Pulse Surveys · Vibe Anywhere: Pulse Surveys Vibe HCM: Proprietary and Confidential 2020 5 Reports...
Transcript of Pulse Surveys · Vibe Anywhere: Pulse Surveys Vibe HCM: Proprietary and Confidential 2020 5 Reports...
Vibe HCM: Proprietary and Confidential 2019
Pulse Surveys
The Pulse Survey is designed to give you the ability to quickly create employee surveys that
allow for anonymous feedback. This will allow to gauge team/company health on
engagement topics.
Pulse Surveys are intended to be a quick task that is run on a regular basis (but can happen
as often as you wish).
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Table of Contents The Pulse Admin Console ............................................................................................................. 3
Security Roles ............................................................................................................................. 3
Where to find the console ......................................................................................................... 3
Navigation................................................................................................................................... 4
Reports ........................................................................................................................................... 6
Dashboard .................................................................................................................................. 6
Survey Results ............................................................................................................................ 9
Surveys ......................................................................................................................................... 14
Create Survey ........................................................................................................................... 14
Create a survey (from scratch) ............................................................................................ 15
Create a survey (using exisiting) ......................................................................................... 15
Survey Details ....................................................................................................................... 15
Survey Questions ................................................................................................................. 18
Custom Questions ................................................................................................................ 19
Browse Surveys ........................................................................................................................ 21
Cancel Survey ....................................................................................................................... 22
Close Survey ......................................................................................................................... 24
Participant Experience ................................................................................................................ 26
Accessing the survey from within Vibe .................................................................................. 26
Accessing the survey from email ............................................................................................ 27
Completing the survey ............................................................................................................ 28
Additional Information ................................................................................................................ 29
Core Question Library ............................................................................................................. 30
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The Pulse Admin Console
Security Roles
Access to the Pulse Console requires additional security roles that can be added in position
management.
There are 2 security roles available for Pulse:
• Vibe Pulse Administrator – This role grants full access to the Pulse admin console
to create surveys and view results for the entire organization.
• Vibe Pulse Reporting – This role grants access to the Reports tab in the Pulse
console.
These roles do not follow any data access restrictions.
Details on how to add security roles can be found in the Vibe HCM
Core/HR User Guide.
Where to find the console
To access the console, click on the Manager Hub link in the navigation bar:
Then locate The Pulse icon, in the top right corner of the page:
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The console will then open in a new frame.
Navigation
Once the console opens it will load to show the Dashboard Report for the most recent
survey:
On the left side of the page is a menu:
Clicking on the arrows, will drill down to reveal the available options (based on security
role):
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Reports
1. Dashboard – Shows high level information for the selected survey.
2. Survey Results – Shows more detailed information and breaks score down by
question.
Surveys
3. Create Survey – Allows user to setup a new survey either from scratch or using a
template.
4. Browse Surveys – Find summary information on surveys past/present. Allows
access to close/cancel surveys.
The Surveys menu is only available to users with the Vibe Pulse
Administrator role.
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Reports
Dashboard
1. Use the drop-down menu in the top right corner to select a different survey to view.
2. Use the dropdowns to filter the information displayed by organization/employer,
job function, location.
Use of job function may require additional configuration.
3. Participation section shows the following:
The percentage of
audience that has
completed a survey.
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The percentage
difference in
participation from
the previous survey.
This will show as red
for a decrease, or
green for an
increase. Blue will
display for no
change.
The number of
responses
The number of
participants who
chose to leave a
comment, if the
option was provided.
4. Survey Results section shows the following:
Engagement score
(scored out of 10)
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Engagement score
change (compared to
the previous survey)
- This will show as
red for a decrease,
or green for an
increase. Blue will
display for no
change.
Percentage of
employees engaged
– A bar chart
showing participant
engagement. This
will show as red for
disengaged, or
green for an
engaged. Blue will
display for neutral.
Shows the total
number of questions
in the survey in Blue,
the number of those
questions where the
score increased in
green, and the
number of questions
where the score
decreased in red.
5. If Job Functions have been configured, the bottom of the Dashboard report will also
display data under Group Comparison:
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The info displayed under Group Comparison is:
6. Job function with participant count
7. Engagement Score
8. Score Increase/Decrease from the previous survey.
This information allows the user to see engagement differences between the different
functional areas of the organization and determine where specific action may be needed.
Survey Results
This report will give more detailed analytics from the selected survey.
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1. Use the drop-down menu in the top right corner to select a different survey to view.
2. Use the dropdowns to filter the information displayed by organization/employer,
job function, location.
Use of job function may require additional configuration.
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3. Employee Engagement Score
Engagement score
(scored out of 10)
Engagement score
change (compared to
the previous survey)
- This will show as
red for a decrease,
or green for an
increase. Blue will
display for no
change.
A chart showing
score changes from
survey-to-survey.
4. Segmentation
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Shows the overall
trend from survey-
to-survey of
percentage of
employees engaged.
This will show as red
for disengaged, or
green for an
engaged. Blue will
display for neutral.
Shows percentage of
engagement by
tenure. This will
show as red for
disengaged, or
green for an
engaged. Blue will
display for neutral.
5. Question Details
This section breaks the survey down to view individual results for each question.
Allowing the user to determine specific areas of opportunity, so they can take the
necessary steps for improvement.
It shows the number of questions with a score increase in green, and questions
with a score decrease in red.
This section also displays the question categories allowing the user to drill in deeper
to see engagement score for each individual question.
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Clicking the arrow beside the category will drill in to show all questions from that category.
On the right it will display the total score (out of 10) and the increase or decrease from the
last survey where this question was asked. A score increase will display in green, and a
decrease in red.
6. Comments
The number of
surveys where
feedback was given
by the respondent.
The percentage of
respondents that left
a comment.
Allows user to
download a CSV
spreadsheet of all
the feedback given.
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As surveys are anonymous, feedback given will not display who left
the feedback. Only the comment will display.
Surveys
Create Survey
To begin creating a survey, start by clicking on the Create survey link in the Surveys menu:
The console will provide two options:
Option 1: Copy An Existing Survey, lets the user select an existing survey to copy and use
as a template. This option is useful when creating followup surveys where the majority of
questions and audience would be the same.
Option 2: Start From Scratch, lets the user create a survey using a blank form. This is
useful for creating an initial survey, which could later be used as a template for surveys
moving forward.
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Create a survey (from scratch)
From the Create New Survey screen, click create next to Create Blank Survey.
Then follow the steps in Survey Details.
Create a survey (using exisiting)
From the Create New Survey screen, select the survey to use as a template and click
create.
Then follow the steps in Survey Details.
Survey Details
Once an option is selected, the form will the generate below. If using an existing survey as a
template, run through all the fields to make sure everything is correct and make
adjustments where needed.
1. Survey name: Name the survey - this is how it will display where applicable.
2. Desired live date: Can be immediate or choose date
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a. This is not a free text field – the user will need to choose from calendar
widget.
3. Survey end date: Choose a date to turn the survey off for those taking it.
a. We recommend 1-2 weeks, but this may depend on the survey audience.
4. Feedback: Allows an open-ended question at the end of the survey.
a. Only one is allowed and cannot be added after each question
5. Notifications: There are two notification types available – Open Notification and
Reminder Notification.
a. If Send Survey Open Notification is selected, the system will send an email
to everyone in the audience, letting them know the survey is ready to be
taken.
b. If Send Survey Reminder Notification is selected, the user will need to
enter the number of days prior to the end of the survey that a reminder
email should be sent out.
c. The reminder notification only goes out to those that have not completed the
survey.
d. Only one email is sent for each notification type.
e. If neither notification type is selected, the system will not generate any
notifications for this survey.
6. Recipients
The user can select to send the survey to All Active Employees.
Or, the user can use the query builder tool to define a specific audience.
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The All Active Employees checkbox will only include employees
currently employed in an active assignment. If a survey must be
sent to employees on Leave of Absence, this audience will need to
be defined using the query builder.
1. Name the audience (in this example it will be for the Accounting Department)
2. Give a description for the audience
3. Click Add criteria to define the audience
4. Complete the parameters for the group (example: department is equal to
accounting)
5. Click Preview to see who will be included in the criteria chosen
6. Click save.
Once saved, the audience will display on the template
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Multiple audiences can be added to the same survey. To do this,
click the add button underneath the recipient list.
Survey Questions
Survey Questions are available via a question bank and are organized into 3 categories,
each with subcategories:
A. Engagement Level – Questions to demonstrate how engaged they are.
B. Engagement Outcome – Questions to determine how this is affecting things such as
their motivation and views of their future.
C. Engagement Driver – Questions to find a root cause for engagement such as
personal development, environment, or compensation.
The Core Question Library can be found at the back of this guide.
Click Expand All to see every question or select the arrow next to the specific section to
expand and see the sub-categories/questions:
You MUST use at least one question from each category to ensure
the most meaningful results.
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1. Click on the question from the left in the Question Bank, then drag and drop it in
the My Survey box on the right (the cursor will not change shape)
2. Click to remove if not needed by using remove all or the minus symbol next to a
specific question.
When building the survey, group questions from the same
categories together on survey as the results come out in order of
questions selected.
Custom Questions
Custom questions can be created, however, be careful! In order to calculate well in the
survey score, the question should fit into one of the categories already available (example:
a question about lighting in the office would be in the work environment category). The
question should also match the convention of the other questions. This means it should be
a statement and not something open ended, as the survey uses a rating scale.
1. Choose a question category from the dropdown menu
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2. Type in the question
Do not use any special characters or symbols (! @ # $ % ?, etc.) when
entering custom questions.
3. If the question will be used in the future, check the Add to Question Bank box.
4. Click add to my survey.
The question should then appear in the My Survey questions box at the bottom. Be sure
to group it with the corresponding category to ensure results report accurately.
When ready, click publish survey to push the survey out to the desired audience.
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The survey will generate, and a green success box will appear. When that happens, click
anywhere out of that box.
Browse Surveys
This page allows the user to view summary information on all surveys and allows access to
Cancel or Close a survey.
To access, click Browse Surveys in the Surveys menu:
The page will load, and the user can select which survey to view, using the dropdown menu
on the top-right:
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The page will show a summary of the survey. Current Status can be any of the following:
The survey has
started, and
audience members
can complete the
survey.
The survey has been
created but has not
yet launched. The
option to cancel is
also shown.
The survey was
cancelled before it
was launched.
The survey has
ended. The
audience can no
longer submit
responses.
The bottom of this page will show the questions in the survey, allowing the user to click the
arrow to drill down and view all questions:
Cancel Survey
If a survey is created and a mistake is made, it cannot be edited. To avoid a survey being
pushed out with errors, it is possible to cancel the survey.
From the Browse Surveys page, if the status is Pending, the option to Cancel will display
beside it:
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1. Click Cancel.
2. Click Yes.
3. Click OK.
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4. The status will now display as Cancelled.
The Pending status, and option to Cancel, are only present up until
the survey is generated by the system. This means if a survey is
created with a same-day start date, it can still be cancelled if the
user cancels it immediately before the system generates the survey.
Once the survey is open, the only option would be to Close the survey.
Also note, there are no close notifications generated by the system.
If this action is taken, other steps should be taken to inform the
audience that the survey is no longer available.
Close Survey
A survey will automatically close in the following circumstances:
1. The close date has been reached.
2. All members of the audience have completed the survey.
It is also possible to close the survey manually.
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1. Click Close Survey.
2. Click Yes.
3. Click OK.
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4. The status will now display as Closed.
There are no close notifications generated by the system. If this
action is taken, other steps should be taken to inform the audience
that the survey is no longer available.
Participant Experience
Accessing the survey from within Vibe
Participants are not required to login to Vibe to access the survey (Unless Survey Open
Notifications was not selected during survey creation). However, it is still accessible from
the homepage.
Once a survey is available, the Be Heard Survey icon will appear on home page:
Clicking on the icon, will open a new browser tab for the participant to take the survey.
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• This will only be visible to the defined audience on survey
details. Once the survey is taken, the icon is removed.
• HR will never know who took the survey based on
results/answers (see disclaimer on survey screen)
Accessing the survey from email
If Survey Open Notifications was selected during survey creation, once the start date is
reached the notification will go out to the chosen audience.
To access, the participant just needs to click Be Heard, at the bottom of the email.
The survey will then open in a new browser tab.
The user will not be prompted to login to Vibe.
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Completing the survey
1. The participant should read the statement and then select the number from the
scale that represents their level of agreement. (1 = Strongly Disagree, 7 = Strongly
Agree)
2. A notice at the bottom will display to remind the participant that the survey is
anonymous.
3. A progress bar displays in the top-right corner so participants can see how far along
they are.
If the option was selected to receive feedback, the final question will have a text box for the
participant to leave comments:
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Feedback is optional, so whether or not it is given the participant will click All Done, to end
the survey.
The participant can then click EXIT PULSE, to close the page.
• It may take up to 24 hours for the survey icon to be removed
from the homepage once completed. If the user tries to take
the survey again, the same thank you message will appear.
• There are no notifications generated when a participant
completes a survey.
Additional Information 1. If survey audience size is too small, it may be hard to get results. It also increases
risk of breaking anonymity.
2. There are currently no reports or printable versions of the surveys. Details are only
accessible in Pulse Console for those that have access.
3. Segmentation can currently only be done by employee tenure.
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Core Question Library
Category Sub-Category Question
Engagement
Level
Connection I am proud of the work that I do
Engagement
Level
Connection I am proud to tell people where I work
Engagement
Level
Connection I believe in the mission or purpose of my company
Engagement
Level
Connection I enjoy working with my team
Engagement
Level
Connection I feel I am part of a team
Engagement
Level
Connection I get a sense of personal accomplishment from my job
Engagement
Level
Connection I have close friends at work
Engagement
Level
Connection I share the same work values as my colleagues
Engagement
Level
Connection My company inspires me to do my best work
Engagement
Level
Connection My company's culture fits well with my values
Engagement
Level
Energy I am enthusiastic in my work
Engagement
Level
Energy I feel energetic in my work
Engagement
Level
Energy I feel passionate about my work
Engagement
Level
Energy I get excited about going to work
Engagement
Level
Energy I keep going when the going gets tough
Engagement
Level
Energy When I get up in the morning, I feel like going to work
Engagement
Level
Immersion I am fully immersed in my work
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Engagement
Level
Immersion I am often so involved in my work that the day goes by
very quickly
Engagement
Level
Immersion I concentrate on my work
Engagement
Level
Immersion I feel completely involved in my work
Engagement
Level
Immersion I feel happy when I am working intensely
Engagement
Level
Immersion I get carried away when I am working
Engagement
Level
Immersion I pay a lot of attention to my work
Engagement
Level
Immersion The day flies by when I am at work
Engagement
Level
Immersion When at work, I am completely focused on my job
Engagement
Outcome
Organization
Citizenship
I am willing to put in effort beyond what is normally
expected
Engagement
Outcome
Organization
Citizenship
I am willing to take on extra tasks when needed
Engagement
Outcome
Organization
Citizenship
I would recommend the company as a good place to
work
Engagement
Outcome
Turnover
Intention
Even if I had another job opportunity I would still view
my company as the best option
Engagement
Outcome
Turnover
Intention
Even if I was offered a similar job for similar pay at
another company I would stay working here
Engagement
Outcome
Turnover
Intention
I am planning to work at my company for the
foreseeable future
Engagement
Outcome
Turnover
Intention
I rarely think about looking for a job at another
company
Engagement
Outcome
Turnover
Intention
I see myself still working here in two years time
Engagement
Driver
Compensation
and Benefits
I am satisfied with my overall compensation
Engagement
Driver
Compensation
and Benefits
I am satisfied with the benefits package offered
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Engagement
Driver
Compensation
and Benefits
I am satisfied with the job flexibility offered by my
company
Engagement
Driver
Compensation
and Benefits
I am satisfied with the paid time-off I receive
Engagement
Driver
Compensation
and Benefits
My work environment supports a healthy work-life
balance
Engagement
Driver
Development I have good career opportunities
Engagement
Driver
Development There are opportunities for growth at my company
Engagement
Driver
Management Communication between leadership and employees is
good
Engagement
Driver
Management I am informed about changes or decisions that will
affect me
Engagement
Driver
Management I have a good working relationship with my manager
Engagement
Driver
Management I receive useful and constructive feedback from my
manager
Engagement
Driver
Management I trust the leadership of my company
Engagement
Driver
Management Management recognizes strong job performance
Engagement
Driver
Management My manager cares about my health and well-being
Engagement
Driver
Management My manager follows through on commitments
Engagement
Driver
Management My manager is available to help when I need
assistance
Engagement
Driver
Management My manager provides timely feedback
Engagement
Driver
Management My manager regularly checks in with me
Engagement
Driver
Management The leadership of my company has integrity
Engagement
Driver
Recognition I receive regular feedback on my work
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Engagement
Driver
Recognition I receive regular recognition for doing good work
Engagement
Driver
Recognition My opinion is welcomed
Engagement
Driver
Responsibility I am able to make decisions affecting my work
Engagement
Driver
Responsibility I have appropriate decision making input
Engagement
Driver
Responsibility I have the freedom and authority to make necessary
decisions
Engagement
Driver
Work
Environment
I have the equipment and resources necessary to do
my job
Engagement
Driver
Work
Environment
I know what I need to do to succeed at my company
Engagement
Driver
Work
Environment
I know what is expected of me at work
Engagement
Driver
Work
Environment
I understand how my work impacts my company's
business goals
Engagement
Driver
Work
Environment
My company is socially responsible
Engagement
Driver
Work
Environment
My company values diversity
Engagement
Driver
Work
Environment
My job makes good use of my skills and abilities
Engagement
Driver
Work
Environment
People with different ideas are valued at my company
Engagement
Driver
Work
Environment
There is an atmosphere of trust at my company