NEW THIS WEEK- As of December, 22nd 2017
The 2017 PH WINS Survey has launched in all participating health departments and will remain open through the end of the year. At this point, your staff should have received an automated message from firstname.lastname@example.org through Qualtrics inviting them to participate in PH WINS 2017. It is critical that senior leadership promote participation in the survey now. We will only be able to give customized reports to departments that have achieved high enough response rates to ensure confidentiality of staff.
Overall and unit specific response rates are available here below:
STAFF QUESTIONS? - The WINS hotline is (571) 318-5418, and the email is email@example.com. A team of 5 people are responding to emails and answering the phone lines between 9am-5pm. Please direct any staff questions to the hotline or email address.
Over the next few weeks, please continue to promote the survey within your department and encourage staff to respond to their individual invitations. Survey invitations are unique to individual staff and should not be forwarded. The survey invitation will include information for a hotline number staff can call if they need assistance completing the survey.
For all previous updates, please see under the "past announcements" tab below.
This fall, ASTHO, in partnership with and funding from, the de Beaumont Foundation, will field the 2017 Public Health Workforce Interest and Needs Survey (PH WINS). The BCHC team hopes to have participation from all Big Cities Health Coalition member departments to help inform future investments in workforce development, build on the baseline of key workforce development metrics, and better understand workforce attitudes, morale, and climate.
First fielded in 2014, with 37 states, 14 BCHC member cities, and a small local pilot, PH WINS is an online survey that captures individual perspectives related to workplace environment, training needs, and overall trends that impact the field of public health. The 2014 PHWINS Survey individual results have been distributed directly to the following LHOs: Atlanta, Baltimore, Boston, Chicago, Denver, Houston, Los Angeles, Philadelphia, San Antonio, San Diego, San Francisco, Santa Clara, Seattle and Washington D.C. PH WINS is currently the only nationally representative data source of the public health workforce. The national results of PH WINS 2014 were disseminated in several formats, including a national summary report, an infographic and a special supplement of the Journal of Public Health Management and Practice.
The overall PHWINS results slides for all BCHC cities are linked, which may be of interest to member departments who did not participate in the first round in 2014.
The findings from the first fielding of PH WINS have been used by participating health agencies to better understand and address workforce development, as well as by partners to help inform future investments in public health workforce development. Over the past year, two BCHC members – Boston and Houston – received funding to participate in the PH WINS Research to Action Learning Collaborative where they received technical assistance from ASTHO, NACCHO, and workforce development experts in addressing some of the challenges identified in the first iteration of this survey. The BCHC team hopes all BCHC member departments will participate in PH WINS 2017 so that they might be eligible for similar future investments in their workforce.
- NEW! 2017 PHWINS Survey Instrument
- NEW! PH WINS Training Needs Assessment
- PHWINS Needs Survey Announcement Poster (PDF)
- PHWINS Communications Template Materials (Word Document)
- PH WINS Communications Template Materials (PDF)
- PHWINS Email Macros Images: Make Your Voice Heard & Reminder
- PHWINS Staffing List Template
- PHWINS 2017 Champions Webinar
- PHWINS Survey 2017 Overview
- BCHC 2014 PHWINS Results Slides
- PH WINS 2017 Project Summary
- PH WINS Overview Presentation
REMINDER EMAILS - We will be sending automated reminders to those staff who have not completed the survey at regular intervals: one, two, four, and six weeks after launching the survey. The reminder emails will have artificial deadlines to encourage responses within those first 6 weeks, but the survey will be open until the end of the year. We find that the artificial deadlines are helpful to encourage staff to complete the survey. When we get to the point of the final two reminders we will strategize based on the response rates we have to see if we may need to work with agencies with low response rates to encourage them to get a higher rate to get a report. The survey will close at the end of 2017. We will then get to work cleaning and analyzing the data. Agency reports will be provided in early spring 2018.
As you move forward, please be aware of the following two notes:
- SURVEY DEADLINE - There was an error in the survey invitations. The invite mistakenly asked respondents to complete the survey by October 10th. This was a mistake carried over from the state survey. The invite should have said October 18th. The survey will be open for several months so there is no need to panic about getting responses in the next week. We reminded staff who have not responded to the survey with a “deadline extended” email on October 11, 2017. There will be subsequent reminders throughout the remainder of 2017.
- SPAM - One health department alerted us that their IT office had received several inquiries about whether the survey invitation was spam. We had hoped to avoid any such confusion by having you regularly communicate about the survey in advance of dissemination.
- If you have NOT already messaged your staff about PH WINS, please do so immediately using the communications templates we provided (available on the portal: http://www.bigcitieshealth.org/bchcphwins). Success of this survey is dependent on staff knowing it is not spam and that your leadership values them responding.
- Even if you have been announcing the survey, please consider sending an additional message now to indicate that this is a legitimate survey and staff should respond.
- Also, you should continue to promote the survey over the next few weeks via email and ideally in person at all staff or all managers meetings.
Promotion of the PHWINS survey should be underway within your health department. This week, please print and post this new poster and continue to promote the importance of this survey among your staff. By next Thursday, September 28, 2017, please send me an update on your progress. Please let me know what communications have been sent to staff, what announcements have been made at meetings, and the status of whitelisting the domain. If you are encountering issues, please let me know this as well. We are still on track to administer the survey in early October.
To support you, we have created communications materials which you can tailor and use to notify your staff about the survey. Letting your staff know that your agency is participating in this project and that you want them to reply to the survey will be crucial to its success. We need your help in promoting participation!
Embedded here is the communication materials packet, which includes an overview factsheet with key talking points; a timeline for promotional activities; sample emails (initial notification and reminders) a poster to display in your office break room, and newsletter announcements. The email announcement about the survey should be distributed by your health commissioner/director. Macros images (Make Your Voice Heard & Reminder) should accompany email and newsletter announcements. In addition to written announcements, we encourage leadership to promote the project at management and staff meetings. Talking points and the factsheet outline key points for leadership to emphasis about the value of PH WINS.
In addition to promoting the survey, we need to work with your IT departments to ensure that staff will be able to receive the survey invitation. Please coordinate with IT to ensure that the domain from which the survey will be sent is “whitelisted.” For those of you that are County Health departments or have IT services provided by a centralized agency in your city, you will need to coordinate with this agency and not just your internal IT staff.
Email subject: Make your voice heard in the Public Health Workforce Interests and Needs Survey (PH WINS)!”
Survey domain/IP information:
• IP address: 126.96.36.199/22
• Domain: firstname.lastname@example.org
We have also updated the FAQ (above) to address additional questions we have received.
For more information, please contact Meghan McGinty, Deputy Director, Big Cities Health Coalition