Analyzing Program and Dialog Results

This chapter discusses workforce survey analysis, and contains the following sections:

• Understanding Workforce Reports

• Setting Up Workforce Surveys

• Staging Data for Workforce Surveys

• Generating and Analyzing Workforce Surveys

Understanding Workforce Reports

PeopleSoft Workforce Communications 9.1 provides a number of operational and analytic reports allowing decision makers to view survey results, gauge the effectiveness of HR initiatives, make informed recommendations and take appropriate action.

Trends identified among various demographics can be used to cut costs, increase productivity, improve the workplace and retain staff. Program performance metrics can be used to plan future HR programs as well as chalk out the future course of action that needs to be taken by the organization.

PeopleSoft Workforce Communications reports help you answer the following types of questions:

• Which initiatives were most successful?

• Has the initiative resulted in the committed goal of cost reduction?

• What percentage of recipients responded to the survey?

• How many people opened the email communication? Who didn't open it?

• Which workforce demographic is the most and least satisfied or engaged?

• How are satisfaction and engagement related to other factors?

• How do you get the right talent in the right position?

• How many contractors have been hired as a result of alumni programs?

Workforce reports are intended for use by HR management, HR analysts, and management teams that need visibility to survey and dialog response information. Because the reports are available to a broader audience than administrative reports, it is important to maintain security by restricting access only to those who have permission to view their information.

See Creating Audiences with Workforce Communications.

See Working with Dialogs.

Available Reports

Workforce Communications includes several reports that you can use to analyze your workforce data. These include:

• Workforce Survey List pagelet.

• Workforce Survey Analysis Report.

• Survey Individual Response Report.

• Survey Aggregate Response Report.

• Dialog Performance Report.

Workforce Survey List

The Workforce Survey List is a portal pagelet displaying a summary of dialogs showing survey scores across all respondents. From here, users can drill down to the Workforce Survey Analysis Report to perform advanced analysis for a specific dialog. Only those dialogs for which you are identified as a team member appear on this list.

See Working with Dialogs.

Workforce Survey Analysis Report

The Workforce Survey Analysis Report (an ACE Interactive Report) is accessible from the Workforce Survey List pagelet and from the menu. It allows advanced analysis of survey results across various dimensions. For example, an HR survey could be sent out to an audience consisting of a large number of workers. Every respondent of the survey has unique attributes in terms of their age, gender, experience level, job title, location, and so on. The Survey Analysis interactive report enables HR management to slice and dice results of a scored survey across respondents simply by dragging and dropping these attributes onto the report. Types of questions that can be answered include:

• Which group has reaped the most benefits from a particular campaign?

• Has any improvement been made in worker productivity this year as compared to last year?

• Are employees in a particular office location or department more engaged than others?

• Which department or group scored the highest or lowest?

Survey Individual Response Report

Answers to every individual question in a survey for a respondent can be viewed in the Individual Response report. HR can use this report in cases in which a detailed review of every response needs to be performed. The following types of questions can be answered:

• What stated skill set does a particular worker bring to the table?

• What reason for leaving did an employee enter in her exit interview?

Survey Overall Responses Report

The distribution of answer choices selected by respondents for each question in a survey can be seen in the Overall Responses report. HR users can deduce answers to questions such as:

• How many employees who use the organization use a particular benefit or program?

• What are the three top technical skills that workers in a particular department possess?

• How many people are extremely dissatisfied with their managers?

Dialog Performance Report

The success of an HR communications initiative rolled out as a dialog greatly depends on how effectively it reaches its target audience and how well the audience responds to it. The Dialog Performance interactive report displays key reach and response-related performance measures by dimensions such as dialog actions and audiences. Dialog reach measurements such as email hard and soft bounces, click through counts, ratio of emails opened to emails delivered, and so on are available for reporting purposes. Dialog response measurements such as response count, page visits, number of people submitting a survey, and so on can also be displayed.

Note. The Dialog Performance Report is described in the PeopleSoft Online Marketing documentation.

See Using Interactive Reports in PeopleSoft Marketing Applications.

Setting Up Workforce Surveys

To define dimension value groups, survey ratings, dimension mapping, and survey setup options, use the Dimension Value Groups, Survey Ratings, Role to Dimension Mapping, and Survey Setup Options components. Use the RSF_ASGN_RY_SVY_GROUP, RY_SVY_RATING, RY_SVY_ROLE_DIM, and RY_SVY_SETUP component interfaces to load data into the tables for these component.

This section describes how to set up workforce surveys.

Pages Used to Set Up Workforce Surveys

Setting Up Time Dimensions

Access the Time Frame Group – Period Definition page (Set Up CRM, Product Related, Marketing, Surveys, Time Frames)

Time Frame Groups are set up by WFC System Administrator, and must be set up in order for the Survey Analysis Report to run. After they are created, Time Frame Groups are selected in the Setup Options page. They are used to specify which quarterly and yearly time frames will be used for the Survey Analysis Report.

Defining Survey Usage

Access the Time Frame Group – Usage and Status page (Set Up CRM, Product Related, Marketing, Surveys, Time Frames, Usage and Status)

Period Use

Select the Workforce Communications Time Frame Group from the available list. You can create a Time Frame Group with any name for Workforce Communications, but you should ensure that the name you choose does not conflict with other time frames (such as those used in the Sales component) so that these components do not use the Workforce Communications time frames. All Workforce Communications time periods must be created within a single Time Frame Group.

Specifying Basic Setup Options

Access the Setup Options page (Set Up CRM, Product Related, Marketing, Surveys, Setup Options)

This page allows administrators to associate a Time Frame Group and a list of marketing objectives to a survey type. The setup is performed by the administrator; for the Survey Type of Workforce, you specify the time frame group to be used for the report's time frame.

See Setting Up PeopleSoft Enterprise Marketing and TeleSales.

See Designing Email Documents.

See Setting Up Time Dimensions.

Mapping Roles to Dimensions

Access the Role to Dimension Mapping page (Set Up CRM, Product Related, Marketing, Surveys, Role to Dimension Mapping)

The Role to Dimension Mapping page is used to define which roles will able to see specified reporting dimensions in the Workforce Survey Analysis Interactive Report. For example, you might want to allow entry-level HR analysts to see results by location, but not by age group or gender.

Setting Up the Age Group Dimension

Access the Age Groups page (Set Up CRM, Product Related, Marketing, Surveys, Dimension Value Groups).

Age groups are a one-time setup, defined by the WFC System Administrator. Age group setup is used to specify the age group into which a particular survey respondent falls.

How Age Group is Computed

The system computes a respondent's Age Group by doing the following:

1. Calculate the age of the person in years by taking the date the person submitted the survey and subtracting the Date of Birth, then converting this value to years.

2. Using the defined age groups, determine the age group range into which the person should be placed.

Updating Age Groups

You can safely update age groups for a survey before it has any responses. However, if you want to update an age group (that is, update a row that already exists on the Age Groups page) and if any survey responses exist in the system, a warning message will display if you try to do any of the following:

• Update the Minimum Age value.

• Update the Maximum Age value.

• Update the Description.

• Delete the row.

The warning message will indicate that deleting or updating age groups can result in the generation of an incorrect Survey Analysis Report. In order to prevent this from happening, you should save changes on the Age Groups page and then run the Stage Data for Reporting Application Engine program with the Refresh Dimension References option selected.

See Staging Data for Workforce Surveys.

Setting Up the Years Employed Dimension

Access the Years Employed page (Set Up CRM, Product Related, Marketing, Surveys, Dimension Value Groups, Years Employed)

Years Employed is a one-time setup, defined by the WFC System Administrator. Years Employed setup is used to specify a range of years into which a particular survey respondent falls.

How Years Employed is Computed

The system computes a respondent's Years Employed tier by doing the following:

1. Calculate the number of years the person was employed by taking the date the person submitted the survey and subtracting the Hire Date, then converting this value to years.

2. Using the defined Years Employed tier, determine the tier into which the person should be placed.

Updating Years Employed

You can safely update Years Employed tiers for a survey before it has any responses. However, if you want to update a tier (that is, update a row that already exists on the Years Employed page) and any survey responses exist in the system, a warning message will display if you try to do any of the following:

• Update the Minimum Years value.

• Update the Maximum Years value.

• Update the Description.

• Delete the row.

The warning message will indicate that deleting or updating Years Employed tiers can result in the generation of incorrect interactive reports. In order to prevent this from happening, you should save changes on the Years Employed page and then run the Stage Data for Reporting Application Engine program with the Refresh Dimension References option enabled.

See Staging Data for Workforce Surveys.

Staging Data for Workforce Surveys

Before data from Workforce Communications surveys can be analyzed, it must be extracted in raw form from the tables where it is stored, transformed by retrieving and calculating various dimension values, and loaded into a table that is used for reporting purposes. This extract, transform, and load (ETL) process improves the performance of the Workforce Survey List pagelet and the Workforce Survey Report. It also allows a “snapshot” of a person's HR attributes (such as job, location, and department) to be stored, since these attributes change over time.

Workforce Communications uses an Application Engine program named Stage Data for Reporting to implement the ETL process. The program can be run on demand or scheduled to run periodically (for example, nightly). You should run the program with the Incremental Refresh option when survey responses come in, and with the Refresh Dimension References option when you make changes to your setup data (for example Age Group, Score Bracket, or Years Employed definitions).

Workforce survey data is staged by the WFC System Administrator.

Page Used to Stage Data for Workforce Surveys

Staging Data for Reporting

Access the Stage Data for Reporting page (Set Up CRM, Product Related, Marketing, Surveys, Stage Data for Reporting)

Incremental Refresh

When the Application Engine program is run with this option, only the previously unprocessed rows in the Online Marketing tables holding survey responses will be processed and added to the reporting table. This is the default option.

Refresh Dimension References

When this option is chosen, the Age Group, Years Employed, and Score Bracket IDs in each row in the reporting table are updated with the latest values if changes were made to any of these since the last Application Engine program was run in this mode. The Application Engine program must be run in this mode after changes are made to the Age Groups, Years Employed, or Score Brackets setup information so that the reporting table correctly reflects the changes made.

Incremental Refresh Mode

When Incremental Refresh mode is selected and the Stage Data for Reporting program is run, the following actions occur.

Determine Rows to be Processed

The program first determines which rows in the survey data table need to be processed. Only rows belonging to dialogs that have the following considerations are eligible for processing:

• The Objective value is associated with the Survey Type of Workforce.

• At least one Survey document exists in the dialog.

• The survey response row has a Status of Complete.

The program also checks whether a person has submitted the same survey multiple times. If two or more unprocessed rows in completed status are found for the same survey and for the same person in a single Quarter (as defined in the Time Frames setup), then only the latest row is processed. When adding this row to the reporting table, the program checks to ensure that a row for the same person, for the same survey, and for the same Quarter does not already exist due to previous processing. If such a row does exist, then that row is replaced with the new row.

Determine Information About Respondent

Next, the system checks to see if the respondent can be identified (that is, if a BO_ID exists in the database) or is anonymous. If the respondent is not anonymous, the following information is determined:

• Department

• Job Title

• Location

• Gender

• Country

• Date of Birth

• Hire Date

• Role (Worker or Person of Interest)

If the respondent is anonymous, these values are considered to have a default value of Unknown. This is also true of any dimensions that are not supplied for a particular identifiable respondent (for example, if a respondent with the Role of Person of Interest does not have a Department value).

Next, the respondent's Age Group is calculated by using the Date of Birth and then computing the Age Group into which he or she falls. If the respondent is anonymous, the Age Group is given the value of Unknown.

Similarly, the respondent's Years Employed tier is calculated using the most recent Hire Date on the person's record and then computing the Years Employed tier into which this value falls. As with Age Group, this value is set to Unknown for anonymous respondents.

Next, the Score Bracket into which the survey score falls is calculated by comparing the respondent's answers with the Score Brackets that were set up for the survey.

Finally, the Quarterly and Annual time periods into which the survey completion date falls is calculated.

All of the calculated data is stored as a row in the reporting table.

Refresh Dimension References Mode

When Refresh Dimension References mode is selected and the Stage Data for Reporting program is run, the following actions occur:

1. Determine whether changes were made to any of the following setup values since the last time the Application Engine program was run:

   • Age Groups

   • Years Employed

   • Score Bracket

2. If the Age Group setup values were changed, the Age Group IDs in the reporting table are updated to match the new setup values.

3. If the Years Employed setup values were changed, the Years Employed Tier IDs are updated on all rows of the reporting table.

4. If the Score Bracket setup values for any survey were changed, then the Score Bracket ID is updated in the reporting table, but only for those surveys affected. Surveys that were not affected remain as they were.

Analyzing Workforce Reports

Workforce Communications includes the following reports that you can use to analyze your survey data. These are:

• Workforce Survey List Pagelet.

• Workforce Survey Analysis Report.

• Survey Individual Response Report.

• Survey Overall Response Report.

• Dialog Performance Report.

Note. The Dialog Performance Report is described in the PeopleSoft Marketing Applications documentation.

See Understanding Workforce Reports.

See Using Interactive Reports in PeopleSoft Marketing Applications.

Pages Used to Analyze Workforce Reports

Workforce Survey List Pagelet

Access the Workforce Survey List pagelet (Personalize, Content, select Workforce Survey List under the Marketing group box).

The Workforce Survey List pagelet displays the list of Workforce Communications Survey Dialogs available to the user for analysis. The pagelet is available in the Marketing section of the CRM homepage; you display it by selecting it in the Personalize Content page accessible through the Marketing section.

Personalizing the Workforce Survey List Pagelet

Access the Personalize page (click the Edit icon in the upper right corner of the Survey List pagelet).

Pagelet personalization is performed by each individual user, to specify the items they want to view on the page and how they want to sort them.

Remember that survey dialogs will only appear on the pagelet for users or roles who are authorized to view them.

Viewing the Workforce Survey Analysis Report

Access the Workforce Survey Analysis Report (Marketing, Interactive Reports, Workforce Survey Analysis.)

Launching the Workforce Survey Analysis Report

When you access the Workforce Survey Analysis Report, a configurable search page is displayed, showing the surveys that the user or role can view. Only those users or roles with the Aggregate Reports permission (defined on the Dialog Designer – Team setup page). You must specify a business unit for the search; all other fields are optional.

After the search has completed, you can view one or more surveys (for example, if you wanted to compare a previous year's survey with this year's version. Choose one or more surveys by selecting their Select check boxes, then click the Launch Survey Analysis Report button to launch the reports. You can also click a dialog name in the result list to launch the report for that survey.

Viewing the Workforce Survey Analysis Report

The Workforce Survey Analysis Report contains two tabs:

• Workforce Survey Analysis.

• By Score Bracket.

Survey Analysis Tab

The Survey Analysis tab shows measures by dimensions other than Score Bracket, assuming that they have been enabled for the user’s role. The default dimension chosen for the user’s role in the Role to Dimension Mapping screen appears by default on the Y axis of the analytic grid.

The following data is displayed in the analytic grid:

By Score Bracket Tab

This report uses Score Bracket as the default dimension of the Y axis of the analytics grid. All other dimensions enabled for the user’s role are also displayed.

Filters	Survey: The selected survey. Year: The year in which the survey falls. Quarter: The quarter in which the survey falls. Other dimensions: The other dimensions that have been enabled for the user's role on the Role to Dimension Mapping setup page.
Grid	The grid's Y axis shows the Score Brackets. The X axis shows: Respondents. % of Total Respondents (Respondent count (for cell) divided by the total number of survey respondents * 100).
Refresh Chart	Click this button to refresh the graphical chart from data in the grid. You should click this button any time the data in the grid changes to ensure that the grid and the chart are displaying the same data.
Chart	This bar chart plots Respondents (# of Respondents) on the Y axis. The X axis is specified by the Y-axis dimension of the analytics grid. If there are multiple dimensions on the Y axis of analytic grid, then the outermost dimension is shown on the chart's X axis.