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Survey Ops SOP - Edit Existing Surveys

Greg Griesbach
Updated
  1. Finding assigned work
  2. Find existing survey and open Edit view
  3. Changing Display Name
  4. Changing questions
  5. Preview and submit
  6. Update Survey Tracker and flag as ready for QA

 

Finding assigned work

  1. Check Survey Tracker: Go to the Survey Tracker (Microsoft credentials) and filter for surveys that have been assigned to you. If no survey work has been assigned to you, please filter for unassigned surveys and assign yourself to a survey.
  2. Find ADO Ops Work Item: Open the OneMW ADO Ops Work item referenced in the Survey Tracker using your Microsoft credentials and ensure you are the assigned owner. Update the item status to "Active". Download and review the item's attached files, review the item details, and proceed with the following steps.

 

Find existing survey and open Edit view

  1. Go to Survey Creation Tool > Configure > Surveys
  2. Copy the survey code from the Survey Tracker (MSFT credentials) or Ops Work Item and press ctrl+F to search for the relevant survey code within the list.
    • Currently, the Surveys list view does not allow for filtering and searching on the survey code within the tool's interface, so you will need to use your browser's Find function to quickly find the text in the page.
    • You can also click Filter to expand the filter dropdown, then use ctrl+F hotkey to search in the filter dropdown for the code you're looking for.

    1. Click the pencil icon to open the Edit view for each survey that uses your survey's workshop code.

  •  

    Changing Display Name

    1. Edit the Display Name field to align with the change request details provided in Survey Tracker/ Ops Work item.

  •  

    Changing questions

    IMPORTANT

    NOTE

    If the new version of the survey has fewer questions than the previous version, you will not be able to fully delete the excess questions. Instead, you will need to sort any excess questions to the end of the survey form, and toggle their visibility off so they no longer appear to respondents.

    1. Edit the existing questions to match the details and question order shown in the submitted content template following the instructions below
    2. Sort any excess questions you cannot delete to the bottom of the survey question order.
    3. Set all excess questions to Required = No
    4. Set all excess questions to Visible = No
    1. In the Survey Tracker, click the link in "Survey Link to Questions/Update" column to open the completed survey content excel template submitted by the requestor (Blank template here: https://aka.ms/MCISurveyContentTemplate).  
      • If the link provided in the Survey Tracker does not work, open the Ops Work ADO item and look for this file in the ADO item's attachments and/or linked items.
      • You will need to access these files with your Microsoft credentials.

    • The same content template file will generally contain one tab for Partner questions and one tab for Customer questions.
    • In some cases, requestors may use the same content template file across multiple surveys or engagements rather than creating a separate file for multiple surveys that will be using the same set of questions. Please review the details of the request closely to ensure that the content file you are using is the one relevant to the survey you are building.
    • Create the questions in the order shown in the content template.
    1. Click "+ Add question" in Create Survey view to add new questions as needed.
    2. Use the details from the Partner or Customer survey tab to complete each question, as shown in these examples.

    1. Use the arrows in the question headers to sort the question order to align with the submitted Excel file.
    2. Do not edit the content of questions or subheadings within the submitted Excel content template. For compliance and audit purposes, we need to retain the version of the file exactly as it was provided in intake. If you notice obvious mistakes, omissions of mandatory questions or typos in the submitted file, please make your corrections within the survey creation tool, note what corrections were made in your Ops Work item comments, and add the relevant tag(s) from the below list.
      • If you encounter contradictory or unclear request details, or question text that is ambiguous or confusing in your survey's content template, please document the issue in your Ops Work item's comments section and @tag SME Bennett Williams and Service Lead Sam Holsworth in the comments for assistance. We will work to clarify the issue and reach back out to the requestors for clarity as needed. In this scenario, please add the tag "Survey Content - Request Unclear" to your Ops Work item in ADO so we can track the frequency of low-quality submittals.
      • If you have to correct typos or other simple errors in survey content, please add the tag "Survey Content - Typos Corrected".
      • If any of the CELA-mandated questions are not indicated as required in the submitted content template, toggle "Required" to "Yes", and add the tag "Survey Content - Mandatory Questions Incorrect"
      • If the submitted content template is missing any of the below CELA-mandated questions, please add the tag "Survey Content - Mandatory Questions Missing".
        • Survey Type CELA-Mandated Question Question Type Choice options
          Partner & Customer Date the engagement started? Date  
          Partner & Customer Date the engagement was completed? Date  
          Partner Please indicate which 'Activity Requirements' were performed during this engagement. Multiple Choice [Module 1
          Module 2
          Module 3
          None]
          Partner By signing this form electronically, the partner confirms that they have delivered the engagement fully per all published requirements in the Microsoft Commercial Partner Incentives Guide. To sign, please type your Full Name, Company Name, and Job Title in the space below. Multi-Line Input  
          Customer Please provide your full name. Text  
          Customer Please provide your company/organization name. Text  
          Customer Name of partner company Text  
          Customer Name of partner representative who delivered the engagement Text  
          Customer Did the Partner complete one or more of the 'Activity Requirements' as part of this engagement: [LIST OUT ACTIVITIES FROM MCI GUIDE] Single Choice Yes
          No
          Customer As part of your engagement, Microsoft may share the number of incremental licenses purchased and the increase in amount of active usage for the workloads related to this engagement with the engagement delivery partner. This sharing is limited to the duration of your engagement and within one year of the engagement completion. Single Choice Accept
          Decline
          Customer By signing this form electronically, the customer confirms the answers to the questions above are true and accurate. To sign, please type your Full Name, Company Name, and Job Title in the space below. Large Text  
    3. Ensure that all questions indicated as "Required" AND all CELA-mandated questions are toggled to "Required = Yes", and all other questions are toggled to "Required = No".
    4. Ensure that all questions are toggled to "Visible" = "Yes".
    5. Ensure that all questions with validation requirements are toggled to "Validations = Yes" and the required validation type dropdowns are completed, and that all other questions are toggled to "Validations = No".
      • Generally, the "Validation message" field is left blank as the system has built in default validation error messages that will appear to the survey respondent.
    6. Some question types have been listed in the survey content template with slightly different naming conventions, to simplify the explanation of limitations for the requestors' benefit. Use the below table to map the question details in the submitted Excel sheet to the options available in the survey config tool.
      • Question type in Excel content template Question type in survey config tool Notes
        Short Input Text  
        Numeric Input Text

        Validations: Yes

        Validation Type: Number

        Number validation type: Only Number
        Date Select Date  
        Rating Rating  
        Likert Rating Currently we are not supporting the use of actual Likert scale questions due to the complexity of Likert results in reporting, although they do appear as an option in survey config. Requestors that include Likert scale questions should be asked to re-formulate the question as a 1-5 star rating on a single prompt instead.
        Yes/No Single Choice

        Option 1: Yes

        Option 2: No
        Multi-line Text Input Large Text  
        Multi-Select Multiple Choice  
    7. Proceed to preview and submit.

     

    Preview and submit

    1. Scroll to the bottom of the questions list, click "Preview" button to review your edits in a pop-up window within the survey config tool. Once you are confident that the survey is correct per the requestor's expectations, close out the preview pop-up by clicking the "X" in the upper right corner.

    1. Click "Submit". A pop-up will appear reminding you to preview your edits. Click "Continue" if you have no corrections to make, or "Cancel" to back out and review before submitting:

    1. If you have built, previewed and submitted all questions on both your Partner Survey and Customer Survey, proceed to update Survey Tracker and flag as ready for QA.

     

    Update Survey Tracker and flag as ready for QA

    1. Go to Surveys view. Filter this view on Program Type + Workshop Type.

    1. Click the "Sample URL" link in each relevant row to open a sample survey form in a new tab.
    2. Copy the sample survey URLs for the workshop's Partner & Customer Surveys from your browser bar and paste them into the Survey Link column of the Survey Tracker (Microsoft credentials).

    1. Paste the Survey URLs into the comments of your assigned Ops Work item in ADO, @ tag Bennett Williams in the comments, assign the Ops Work item to Bennett for review, and click "Save".

    1. If any corrections or adjustments need to be made (either due to new clarification from requestor or survey agent miss), SME assigns item back to Survey Ops team member, adds "Survey QA - Fix needed" tag and specifies the corrections needed in the item's Discussion comments. Survey Ops team member should follow Edit Survey SOP to make adjustments, then repeat these steps to reassign to SME for follow-up QA.

    1. If no issues are found, SME changes Ops Work item state to Closed, adds "Survey QA - Passed" tag, and assigns item back to Survey Ops team member for workload tracking.


 

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