As your starting point, refer to the following sections of your Engagement Plan:

• Engagement objectives – have they been met?
• Identified stakeholders – did you reach them and hear from them?
• Engagement evaluation – how will you report on the data?
• Closing the loop – how will you let people know that they were heard and how their input has influenced decisions made.

  ACTIONS
  

  • Review engagement plan
  • Meet with the Engagement Team member you have been working with if you have questions or need some guidance. This is also the time to hand over to an engagement consultant or data analyst if you have identified in your Engagement Plan that you will be outsourcing the data analysis.

To View Reports

Under dashboard, click on reports, find the project – make sure you change the date frame (top right-hand side ) to “All time” unless you are reporting on a specific time.

You will see the 3 tabs on the left-hand side – Overview, Results and People

To see an explanation of each tab – please visit Learning Centre

• Click on the first tab – to see overview – summary of contributions, traffic on the website, participation in each tool etc. on the Learning Centre there are definitions for each of the categories. You can export any of the reports.

• Click on the second tab ‘Results’ (left hand side)

Under your tool, click on “View Results”

• When the next screen appears, you will note there a few tabs: - Summary tab for responses for each question, this will provide you with charts for questions that had options (not open text). If you want to see ‘all’ responses (open text as well) click on Data Tab – you can export all the data for each tool – excel or csv files (button top right-hand side). Analysis tab is for tagging and sentiment analysis - visit our Learning Hub to learn more about this feature, or chat to the team.

Our Learning Hub also has examples of reports fyi.

Accessing Social PinPoint/Have Your Say Data

• For the data you have now collected via the Have Your Say platform, refer to the data and reporting section on pages 8-10 of the Hive_HYS Quick User Guide on how to access the data and reports, or steps in #2. Your engagement lead can provide you with the reports.
• If you engaged in other ways, now is the time to make sure all the data you collected is in the one location before analysing i.e. if you also received hard copy surveys, you ideally want to add the hard copy surveys to the online version before you close off the survey or any other forms of data collection.
• We also have information on our Learning Hub in regards to report templates, how and when to use the AA (Analysis Assistant) Tool on the platform for sentiment and tagging of your data.
• In addition to the HYS platform, we do have access to a data analyst program 'Converlens' where we can combine two sets of data feedback into one chart etc., chat to the team to learn more.

The Engagement Team has developed this Making sense of your engagement data document to help guide officers through the data analysis and tagging stage. It’s a working document so we’d appreciate your feedback on how useful (or not!) it is.

ACTION

• Review reports
• Investigate tagging feedback to provide deeper insight, help with theming your feedback and the use of AA Tool to provide sentiment. Chat to your engagement lead if you require assistance with this.

Step three - Social Media Feedback

• If you used the City’s social channels, contact @Mitchell Dye or @Wes Cusworth to receive a spreadsheet of your social media comments. Whilst considered ‘informal’ feedback and at times could be labelled uninformed and/or unaccountable feedback, from potentially less impacted (and anonymous) community members, it’s still important that it’s collected and reviewed, but kept separate to HYS feedback.
• This process also relates to the Central Geelong team’s own social channels.
• It is important to report separately on both formal (e.g. survey) and informal (e.g social media, conversations, etc) feedback in this report.
• Reporting on informal feedback

Note: this will not be relevant for all engagements however, when there has been strong interest on social media or lots of ‘informal’ conversations at in-person engagements, it’s important that informal feedback is reported on.

When reporting on informal feedback it should be kept separate from the formal feedback with the following wording used:

Option 1 – where informal feedback reflects and/or supports formal feedback:

The engagement also attracted XX comments on social media. These broadly reflected the sentiment and themes gathered through the formal engagement process.

Option 2 – where informal feedback differs (in sentiment and/or themes) and/or highlights additional thoughts, ideas and opinions:

The engagement also attracted XX comments on social media. It is interesting to note that these differed from the sentiment and themes identified in the formal engagement process.

It is thought this is because:

xxx (e.g. people providing feedback are less informed, not from the area…. Not directly impacted by the xxx

ACTION

• Request/download, collate and review social media feedback

ACTION

- Share all data collected with your engagement consultant if using one. Direct access to the platform is not provided for consultants.

ACTION

Please set up a catch up with your engagement lead if you have questions or need some guidance for this stage of your engagement. Please schedule some time in my calendar.

(1-2 weeks after closing date – a Snapshot Report/one pager with how we engaged and how many people responded etc). This provides you with a bit of breathing space to work through all your data and prepare an engagement summary/findings report

Closing the loop and reporting back to both participants and decision makers is one of the most important elements of an engagement process. There are currently three engagement report templates available for you, and can be found on the Engage Hub. Select the report template that best suits the size, complexity and stage of your engagement project.

Once you have drafted your engagement findings report, contact the Engagement Team for feedback and for advice on how to disseminate the report. This will include posting an update on your HYS page.

• There are three engagement report templates available on the Engage Hub. Select the report template that best suits the size, complexity and stage of your engagement project and share with your consultant.
• Once you have drafted your snapshot report and engagement findings report, let your engagement lead know, they can help you review, and once approved, share the report. This will include posting an update on your HYS page.
• Please note that your engagement cannot be closed off on HYS until an engagement report has been drafted and uploaded onto the platform. (Be warned, we chase teams until this is done!)

ACTIONS

• Download an Engagement Summary Report template (#1, #2 or #3), for branding and consistency. Reports can be found here. Report #1 as a snapshot within 1-2 weeks of engagement closing. Report 2 or 3 for your key findings. Examples of all reports can be found here as well.
• Have final engagement summary report approved by either Coordinator/Manager/Director
• Note: if there is going to be a big delay (more than a few weeks) between the close of your engagement and your report going onto HYS, please work with the Engagement Team to write a sentence or two for the page as an interim measure.

Final step - Evaluation

Then, once you’ve completed the engagement reporting and the report has been shared with council and community, we highly recommend you book in ½hr with one of us in the Engagement Team to review your engagement:

• what went well?
• what could have been done differently or better?
• how well were the engagement and social equity principles addressed?
• can a case study be developed & shared with Engagement Champions?

ACTION

– set a final meeting time to review project.