Yva.ai implementation framework

Implementation framework is described as follows:

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You can find and download the detailed description of steps on the link. This document is presented in the table below as well. 

# Step Description Yva Client Date
1 PLAN: goals, beneficiaries, contract        
1.1 Demo webinar with the Executive Sponsor Conduct a demo webinar with the Executive Sponsor: to understand the pain points to be solved, answer the questions, define the beneficiaries and success criteria, agree on size of PoC/Production group and target users, define the Customer Project Team (HR Sponsor, Business Sponsors, IT & Information security, Legal) Yva.ai sales team Executive Sponsor Week 1
1.2 Demo webinars with the Project team leads: HR Sponsor, Business Sponsors, IT & Information security, Legal Conduct demo webinars with the Project team leads: to get “green light” from HR Sponsor, Business Sponsors, IT & Information security, Legal. Answer the questions to decide public vs private cloud deployment, define the list of data sources to connect, to decide on the scope of analytics (passive/active/both), answer privacy/security questionnaires, GDPR, Compliance, KYC, Export control. Yva.ai sales team HR Sponsor, Business Sponsors, IT & Information security, Legal Week 2-4
1.3 Sign contract, pay invoice By paying the invoice or starting the usage the customer agrees on Terms of Use. Executable copies of the agreements will be signed upon request. Yva.ai sales team Financial/Legal Week 4
2
SETUP: create workspace, connect data sources
       
2.1 Connect data sources Client's IT will sign up to Yva.ai and connect the collaboration data sources (Office 365, Teams, Slack, etc.) to Yva.ai platform using simple interface procedures. Yva.ai delivery team IT Week 5
    For on-prem and private cloud deployments please refer to this guide: https://www.yva.ai/knowledge/deployment-manual-for-self-hosted-yva.ai-solutions-on-microsoft-azure-infrastructure-with-microsoft-365-data-source      
2.2 Connect sponsors, the project team and test users The HR sponsor will login to Yva.ai and check the employees who will test the platform: start receiving the weekly surveys and who will start providing passive feedback. Yva.ai delivery team HR Sponsor Week 5
3 ONBOARD: managers, employees, consent        
3.1 Message to the managers from Executive Sponsor or HR Sponsor Executive Sponsor or HR Sponsor sends a message to the managers, asking to watch the 7 min explanatory videos and inviting to the Demo webinar for managers. See a template.   Executive Sponsor or HR Sponsor Week 5
3.2 Demo webinar for managers Demo webinar for managers may be hosted by Yva.ai onboarding team. Yva specialists will demo Yva.ai platform to managers and answer questions. The webinar is intended to explain to the managers their value from Yva.ai and resolve any privacy related questions and concerns. Yva.ai onboarding team Managers Week 6
3.3 Connect employees to active feedback. Define groups, departments, managers, roles, permissions The HR sponsor will login to Yva.ai:
1) The HR sponsor will upload to Yva.ai the CSV file with the information which defines the departments, managers, roles, permissions, gender, location and other demographic data, which will allow the managers to segment and filter their teams.
2) this CSV file should have marks on the employees who will start receiving the weekly surveys to provide active feedback. IMPORTANT: (A) the template message to the employees suggests that the first survey will arrive soon before or after this message. So the time and date of the first survey will be set to the morning of the day when the Executive Sponsor or HR Sponsor will send the message to the employees. IMPORTANT: (B): It is necessary to send only employee experience questions first (to mark "send all baseline questions") because the platform need several days after consent to create collaboration circles for leasdership part of survey.
3) HR Sponsor should not mark any employees to provide passive feedback since neither of them has provided the consent yet.
Yva.ai delivery team HR Sponsor Week 6
3.4 Message to the employees from Executive Sponsor or HR Sponsor Executive Sponsor or HR Sponsor will send a message to the employees connected to surveys (the list is taken from the CSV file above), asking to watch the 7 min explanatory video and inviting to the Demo webinar for employees. The message is intended to formally notify employees about Yva.ai analytics, explain its value to them and the process they need to follow if they choose to opt-out of Yva.ai analytics, invite them to the webinar and allow them to learn about Yva.ai. See a template.   Executive Sponsor Week 6
3.5 Auto-pilot active analytics starts. Yva.ai platform will start sending weekly surveys according to the schedule. The first dashboards will populate in 1-2 weeks depending on the participation rate in surveys.     Week 6
3.6 Demo webinar for employees Demo webinar for employees may be hosted by Yva. Yva.ai onboarding team will demo Yva.ai platform to employees and answer questions. The webinar is intended to explain to the employees their value they get from Yva.ai and resolve any privacy related questions and concerns. Yva.ai onboarding team Employees Week 7
3.7 Passive analytics consent By logging into Yva.ai platform, employees provide consent to the passive analytics. It allows the client to connect those employees to passive analytics unless the employee has expressed their desire to be excluded from the passive analytics.   Employees Week 8
3.8 Connect employees to passive feedback. Auto-pilot passive analytics starts. The initial historical data processing starts. HR sponsor logs in to Yva.ai and checks the employees who provided the consent. The platform will then start processing the collaboration data and the first dashboards will populate in 1-2 weeks depending on the settings. Yva.ai delivery team HR sponsor Week 9
4
ACHIEVE RESULTS: culture, performance, continuous feedback
       
4.1 Yva.ai will check the system performance Yva.ai support professionals will check the system performance to estimate the time needed to finish the initial historical data processing. Yva.ai support team IT Week 10
4.2 Training sessions with the managers / HR team Yva.ai will invite top managers and the HR leaders to the training webinars on how to:

- improve team culture, well-being, individual performance and leadership skills using Yva.a dashboards
- understand issues and re-engage your people,
- develop your employees’ skills
- detect your informal leaders and
- improve cross-functional collaboration in your company.
Yva.ai onboarding team Executive Sponsor, HR leaders, managers Week 11
4.3 Message from the HR sponsor The HR sponsor will send a message to the managers and the employees will provide the supporting materials (videos, articles) on how to improve team culture, well-being and individual performance and leadership skills using Yva.a dashboards.   HR Sponsor Week 12
5
ADVANCED REPORTING, WORKSHOPS AND TRAINING
       
5.1 COMPLIMENTARY workshops with certified HR/Yva consultants Conduct COMPLIMENTARY workshops with certified HR/Yva consultants on different topics: Trendspotting, Employee Experience Design, Change Experience Design, etc. Yva.ai certified HR consultants Executive Sponsor, HR leaders, managers Week 14