Delivery Partner Portal Process Guide & FAQ

Delivery Partner Home

Glossary

Delivery Partners (DP) = Practitioners trained to deliver Mirror Mirror with their clients

My Jobs  = Form to enter information about your client and team(s) in scope: a job

My Teams  = Form to enter information about the team survey requirements (which could include multiple teams in one job)

Product = A Mirror Mirror deliverable made up of survey links and reports. For example, the Team Reflector HD includes 7 parts:

1. The link to an online survey that guides the interview with the respondent to be captured by the DP
2. Another link to an self-service online survey to be filled out by the respondent themselves in their own time
3. A subsequent alignment report based on the data provided by respondents
4. The link to a post-workshop survey and
5. The subsequent measurement report
6. The link to a 3 – 6 month follow up survey and
7. The subsequent evaluation report.

Use Summary

In the Delivery partner portal (DP Portal) you will be able to:

• Add and edit jobs
• Set up requirements for team surveys in the Team Card (If you need to make a change to the data in this card that relate to surveys in progress, please create a new card.)* See how many surveys are in process and monitor completion rates
• Decide when to close a survey and trigger reports as needed.

*NB – Please be aware that Team cards cannot be amended because:

1. Updated survey requirement information will need to be re-entered as a new team card in order to generate a new survey link
2. Updated data about reports and workshops (dates / numbers of participants etc) are of indicative interest to us so do not need to be amended. Please keep in contact with us by email to keep us updated here, or if you would like any team or job card entries to be deleted.

Access to the portal is only for certified Mirror Mirror delivery partners via this link: https://diagnostic.mirrormirroralignment.com/portal/

As a reminder, a summary of the key points in our Terms and Conditions for Delivery Partners is here. You can find the full document here. You can find the full document here.

General Use

To start, press “CREATE AN ACCOUNT” and enter your email address. You will receive a confirmation email with a link to create a login. Once that’s done you’re all set. 

Browser interaction: Once you log in, your session stays open until you close your browser. The Portal will need to be refreshed for changes to apply. You can have multiple browser windows or tabs open at the same time if you’d like to make use of multiple views at once.

Setting up a new requirement: If you have already run Mirror Mirror for a client, you can add a new team card associated with that client. If not, create a new job to add the client, then a new team card for that job.

Navigating the surveys: Go back to the previous questions by pressing the back button at the bottom of each page.

Avoid using the back-button on your browser as it may create unwanted Team Cards that clutter your view. If you are in the middle of a job card creation or a Team card creation and want to go back to the portal, press on “DELIVERY PARTNER HOME” in the upper right-hand corner.

You will only be able to move to the next page once all required questions have been completed.
Once you have gone through each page to enter your requirements, press “submit” to finish. Your inputs will be saved each time you press “next” to go to the following page, even if you have not yet submitted them. So, if you lose connection or you want to continue another point in time everything you entered up to the last point at which you pressed ‘next’ is saved.

Delivery Partner Portal General FAQ

Why does the time shown in my DP portal differ from the time I submitted the survey?
The times shown in the DP Portal (e.g. Job submitted) are all shown in UK time.

Why doesn’t the data in the portal reflect my inputs?
Always refresh the browser to see your latest inputs. If, for example, you left the portal open and a survey was submitted by a participant, you will only be able to see this reflected in the response count after refreshing the browser.

What happens if I enter the incorrect credentials or if I want to change my password?
Please note that as a security measure, you will be locked out for 2 hours if you enter your password incorrectly 5 times. To prevent that please request a new password using the I have forgotten my password button, before getting to that point. In general, if you want to change your password, you can also simply use the I have forgotten my password button.

Where can I find more information about the products?

Please see the descriptions on our products page for more details

My Jobs

Step 1: Create a new job

Once submitted, you’ll see a new row added to the table. Each entry can have one or multiple teams associated. If you quit the job creation process before submitting it, you’ll see a new row appear with data showing up to the point when you left the process. In the column “Actions” you will see “EDIT”. Press “EDIT” to finish or continue adding inputs. (Image 2)

Image 2

My Teams

Step 2: Create new team card(s)

Once you have added a Job to the Job Card and submitted it, create as many team cards as there are teams in scope.

When you create a new Team Card, you will be guided through a few questions about the team and their requirements. Please pay specific attention to the following items:

• The Team Name / Identifier you enter will be used on the front of the reports, so please ensure correct spelling and make sure it is unique enough for the team to be identified should they be part of a large organization (ie “Acme Finance” would probably not be specific enough).
• The primary team leader’s name (if you select the Matrix option) will be used in the questions put to all respondents, so please check the spelling.

1. Once submitted, you’ll see an entry in the Team Card table, where each row represents a team. Under the column status you will see “pending”, and you’ll also receive an email confirming your submission.
2. We will review your submission and if everything is clear, we will approve the request. If something is unclear we will ask you about it by email. That team will appear in the portal as “rejected” in the status column and you will also see “EDIT” on the Actions column. Please then go into the Team Card questionnaire and make amendments as necessary. Sorting of tables is in reverse chronological order.
3. After a team card is approved you will receive an email to let you know that survey links are ready for collection in the portal. The Team card will show an approved status in the row relating to your requested product.

FAQ Team Card

What happens if I lose connection or I don’t manage to finish the team creation?

The information that you filled in up until the page where you were in when you lost connection will be saved. The Team Card will appear in the table as “In progress” and you will be able to press on “EDIT” to continue filling in the Team Card.

Note that if you lost connection in the first page of the survey no information will be saved but a team card will be created with an empty team name.

Is it possible to only fill in one Team Card if all teams have the same requirements?
No, one Team Card per team is needed even if the requirements for both teams are the same.

What happens if I have a recurrent client/team? Can I fill in the Team Card based on a job card already created in the past?
Each new job coming in requires a new Job Card to be created even if the client has already used a Mirror Mirror product in the past.

If I have a new team for a client I previously created, can I add the team to this job card?
No, you will need to create a new Job Card and create the corresponding Team Cards based on this new Job Card.

I’ve received the email saying my team card has been approved but I still see it pending
Try refreshing the Delivery Partner Portal from the web browser and the Team Card should now show approval. If it doesn’t please contact the Mirror Mirror Support Desk.

I have created an additional team card accidentally, how can I delete it?
Contact the MM Team if you want Team Cards deleting and be very specific about which ones you want deleting.

I made a mistake while filling in the team card, how can I solve this?
Contact the MM Team – we will re-open the Team Card and you will receive an email asking you to revise it and the Team Card will appear in your Portal as “rejected” until you submit it again with the change.

I created a new team and I don’t see it in the portal, what can I do?
Try refreshing the Delivery Partner Portal from the web browser and the Team Card for the new team should appear. If it doesn’t please contact the Mirror Mirror Support Desk.

Team Reflector HD

Step 3: Start the process

Team Reflector HD

In the Delivery Partner portal you will see a table called Team Reflector HD, with rows of approved Team Reflector HD runs per team.

The first column of this table shows the title of the product. Each survey is named: “Team Reflector HD – [Company name] – [Team Name] – [Date approved]”. This will allow you to identify which row contains the interview for each company/team combination.

1. Start the process by pressing on “Start Interview”. This will take you to the survey with all the interview questions. Guide the interviewee through the survey, capturing their responses according to the training provided (summary here) [Add a link to the corresponding ontraport document here].
2. When you have finished, tick “Interview complete” and submit the interview section of the survey. This will take you to the final page of the interview where you will find the link for the corresponding respondent-facing survey.

3. Share this link with the interviewee right away by email by using the mailto link or by copying and pasting the link into an email yourself. At this point, please return to DP Portal Home (Click on the Delivery Partner Home button to do so ) and
4. You can also preview (show the respondent) the survey by clicking on “Next”. If you do, please do not fill in any of the responses, these are for the respondent to fill in in their own time.
5. When you return to the DP Portal Home you will see ‘1’ in the column “Num in prog.” The interviewee will complete the respondent-facing survey in his / her own time and when submitted, you will see “Num in prog.” showing 0 and “Num completed” showing 1. This way you can track how many team members have finished the process.
6. When enough or all participants have completed the respondent-facing survey, press “Close Survey” and the Alignment Report will be prepared. We will let you know when it’s available for download from the Portal.

Team Reflector

Step 3: Start the process

Team Reflector

In the Delivery Partner portal you will see a table called Team Reflector, with rows of Team Reflector runs approved per team.

The first column of this table shows the title of the product. Each survey is named: “Team Reflector – [Company name] – [Team Name] – [Date approved]”. This will allow you to identify which row contains the run for each company/team combination.

1. Start the process by pressing on “Send Survey Link”. This will result in the survey link being sent to your registered address by email.
2. You can use the email to distribute the link to your contact at the client company or all the respondents directly.
3. You can monitor the number of in progress and completed responses in the Table.
4. When enough or all participants have completed the survey, press “Close Survey” and the Alignment Report will be prepared (“Pending report”). We will let you know when it’s available for download from the Portal.
5. When you are preparing for the workshop to discuss the Alignment report you can click on the “Start Measurement Survey” button, to create the first of the two follow up surveys – see the section on the “Post Workshop Measurement Report” below.

Post Workshop Measurement Report

Step 4: Create the Survey to capture outcomes straight after the workshop

In order to capture the respondents’ view on what changed as a result of participating in this run of Mirror Mirror, we’ve created the Post Workshop Measurement.

1. You will see entries for each of the teams for which you have clicked on the “Start Measurement Survey” button in the Team Reflector HD and Reflector tables. Click on “Send Survey Link” to send yourself the survey link for the first of the two follow up surveys.
2. You can use the email to distribute the link to all the respondents directly during or at the end of the workshop. This very short survey can also be completed on a mobile phone, so it is possible to provide the participants with 5 minutes at the end of the workshop to fill it in, whilst the experience is still fresh.
3. After the workshop, or when all (or enough) participants have completed the Post Workshop Measurement Survey (you can see the completed and in progress surveys in the DP Portal), click on “Close Survey”.
4. We will let you know when it’s available for download from the Portal.

Follow up Evaluation Reports

Step 5: Create the Survey to capture outcomes down the line

1. When you are preparing for the final measurement you can click on the “Start Evaluation Survey” button in the “Post Workshop Measurement Report” Table to create the second of the two follow up surveys.
2. This will take you to the Follow up Evaluation Report Wizard, which is a very short survey that asks you to select the four behaviours that the team in question would like a repeat measurement on to see how they have progressed since the initial Mirror Mirror run. Four behaviours are selected by default:
   1. Committed to achieving shared goals
   2. Positive & equal treatment in team
   3. Confident in team success
   4. Constructive discussion culture
3. You may also enter the date of the initial Alignment report if you would like that information included on the Follow up Evaluation report.
4. Once you click submit, a survey is created and sent to your registered address by email
5. You can always resend this link to yourself by clicking on the “Send Survey Link”
6. You can monitor the number of in progress and completed responses in the Table.
7. When enough or all participants have completed the survey, press “Close Survey” and the Follow up Evaluation Report will be prepared. We will let you know when it’s available for download from the Portal.