Online Survey Tool – Supporting Toolkit

Issuing of Online Credentials

Selecting the right survey in case primary contact is responsible for multiple

Create a Topic Contributor

Filling out the survey and monitoring the completion

Uploading documents

Questions that require documents

Document upload in survey itself (only for first year participants)

Additional document upload and monitoring

Pop-up questions

Online Survey Tool – Issuing of Online Credentials

Your primary contact for the Top Employers 2019 Certification Programmewill receive two emails from noreply@desan.nl

The first email will contain:• Generic invitation to the Certification Programme (e.g. TE2019AF or ZA)

The second email will contain:

• A link to the HR Best Practices Survey (www.survey.top-employers.com)

• Your organisation’s login credentials

Online Survey Tool – Issuing of Online Credentials

*You can either use the supplied password or create your own password

(log in > click on the „Account” link in the top right corner > click on „Change Password”)

*In case the account information email is lost, you can request a new password

anytime by clicking on the „Forgot password” button on the login page. After providing your email address, you will receive a new password via email.

*Please note you will not be able to respond to the email address no-reply@desan.nl

Should you not receive the emails from Desan, please check your junk/spam folder or

with your IT Department, as the email may be blocked. Should you have any questions or problems, please contact the Top Employers

Institute.

Online Survey Tool – Selecting the right survey in case primary contact is responsible for multiple

Start page for primary contacts completing the survey for 2 or more countries:

Before you start completing a survey you must ensure you are in the correct country

survey.

Step 1: Click on the drop down button to view all the surveys that are assigned to you

Step 2: Select the relevant country survey to start completing and/or view the status

1

2

Online Survey Tool – Create a Topic Contributor

Primary contact: primary.contact@gmail.com can create topic contributor

(one topic contributor per topic)

Primary contact creates new contact on the start screen at topic I (contact name: test 1) Test 1 automatically becomes the "Topic contributor"

Primary contact automatically becomes "Delegator" (still has access to this topic)

When the status of a user is "Topic contributor", it is possible to provide access to him/her by clicking on the "Send credentials" button, ticking the box in front of

the email address in the pop-up window and clicking on the “Send email” button. The user will receive the email with the credentials within a few minutes.

Topic Contributor (Test 1) is now only able to access Topic I, has no access to

other topics.

Online Survey Tool – Create a Topic Contributor

Please note the following: 1. A contact (email address) created at a given topic will also be in the list of contacts for other topics When a contact is created at a given topic, it will automatically become the topic contributor for that topic. The user will be in the list of contacts for other topics as well, but will not become automatically the topic contributor for the other topics. E.g.: contact "test 1" was created at Topic I, but it is also in the list of contacts at Topic A (see screenshot below). It is not set as "Topic contributor" by default at Topic A, but can be set by clicking on "Make topic contributor".

2. User rights cannot be removed, only contacts (email addresses) can be removed Please take into account, that if an email address is once assigned to a topic, the user with that email address will always have access to those topics that have been assigned to him/her, even if the user's status is "Delegator". If a topic was accidentally assigned to an email address, the only way to remove the access from an email address is to delete the email address from the list of the contacts. This will result in deleting the email address from all topics, not only from the one where the topic was accidentally assigned. If another topic should still be assigned to an email address, after deleting it from the contact list, it has to be created again and the relevant topic has to be assigned again.

3. A “Topic contributor” is also able to create more contacts and give access to more users but only for the topics that were assigned to him/her. E.g. if contact “test 1” logs in, he/she is able to create new contacts, create new topic contributor and new delegators, such as the primary contact, but only for the Topic(s) that were previously assigned to the user. In this case, only Topic I is available for the contact “test 1” on the start screen. Please see the screenshot below.

Online Survey Tool – Filling out the survey and monitoring the completion

Start Screen

Select the correct country(if primary contact is responsible

for multiple countries)

Start – End date: please keep in mind!

Please monitor the surveyprogress here. (the bar

shows the saved answers, the document countershows the number of documents uploaded)

Asigned to: who is responsible for filling out

the topic (primarycontact\topic contributor)

Status: Not started \ Started\ Submitted

Settings: manage topiccontributors ordocuments

Submit: submit topic

Please find more supportingdocuments and information

on these links!

Start Szrvey: To actuallys tart the survey

Online Survey Tool – Filling out the survey and monitoring the completion

Start survey:

Before starting the survey, there will be 1 or 2 pop-up windows

(first time or existing participant)

1. Declaration of truth (visible for both first time and existing participants)

2. Ackowledgement of the fact that answers and documents prefilled based on previous year (visible only for participants who filled out the survey in previous

year(s))

Online Survey Tool – Filling out the survey and monitoring the completion

Survey screen

These buttons shows the topic status:Grey = not startedHalf green = startedGreen = completed

Click on the Topic to view the questions

Always click on ‘Save’ to ensure you don’t lose any answers

Online Survey Tool – Uploading Documents

There are 2 ways to upload documents:

1. „Document upload” button in the survey itself – only available for first time

participants

2. Start screen > Settings (per topic) > Documents tab > „Upload” button

Online Survey Tool – Uploading Documents

The same pop-up window will be visible after using any of the options above.

Please note:

- There is a maximum of five documents per question with a size limit 20 MB each

- Do not upload zip files or documents containing macro’s or html

Use the ‘Comment’ field to indicate where (e.g. chapter/page) we can find the relevant information

Here you can delete the documents that have been uploaded to the system

Select the answer option for which you want to upload a document

Online Survey Tool – Uploading Documents

Questions that require document upload:

Organisations will be required to upload supporting

documentation to the online survey to verify answers to the

below topics and questions

Do NOT need to upload new supporting documents for answer options that previously required supporting documentation

There will be no ‘upload button’ available in the online survey tool

Last year’s participants:

First year participants

Survey tool Pop –up questions

List:0 - GENERAL INFORMATIONGeneral0 - V.b [Pop up] only when 0 - V.a.1 or 2 is ticked. 0 - V.c [Pop up] only when 0 - V.a.2 is ticked.A - TALENT STRATEGY

MeasurementA - 6. [Pop up] only when A - 5.1 is ticked.B - WORKFORCE PLANNINGMeasurementB - 7. [Pop up] only when B - 6.1 is ticked.C – TALENT ACQUISITION

MeasurementC - 8. [Pop up] only when C - 7.2 is ticked.D - ON-BOARDING

MeasurementD - 7. [Pop up] only when D - 6.4 is ticked.E - LEARNING & DEVELOPMENT

MeasurementE - 9. [Pop up] only when E - 8.3 is ticked.

F - PERFORMANCE MANAGEMENT

MeasurementF - 10. [Pop up] only when E - 9.2 is ticked.G - LEADERSHIP DEVELOPMENT

Practices (part 1)G - 4 - 2nd part [Pop up] only when G - 4.4 option 1 or option 2 is ticked.MeasurementG - 8. [Pop up] only when G - 7.3 is ticked.H - CAREER & SUCCESSION MANAGEMENT

MeasurementH - 12. a. [Pop up] only when H - 11.2 is ticked.I - COMPENSATION & BENEFITS

Practices (part 1)I - 4. [Pop up] only when I - 3.4 option 1 or option 2 is ticked.MeasurementI - 13. [Pop up] only when I - 12.2 option is ticked.

In order for a pop-up question to be enabled, it is required that a certain answer

option is ticked. (E.g. If a leadership competency model is not defined in your organisation, you will not get asked about further details regarding Leadership

competency. In this case the pop-up question (asking for more details) will be visible in the survey but disabled for providing answers.

Change! Used to be a pop-up in TE2018, not a pop-up anymore in TE2019: Culture TopicJ - CULTURECommunicationJ - 2. b. [Pop up] only when J - 2.a.1 option 1 or option 2 is ticked.2.a.1 option 1 or option 2 DOES NOT activate 2c. (not a pop up question).J - 2. d. [Pop up] only when J - 2.a.3 option 1 or option 2 is ticked.J - 2. e. [Pop up] only when J - 2.a.4 option 1 or option 2 is ticked.Engagement studyJ - 3b. [Pop up] only when J - 3a.1. is ticked.J - 3a.1 DOES NOT activate J - 3f. (not a pop up question) J - 3c. [Pop up] only when J - 3a.1 is ticked.J - 3d. [Pop up] only when J - 3a.1 is ticked. J - 3e. [Pop up] only when J – 3b.2 is ticked.Exit ManagementJ - 10. c. [Pop up] only when J - 10.b.2 is ticked.