web-based survey; a broad and representative spectrum of business people took the survey (2,000 people, male and female, management and non-management, of various ages, including 400 U.S. samples). As we found a good statistical fit to our qualitative model, the process of visible changes that occur while the organization improves itself can be seen as a standard pattern.

Recommended Group Size

How many participants are ideal to best utilize Ocapi?

Small units (such as teams and sections) can be ideal so that you can easily think of its current situation and implement action plans. It's also easier to find the next actions or recognize small improvements with a small number of people. However, more than three participants are recommended to have productive discussions. It's most effective if ALL members of the group take part in the assessment.

Does Ocapi have a limit to the number of respondents?

There is no specific limit to the number of respondents; however, we recommend you to utilize Ocapi with small units (such as teams and sections). That way it will be easier for members to get a clearer picture of the situation in the group. It's more likely that people will implement the action plans they come up with, compared to conducting it with larger groups.

Can several number of groups conduct Ocapi at the same time?

Yes. Once you create an account, it's possible to start several questionnaires for different groups (departments/sections/teams).

Recommended Time Period

How long does the whole process of Ocapi assessment take?

The whole process of an Ocapi assessment generally takes about two to four weeks, including the response period which is approximately one to two weeks. Output the report after the response deadline has arrived. It's suggested that you hold a discussion within two weeks after the output of the report. Please allow enough time to output the report, in case system issues may occur owing to force majeure.

After we take Ocapi once, when is the recommended timing for the next assessment?

It depends on the organization, but it's recommended to try it again after three to six months, as you would usually start to see some small changes around this time. At the same time, if you wait too long the efforts may lose momentum.

Payment

How much does it cost to take Ocapi?

Ocapi is 500 JPY per respondent. Ocapi does NOT charge you for creating an account. However, for the optional report function (separate reports for different attributes and groups) will cost you 30,000 JPY per attribute/group.

Do you offer large group discounts?

We do not offer any discount for large groups.

What are free tickets?

If there are respondents who didn't answer the questionnaire you created, free tickets corresponding to the unanswered number of respondents will be added to your account. One free ticket is equivalent to the fee for one respondent (500 JPY). These ticket(s) will be consumed automatically when you create a new questionnaire. Tickets will expire six months after you end the last assessment. These tickets can be consumed only once. However, free tickets will not be provided for assessments created using the Payment Code Services.

Do you issue an estimate for Ocapi?

Although we don't issue estimates, a quick estimate is available in the Prices page for you to see how much your questionnaire will cost.

How do we make payments for Ocapi?

You can make the payment with your credit card through PayPal.

Can you issue an invoice to make payments through wire transfer?

We basically don't issue invoices. However, for contract-based services to support large-scale use of Ocapi, including services to simplify the payment process, contact us ocapi@humanvalue.co.jp.

Will a receipt be available after the payment?

A receipt can be issued once you complete a payment. You can set the name on the receipt. Please note that the receipt can be issued only once.

Will the fee for unanswered number of respondents be refunded?

Unfortunately, we don't refund the fee for respondents who didn't answer the questionnaire. However, free tickets corresponding to the unanswered number of respondents will be added to your account. These ticket(s) will be consumed automatically when you create a new questionnaire.

Tickets will expire six months after you end the last assessment. These tickets can be consumed only once. However, free tickets will not be provided for assessments created using the Payment Code Services.

I have finished creating a questionnaire and completed the payment. Can I quit and get refunded?

Unfortunately, we don't refund the fee. You can receive free ticket(s) based on the amount you have paid by pressing "Delete Assessment" found in the green "Tools" button on the Manage Assessment page. These ticket(s) will be consumed automatically when you create a new questionnaire. Tickets will expire six months after you end the last assessment. These tickets can be consumed only once. However, free tickets will not be provided for assessments created using the Payment Code Services.

Settings for Assessments

Can I look at the questionnaire before I start the assessment?

First create an Ocapi account. Next, create a new questionnaire and press "Preview the Response Page" found in the green "Tools" button on the page. A preview of the Questionnaire Response page will open.

Computers are not available in our organization. Are there printed questionnaire forms?

There is no printed version of the questionnaire. You can consider using iPhones or iPads, instead of computers.

Can I add a question to the questionnaire?

Unfortunately you can't. We don't provide services to add questions, in order to maintain the simplicity of the tool.

Can I change the expression or terms used in the questions?

Unfortunately you can't. The questions were determined based on statistical analysis of how different expressions influence responses.

Are the questionnaires and reports available in other languages?

Currently they are available in English and Japanese.

Do you have guidelines for setting the response deadline?

Commonly, it's set one to two weeks away from the creation of the questionnaire. It may result in a low response rate if the deadline is too short or too long.

What is the "Automatically Send E-mails Function"?

E-mail invitations and reminders (three days before and on the day of the response deadline) will be sent to respondents automatically by registering their names and e-mail addresses. Additionally, if a person responded twice, the latter response data will be used for the report. This prevents responses from being counted twice.

Note that invitations will be sent to respondents as soon as you complete the payment process. If necessary, notify the respondents before you create an assessment.

I'm using the Automatically Send E-mails Function, there are some participants who can't receive the e-mail invitations. What is the cause of it?

If the e-mails were undeliverable due to such reasons as incorrect e-mail addresses, it will be notified to you by an e-mail titled "[Ocapi] Mail delivery failure".

If you didn't receive any notice, the following may be the case.

These causes can't be determined or solved by the Ocapi system.

There are respondents who don't have or can't use their e-mail addresses. Can they participate?

You can set the assessment without the Automatically Send E-mails Function. In this case you will receive one URL which all respondents will share. Please note that you will need to send all respondents invitations to participate in the assessment.

I use the Automatically Send E-mails Function, could I stop using this function?

No. You can't start/stop using this function during an assessment that has already been set.

A respondent can't access the Questionnaire Response page. What should I do?

You won't be able to access the page if the response deadline has expired or the report has already been output. Please go to the Manage Assessment page and check the settings. There is also a possibility that your computer browser doesn't meet the system requirement. Please check the "System Requirements" section on the bottom of this page.

A participant has responded twice. What should I do?

If you are using the Automatically Send E-mails Function, the latter response data will be used automatically for the report. If you are not using this function, delete the unnecessary response data from the list of respondents in the Manage Assessment page.

There are people who moved out of the group. Can I delete the unnecessary response data?

Yes. You can delete the unnecessary response data from the list of respondents in the Manage Assessment page before you output the report. Note that once you output the report, you will not be able to output the report again.

I belong to more than two groups. Can I respond once and include the data in both reports?

No. You will need to respond for each group. Normally, the response should be different when you assess different groups.

Can I extend the response deadline?

Yes. You can extend the deadline for the assessment on the Manage Assessment page. However you can only choose a date in the month of the creation of the questionnaire or its following month. (e.g. If the questionnaire was created on November 15th you can set the deadline only on or before December 31st).

Can I increase the number of respondents for ongoing assessments?

To increase the number of respondents, simply increase the "Number of Respondents" field on the Manage Assessment page. The fee for the additional number of respondents will be charged.

Can I check the status of the responses?

You can see the names and number of the respondents who completed the questionnaire on the Manage Assessment page.

I'm not using the Automatically Send E-mails Function. How should I send reminders to respondents who have not yet responded?

Check the list of people who have completed the questionnaire on the Manage Assessment page and remind the respondents who have not yet responded.

I use the Automatically Send E-mails Function. Could I send additional reminders to respondents besides the automatically set timing (three days before and on the day of the response deadline)?

Yes. Press "Send Reminder" found in the green "Tools" button on the Manage Assessment page.

I use the Automatically Send E-mails Function, could I resend a reminder to a respondent who accidentally deleted the e-mail containing the link to the Questionnaire Response page?

Yes. Press "Send Reminder" found in the green "Tools" button on the Manage Assessment page. You can select the participant whom you would like to send a reminder to.

Can I save the progress of my responses and finish later?

Unfortunately you can't. Your responses will be deleted if you close the window before you press the "Send" button and confirm.

How can I encourage the participants to respond?

It's effective to share the intent and purpose of the assessment and ask them to respond to the questionnaire, not only through e-mails but also through verbal communication.

Do I need to respond to all questions?

Yes. Responses are required for all questions. You won't be able to send your responses without completing all questions.

How long will it take to complete the questionnaire?

It should take about 15 minutes to complete. You may take more or less time.

How will the personal information be handled?

Please visit our Privacy Policy.

https://ocapi.jp/privacy.html

You can also manually delete the personal information, such as e-mail addresses and names registered, by pressing "Delete Personal Information" found in the green "Tools" button on the Manage Assessment page.

Output of the Report

What information does the Ocapi report contain? Can I see a sample of the report?

A sample is available on the Resources page.

Are there comments on the report about patterns seen in our result?

Reports do not include such comments. It's important to find the next steps through the discussion with members; rather than a third party making comments and suggestions to implement certain measures.

Does Ocapi provide benchmark reports?

No. The purpose of Ocapi is for members to define their desirable state, to discuss what is happening in the organization, and to find the next step for the future. Therefore Ocapi doesn't provide benchmark reports.

Can I output a comparison report of past assessments?

Although you can't output a comparison report, all the reports from the past assessments are saved in the system. You can download them to compare results.

How should I download the report for the past assessments?

You can download them from the green "Tools" button on each Manage Assessment page. Press "Download Report" to receive an e-mail containing the link to download the report. We recommend you to file all the past data on your own, just in case.

Can I get a report with combined results from several organizations?

Unfortunately you can't. If you need combined results, consider using the Optional Report Function when you create a new questionnaire. For details on the Optional Report Function, look at the information in the popup box on the page to create a new assessment.

Can I receive individual results?

Ocapi doesn't provide individual reports. It's not important to find out how each person responded. Rather, it's important to discuss differences of perceptions and their background and to find the next step by looking at the results of the group.

Can I get separate reports for different attributes and groups?

Yes. You can use the Optional Report Function when you create a new assessment. Please note that the use of the Optional Report Function will cost you 30,000 JPY for each set of attribute/group.

How do I receive the reports?

You can output and download your report (PDF) any time from the Manage Assessment page. Please note that once you output the report, the Questionnaire Response page will close and the assessment is complete. You will not be able to change settings for this assessment nor extend the deadline to collect more response data once you output the report. It may take a while for you to receive the e-mail with the download link.

As the e-mail will be sent only to you, please be responsible for sharing the results with other respondents. Please allow enough time to output the report, in case system issues may occur owing to force majeure.

How should I share the report with the participants?

You can download the "Guide for Discussion" from the Resources page. Refer to the guide and organize the discussion with members, where you can also hand out the report. By discussing the result with the report, you will find many insights and hints for future actions.

Holding Discussions with Ocapi Reports

Why should I hold discussions with the reports?

Ocapi is most effective when participants hold discussions and determine self-directed actions to improve the organization. By holding discussions, members can discuss their concerns and share their insights about the report. It's less effective to just read the results alone.

When should we hold the discussion?

We recommend you to hold the discussion within two weeks after the output of the report. Also make sure you send out the "Pre-discussion Reading" one week prior to the discussion. It's critical that the participants prepare themselves with the material, so that you can have effective discussions. Otherwise you might need to spend a large amount of time making sure participants understand the concept of Ocapi and finding its relevance. You can download the material from the Resources page.

Who should participate in the discussion?

We recommend you to invite all respondents. By discussing the results and sharing how each person perceives the situation of the organization, it's more likely that feasible next steps can be found.

How much time do we need for a discussion?

Though it depends on the number of participants and the way you hold the discussion, approximately two to two and a half hours should be appropriate. You can download the "Guide for Discussion" from the Resources page. Refer to the guide and schedule the discussion on the date most suitable for your group.

How should I discuss the report?

You can download the "Guide for Discussion" from the Resources page. Refer to the guide and design the process so that it fits the situation of your group.

Can I ask Human Value to facilitate the discussion?

Human Value can offer consulting services to support groups to hold discussions using Ocapi reports and to develop self-directed actions (additional consultation fee will be incurred). For further information on our consulting services, please contact ocapi@humanvalue.co.jp.

We don't have the time to hold discussions. Should we conduct the assessment?

If you can't hold the discussion, we recommend you not to conduct the assessment for now. Choose a better timing so that you can hold a fruitful discussion.

I conducted Ocapi with more than one group. How should I hold the discussions?

You can either have separate discussions for each group or have a discussion all together. Either way can be effective.

Are there any guidelines for finding the next steps?

If you try to implement various action plans at once, the effort may lose focus and eventually result in too much work. Decide on one or two things that are achievable and easy to try. If it's difficult to agree on one action as a group, it's also effective for each member to decide on a step that they personally want to try.

Interpreting the Results

Is there an optimal score we should achieve? Is there a general standard?

There is no general standard or criterion that shows ideal Ocapi results. The individual responses can be easily biased according to the participant's perception — the results are just a summary of these responses. In addition, the desirable state, strategy, and goal are different for each organization. It's useless to compare results with other organizations or with particular standards.

How is the "property average" calculated?

Respondents rate questions for each property as "5. Strongly Agree," "4. Agree," "3. Neither," "2. Disagree," or "1. Strongly Disagree." The average value of all responses to questions in each property is calculated and tabulated as the "property average."

Note that the questions don't correspond exactly with the description of the properties.

How are the total scores for quality of relationships, quality of collective thinking, and quality of actions calculated?

The responses to questions in each quality is multiplied by coefficients. A grade of 10 represents a perfect score.

Does a smiley icon (average value of 4.0 or higher) mean that we have done enough?

It doesn't mean that the effort to improve the organization should end, even if smiley icons appear in all levels. The improvement of scores may last for only a short period of time. It's important to conduct the assessment continually to see the condition of the organization which may change day by day. Use Ocapi to find ways to move forward for a better organization.

Are the description of the properties equal to the questions for each property?

No, the description of the properties and the questions aren't exactly the same. Also note that there isn't necessarily just one question per property.

Are there common patterns in the way property average scores come out?

The levels and order of the properties on the report are organized based on the common pattern found in both our qualitative and quantitative research. Some properties may tend to have higher or lower scores according to the corporate culture, areas of business, job types, and organizational circumstances.

Are there cases that efforts to improve the organization but the scores get lower?

Yes, sometimes that's the case. The scores are just the summary of how respondents rated each question. The scores may get lower as the respondents' expectation or awareness gets higher. Low scores don't necessarily mean worse. All the same, high scores don't necessarily mean better. Therefore, instead of looking at the absolute value, discuss the expectation and perceptions behind the results.

Managing Your Account

Do I need to pay for creating an Ocapi account?

You do NOT need to pay for creating an account.

I forgot my password. What should I do?

Please reset your password from the link below.

https://ocapi.jp/remember_password

Can I change the setting (e-mail address or password) for my Ocapi account?

Yes. To change your registered e-mail address or password, login to your account and select "Account Settings" found in the gear icon menu on the upper right side of the page.

Can I share an account with other people?

No, you can't share an account with other people.

Somebody else will be in charge of assessments in the future. What should I do with the account?

The new person in charge will need to create a new account. You can give the past reports to your successor to pass on the information.

System Requirements

What are the Internet requirements for Ocapi?

Ocapi requires the following browser:

*In any case, the JavaScript needs to be enabled in your browser

Support Services

Who should I contact when I have problems or questions regarding this assessment?

First of all, please go through the list of questions on this page; if you don't find answers here, contact ocapi@humanvalue.co.jp.

Do you have a summarized material of Ocapi for me to gain approval to conduct the assessment?

You will find downloadable documents including the "Summary of Ocapi" on the Resources page.

Can you assign a staff to support the administration of Ocapi in my organization?

We usually don't assign a staff to support the administration of the assessment for individual Ocapi users. However, Human Value offers consulting services to support organizational change processes using Ocapi on request (additional consultation fee will be incurred). For further information on our consulting services, please contact ocapi@humanvalue.co.jp.

Can you provide us with analysis or recommendations based on our results?

We basically don't offer such services. It's important that members find the next actions to move forward through discussions rather than a third party providing instructions and suggestions.

However, Human Value offers consulting services to support organizational change processes using Ocapi on request (additional consultation fee will be incurred).

Are there seminars or workshops on Ocapi?

Currently seminars and workshops are offered only in Japanese. For further information, please contact ocapi@humanvalue.co.jp.

Do I need to be certified to conduct Ocapi?

No. Anyone interested can start and conduct Ocapi at any time.

Do you provide support services when conducting Ocapi with a large number of participants?

Contact us ocapi@humanvalue.co.jp for contract-based services to support large-scale use of Ocapi, including services to simplify the payment process.

About Us

What does Human Value do?

Human Value, Inc. provides consulting services for human resource development, organizational development, and organizational transformation, to corporations and government bodies. We also create the space to learn together with our clients. For further information, please visit our website.

http://www.humanvalue.co.jp/hv2/english/