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Department of Premier and Cabinet

Frequently Asked Questions - People Matter Survey

The following frequently asked questions are aimed at supporting the participation of TSS employees and officers.

Q. Who coordinates the People Matter Survey?

A. The State Service Management Office (SSMO) coordinates the whole-of-service employee survey across all TSS agencies and authorities in partnership with the Victoria Public Sector Commission (VPSC) and ORIMA Research.

Q. Who should participate in the Survey?

A. The Survey is open to TSS employees.

If you are a TSS employee, you will receive a personalised email on 10 May 2016 from ORIMA Research, inviting you to participate in the Survey. ORIMA Research are helping SSMO to deliver the 2016 Survey. If you do not receive an email, please contact your agency's Survey Coordinator. Their details will be provided in your agency's promotional material.

If you cannot find the contact information for your agency's Survey Coordinator, contact people.matter@dpac.tas.gov.au and we will refer you to your Survey Coordinator.

Q. What does the Survey ask about?

A. The Survey will ask you about your employment and work environment, including how behaviours such as fairness and respect are valued in the workplace. It will also include questions on:

  • change management;
  • employee engagement;
  • workplace health, safety and wellbeing;
  • job satisfaction; and
  • team work.

This year the Survey includes additional questions about leadership and development, diversity, wellbeing and change management. These areas were identified as whole-of-service workforce management priorities following the 2015 Survey.

The Survey results will inform senior managers and executives about what it is like to work in your organisation. Your feedback will inform agency and whole-of-service planning and development activities, and help to build a valuable and effective State Service.

Q. Is participation in the Survey compulsory?

     A. Participation in the Survey is voluntary. You are encouraged to participate in the Survey as your feedback will provide valuable insights into what it is like to work in your organisation.

Q. How long will it take me to complete the Survey?

A. As a guide, it is anticipated that most people will complete the Survey in 10 to 20 minutes. However this might depend on your reading style, and whether you wish to make additional comments.

Q. Is there support for employees with accessibility needs to complete the Survey?

Yes. If you require assistance to complete the Survey, it is recommended that you contact your Agency Survey Coordinator before beginning the Survey. The contact details of your Coordinator are provided in your invitation email, as well as in your agency’s promotional material.

If you cannot find the contact information for your agency's Coordinator, contact people.matter@dpac.tas.gov.au and we will refer you to your Coordinator.

Please note that for employees with visual accessibility needs, the Survey includes a button to increase or decrease the font size of the Survey text. Please note that if you use this function you may also need to alter your browser settings and screen resolution to ensure that the Survey displays in a suitable format.

Q. How is confidentiality maintained?

A. Once you complete the Survey your email details are deleted, and your responses entered automatically and anonymously into databases.

Demographic data is separated from your other responses when you complete and submit the Survey, and your demographic information is kept in a separate database. Demographic data is only provided in agency-level reports (not division or section) and reported at the aggregate level.

Reporting is not undertaken when the results relate to groups of less than ten people. This removes the ability to identify individual people’s responses.

The Survey information and material is maintained under the required privacy rules (Personal Information Protection Act 2004,State Service Act 2000).

Q. Why does the Survey ask about my age and other demographic information?

A. This information is asked so that SSMO and State Service organisations can assess the representativeness of the Survey results.

Demographic data is separated from your other responses when you complete and submit the Survey, and your demographic information is kept in a separate database. Demographic information is also only reported in the agency-level report (not the division or section reports) and at an aggregate level.

Q. I work in a small section (with less than 10 people) – how will my confidentiality be maintained?

A. If divisions/sections do not receive at least 10 responses they will not receive a report.

If this occurs, the responses of that division/section will be rolled up to the next level of reporting – for example, if your section doesn’t get enough responses, your results will be rolled up into the division level of reporting. All responses will be reported at the organisation level.

Q. Why have I received an invitation email from ORIMA Research?

A. ORIMA Research has been contracted to support the delivery of the Survey. If you receive an email from ORIMA Research, you have been listed as an employee by a State Service organisation, and your details provided to receive the Survey invitation via a personalised email.

Your personal details are not disclosed to anyone (including your organisation), or linked to your Survey responses.

Q. What happens if I can’t complete the Survey in one session?

A. For staff who received an email from peoplematter@orima.com: The email will contain a personalised link to the Survey. You can exit the Survey at any point and use this link to return to your partially completed survey.

Please do not share your personal link – if you do, and you haven’t submitted your response, these people will be able to see how you respond to the Survey.

A. For staff who were sent the generic link from their agency coordinator: The first time you access the Survey by the email link and click “Start new survey”, you will be given a unique password. You should make a note of your password as it will allow you to save and return to the Survey at a later time.

Q. Can multiple employees use the same log in information?

A. No. Each State Service employee will receive a personalised email invitation from ORIMA Research to participate in the Survey.

If you do not receive or have trouble accessing the Survey, it is recommended that you contact your Agency Survey Coordinator. The contact details of your Coordinator are provided in your invitation email, as well as in your agency’s promotional material.

If you cannot find the contact information for your agency's Survey Coordinator, contact people.matter@dpac.tas.gov.au and we will refer you to your Survey Coordinator.

Please do not share your personal link – if you do, and you haven’t submitted your response, these people will be able to see how you respond to the Survey.

Q. If I’m on leave during the Survey period - can I still participate in the Survey?

A. Yes. The invitation to participate in the Survey will be sent to your work email.

You can remotely access your work email and complete the Survey if you are going to be on leave between 10 and 30 May 2016.

If you have any questions about participating while on leave, contact your Agency Survey Coordinator. The contact details of your Coordinator are provided in your invitation email, as well as in your agency’s promotional material.

If you cannot find the contact information for your agency's Survey Coordinator, contact people.matter@dpac.tas.gov.au and we will refer you to your Survey Coordinator.

Q. Can I change my responses before submitting the Survey?

A. Yes. Before you click the ‘Save and Submit’ button at the end of the Survey, you can move between the pages of the Survey to review your answers. The Survey will save your responses each time you move between pages.

Please note that you cannot move past a page if you haven’t answered every question (remember you can go back and review answers if you wish to change a response).

You can also go back to the ‘Collection Statement’ on the first page via a button on the top left hand corner of each page of the Survey. The Collection Statement includes information about the purpose of the Survey and information about how confidently is managed.

Q. Can I change my responses once I have submitted the Survey?

A. No. Once you press ‘submit’ on the last page of the Survey, your logon and email information is removed from your responses, and you will not be able to access your responses again.

The Survey includes options to review responses at every stage, including on the final page before submission.

Q. How do I submit the Survey?

Please note that the final page of the Survey provides information about how to review your responses and submit the Survey.

Please note that it is critical that you click the ‘Save and submit’ button otherwise your responses will not be submitted.

Q. I cannot find my division or section?

A.  Agencies and authorities have provided their organisation structure for the survey.

If you have difficulty selecting your work area, talk to your manager or your Agency Survey Coordinator for advice. The contact details of your Coordinator are provided in your invitation email, as well as in your agency’s promotional material.

Q. What is the aim of the free text questions?

A. The Survey includes two free text sections.

The first free text question invites your comments on any other employment matters you wish to raise that were not covered elsewhere in the Survey – this may include noting things that are working well within your agency, or suggestions for improving employment practices in your agency or across the State Service.

The second free text question invites feedback on the Survey itself – the layout, accessibility, as well as your suggestions for any additional questions you think should be included in the Survey.

Please do not include information in these sections which could identify you or other individuals as this information will be shared in full with your organisation.

Q.  I am experiencing technical/other issues with accessing/completing the Survey.

A. Your organisation’s Agency Survey Coordinators will be able to assist you with any queries concerning completing the Survey. The contact details of your Coordinator are provided in your invitation email, as well as in your agency’s promotional material.

If you cannot find the contact information for your agency's Survey Coordinator, contact people.matter@dpac.tas.gov.au and we will refer you to your Survey Coordinator.

Q. How will I find out about the Survey results?

A. Heads of Agency will decide how their results are made available to managers and employees.

The whole-of-service Survey Results (in a summary format) will be published on the SSMO website in late 2016. Information about previous years' results can be found on the SSMO website via this link - www.dpac.tas.gov.au/divisions/ssmo.

Q. Where can I find more information about the Survey?

A.  Each TSS organisation will have further information available via their intranet or through news bulletins.

Each organisation has an Agency Survey Coordinator who will be able to assist you with any queries concerning completing the survey. The contact details of your Coordinator are provided in your invitation email, as well as in your agency’s promotional material.

Further Agency or whole-of- service enquiries can be made by emailing people.matter@dpac.tas.gov.au