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).

Vibe Anywhere: Pulse Surveys


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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


Shows percentage of

engagement by

tenure. This will

show as red for

disengaged, or

green for an

engaged. Blue will


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

pulse surveys · vibe anywhere: pulse surveys vibe hcm: proprietary and confidential 2020 5 reports...

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