Use this process for storing Surveys and Survey Results for non-identifiable constituents.



Storing Surveys and Survey Results for non-identifiable constituents

Introduction

To maintain consistent and reusable Surveys or Survey questions these procedures provide instructions on where to store the surveys and their results when D-Hub Constituents are not part of the survey respondents.

 

These may include anonymous responses or responses with contact information but are not D-Hub Constituents.

 

These procedures will provide access-restricted storage details.

Where constituent identifiable details are available, the results are to be stored in D-Hub.

Relevant to

Fund Development, Mission, Marketing/Communications, People and Culture Data Stewards (DS) and DS assigned delegates.

Assumptions
  1. Where surveys are sent to specific Constituents and contact information is obtained, these data will be stored in D-Hub.
  2. User has some knowledge of how to use SharePoint.

Revision History

Version 1.0 last updated May, 2024

Document Owner

Business Systems, Information Technology & Data

Support

support@diabetes.ca

 

Key Steps

  1. Access to the “Survey and Survey Results” SharePoint site is required before proceeding. Contact your business unit’s Data Steward for assistance or contact the Support team as per above.
    1. For any access restriction changes, please contact your Data Steward.
      1. Access to “Surveys” is currently not restricted.
      2. Access to “Survey Results” is restricted.
  2. Refer to the Business Unit folder in the appendix to determine which folder to use to store your data.
  3. Store Excel or CSV file in folder.
  4. If required, assign restricted access or request assistance to restrict access to certain individuals.

 

Table 1: Uploading Surveys

Step 1 

Select “Surveys” Folder

Step 1.1

Go to Data Strategy – Surveys and Results

STOP

Stop with solid fill

 

Do your survey results contain identifiable constituent data? If so, then submit your request to suport@diabetes.ca to upload the results to D-Hub.

Step 2

Uploading Survey

Step 2.1

Select “Surveys” folder and then select the appropriate Survey Business Unit subfolder.

Figure 2

Step 2.2

Assuming no sub folder is required, once you’ve opened the appropriate Business Unit folder, simply upload your file.

The file name must conform to the following naming convention:

YYYY_MM_DEPTNAME_SURVEYRESULTSNAME

For example: 2024_05_HCP_PROFESSIONALSURVEY

If you need help renaming your uploaded file, contact  suport@diabetes.ca

Figure 3

 

Table 2: Uploading Survey Results

Step 1

Select “Results” folder

Step 1.1

Go to Data Strategy – Surveys and Results

STOP

Stop with solid fill

 

Do your survey results contain identifiable constituent data? If so, then upload the results to D-Hub.

Step 2

Uploading Survey “Results”

Step 2.1

Select “Results” folder and then select the appropriate Survey Business Unit subfolder.

A subfolder within your business can be created. If not required, simply upload your file. 

NOTE

Traffic light outline

 

This folder uses restricted access. If you are not able to open the folder, you will need to follow the instructions on page 1 and request access.

 

Figure 4

Step 2.2

Assuming no sub folder is required, once you’ve opened the appropriate Business Unit folder, simply upload your file.

INFO

Information with solid fill

 

If the Survey Results require restricted access, contact the Support Team or your Data Steward.

 

Data Stewards as of May 2024

Chelsea Chandrakanthan, Digital Marketing, Marketing & Communications

Shareen Weekes, Sr. Coordinator, Fund Development

Laura Champion, Sr. Mgr. Direct Response Marketing, Fund Development

Donna Moriarty, Prospect Research, Fund Development

Tien-Lyn Lung, Sr. Mgr. Information & Referral Team, PWLE K&C, Mission

Keri Medeiros, Administrative Coordinator, Mission

Jeff Abraham, Sr. Mgr. Volunteer Engagement, People and Culture