1. 2019 Diversity, Equity & Inclusion (DEI) Pulse Survey
Presented by
Megan Blair
Sr. Clinical Information Analyst
Customer Performance Metrics & Improvement
Quality Department
Phillip Lipka
Employee Engagement
Program Manager
Michigan Medicine Human Resources

2. What is the Many Voices DEI Pulse Survey?
New annual DEI-related Pulse Survey
Administration dates: October 14 to October 25
DEI is a top priority at Michigan Medicine
Allows for an Engagement check-up
Why?
A pulse survey is a short survey used to track organizational health and progress with company goals. And, because DEI is a top organizational priority, it is important for us to assess and track progress toward our DEI-related goals. The survey will run from Monday, October 14 through Friday, October 25.
Earlier this year, Advisory Board Survey Solutions, our previous vendor, was acquired by Press Ganey and the Press Ganey platform will be used for the 2019 DEI Pulse Survey, as well as the 2020 Engagement Survey in the Spring. We’ll go over some of the key differences between the surveys utilizing each vendor on the next slide. In the 2019 Engagement Survey, the Press Ganey Engagement questions were asked and will be asked on the 2019 DEI Pulse Survey so the pulse will provide an opportunity to assess whether your group has moved the needle on Engagement at all at the department level.

3. Press Ganey vs. Survey Solutions platform
5-point rating scale with an N/A option.
Online survey available in English, Spanish, French, and Korean.*
Respondents must click the “SUBMIT” button at the end of the survey for final responses to be captured.
Survey Solutions:
6-point rating scale with no N/A option.
English and Spanish online surveys with French and Korean translation guides.
Partial responses captured without clicking “SUBMIT” button at the end of the survey.
There are some key differences among the Press Ganey and Survey Solutions platforms we would like to make you aware of [READ SLIDE].
Regarding the survey only being available in English for Faculty, Faculty are eligible to participate in the 2019 DEI Pulse Survey even though they are surveyed in a separate process than the annual Engagement Survey. We will provide more information regarding this in a bit.
* The Faculty survey will only be available in English.

4. What’s included in the survey?
Engagement questions from Press Ganey.
Survey will focus on the following DEI- related domains:
DEI
Communication
Respect
Teamwork
Net Promoter Scores (NPS)
On that note, let’s shift our attention to the topics that will be covered in the DEI Pulse Survey.
The survey will include the six Press Ganey Engagement questions that were also asked in the 2019 Engagement Survey so that you can determine whether any movement has occurred in your teams at the department level since the Engagement Survey earlier this year. There will also be one question assessing employees’ perceptions that actions are being taken in response to the Engagement Survey so that adjustments can be made regarding action planning accordingly, if necessary.
However, the main purpose of the survey will be to assess the current climate of inclusivity at Michigan Medicine and will focus on the DEI-related domains of DEI, or the organization understanding and respecting differences among employees, communication, respect, and teamwork.
Lastly, the survey will assess employees’ confidence their work unit/department’s DEI efforts are making a positive impact on culture and their satisfaction with communications about DEI-related activities and opportunities in their work unit/department. These questions are known as Net Promoter Score, or NPS, questions and will provide a ratio of the employees responding favorably to these questions compared to those responding unfavorably. While communication is the focus of the second NPS question this year, the domain assessed by the second NPS question will change with each Pulse Survey so that each domain is assessed at regular intervals as more Pulse Surveys are conducted.
In all, the survey will be brief and only includes 20 questions for staff and two questions for faculty. All questions from the survey are included on the next slide [CLICK TO NEXT SLIDE].

5. Net Promoter Score (NPS)
% Detractors
NPS will range from -100% to 100% with 100% being the most favorable result.

6. Survey questions

7. Definitions
Definitions can be accessed from the "Key Terms" hyperlink in the upper right corner of the survey.
All survey content, including the survey questions and definitions, as well as welcome message and instructions text are posted to the DEI Pulse Survey website. The link to the DEI Pulse Survey website is included later in this deck and this deck will be sent out after all information sessions have occurred.

8. What else do I need to know?
Employee eligibility file
Work Area Codes (WACs) not being used
Taking the survey
Culture Coaches and DEI Implementation Leads
There is some other key information you should know about the survey:
First, we utilized the merit program process in order to pull the cleanest employee eligibility file possible. The file was pulled on September 3 and eligibility requirements were the same as those for the Engagement Survey with a couple of key differences: Due to restrictions from Press Ganey regarding the number of eligible participants and desire to have Faculty participate in the survey, Temporary employees are not eligible and Faculty are eligible. Similar to the Engagement Survey, dual appointment employees will be eligible to participate in the survey for each of their work units. These employees will be notified of this prior to launch of the survey. We’ll provide more details on eligibility guidelines on the next slide.
One difference between the Engagement Survey and Pulse Survey is that Work Area Codes, or WACs, will not be used for the Pulse Survey. The main reporting groups for the Pulse Survey will be based on department and leader which is why WACs are not being used for the Pulse Survey. WACs, however, will continue to be used for the Engagement Survey in the future. If you have any questions regarding the eligibility file or why WACs are not being used for the Pulse Survey, please feel free to reach out to Phillip Lipka or Megan Blair.
Moreover, the process for taking the survey will be the same as it was for the Engagement Survey. A generic link will be used and employees will access the survey using a unique password made up of their 8-digit employee ID, or UMID, and the last two digits of their birth year. Dual appointment employees will have to add the uniqname of their supervisor for each respective appointment in all caps to the end of their passwords.
Also similar to the Engagement Survey, Culture Coaches will be utilized to assist in promoting participation rates and answering any questions employees may have about the survey. We will also ask DEI Implementation Leads to support in this process. Thank you to all of the Culture Coaches and DEI Implementation Leads that will be supporting in this process.

9. Eligibility requirements

10. Your role Participation rates NPS as key metric Action planning
We ask for you to get the word out about the survey to your teams and also encourage them to participate. We would like to see as strong of a response rate, if not higher, as we did for the 2019 Engagement Survey, which was an unprecedented 70.7%. To support you in this, participation rates will be available in real-time throughout the course of the survey via an online participation tracking tool. The link and login information for the participation tracking tool will be provided after the survey launches and we have verified the tool is functioning appropriately. We’ll also be providing an internal reminder template that you can send to your teams. Please note that, while targeted reminders will be sent by Press Ganey to employees who have not yet completed the survey each Wednesday of survey administration, no one at Michigan Medicine has a way of knowing who has and has not completed the survey due to confidentiality so the internal reminder will have to be sent to your entire team regardless of whether they have completed the survey or not. Also, while no incentives are offered at the survey program level so that employees do not feel coerced into taking the survey, you are welcome to offer team incentives within your groups. What we mean by this is that you can offer a group reward for reaching a certain participation rate, such as a pizza party for the team, as opposed to offering an individualized incentive for completing the survey, such as an extra vacation day for anyone who completes it.
While the Engagement Index served as the key metric for the 2019 Engagement Survey, the Net Promoter Score question related to employees’ confidence that their work unit/department’s DEI efforts are making a positive impact on culture in their work unit/department will serve as the key metric for the Pulse Survey. Leaders will be looking for 100% compliance with NPS – meaning at least one person in each department responds to this question. That way all departments will be represented in the overall organizational calculation for this metric and will allow us to set a robust baseline for future surveys.
Regarding action planning, formal action planning will not be required for the 2019 DEI Pulse Survey. Instead, DEI Implementation Leads will be asked to incorporate results from the survey into their reports that are submitted twice a year to the Office for Health Equity & Inclusion (OHEI). Results are planned to be released at the beginning of December and DEI Implementation Leads will be asked to submit their reports by Friday, December 20.
Key information and resources related to the survey are available on the DEI Pulse Survey website:

11. Questions Contacts: Megan Blair, Quality, blairml@med.umich.edu
Phillip Lipka, Human Resources,
Patti Andreski, Office for Health Equity & Inclusion,