Set-Up

Brilliant’s set-up includes account setup, organisational structure and handling of anonymity. Any additional services that need to be configured are also handled in the set-up.

Organisational structure

The organisation structure, i.e. users, teams and summaries, can broadly be built in three different ways in Brilliant’s solution:

1. Excel file import – an excel template, based on how the organisational data is structured in the customer’s HR system and how the customer wants the structure to be reported in Brilliant’s solution, is set up by the customer together with Brilliant. The customer exports the data directly from their HR system into the template, and Brilliant import the data into the solution. The same template is used for continued updating of the organisational structure. The customer is responsible for ensuring that the data sent is accurate, reflects how they want to work with the results in the platform, and conforms to the specifications agreed upon with Brilliant.

2. Manual handling of organisational structure– the customer builds the organisational structure directly in the solution and adds users one at a time or through an import file.

3.Integration – the organisational structure from the customer’s system is reflected directly in Brilliant’s solution. The providers Brilliant offers automatic integration with are:

• AlexisHR
• Microsoft Azure

Before an integration can be performed, the organizational data needs to be exported to Excel in order to be reviewed and ensure that the integration achieves the desired organizational structure in the platform.

Kiosk (pin code)

If users do not have an email address, surveys can be answered using a pin code. A team must consist of either only a pin code or an email address. Therefore, all users in the team need to respond with a pin code if any user in the group lacks an email address. The pin code is sent via email to the manager of the respective group, and all managers must have an email address. To ensure that emails reach users, Brilliant strongly recommends using corporate email addresses.

Brilliant´s platform

Brilliant’s customers have unlimited access to Brilliant’s platform. The platform is updated continuously, and as a customer you gain access to new functions and updates as they are implemented.

HR users have admin rights for organisation management and can add, move, and delete teams and users. In addition, HR users can administer surveys, set time schedules, reminders, decide on participants and combine the different surveys and questions the customer have access to. The surveys close by default at 11:59 PM on the last day of the survey, and the results are available to HR the following day and reported to managers at the chosen time.

Data collection

As a customer of Brilliant, you can activate an unlimited number of surveys based on the set-up performed. The customer selects itself which type of survey it wishes to conduct, which respondents are to be included in the survey, date for activation, reminders as well as closure.

Brilliant employee survey:

”Brilliant’s employee survey” is a comprehensive survey which covers the most important aspects of the working climate. The survey includes the following:

• Index:
  • Engagement
  • Leadership
  • Team effectiveness
  • Organisational and social working environment
  • Management
• Besides the above indices, questions are set within the following areas:
  • Cooperation between departments
  • Values
  • Personal development
• The Employee Net Promoter Score question (eNPS)
  • Free text for the eNPS question where the respondent is given the opportunity to provide a justification for their answer.
• Background questions

Brilliant’s standard questions are developed by Brilliant’s analysis team. The questions are tested and updated if necessary (for example, in case of a change in the legal text). As all customers use the same formulation, Brilliant’s benchmark, on questions and indexes, is very solid and “clean”.

Packages of questions

Besides Brilliant’s standard index, described above, premade packages of questions are included. New packages of questions can be created during the period of the contract, and as a customer of Brilliant you automatically have access to them.

Pulse survey

A pulse survey can be made for the premade packages of questions that is included in the set up.

Updating questions

Brilliant can perform minor adjustments to Brilliant’s standard questions in order to make the questions even better. Where the differences are deemed to be sufficiently minor that they do not affect history or benchmark, the questions are then updated automatically for the customer. The customer cannot update Brilliant’s standard questions itself.

Brilliant’s anonymity rules

The anonymity rules are in place to protect the individual’s answers so that it is impossible to ascertain individuals’ answers in the survey. Brilliant guarantees the following:

• That the answers are processed confidentially at Brilliant
• That the answers are completely anonymous for the customer
• The customer will never be able to link an answer to an individual

Brilliant’s customers can choose at which level they want to show results on questions and indices. However, the minimum is three answers to ensure anonymity. What is displayed is adapted depending on which anonymity limit is selected:

Response frequency

HR has access to response frequency live as data is collected, with the groups’ actual response frequency displayed based on organisational structure set. HR has the option to give access to others in the organisation. The access can be limited to a certain part of the organisation.

Languages:

The platform is available in the following languages:

1. Danish
2. English
3. Finnish
4. French
5. German
6. Norwegian
7. Spanish
8. Swedish
9. Brazilian Portuguese*
10. Chinese (Mandarin)*
11. Dutch*
12. Estonian*
13. Greek*
14. Italian*
15. Japanese*
16. Polish*
17. Portuguese*

*At a cost

Brilliant’s standard questions and standard texts are available in the following languages:

1. Danish
2. English
3. Finnish
4. French
5. German
6. Norwegian
7. Spanish
8. Swedish
9. Arabic*
10. Brazilian Portuguese*
11. Bulgarian*
12. Chinese*
13. Croatian*
14. Czech*
15. Dutch*
16. Estonian*
17. Greek*
18. Hungarian*
19. Icelandic*
20. Indonesian*
21. Italian*
22. Japanese*
23. Kannada (Indian)*
24. Korean*
25. Kurdish (Kurmanji)*
26. Latvian*
27. Lithuanian*
28. Malaysian*
29. Persian*
30. Polish*
31. Portuguese*
32. Rumanian*
33. Russian*
34. Slovakian*
35. Slovenian*
36. Somali*
37. Tagalog*
38. Thai*
39. Turkish*
40. Ukrainian*
41. Vietnamese*

*At a cost

The survey environment, where HR creates and activates surveys, is available in Swedish and English. New functionality is initially released in Swedish and English, and is subsequently translated into all standard languages.

Mail texts

All mail texts sent from Brilliant’s platform (invitation mail, report mail and account mail) are standard texts. These texts are available in the same languages as the questions (see specification under ”languages”).

Help texts

The platform has access to a help center and onboarding. These are available in Swedish and English.

Benchmark

Brilliant’s benchmark is based on data from the organisations that have used Brilliant’s plattform during the last three years. Benchmark is updated once a quarter.

Brilliant’s benchmark is based on:

• Approximately 600,000 completed questionnaires
• Approximately 260 different organisations
• Approximately 80 countries, with Sweden accounting for about 60% of all data

Brilliant offers the following benchmarks:

• Industry – approximately 27 sectors – the number of industires is updated on an ongoing basis as Brilliant’s database is developed
• Country – approximately 30 countries – the number of countries is updated on an ongoing basis as Brilliant’s database is developed
• Brilliant global benchmark – includes data from all of Brilliant’s EX-customers during the last three years.
• High-performing Benchmark (top 10%)
• High-performing Benchmark (top 25%)

Action

On completion of the survey, groups with at least three answers receive recommended focus areas, provided that at least one ”energy” question is included in the survey. The focus areas are based on Brilliant’s model and ensure that teams work on increased engagement.

”The Brilliant workshop” enables the customer to work with the results from a completed survey in a structured way by defining the current situation and the desired situation, and establishing a plan of action. The workshop is based on the foundations in Organisational Behaviour Management, OBM

HR, as well as managers who are responsible for several teams, has access to an overview where follow-up can take place of which groups have created a plan of action and within which areas the plan of action has been created.

Technology and information security

Information security

Brilliant works according to ISO27001 and follows the guidelines surrounding security, documentation and follow-up that it entails. As a part of ISO27001, Brilliant works according to Privacy by Design in order to ensure that each individual has access to as little information as is necessary for the respective role.

Personal data

Brilliant stores first name, surname and email for all customers, this is the basis for being able to conduct the surveys. Increased background information may occur in consultation with customer in order to provide a more in-depth opportunity for analysis without asking more questions. Examples are gender, age and period of employment. The analyses always take place at overall level and in such a way that individuals are never disclosed. All personal data is encrypted with AES-256 and according to the industry’s best practice.

Storage

Brilliant’s platform is a SaaS service based on a Microsoft Azure cloud solution. The data that is used and saved is kept at the Microsoft Azure data centre, located in the Netherlands (https://www.microsoft.com/a-us/trustcenter/privacy/where-your-data-is-located). Brilliant works with Point In TIme backups for the last 35 days, weekly backups for the last 10 weeks and monthly backups for the last 12 months.

Processing of personal data

Details about managers, employees and results are saved throughout the contract period, and deleted at the end of the contract period. It is possible to request deletion of data at more frequent intervals, but not all the platform’s functions can then be used. Examples of these functions are displaying to whom the report belongs, being able to send out report mails and retaining history between surveys. For personal data about employees, one example is the ability to create activities in a follow-up action plan.

Data communication

All traffic that is communicated via Brilliant’s plattform goes via the HTTPS/SSL protocol and is encrypted according to the industry’s best practice.

Separation

Each customer has a logical separation in the database, but shares resources in both the application store and the database store.

Technology stack

Brilliant’s platform is developed in .NET core with Angular 16 and MS SQL as underlying database.

Development

Information security is assessed during each development sprint that might be affected during development and implementation. All applications, regardless of from where they derive, must be in conformity with Brilliant’s information security.

Developers who develop for Brilliant must be able to demonstrate knowledge in secure development/programming which clearly follows the principles in Privacy by Design and OWASP top 10.

All software and hardware applications must be documented before they are released in the production environment.

Data Processing Agreement – DPA

See separate appendix (Data Processing Agreement)

Service Level Agreement – SLA

See separate appendix (Brilliant SLA)

Web browser (support)

The platform is optimised for Chrome and Edge, but also supports Safari. From 2021-01-01 the platform will not support IE 11+ and legacy Edge

Customer care (support) including SLA

Contact Brilliant’s Customer Care for help with answers to questions related to, for example, navigation, account and authorisations, organisation management, as well as any perceived faults. Customer Care is available Monday to Friday 8-17, and responds within 24 hours on working days. Customer Care handles cases in English and Swedish.

Contract terms

Contract period, payment terms and general terms are set out in a collaborative agreement between the principal and Brilliant.

Optional extras

Brilliant’s library of questions

The customer is able to choose among approximately 230 questions in Brilliant’s library of questions at an additional cost.

The customer’s own questions

The customer can add its own questions at an additional cost. Addition of questions is administered by Brilliant.

Professional Services

Brilliant offers services in organisational development. More information about these services can be found on Brilliant’s website.

SMS

The survey can also be sent by SMS. The customer is responsible for the cost of SMS.  SMS sent on activation, reminder as well as reporting.