How to map the employee data after an organisational change correctly so that we can get trend data in Viva Glint reporting

Question

How to map the employee data after an organisational change correctly so that we can get trend data in Viva Glint reporting

Derek Teo 0

The organisational structure has changed since the survey last year. The employee data used for the current survey has been updated with the new organisation structure, somehow, the trend data for the departments are not showing up in the reporting pages. Please advise what is the process to ensure correct mapping.

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2 answers

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Answer 1

Hello Derek Teo

Thank you for your question on the Q&A Forum regarding maintaining trend data in Viva Glint after an organizational restructure.

Please note that we currently do not have a live test environment to validate these steps in your specific scenario, as configurations and permissions vary by organization. Therefore, the approach outlined below is based on Microsoft Viva Glint documentation and should be considered theoretical guidance.

How to update reporting data in closed Viva Glint surveys | Microsoft Learn

Update attributes in Viva Glint | Microsoft Learn

Manager reporting access when changing team or role | Microsoft Learn

If departments are simply renamed:

Export historical survey data.
Unlock the previous survey (requires Admin rights).
Upload an updated Employee Attribute file mapping old names to new names.
Reprocess the data so the system recognizes the match and restores trend lines.

If departments merge or split (e.g., “North Sales” + “South Sales” => “Regional Sales”):

-Use Derived Attributes:

Create a new attribute (e.g., Reporting_Department_2025).
Define mapping logic, for example:

IF Department = “North Sales” THEN Reporting_Department_2025 = “Regional Sales” IF Department = “South Sales” THEN Reporting_Department_2025 = “Regional Sales”

-Apply this attribute to both historical and current surveys.

-Use this new attribute for reporting instead of the original Department field.

If reporting is based on Manager Hierarchy:

Ensure Manager IDs in the current employee file align with the new structure.
Run Update Hierarchy or Generate Hierarchy after uploading the latest employee data.

However, since this is only a theoretical approach, to ensure accuracy and avoid data integrity issues, please contact your Microsoft Support for better assistance. Get support for Viva Glint

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

Answer 2

To ensure correct mapping of employee data after an organizational change in Viva Glint, follow these steps:

Update Team Information: Ensure that the latest team structure is accurately reflected in your Viva Glint dashboard. If there have been recent changes to your team that are not shown, this could lead to discrepancies in trend data.
Check Attribute Values: Verify that any changes in attribute values (like department names) do not break the trend for scores in reports. For example, if a department was renamed from "HR" to "Human Resources," ensure that this change is consistently applied across all relevant data.
Map Historical Data: When importing historical data, it is crucial to map items accurately. This means ensuring that the previous and new questions are truly comparable. Misinterpretations can occur if there aren't clear connections between historical data and new insights.
Review Manager Hierarchy: Make sure that the manager hierarchy is correctly set up. Data should follow the manager, preserving responses within the survey cycle, regardless of organizational changes. This ensures that trends are maintained even when employees change teams.
Consult Admin for Updates: If you continue to see issues with trend data, consult your Viva Glint admin to check if they can update your results data or grant access to view new and old values.

By following these steps, you can help ensure that your trend data is accurately reflected in the reporting pages of Viva Glint after an organizational change.