WHS Customer Experience Survey
SURVEY STEPS
A.
User Self-Identification / Overall Satisfaction
B. Agreement
with Drivers of Satisfaction
C. Journey Satisfaction
D.
Deep Dive Experience
E. Value Drivers & Key Motivators
F.
Demographic Profiling
QUOTAS / SAMPLING PLAN
Category |
Government Services |
|
Time Frame |
TBD |
|
Respondents |
||
Completes |
TBD from internal client sample |
|
Incidence |
n/a |
|
Estimated Length |
~10 minutes |
|
Sampling Criteria |
||
User Type |
Standard internal services user or contractor (TBD) |
|
Quotas |
||
Target |
Name |
Logic |
xxx (min) |
TBD |
TBD |
[NOTE: CONFIRM IF LOGO CAN BE SHOWN IN HTML-SUPPORTED EMAIL]
OMB Control NO: 0704-0553 Expiration Date: 4/30/2019
Good afternoon,
I am writing about an important initiative: Washington Headquarters Services (WHS) is surveying its customers to understand better how it provides services. We want to ensure future priorities at WHS are informed by our customers’ perspectives. I’m asking for your help in completing the linked survey to ensure WHS provides you with the best possible service across its portfolio.
WHS is an essential shared services provider for OSD, DoD agencies, and offices in the National Capital Region. Services include acquisitions, human resources, financial management, executive services, and facilities management.
WHS’s vision is to be a creative, results-driven capabilities provider, recognized for excellence: responsible, reliable, resourceful, and relevant. Your responses will help us understand and improve your overall service experience with WHS.
The survey will take about 10 minutes to complete. This survey is optional to take and is confidential. All results will be analyzed in aggregate and not individually.
AGENCY DISCLOSURE NOTICE
The public reporting burden for this collection of information, OMB Control Number 0704-0553, is estimated to average 10 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or burden reduction suggestions to the Department of Defense, Washington Headquarters Services, at whs.mc-alex.esd.mbx.dd-dod-information-collections@mail.mil. Respondents should be aware that notwithstanding any other provision of law, no person shall be subject to any penalty for failing to comply with a collection of information if it does not display a currently valid OMB control number.
INSERT LINK (Either actual link or statement “Click here to begin the survey” with embedded link)
Thank you, in advance, for your time.
Sincerely,
Ms. Lisa Hershman
[Insert Signature]
Step A. User Self-Identification / Overall Satisfaction
PN: SINGLE SELECT
A1. How often do you work with Washington Headquarters Services (WHS)?
Once per week or more often
2-3 times per month
Once per month
Every 2-3 months
Every 4-6 months
Every 7-12 months or less often
99. Never
PN: SINGLE SELECT
A2. How satisfied are you with the overall service provided by WHS?
TOP
1:
Extremely dissatisfied
2
…
9
10: Extremely
satisfied
PN: SINGLE SELECT
F6. How would you characterize your familiarity with WHS’s services and capabilities?
Not at all familiar
Slightly familiar
Somewhat familiar
Moderately familiar
Extremely familiar
Step B. Agreement with Drivers of Satisfaction
PN: SELECT ONE FOR EACH ROW; RANDOMIZE GROUPS AND RANDOMIZE WITHIN GROUPS; DO NOT SHOW HEADERS
B1. Please rate your level of agreement with each of the following statements:
TOP
1:
Strongly disagree
2
…
9
10: Strongly agree
SIDE
(Product) I am satisfied with WHS’s services
(Utility) Services currently offered are useful and serve my needs
(Support) I am satisfied with the support that WHS provides to help me get the product or service I need
(Ease) It is easy to find help or assistance within WHS
(Transparency) WHS is transparent regarding who is responsible, timelines for service, and next steps for my requests
(Competence) WHS employees are competent and have the right answer
(Speed) WHS provides fast and efficient service
(Reputation) WHS is trustworthy
(Value) Working with WHS is worth the time and resources invested
(Consistency) WHS handles requests in a consistent manner
STEP C. Journey Satisfaction
PN: SELECT ONE FOR EACH ROW; SHOW N/A OPTION FOR EACH ROW; RANDOMIZE ROWS
C1. As an end user, how satisfied have you been with your WHS experience when you have needed any of the following in the past year? If you have not had a need, please select “Not applicable”.
TOP
1:
Extremely dissatisfied
2
…
9
10: Extremely
satisfied
98. Not applicable
SIDE
I need contracting services (e.g., request a new contract, modify a contract, exercise an option to renew, acquisition planning)
I need to hire an employee (e.g., hire an SES, hire a GS-15 and below or equivalent)
I need assistance with the budget execution process (e.g., commitments, obligations, expenditures)
I need to process a DoD issuance through WHS’s Directives Division (e.g. submit a new issuance, update an issuance)
I need to respond to a WHS FOIA tasker (e.g., respond to a simple request)
I need to modify my workspace, working through WHS Facilities-Alterations Work Group (e.g., painting, alterations, electrical work, installations, hanging pictures, etc., but excluding security, IT work)
PN: SELECT ONE FOR EACH ROW; SHOW ROWS FOR EACH JOURNEY SELECTED IN C1
C2. How many times have you requested each service in the previous 12 months?
TOP
1 time
2 times
3-4 times
5-6 times
More than 6 times
SIDE
Needed contracting services
Needed to hire an employee
Needed assistance with the budget execution process
Needed to process a DoD issuance through WHS’s Directives Division
Needed to respond to a WHS FOIA tasker
Needed to modify a workspace, working through WHS Facilities-Alterations Work Group
Step D. Deep Dive Experience
PN: EACH RESPONDENT WILL BE ASKED ABOUT 1 JOURNEY THEY EXPERIENCED (WHERE C1 ≠ 98); IF RESPONDENT QUALIFIES FOR MULTIPLE JOURNEYS, USE LEAST-FILLED LOGIC TO ASSIGN DEEP DIVE SECTION
PN: DISPLAY ON SEPARATE SCREEN
Now we have a few questions about the specific service you requested.
PN: SINGLE SELECT
D0. How would you characterize your familiarity with [INSERT JOURNEY]?
TEXT FOR JOURNEY PIPE IN:
contracting services
hiring an employee
the budget execution process
processing DoD issuances through WHS’s Directives Division
responding to a FOIA tasker to conduct a search for records responsive to a FOIA request
modifying a workspace, working through WHS Facilities-Alterations Work Group
RESPONSE OPTIONS
Not at all familiar
Slightly familiar
Somewhat familiar
Moderately familiar
Extremely familiar
PN: SELECT UP TO 3; PIPE IN RESPONSE FROM C1 IN PAST TENSE; RANDOMIZE; ANCHOR OPTION 97
D1. When you [INSERT JOURNEY], how did you contact WHS?
Online via web portal
Telephone
In-person
97. Other (specify)
PN: SELECT ONE FOR EACH ROW; PIPE IN RESPONSE FROM C1; RANDOMIZE
D3. Please think specifically about when you [INSERT JOURNEY] and rate your level of agreement with each of the following statements:
TOP
1:
Strongly disagree
2
…
9
10: Strongly agree
SIDE
[SHOW IF JOURNEY = Contracting Services]
(Product) I am satisfied with WHS’s contracting services
(Utility) The services currently offered by WHS contracting are useful and serve my needs
(Support) I am satisfied with the support that WHS provides to help me get the product or service I need
(Ease) It is easy to find help or assistance within WHS’s contracting services team
(Transparency) WHS’s contracting services process is transparent regarding who is responsible, timelines for service, and next steps for my requests
(Competence) Employees at WHS’s contracting services are competent and have the right acquisition answer
(Speed) WHS’s contracting services team provides fast and efficient service
(Reputation) WHS’s contracting services team is trustworthy
(Value) Working with WHS’s contracting services team is worth the time and resources invested
(Consistency) WHS’s contracting services team handles requests in a consistent manner
[SHOW IF JOURNEY = Hiring Process]
(Product) I am satisfied with hiring services
(Utility) The hiring services currently offered are useful and serve my needs
(Support) I am satisfied with the support that the hiring team provides to help me get the product or service I need
(Ease) It is easy to find help or assistance within hiring services
(Transparency) Hiring services is transparent regarding who is responsible, timelines for service, and next steps for my requests
(Competence) Hiring services employees are competent and have the right answer
(Speed) Hiring services provides fast and efficient service
(Reputation) The hiring services team is trustworthy
(Value) Working with hiring services is worth the time and resources invested
(Consistency) Hiring services handles requests in a consistent manner
[SHOW IF JOURNEY = budget execution]
(Product) I am satisfied with WHS when I use them for budget execution
(Utility) The budget execution services that WHS currently offers are useful and serve my needs
(Support) I am satisfied with the support that the WHS budget execution team provides to help me get the product or service I need
(Ease) It is easy to find help or assistance within WHS’s budget execution team
(Transparency) WHS’s budget execution process is transparent regarding who is responsible, timelines for service, and next steps for my requests
(Competence) WHS employees who work on budget execution process are competent and have the right answer
(Speed) WHS’s budget execution team provides fast and efficient service
(Reputation) WHS’s budget execution team is trustworthy
(Value) Working with WHS’s budget execution team is worth the time and resources invested
(Consistency) WHS’s budget execution team handles requests in a consistent manner
[SHOW IF JOURNEY = Issuance Process]
(Product) I am satisfied with the DoD issuance services provided by WHS’s Directives Division
(Utility) The compliance and editorial reviews provided by the WHS Directives Division’s issuance team are useful and serve my needs (e.g. does it improve the clarity and quality of issuances)
(Support) I am satisfied with the support that the DoD issuance team provides to help me get the product or service I need
(Ease) It is easy to find help or assistance within DoD issuance services provided by WHS’s Directives Division
(Transparency) The DoD issuance services provided by WHS’s Directives Division are transparent regarding who is responsible, timelines for service, and next steps for my requests
(Competence) DoD issuance services provided by WHS’s Directives Division employees are competent, demonstrating an understanding of the process
(Speed) DoD issuance services provided by WHS’s Directives Division are fast and efficient
(Reputation) WHS’s Directives Division issuance team is trustworthy
(Value) Working WHS’s Directives Division’s issuance team is worth the time and resources invested
(Consistency) WHS’s Directives Division handles DoD issuance requests in a consistent manner
[SHOW IF JOURNEY = FOIA Process]
(Product) I am satisfied with the services of OSD/JS FOIA Office
(Utility) The services currently offered by the OSD/JS FOIA Office are useful and serve my needs
(Support) I am satisfied with the support that the OSD/JS FOIA Office provides to help me get the product or service I need
(Ease) It is easy to find help or assistance within the OSD/JS FOIA Office
(Transparency) The OSD/JS FOIA Office is transparent regarding who is responsible, timelines for service, and next steps for my requests
(Competence) The employees of the OSD/JS FOIA Office are competent and have the right answer
(Speed) The OSD/JS FOIA Office provides fast and efficient service
(Reputation) The OSD/JS FOIA Office team is trustworthy
(Value) Working with the OSD/JS FOIA Office is worth the time and resources invested
(Consistency) The OSD/JS FOIA Requester Office handles requests in a consistent manner
[SHOW IF JOURNEY = Alterations Work Group]
(Product) I am satisfied with the services provided by WHS Facilities-Alterations Work Group
(Utility) The services currently offered by WHS Facilities-Alterations Work Group are useful and serve my needs
(Support) I am satisfied with how the WHS Facilities-Alterations Work Group’s modification processes work
(Ease) It is easy to find help or assistance within the WHS Facilities-Alterations Work Group team
(Transparency) WHS Facilities-Alterations Work Group is transparent regarding who is responsible, timeliness for service, and next steps for my requests
(Competence) Employees of the WHS Facilities-Alterations Work Group are competent and have the right answer
(Speed) WHS Facilities-Alterations Work Group provide fast and efficient service
(Reputation) The WHS Facilities-Alterations Work Group team is trustworthy
(Value) Working with the WHS Facilities-Alterations Work Group is worth the time and resources invested
(Consistency) The WHS Facilities-Alterations Work Group handles requests in a consistent manner
PN. SHOW IF JOURNEY = Contracting Services
PN: MULTI SELECT
D4A. In your most recent experience with WHS’s contracting services, what service did you request?
Request a new contract
Exercise an option to renew
Modify a contract
Renew a contract
Discontinue a contract
Acquisition planning and customer engagement
Post contract award administration (e.g. invoices, contractor performance assessment)
PN: SELECT ONE PER ROW
D5A. When you received assistance with contracting services, what was your level of satisfaction when you did the following?
TOP
1:
Extremely dissatisfied
2
…
9
10:
Extremely satisfied
SIDE [Contracting Services]
Conducted advanced acquisitions planning
Identified requirement and develop work statement
Submitted final purchase request package
Identified experts for source selection process
Conducted and submit technical evaluation
Received contract award
Modified a contract
Exercised an option
Vendor engagement (e.g., escalation of performance issues)
Contract closeout and assessment of vendor performance
PN: 1-10 RATING
D6A. For your most recent contract that was completed, to what degree do you think the vendor’s products or services met your expected need?
PN: MULTI SELECT
D7A. If the vendor’s products or services did not meet your expectations, why was this the case?
Vendor capability factors (e.g. skillset matching to requirements)
Vendor delivery factors (e.g. vendor delivering complete product on time)
Requirements ambiguity
Resource constraints (e.g. vendor insufficiently resourced to deliver)
Insufficient post-award administration, either from program manager or contracting officers
PN: SINGLE SELECT
D8A. Do you feel like the Procurement Milestone Tool which identifies each acquisition process, responsible individuals and time-line to contract award is transparent and meets your needs?
1. Yes
2. No
3. Other (specify)
PN. SHOW IF JOURNEY = Hiring Process
PN: MULTI SELECT
D4B. In your most recent experience with the hiring process, what service did you request?
Hired an SES (no prior Federal competitive status)
Hired an SES (transfer from within DoD or another Federal agency)
Hired a GS-15 and below or equivalent (no prior Federal competitive status)
Hired a GS-15 and below or equivalent (transfer / promotion from within DoD or another Federal agency)
Hired a Highly Qualified Expert (HQE) regardless of grade
Other (specify)
PN: SELECT ONE PER ROW
D5B. When you needed [INSERT SUB JOURNEY BELOW], what was your level of satisfaction when you did the following?
TOP
1:
Extremely dissatisfied
2
…
9
10:
Extremely satisfied
99. Not applicable
SIDE [hiring process]
Plan for future hiring needs
Submit a request for personnel action (RPA)
Review and revise a position description (PD)
Job posting on USAJobs
Conduct screening of applicants by subject matter experts
Referral certificate issued you receive from HRD?
Select candidate from finalist list
Extend job offer
Onboard the selected candidate to EOD (e.g., drug testing, initiating security clearance process, physicals)
PN: 1-10 SCALE
D6B. For your most recent hire, to what degree do you think the candidate met your expected need?
PN: MULTI SELECT
D7B. If the candidate did not meet your need, why was this the case?
Selected candidate wasn't the right skill set fit for requirements
Selected candidate wasn't the right personality fit for requirements
Primary selection dropped out due to length of hiring process
Primary selection couldn't complete on-boarding to EOD (e.g., failed drug test)
Selected candidate met all requirements, but position description didn't match expected duties
Other (free text)
PN: OPEN END
D8B. How has your level of satisfaction with the service provided by WHS hiring services changed over the last year?
PN. SHOW IF JOURNEY = budget execution
PN: MULTI SELECT
D4C. In your most recent experiences within the budget execution process, what service did you request?
Budget Authority (e.g., obtaining budget authority at right level)
Commitment (e.g., processing purchase requests, validating purchase requests)
Obligation (e.g., recording obligations)
Expenditure (e.g., certifying invoices, pre-validation, initiation of disbursement)
Liquidation (e.g., paying the right vendor, paying the right amount, paying on time)
Other (free text)
PN: SELECT ONE PER ROW
D5C. When you needed [INSERT SUB JOURNEY BELOW], what was your level of satisfaction when you did the following?
TOP
1:
Extremely dissatisfied
2
…
9
10:
Extremely satisfied
99. Not applicable
SIDE [budget execution]
Requisition funds with WHS FMD
Source funds with WHS FMD
Contract for good or service with WHS FMD
Purchase good or service with WHS FMD
Receive and accept funds with WHS FMD
Process and match invoices with WHS FMD
Disburse funds with WHS FMD
PN: 1-10 RATAIN
D6C. For your most recent budget execution action, to what degree did the action meet your need?
PN: OPEN END
D7C. If the budget execution action did not meet your requirement, why was this the case?
PN. SHOW IF JOURNEY = Issuance Process
PN: MULTI SELECT
D4D. In your most recent experience with requesting DoD issuances through WHS’s Directives Division, what service did you request?
Submit a new issuance request
Update an issuance
Other (free text)
PN: SELECT ONE PER ROW
D5D. When you received assistance with the DoD issuance process, what was your level of satisfaction when you did the following?
TOP
1:
Extremely dissatisfied
2
…
9
10:
Extremely satisfied
99. Not applicable
SIDE [Issuance Process]
Draft an issuance
Precoordinate an issuance
Formally coordinate an issuance
Review and revise your issuance (presignature)
Receive final approval and publish issuance
PN: 1-10 RATING
D6D. For your most recent DoD issuance request through WHS’s Directives Division, to what degree did the service meet your need?
PN: OPEN END
D7D. If the service did not meet your expectations, why was this the case?
PN. SHOW IF JOURNEY = FOIA Process
PN: MULTI SELECT
D4E. In your most recent experience with the OSD/JS FOIA Office, what was your interaction?
Respond to a tasker to conduct a search for a simple request
Respond to a tasker to conduct a search for a complex request
Respond to a tasker to conduct a search for an expedited request
Respond to a tasker to conduct a review of a record(s)
Respond to a tasker to conduct a search and review
Respond to a request for a status update or to provide an estimated completion date
PN: SELECT ONE PER ROW
D5E. When you needed [INSERT SUB JOURNEY BELOW], what was your level of satisfaction when you did the following?
TOP
1:
Extremely dissatisfied
2
…
9
10:
Extremely satisfied
99. Not applicable
SIDE [FOIA Process]
Received the FOIA tasker
Responded to the FOIA tasker
Requested assistance with processing the FOIA tasker
Requested clarification of the FOIA tasker
PN: 1-10 RATING
D6E. For your most recent FOIA response, to what degree did the OSD/JS FOIA Office meet your needs?
PN: OPEN END
D7E. If the support did not meet your expectations, why was this the case?
PN. SHOW IF JOURNEY = Alterations Working Group
PN: SINGLE SELECT
D4F. In your most recent experience with the WHS Facilities-Alterations Work Group, what service did you request?
Request a small office modification (less than $3,000 e.g. a FAST work order)
Request a medium office modification (up to $25,000)
Request major construction (greater than $25,000)
PN: SINGLE SELECT
D4.5F. Throughout the alteration process, were you the requester of the alteration or the project manager?
PN: SELECT ONE PER ROW
D5F. When you needed [INSERT SUB JOURNEY], what was your level of satisfaction when you did the following?
TOP
1:
Extremely dissatisfied
2
…
9
10:
Extremely satisfied
99. Not applicable
SIDE [Alterations Work Group]
Submit request to WHS
Review cost schedule and scope for approval to start work with WHS
Execute the work request with WHS
Work completion and closeout with WHS
PN: 1-10 RATING
D6F. For your most recent service request, to what degree did the alteration meet your need?
PN: OPEN END
D7F. If the service did not meet your expectations, why was this the case?
PN: SHOW ALL; SINGLE SELECT
D9. The last time you [INSERT JOURNEY] how many times did you contact WHS before reaching a resolution?
1
2
3-4
5-6
More than 6 times
Step E. Value Drivers & Key Motivators
PN: OPEN END TEXT RESPONSE; SHOW 3 BOXES
E1. What 3 words would you use to describe your interaction with WHS when you [INSERT JOURNEY].
Word 1 ____
Word 2 ____
Word 3 ____
PN: OPEN END TEXT RESPONSE
E2. Please briefly describe what would you change about the process the next time you [INSERT JOURNEY]?
PN: SELECT ONE FOR EACH ROW;
E3. Please rate your level of agreement with each of the following statements:
TOP
1:
Strongly disagree
2
…
9
10: Strongly agree
SIDE
WHS helps me do my job efficiently and effectively
WHS helps enable the mission
I will try to use WHS to find solutions in the future
PN: SINGLE SELECT
E4. If you think back on the interactions you have had with WHS over the past year, to what extent do you agree with the following statement?
“On occasion, WHS has surprised me with outstanding service that has surpassed my expectations and provided extraordinary value.”
TOP
1:
Strongly disagree
…
5: Disagree
6: Agree
…
10:
Strongly agree
PN: OPEN END TEXT RESPONSE; SHOW IF E4=6-10
E5: Please describe the interaction that surpassed your expectations
PN: SINGLE SELECT
E6: If you think back on the interactions you have had with WHS over the past year, to what extent do you agree with the following statement?
“On occasion, WHS has completely failed to meet my needs and expectations.”
TOP
1:
Strongly disagree
…
5: Disagree
6: Agree
…
10: Strongly agree
PN: OPEN END TEXT RESPONSE; SHOW IF E6=6-10
E7. Please describe the interaction that failed to meet your expectations
PN: SINGLE SELECT
E8. In the past 12 months have you sought a workaround or exception to a WHS process because the standard process did not fit your need?
Yes
No
PN: SINGLE SELECT
E9. Have you ever had a case where you thought about working with WHS but ended up going with another agency or organization?
Yes
No
PN: OPEN END TEXT RESPONSE; SHOW IF E9=1
E10. Why did you choose to work with another agency rather than WHS?
Step F. Demographic Profiling
PN: OPEN END TEXT RESPONSE
F2. What is your current organization?
WHS Customer List for CX Survey |
Advanced Distributive Learning (under USD(P&R)) |
Armed Forces Retirement Home |
Civil Military Program |
Defense Acquisition University |
Defense Advanced Research Projects Agency |
Defense Advisory Committee for Investigating, Prosecution, & Defense of Sexual Assault in the Armed Forces |
Defense Commissary Agency |
Defense Contract Audit Agency |
Defense Contract Management Agency |
Defense Digital Service |
Defense Education Activity |
Defense Equal Opportunity Management Institute |
Defense Finance and Accounting Service |
Defense Human Resources Activity |
Defense Information Systems Agency |
Defense Information Systems Agency/Joint Staff Support Center |
Defense Innovation Board |
Defense Innovation Experimental Unit |
Defense Legal Services Agency |
Defense Logistics Agency |
Defense Media Activity |
Defense POW/MIA Accounting Agency |
Defense Security Cooperation Agency |
Defense Security Service |
Defense Technical Information Center |
Defense Technology Security Administration |
Defense Test Resources Management Center |
Defense Threat Reduction Agency |
Director of Cost Assessment and Program Evaluation |
Director of Test and Evaluation |
Department of Defense Chief Information Officer |
Department of Defense Consolidated Adjudications Facility |
Department of Defense General Counsel |
Joint Service Provider |
Joint Staff |
Missile Defense Agency |
National Defense University |
National Guard Bureau |
Office of Diversity Management and Equal Opportunity |
Office of Economic Adjustment |
Office of Military Commissions |
Office of Net Assessment |
Office of the Defense Production Act |
Office of the Director of Cost Assessment and Program Evaluation |
Office of the Director, Operational Test and Evaluation |
Office of the Secretary of Defense (Immediate Office, OCMO, OUSDs, & OASDs) |
Pentagon Force Protection Agency |
Secretary of Defense |
Strategic Capabilities Office |
U.S. Court of Appeals for the Armed Forces |
U.S. Court of Military Appeals of the Armed Forces |
Uniformed Services University of the Health Sciences |
Washington Headquarters Services |
PN: SINGLE SELECT
F2b. Are you a contractor?
Yes
No
PN: OPEN END TEXT RESPONSE
F3. What is your rank or grade?
Rank or Grade |
Cvilian WG 01 to 10 |
Civilian GS/GG 01 to 12 |
Civilian GS/GG 13 through 15 |
SES |
Contractor |
Military Rank E1 to E9 |
Military Rank W1 to W5 |
Military Rank O1 to O3 |
Military Rank O4 to O6 |
Military Rank O7 to O10 |
Other |
PN: SINGLE SELECT
F4. What is your position?
Supervisor
Non-supervisor
PN: SINGLE SELECT; SHOW AS DROP DOWN
F5. How many years have you worked at the organization or agency?
1 year or less
2
….
19
20+ years
File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
Author | Suzanne El Sanadi |
File Modified | 0000-00-00 |
File Created | 2021-01-20 |