By default, all changes made on employee records will reflect accordingly from the next survey round. For example, when an employee moves to a new team, their historic scores will remain in the old team (where it was collected at the time), and from the next round onwards, their current scores and any new survey data will contribute to the new team.
Employees can also be backdated to populate the dashboard with historical survey results. With backdating, all historical scores and comments are moved to the new segment.
This article will cover:
- Background and considerations
- Backdating an individual employee
- Backdating a group of employees or a segment
- Backdating through a data import
- Troubleshooting incorrectly uploaded data
Background and considerations
For the sake of keeping your employee data accurate, it is recommended that it always reflects reality, with regards to current team set up as well as historical set up. It is not recommended to backdate employees and teams to something that never was. The recommendation is to only backdate an employee if they were actually part of that team at the time.
The typical uses for this feature are:
- A new manager had already started managing the selected employees before a survey went out
- Assigning a manager to a specific team who mistakenly had no manager assigned
- Two areas have merged together, and there is a need for a consolidated view of survey responses
|Data accuracy||Avoid backdating employees to a time that does not reflect reality.|
|Validity date||When backdating, opt for the 'custom date' option and backdate the employee to the day before a specific survey date. Start date should only be used when needing to backdate something to the start of time.|
|Confidentiality||Backdating can be a risk to confidentiality, especially when only backdating a small group of people.|
|Survey frequency||Higher survey frequency will likely reduce the need to backdate since employee records are frequently being updated.|
|Priorities & strengths||Backdating will not automatically recalculate strengths & priorities and highlighted segments as these are calculated at the end of the survey round, however a recalculation can be requested by contacting the support team.|
|Attribute configuration||When using only a small set of attributes, it is always possible to add more attributes later and backdate their values to populate the new segments retrospectively.|
Scenario: new manager taking over a team
It is generally not recommended to backdate historical results to the start of time when a new manager takes over a team. This is because the feedback may not be relevant or actionable to them, and it could contain sensitive information that was intended for the previous reporting lines. Furthermore, these old scores will also be included in the new manager's dashboard even though they are not reflecting the new manager's efforts.
- Share the old manager's dashboard with the new manager using the sharable dashboard feature.
- Download PowerPoint presentation from the old manager's dashboard which contains a summary of scores, topics, actions, etc.
- If the new manager also needs the old comments, they can export the comments from the old manager's dashboard
- To gain full dashboard access to the old manager's results, consider adding the new manager to the old manager's segment. That way the new manager will have full access to the old scores without needing to backdate anything.
Backdating an individual employee
To backdate an attribute for an individual employee, simply click the small clock icon above the field you wish to edit for that employee and select when it should be valid from.
In the example above, to backdate the Business Unit attribute for this user, the backdating function can be found above the Business Unit field. Once the backdating is done, the list of surveyed employees on the Marketing segment can be checked on its dashboard, to verify that the user has been retroactively moved there.
Backdating a group of employees or a segment
A segment can either be backdated during the process of making a change on that segment, or even with employees that are already in it, to further the amount of historical data within the segment.
How to backdate a group of employees
- Go Administration > Employees
- Using the left side filters, find the segment you wish to update (this can also be multiple options at the same time)
- Select all employees
- Click the Edit button to open the bulk edit page
5. Tick the field that needs to be backdated
6. Click the small clock icon next to that field to open backdating options
7. Choose from when this change should be valid from
8. Save your changes
Once the backdating is done, the list of surveyed employees on the affected segment can be checked on its dashboard, to verify that the user has been retroactively moved there.
Backdating through an employee data upload
It is also possible to backdate via an employee data upload. The system will backdate all the information that the file contains, so if not all information should be backdated, ensure to only keep the attribute columns and employees that do need backdating.
- Go to Administration > Employees
- Click on the Import option
- Before importing your file, tick the Set valid from box to set a retrospective date from when your changes should be valid from
As with updating employees manually, be mindful about the validity date, ie. it should be before a specific survey, for the data to be valid for that survey round.
Troubleshooting incorrectly uploaded data
Imagine that an Excel file was uploaded, containing a number of employees who were reporting to the wrong manager on the file. There were two survey rounds that went out before the mistake was spotted.
Quick solution: Backdating the affected employee records to reflect the correct manager from the day the Excel file was uploaded, or to a date before the two survey rounds went out will place their survey results into the correct segments.
- Try to establish the exact date the data was uploaded incorrectly. If it's a small change that can be easily rectified from the employee page using the filters and backdate option, this option is advisable. Backdate the change to the exact date the error was uploaded into Peakon.
- For larger issues, it's best to backdate via an Excel file upload. Where possible, isolate the data to only include the data that needs changing on the file i.e. removing unnecessary columns and rows. The employee ID or email address, first and last names, and the column/s containing the attribute values that need backdating should suffice.