Plan concepts

This section describes concepts whose understanding can help you create and monitor Teamwork improvement plans. These creation and monitoring tasks are described in the step-by-step walkthrough for creating a plan, Plan walkthrough.

Use of a .csv file

One way to identify a group for an improvement plan is to upload a list of the group’s members in a .csv file. You obtain such a file by creating it in a text editor or in Microsoft Excel or by exporting it from an HR tool or service. This .csv file must contain the email addresses of people in your organization. After you obtain and upload the file, the system uses the email addresses to finalize the list of participants in the plan that you will create.

Finalizing the participant list means determining whether any proposed participants are ineligible for the plan because they are already enrolled in a plan, their email address is invalid, or they are not using the Dashboard with Viva Insights.

Invalid email addresses

An "invalid" email address means that the email address was formatted incorrectly, the person is not a measured employee (they have no Viva Insights license), or the person is not in the partition that the user is currently working in.

CSV file privacy considerations

Separation from org data

After you create and upload a .csv file to identify participants in a plan, the information in that .csv file is not added to the organizational data that Viva Insights stores. The .csv-file data is available only in the plans area of the advanced insights app, and only for creating plans.

Minimum group size

You can change the minimum group size to a level that you consider more relevant for your organization, but you cannot set the group size to a value lower than five.

Note

After you submit a group that was manually uploaded, if too many email addresses are invalid and the group drops below minimum group size, you cannot create a plan with that group. You can try again by uploading a different .csv file. For more information, see Upload a .csv file and Find the group through analysis.

Validation

During validation, the advanced insights app checks the following about each potential participant. (You must validate your group regardless of how you identified its members – by using filters or by uploading a .csv file.)

  • Is their email address valid? This check helps verify that the person still works for the company. (See Invalid email addresses.)
  • Do they have a Viva Insights license? To participate in a plan, they must have both.
  • Are they already enrolled in a plan? A person can be in only one plan at a time.
  • Have they opted out of Viva Insights? If the person has opted out, they cannot participate in plans.

After validation, the app reports the results, including the number of qualified participants. The results also show any warnings, which display the numbers of participants who’ve failed any tests.

Validation warnings.

All four of the possible errors are shown here. If your number of qualified participants (25, in this case) is above the minimum group size, you can move forward with the plan. See Start the plan.

If the number of qualified participants falls below the minimum group size, you cannot proceed with this group as it is. To move forward, you need to make changes outside of Viva Insights. For example, you could ask an admin to assign licenses to those who are missing them, and then to upload the file again. Or you could upload a different group.

As for those who have opted out or are already in a plan, you cannot enroll them in a plan at this time.

You must validate the group of potential participants whether you identified that group through filters or by uploading a file. If you uploaded a file and validation fails, you might decide to upload a new file to try again. After any subsequent upload, you must select Validate again. After a file that you’ve uploaded successfully validates, go to Start the plan.

Set a value for Max or Min target

In the Group details section of the Upload group panel, you set a Max or Min value based on what the target is. For example, you would set a Min target for Focus hours and a Max target for Meeting hours. This target represents a percentage change from your group's initial benchmark value.

Set a percentage by which the participants should increase or decrease the metric you chose for their plan. For example, if your plan aims to reduce meeting hours, you can set a target to reduce meeting time by 50% from the initial benchmark value of 15 hours per week.

The Plans > Manage page

Groups and plans are shown on the Plans > Manage page of the advanced insights app. You can track groups and plans in the table on this page. To find a plan, first filter the table contents by using the dropdown to select plans in the following states: Drafts, Active, or Completed.

Manage.

Drafts are plans that you have begun to define, and saved. A draft plan remains in the draft state until you select Start plan. It does not go live until you select Start plan, even if you’ve set its start date and that date passes. You can take either of two actions with draft plans: delete them or start them. On this page, if you click Start now for a draft plan, the Set up new plan panel opens.

Active plans are currently ongoing. After you select Active, the display shows plans that are either scheduled or active. If the plan is active, the option in its row is Track and its start date is in the past. You can take either of two options with Active plans: track them or stop them.

A Scheduled plan has been set up (you’ve selected Start plan) but its start date lies in the future. Scheduled plans are listed as active plans; the different is in the options you have:

  • Edit - Select this option to change the plan’s details, such as its start date.

  • Send to draft - In the row of a scheduled plan, the square represents Stop. Selecting Stop stops the plan from starting and sends it back to the draft state.

For plans that have started, select Track to see the tracking dashboard.

A Completed plan is one that has finished, either because its twelve weeks have passed or because someone ended the plan early.

Return to Track plans.

Available and selected employees

On the Plans > Teamwork page, groups of employees are shown below the chart:

Available and selected employees.

  • Measured employees - The total number of employees in the organization who are available for analysis.
  • In filter group - The number of measured employees who remain available for analysis after you applied filters.
  • Selected group - The number of employees in the group or groups that you selected in the chart.

Return to Select a group.

Persistence of group selections

After you select groups, you can change other settings on this page. Not all of the settings that you can change retain the group selections that you've made:

Group selections are retained when

  • You change the chart-view question - You can change the data that is shown by selecting different questions under Select a question to change the view of your chart. As you do this, the group or groups that you've selected remains the same, even though the data shown about the group is shown from different perspectives.

Group selections are lost when

  • You change the chart view - If you change the selections in the Chart (such as Group by) and then select Apply, your group selections are lost.
  • You change the area of focus - If you change the area of focus, your group selections are lost.
  • You apply new Page settings

To select groups again after you have changed the chart or area of focus, select groups in the chart.

Return to Select a group.

Progress report

The banner on the Track page shows the plan type, the number of participants, and the plan status. A chart shows what week the plan is in and the plan's progress, week by week, since it started. This progress is expressed in relevant terms for the plan's targets.

The highlighted numbers show the average value per person per week since the plan started, as compared with the plan benchmark. The benchmark, in turn, refers to the average value per person per week for the twelve weeks that immediately preceded the start of the plan.

Return to Track plans.

Manually upload a .csv file

After you create and upload a .csv file to create a group, all email addresses that were successfully uploaded now constitute the group. After the upload successfully completes, the group can be processed. During processing, Viva Insights matches email address to PersonIDs, which lets it examine data for these people for the metrics that you chose. Now, Viva Insights can calculate metrics and a benchmark for the group. It also gives an estimate of the number of people in the group, based on the number of rows in the file. This estimate will change if some of the people turn out to lack valid Viva Insights licenses.

Privacy note

After you create and upload a file to create a group, Viva Insights matches the email addresses in the file to PersonIDs. From this point on, Viva Insights uses the PersonIDs and no longer shows email addresses in any of its outputs, for example, in Query designer > Results. The email addresses are never again made visible to analysts or program managers. As for admins, they maintain access to the HR data, which includes email addresses, but they cannot match email addresses to PersonIDs. The person who uploads email addresses never sees the associated PersonIDs.

Dated attributes

Viva Insights uses the concept of dated attributes. Every time an admin uploads a file of organizational data, the file has an effective date. The attributes in the file can be used from the upload date forward. If people change organizations, are promoted, or make other job changes, those changes are reflected in the next uploaded file. For this reason, we recommend that you upload fresh data at least once a month to keep the data, the attributes, up to date. The term dated attributes applies only to HR data. When you identify a group, you filter the potential group members by their dated HR attributes. (You also filter by selecting a date range.) Few if any attributes (for example, PersonID) are not dated.