D.Profile: User Guides User Manual... · D.Profile: User Guides. ... Establish employee / respondent data file to contain relevant client HR data ... Employee D.Profile ID, Employee

D.Profile: User

GuidesActivity Analysis

Site Profile

September 2016

dprofile.deloitte.com is not for testing. Users need to conduct testing in sdprofile.deloitte.com. Email [email protected] for access

D.Profile: Activity Analysis

User Guide

September 2016


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Copyright © 2016 Deloitte Development LLC. All rights reserved.

Activity Analysis Tool Overview 3

Creating a New Survey 4

Pausing and Resuming Survey Creation Process 5

Primary Information - Survey Due Date, Hiding Deloitte Branding, Respondent Contact Information 6

• Landing Page Message to Respondents 7

• Survey Administrators 8

Client and Project Information 10

• Project Information 11

Taxonomy Background 13

• Downloading a Taxonomy Template 14

• Taxonomy Customization 15

• Uploading Customized Taxonomy 16

Employee / Respondent File Background and Instructions 17-19

• Employee D.Profile Number / Employee Number / Email 20

• Address Clarification 21

• Hours Per Week / Job Title 22

• Exemption Status / Wage Band 23

• Years of Service / Corporate Level / Latitude and Longitude 24

• Excluded from Final Results 25

• Respondent Employee ID / Type of Change 26

Customize Email to Respondents 28

Testing, Reviewing, Launching Survey 30-33

Respondent Survey Completion 34-40

Survey Administration 41-47

Contents

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Activity Analysis Tool Overview

Create a standardized tool that can be deployed on any engagement where Activity Analysis is relevant

Provide common functional taxonomy templates based on project type that can be customized to suit each client

Establish employee / respondent data file to contain relevant client HR data in standardized format

Enable practitioners to successfully and easily deploy an activity survey and analyze the results

The Activity Analysis Tool was created to enable a standardized approach for functional activity surveys and corresponding analysis on client engagements

Tool Objectives

A tool that generates a high-level understanding of how employees spend their time

Data collection that enables analysis around service delivery model as well as spans and layers

A detailed representation of the processes that each employee follows to complete work

What It Is What It Is Not

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Creating an Activity Analysis Survey

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Step 1: Go to the D.Profile Survey SiteStep 2: Select “Create New Survey”Step 3: Select “Activity Analysis”

https://sdprofile.deloitte.com/

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Pausing and Resuming Survey Creation

• Once in process of creating survey, user may exit at any point and tool will automatically save progress as long as user has internet connection

• User may return to site and resume creation of incomplete survey at any time through “My Surveys” page

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Primary Information

• “Survey Due Date” is for reference only – Survey will remain open after due date

• “Show / Hide Deloitte Branding” option allows survey creator to remove all Deloitte branding from survey if desired

• “Respondent’s Contact Information” should be client project leader if project is ‘Client-led’, or project’s Deloitte point of contact if Deloitte is operating transparently

Survey Due Date, Deloitte Branding, Survey Respondent’s Point of Contact

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Customize Message to Survey RespondentsReplace all bolded text in email, make changes (if applicable)

• “Landing Page Message” is the message the respondent will see after clicking link to survey

• In standard cases, changes to the Landing Page Message will be unnecessary except for insertion of:

Client Name, Contact Name and Email, Survey Due Date• Default message contains default language to streamline effort – but changes

may be made if desired

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Survey Administrators

• Survey administrators alone can download and make changes to data

• Only Deloitte Consultants should be added as administrators to allow them to more seamlessly observe results and apply information to client work

• Administrator roles should be clearly defined upfront

• Even if Survey has multiple administrators, only 1 person should make changes to survey

• Multiple people simultaneously making changes can lead to coordination and data quality issues that negatively impact the survey and the client

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In tool bar at top of page, select “Client and Project Information”Proceed to “Client and Project Information”

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Client Information

• “Client Name” is only required field - including industry, country and size will improve tool benchmarking capabilities

• If “Show Client Name to other Admins” is selected, other survey administrators within Deloitte will be able to see company information

• If user decides to include “Client Logo,” it is important that logo is official and company approved

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Project Information

• Inclusion of “Project Name” and other categories is all useful for organizational and benchmarking purposes

• “Project Leader” is Deloitte employee – entry will only be successful if it matches employee in Deloitte system

• If the Statement of Work (SOW) allows, Deloitte will reuse this data for future business purposes – see “Pre-approved special language” section for more information

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In tool bar at top of page, select “Assign Taxonomy”Proceed to “Assign Taxonomy”

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Taxonomy Background

As a building block for clients to develop their own surveys, D.Profile includes a series of customizable template taxonomies based on client project type. These templates determine the content that survey participants will eventually be asked to provide.

While D.Profile Standard Taxonomies can be selected and used without customization, clients are highly encourage to take the time to build upon the downloadable taxonomies with their unique business challenges and opportunities in mind.

Each downloadable “Standard Taxonomy” contains instructions for customization, as well as a set of requirements that need to be met for successful document uploading.

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Select Standard Taxonomy Template based on project type, click download button as indicated by red arrow below

Downloading a Taxonomy Template

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Editing Taxonomy Templates

In standard cases, D.Profile users need only edit Taxonomy worksheet. For the sample supply chain template, the Taxonomy worksheet will be labeled, “Supply Chain Taxonomy”

Users should delete all other worksheets. Additional tabs are for site profile questions

Following deletion, only 2 worksheets will remain, as demonstrated in the picture

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Upload Customized Taxonomy Proceed to “Activity Analysis, Steps 4-7”

• Successfully uploaded “Customized Taxonomy” will appear below taxonomy templates

• Click on “Activity Analysis – Steps 4 to 7” on left side of page to continue to next section

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To access Template, select green “Download” buttonEmployee / Respondent Data File

The employee / respondent data file will contain client HR data and that is relevant for client project and will assign each relevant employee to a respondent. Employees may be:

• Self responding

• Responding for a team of peers

• Responding for a group of direct reports.

The survey creator determines the structure.

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Even for non-advanced survey creation, “Instructions” on the “Employee / Respondent Data File” require stricter adherence

Instructions and Data Description

• After completion, workbook will only upload if requirements outlined in instructions and data requirements are met

• Mandatory Fields will be marked with an asterisk (*)

• “Data Type” column indicates whether entry required is alphanumeric, decimal, or selection from dropdown list

• “Comments” and “Other Field Restrictions” provide further instructions, if applicable, for completion of a given field

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After thorough reading of instructions, click “Employees and Respondents” tab on bottom left of excel document

Proceed to “Employees and Respondents” Workbook

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Employee D.Profile ID, Employee Number, Employee EmailCompleting Fields in Employee / Respondent File

• Employee D.Profile ID should be left blank – it will be automatically populated by D.Profile tool

• Employee ID should be a given employee’s official ID number with company

• Employee email should be exclusively be an individual’s official work email

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Complete Field in Employee / Respondent File (Cont.)

Address provided should be employees workplace, not home address

Address

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Hours per Week, Job TitleCompleting Fields in Employee / Respondent File (Cont.)

• Hours per Week can be used to determine part time status – assume 40+ hours is full time, fewer than 40 hours is indicative of part time role

• To ensure consistency, the entry for current Job Title should be formal, complete, and without abbreviations

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Exemption Status, Wage BandCompleting Fields in Employee / Respondent File (cont.)

• Employees with salaries who are not compensated for working beyond 40 hour work week are “Exempt”

• Employees receiving an hourly wage who are given overtime compensation are “Non-exempt”

• A “Contractor” working on a temporary basis may be doing similar work to an exempt employee but is paid a salary wage with overtime as if “Non-exempt”

• Wage Band is company specific measure of approximate wage bracket

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Years of Service, Corporate Level, Latitude / LongitudeCompleting Fields in Employee / Respondent File (Cont.)

• Years of Service should be completed with employee’s years of service with company

• Corporate Level hierarchically gives information on employee’s positioning within broader company

• Latitude / Longitude are convertible from office address in Google Maps, detail should go down to 4 decimal points

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Excluded from Final ResultsCompleting Fields in Employee / Respondent File (Cont.)

If respondent wants a given individual Excluded from Final Results, write “Yes” here

Standard entry is “No” which will include individual in results

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Respondent Employee ID, Respondent Preferred Name, Type of Change

Completing Fields in Employee / Respondent File (Cont.)

Respondent Employee ID will be used by D.Profile to create respondents section

Respondent Preferred Name is preferred name of respondent providing information on a given employee

Type of Change will always be “add” for initial entry, “edit” for subsequent changes, and “delete” when removing an employee

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Successful upload of “Employee Respondent File” requiredNote: Must close out of Employee / Respondent data file for successful upload

Proceed to “Create Email to Respondents”

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Create Email to Respondents

• Email address entered in “From” field will be seen as email sender when respondents receive survey

• Enter missing information in email message for contact person, survey due date, and any other bolded text

• Certain language has been defaulted to streamline efforts

• Survey Admins have ability to customize language if desired

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Click “Test and Review Survey” at top of pageProceed to “Test and Review Survey”

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Review Information, Test Survey

Survey test will send survey to specified respondent without giving the respondent the ability to actually edit the survey, since survey is not yet open in test phase. The purpose of the test is to ensure that the proper content is distributed.

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Click “Send Test Email” Note: to launch test survey link, user must close out of D.Profile and use new window

Send Test Survey

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Proceed to “Send Survey”NOTE: Once survey is launched

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Select “Create Survey”Once the survey is launched, emails will be sent to the client email addresses that were specified and cannot be redacted

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Survey link in email will open to Landing MessageRespondent Survey Completion

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Survey link in email will open to Landing MessageRespondent Survey Completion (Cont.)

• Respondent prompted to verify employee information

• Respondent may edit information by selecting pencil-shaped action icon

• Respondent may remove an employee by selected person icon

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Respondent’s employee removalRespondent Survey Completion (Cont.)

If respondent elects to remove an employee, respondent will be prompted for explanation

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Sending updatesRespondent Survey Completion (Cont.)

• If any edits are made to employee information, respondent should select, “Send updates”

• Automated message will confirm successful D.Profile processing of edits

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Proceed to “Complete Activity Analysis”Respondent Survey Completion (Cont.)

• After completing any necessary changes to the employee information, respondent should proceed to “Complete Activity Analysis”

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Upon entering page, respondent can expand each level from customized taxonomy until reaching most specific activity level

Respondent Survey Completion (Cont.)

• For each employee, respondent should enter the percentage of their time spent doing each activity, with a minimum of 5% for a given activity, until each employee’s time is 100% allocated

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Submitting SurveyRespondent Survey Completion (Cont.)

• Once each employee has 100% allocation, select green “Submit and Export” button in bottom right corner

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Entering Activity Analysis Administration after launching surveySurvey Administration

After launching survey, users can evaluate progress by closing browser, relaunching the D.Profile Homepageand clicking into their survey

Clicking into survey will open to Administration page – any changes by respondents to employee lists would appear below for review by survey Administrator (none shown)

To check on survey respondent progress, select “Survey Responses”


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Entering Activity Analysis Administration after launching surveySurvey Administration


Clicking into survey will open to Administration page – any changes by respondents to employee lists would appear below for review by survey Administrator (none shown)

To check on survey respondent progress, select “Survey Responses”


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Tracking RespondentsSurvey Administration (Cont.)

Selecting the “Survey Responses” tab will allow administrator to track who has and has not responded to the survey, as well as the number of employees assigned to that respondent

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Email Reminder toolSurvey Administration (Cont.)

By clicking on the email icon, a survey administrator has the ability to send an automated email reminder to any respondent

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Closing SurveySurvey Administration (Cont.)

Bearing in mind fact that survey will not actually close on due date, survey administrator may close survey by moving blue bar in top right corner from “Open” to “Closed”

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Exporting ResultsSurvey Administration (Cont.)

By selecting the green “Export to Excel” button, Survey administrators may export survey results to Microsoft Excel at any time, regardless of whether or not survey is closed or complete, for further analysis

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Viewing Exported ResultsSurvey Administration (Cont.)

• “Exported Results” Excel workbook will open to Client and Survey Information

• To view responses, Survey Administrator should select “Employee Activity Analysis” tab at bottom of page

D.Profile: Site Profile User Guide

September 2016


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Creating a New Survey 3

Pausing and Resuming Survey Creation Process 4

Primary Information - Survey Due Date, Hiding Deloitte Branding, Respondent Contact Information 5

• Landing Page Message to Respondents 6

• Survey Administrators 7

Client and Project Information 9

• Project Information 10

Taxonomy Background 12

• Downloading a Taxonomy Template 13

• Taxonomy Customization 14-21

• Uploading Customized Taxonomy 22

Downloading Data Site / Respondent File 23

• Instructions and Data Description 24

• Site Name, Business Unit / Division, Total Number of FTEs at Site 26

• Respondent Email Address, Respondent Preferred Name, Type of Change 27

• Uploading Data Site / Respondent File 28

Customize Email to Respondents 29

Testing, Reviewing, and Launching Survey 30-34

Respondent Experience 35-52

Survey Administration 54-60

Contents

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Creating a Site Profile Survey

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Step 1: Go to the D.Profile Survey SiteStep 2: Select “Create New Survey”Step 3: Select “Site Profile”

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Pausing and Resuming Survey Creation

• Once in process of creating survey, user may exit at any point and tool will automatically save progress as long as user has internet connection

• User may return to site and resume creation of incomplete survey at any time through “My Surveys” page

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Primary Information

• “Targeted Completion Date” is for reference only –Survey will remain open after completion date

• “Show / Hide Deloitte Branding” option allows survey creator to remove all Deloitte branding from survey if desired

• “Respondent’s Contact Information” should be client project leader if project is ‘Client-led’, or project’s Deloitte point of contact if Deloitte is operating transparently

Survey Due Date, Deloitte Branding, Survey Respondent’s Point of Contact

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Customize Message to Survey RespondentsReplace all bolded text in email, make changes (if applicable)

• “Landing Page Message” is the message the respondent will see after clicking link to survey

• In standard cases, changes to the Landing Page Message will be unnecessary except for insertion of:

Client Name, Contact Name and Email, Survey Due Date• Default message contains default language to streamline effort – but changes may be

made if desired

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Survey Administrators





• Administrator roles should be clearly defined upfront

• Even if Survey has multiple administrators, only 1 person should make changes to survey

• Multiple people simultaneously making changes can lead to coordination and data quality issues that negatively impact the survey and the client

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In tool bar at top of page, select “Client and Project Information”Proceed to “Client and Project Information”

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• “Client Name” is only required field - including industry, country and size will improve tool benchmarking capabilities

• If “Show Client Name to other Admins” is selected, other survey administrators within Deloitte will be able to see company information

• If user decides to include “Client Logo,” it is important that logo is official and company approved

Client and Project Information

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Client and Project Information (Cont.)

• Inclusion of “Project Name” and other categories is useful for organizational and benchmarking purposes

• “Project Leader” is Deloitte employee – entry will only be successful if it matches employee in Deloitte system

• If the Statement of Work (SOW) allows, Deloitte will reuse this data for future business purposes – see “Pre-approved special language” section for more information

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In tool bar at top of page, select “Assign Taxonomy”Proceed to “Assign Taxonomy”

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Taxonomy Background

As a building block for clients to develop their own surveys, D.Profile includes a series of customizable template taxonomies based on client project type. These templates determine the content that survey participants will eventually be asked to provide.

While D.Profile Standard Taxonomies can be selected and used without customization, clients are highly encourage to take the time to build upon the downloadable taxonomies with their unique business challenges and opportunities in mind.

The content in each individual worksheet will constitute a unique section for the respondent’s site profile.

Each downloadable “Standard Taxonomy” contains instructions for customization, as well as a set of requirements that need to be met for successful document uploading.

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Select Standard Taxonomy Template based on project type, click download button as indicated by red arrow below

Downloading a Taxonomy Template

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InstructionsEditing Taxonomy Templates

• By following the “Instructions,” survey users should have a clear sense for requirements for customization

• To move through and customize each worksheet, access tabs on bottom of spreadsheet, shown in picture

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Supply Chain TaxonomyEditing Taxonomy Templates (Cont.)

• Taxonomy breaks processes down into Level 1 (all Supply Chain), Level 2 (Plan, Source, Make, Deliver/Return) and Level 3 (each specific process to be analyzed)

• If survey creator wants to add or remove Level 3 processes, corresponding addition or removal of Level 1 and Level 2 criteria must take place

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General QuestionsEditing Taxonomy Templates (Cont.)

• For each “General Question,” survey respondent will have 500 characters to provide customized answer

• If survey creator wishes to insert additional questions, those may be typed in first free row after existing question, in this case, Cell A8

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Feasibility ValidationEditing Taxonomy Templates (Cont.)

• Each process in the “Supply Chain Taxonomy” worksheet will have its feasibility evaluated through the attributes entered on this sheet

• Feasibility Rating will be determined by scoring value definitions of Low, Medium, and High for a given process

• Additional attributes and corresponding ratings may be added in subsequent rows

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Process ComplexityEditing Taxonomy Templates (Cont.)

• Attributes to evaluate complexity of a given process within “Supply Chain Taxonomy” are described, with definitions of complexity ratings


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InteractionsEditing Taxonomy Templates (Cont.)

• This section is used to determine interactive qualities of site processes

• In this case, the section allows the respondent to rate the interdependency, urgency, and frequency requirements of a given process as low, medium or high


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Enabling TechnologiesEditing Taxonomy Templates (Cont.)

• This section contains a list enabling technologies that may or may not be applicable to the processes outlined in the taxonomy

• Section allows the respondent to list relevant technologies for given process group

• Additional enabling technologies may be added in subsequent rows

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Volumetric QuestionsEditing Taxonomy Templates (Cont.)

• Volumetric Questions can vary a great deal on site by site basis

• Questions should be written in Column D to correspond with Level 2 and Level 3 fields

• If additional description is necessary, that may be entered in Column E

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Upload Customized Taxonomy Proceed to “Site Profile, Steps 4-7”

• Successfully uploaded “Customized Taxonomy” will appear below taxonomy templates –note: upload won’t work if Excel document is still open

• Click on “Activity Analysis – Steps 4 to 7” on left side of page to continue to next section

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To access Template, select green “Download” buttonSite / Respondent Data File

The Site / Respondent data file will contain client site profile data and will assign each relevant site to a respondent

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Instructions require strict adherenceInstructions and Data Description

• After completion, workbook will only upload if requirements outlined in instructions and data requirements are met

• Mandatory Fields will be marked with an asterisk (*)

• “Data Type” column indicates whether entry required is alphanumeric, decimal, or selection from dropdown list

• “Comments” and “Other Field Restrictions” provide further instructions, if applicable, for completion of a given field

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After thorough reading of instructions, click “Sites and Respondents” tab on bottom left of excel document

Proceed to “Sites and Respondents” Workbook

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Site Name, Business Unit / Division, Total Number of FTEs at this Site

Completing Fields in Sites and Respondents File

• Site Name should be formal, official site name as designated by company

• Business Unit / Division should use official company language

• FTE (Full Time Equivalent) value of 1.0 represents one employee working a 40 hour week, 60 hour week corresponds to FTE of 1.5, 20 hour work week corresponds to FTE of .5

• FTEs for a given site may also be calculated as total employee hours / 40

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Respondent Email Address, Respondent Preferred Name, Type of Change

Completing Fields in Sites and Respondents File (Cont.)

Email address of desired site profile representative who will serve as survey respondent should be entered for “Respondent Email Address”

Name of survey respondent will be entered for “Respondent Preferred Name”

Type of Change will always be “add” for initial entry, “edit” for subsequent changes, and “delete” when removing a site

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Successful upload of “Sites/Locations and Respondents Data File” requiredNote: Must close out of Employee / Respondent data file for successful upload

Proceed to “Create Email to Respondents”

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Create Email to Respondents

• Email address entered in “From” field will be seen as email sender when respondents receive survey.

• Enter missing information in email message for contact person, survey due date, and any other bolded text

• Certain language has been defaulted to streamline efforts

• Survey Admins have ability to customize language if desired

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Click “Test and Review Survey” at top of pageProceed to “Test and Review Survey”

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Review Information, Test Survey

Survey test sends survey that a specific respondent will receive to the Survey Administrator. The purpose of the test is to ensure that the proper content is distributed.

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Click “Send Test Email” Note: to launch test survey link, user must close out of D.Profile and use new window

Send Test Survey

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Proceed to “Send Survey”

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Select “Create Survey”Once the survey is launched, emails will be sent to the client email addresses that were specified and cannot be redacted

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Respondent Survey Completion

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Survey link in email will open to Landing MessageRespondent Survey Completion

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Click anywhere on “Sample Client” to enter surveyRespondent Survey Completion (Cont.)

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Survey will open to Primary Site Information Respondent Survey Completion (Cont.)

• Respondent prompted to verify site Primary Information, respondent may edit information given by survey creator

• If 2 sites share similar characteristics, respondents have option to Copy Responses from another site and edit information from there

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Proceed to General Questions

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General Questions – Respondent ExperienceRespondent Survey Completion (Cont.)

• Respond to all General Questions, each with 500 character limit

• Proceed to “Feasibility Validation”

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Feasibility ValidationRespondent Survey Completion (Cont.)

• Rate each process for feasibility by sliding green dot along spectrum

• Add comment, if applicable

• If any category is not relevant for specific site, respondent may unselect box, removing it from the survey

• If entire section is irrelevant to site, respondent may select the “Not applicable” box below the instructions

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Feasibility Validation (Cont.)Respondent Survey Completion (Cont.)

• Respondent must complete each Level 2 section (i.e. “Deliver/Return”, “Make”, “Plan”, “Source”) before proceeding to subsequent section – “Process Complexity”

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Process ComplexityRespondent Survey Completion (Cont.)

• Rate each process for process complexity by sliding green dot along spectrum


• If any category is not relevant for specific site, respondent may unselect the corresponding box, removing it from the survey

• If entire section is irrelevant to site, respondent may select the “Not applicable” box below the instructions

• The question mark help icon next to each attribute, indicated on the right by a red box, outlines scoring definitions

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Proceed to InteractionsRespondent Survey Completion (Cont.)

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InteractionsRespondent Survey Completion (Cont.)

• Before addressing degree of interaction dependency, respondent first identifies types of interactions for each Level 2 category

• If any type of interaction is particularly relevant for a site but not included in the options, it may be typed into the text box next to “Other”

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Interactions (Cont.)Respondent Survey Completion (Cont.)

• Rate the applicability of a given attribute by sliding green dot along spectrum


• If any category is not relevant for specific site, respondent may unselect option

• The question mark help icon next to each attribute, indicated on the right by a red box, outlines scoring definitions

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Proceed to Enabling TechnologiesRespondent Survey Completion (Cont.)

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Enabling TechnologiesRespondent Survey Completion (Cont.)

• For each Level 2 Process, select relevant “Enabling Technologies” from drop down menu on right side of page

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Proceed to VolumetricsRespondent Survey Completion (Cont.)

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Volumetric QuestionsRespondent Survey Completion (Cont.)

• Respond to Volumetric Questions with quantitative answers specific to your site

• Provide answers for each Level 2 section shown at page left

• If any question is not relevant for specific site, respondent may unselect box, removing it from survey

• The question mark help icon next to each attribute, indicated on the right by a red box, may contain further information if survey creator chooses to provide it

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Proceed to Review and Submit SurveyRespondent Survey Completion (Cont.)

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Review and Submit SurveyRespondent may export answers to excel – otherwise select “Submit”

Respondent Survey Completion (Cont.)

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Survey Administration

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Entering Survey Administration after launching surveySurvey Administration


Clicking into survey will open to Administration page – page will list submitted surveys by respondent

To see who has not responded, survey administrator may select, “Not Submitted”


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Tracking RespondentsSurvey Administration (Cont.)

Selecting the “Survey Responses” tab will allow administrator to track who has and has not responded to the survey, as well as the number of employees assigned to that respondent

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Email Reminder toolSurvey Administration (Cont.)

By clicking on the email icon, a survey administrator has the ability to send an automated email reminder to any respondent

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Closing SurveySurvey Administration (Cont.)

Bearing in mind fact that survey will not actually close on the targeted completion date, survey administrator may close survey by moving blue bar in top right corner from “Open” to “Closed”

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Exporting ResultsSurvey Administration (Cont.)

By selecting the green “Export to Excel” button, Survey administrators may export survey results to Microsoft Excel at any time, regardless of whether or not survey is closed or complete, for further analysis

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Viewing Exported ResultsSurvey Administration (Cont.)

• “Exported Results” Excel workbook will open to Survey Information, Site and Respondent Information, and answers to General Questions

• To view all other responses, Survey Administrator may select other tabs on the bottom of the page

Documents

D.Profile: User Guides User Manual... · D.Profile: User Guides. ... Establish employee / respondent data file to contain relevant client HR data ... Employee D.Profile ID, Employee