Step 1
Wait for the head of your organisation or HR director to nominate you as the survey coordinator.
Once they have nominated you, ORIMA will send an email with your username and password.
Step 2
Go to ORIMA’s Portal.
Log in with your username and password.
Step 3
In your portal, you can see your organisation’s survey:
- participation preferences
- links
- response rates
Step 1
Download the template from People Matter Survey resources.
Step 2
Fill it out using the instructions in the template.
Step 3
By 28 August 2020, send your filled-out template to people.matter@vpsc.vic.gov.au.
In 2020, you will be provided with a generic link to use in your survey invites and reminders.
A generic link means anyone with the link can do the survey. Support all your staff to fill out the survey, as a higher response rate gives you more accurate results.
Generic link
How the generic link works
ORIMA will send you a generic survey link which you’ll need to email your staff on the day your survey opens.
When your staff open the link, the system will generate a password for them to use.
The password lets staff save their progress in the survey if they don’t want to do it in one go.
What you need to do
Step 1
Draft your survey invitation and reminder emails before the survey’s start date.
If you need some help, use our template emails.
Step 2
Orima will provide you a test link between 7 September to 7 October, test the survey link.
When you test it, check the survey:
- works with your organisation’s computers, software and so on
- has the content you expect, such as your organisational structure and composition questions
Email ORIMA at peoplematter@orima.com and us at people.matter@vpsc.vic.gov.au to tell us if the link is working or if there are any issues.
Before your survey starts, ORIMA will delete all the survey responses from your testing.
Step 3
Wait for ORIMA to email you the generic link.
Schedule your survey invites to send on the first day of your survey period.
The survey invite should also:
- go from the head of your organisation
- go on your intranet and other internal communication channels
- get advertised around your organisation, using one of our survey poster templates (if applicable) or via communication.
Step 4
Schedule survey reminders for your staff:
- 1 week after your survey period opens
- 1 day before your survey period closes
- at other regular intervals if your organisation finds it hard to get a high response rate
It’s a good idea to come up with a communications plan to maximise your response rate.
Go to the People Matter Survey resource page to find:
- a campaign guide on how to promote the survey
- email templates for drafting invitations and reminders
- poster templates you can customise for use in your organisation
- frequently asked questions about the survey
You can track your response rate in your survey portal.
In the survey portal, you’ll see your organisation’s:
- total response rate, based on the headcount you gave us on your participation form
- response numbers for employee groups, based on the organisation composition questions template
If you know the total number of staff within each employee group, you can work out each group’s response rate. We don’t provide this in the survey portal.
Work group response rates
We can’t give you response rates by work group, as we don’t hold work group headcounts.
Low response rates
We won’t give you a report on your organisation’s results if you have fewer than 10% and/or fewer than 10 responses.
Try and get a response rate of more than 30% in each employee group, so your results are reliable.
We also won’t send you a report for employee groups that have fewer than 10 responses. This is to protect the anonymity of your staff.