Viva Insights Zoom Data Integration

v0.2.0

Summary

The Zoom Data Integration solution with Viva Insights provides analysts with an opportunity to derive meaningful additional collaboration metrics from Zoom meeting reports that complement existing metrics provided by Viva Insights.

This repository provides the tools for Analysts to generate metrics from Zoom exports that are compatible and can be joined with Viva Insights person queries.

Analysts can use this solution to understand collaboration that occurs on Zoom with a primary focus on unscheduled collaboration. Analysts can download the output either as a standalone .csv file with collaboration metrics for unscheduled Zoom calls or as a Ways of working assessment input file (with Zoom collaboration metrics). A modified Ways of working assessment Power BI template can also be used, but is no longer supported as of v0.2.0

The aim of this solution is to help leaders and analysts get a richer and more complete picture of the collaboration patterns in their organization.

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Instructions by role - Summary

There are three roles or actors required in this integration solution:

1. Zoom Administrator
2. Viva Insights Administrator
3. Viva Insights Analyst

These roles should be assigned to different individuals in order to safeguard the privacy of the analyzed population.

Zoom Administrator

1. Install R on your machine. Instructions for installation are here.
2. Download the VI-Zoom Administrator Package via this link.
3. Save the downloaded package in the root directory.
4. Confirm that the Input directory has the required files:

• Output from "Generate Meeting Details"
• Mapping file received from the Viva Insights Administrator.

5. Navigate to Admin > script folder.
6. Run AdminAction.bat.
7. Point the explorer to Rscript.exe.
8. Share the output with Viva Insights Analyst.

Viva Insights Administrator

1. Create a mapping file <email_id, hash_id> to deidentify Zoom data, in csv format. This should be saved in the root of the input folder, and the file name should have the literal string mapping file in the name. It should have the following columns in the file:
   • PersonID
   • HashID
2. Insert the hash_id into the VI organizational data file.

Viva Insights Analyst

1. Install R on your machine. Instructions for installation are here.
2. Download the VI-Zoom Analyst Package via this link.
3. Save the downloaded package in the root directory.
4. Run the Ways of Working Assessment query, and save the csv output in the Analyst > input.
5. Confirm that the Analyst > input directory has the required files:

• Output from Zoom Admin <combined_hashed_output>
• Ways of Working Assessment query (csv file)

6. Navigate to Analyst > script folder and run AnalystActions.bat.
7. Point the explorer to Rscript.exe.
8. Locate the transformed Zoom file in Analyst > output folder.

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Detailed Usage

1. Setup

This step will take ~20 minutes per actor and an elapsed time of ~2 days.

Both the Zoom Administrator and the Viva Insights Analyst will need to download and install R on their machines. Instructions for installation are here.

The Zoom Administrator and the Viva Insights Analyst will both have to download the repo via here. Only the 'Analyst' sub-directory would be relevant for the Analyst, and only the 'Admin' sub-directory would be relevant for the Zoom Administrator.

The Viva Insights Administrator has to create a mapping file <email_id, hash_id> to deidentify Zoom data, in csv format. This should be saved in the root of the input folder, and the file name should have the literal string mapping file in the name.

• The hash_id then needs to be inserted into the VI organizational data file.
• It should have the following colujmns in the file:
  • PersonID
  • HashID

2. Download Input Files

This step will take ~3 minutes per actor and an elapsed time of ~3-4 hours.

The Zoom Administrator has to:

1. Download the Generate Details report from Zoom Admin portal by navigating to: Admin -> Account Management -> Reports -> Usage Reports -> Active Hosts
2. Save the mapping file from the Viva Insights Administrator as well the output of the Generate Details report(s) in the input folder.

The Viva Insights Analyst has to run the following Ways of Working Assessment query, and save the csv output in the Analyst > input.

3. Process Zoom files to generate weekly metrics

After the above is done, the Zoom Administrator can proceed to set up the Zoom files so that the processing scripts can be run. The Zoom Administrator has to:

1. Confirm the Input directory has the required files
   • Output from "Generate Meeting Details"
   • Mapping file received from the Viva Insights Administrator
2. Navigate to Admin > script folder
3. Run AdminAction.bat
4. Point the explorer to Rscript.exe

Once the scripts has completed running, the Zoom Administrator can then share the output with the Viva Insights Analyst.

If the run is successful, you should be able to see an output similar to the following screenshot:

4. Ingestion

This step will take ~1 minute to run and an elapsed time of ~4 minutes. This step joins the output dataset created by the Zoom Administrator with the Ways of Working Assessment query downloaded by the Viva Insights Analyst.

The Viva Insights Analyst will have to:

1. Confirm the Analyst > input directory has the required files

• Output from Zoom Admin <combined_hashed_output>
• Ways of Working Assessment

2. Navigate to Analyst > script folder and run AnalystActions.bat
3. Point the explorer to Rscript.exe
4. Locate the transformed Zoom file in Analyst > output folder
5. Launch the WOW-Zoom.pbit*
6. Provide the csv links to the PBIT from the output folder*

*These steps are only relevant for running a Power BI template. This is no longer supported in the new version of Viva Insights.

Version

v0.2.0

This new version of the repo is being updated to be compatible with the latest implementation of Viva Insights (July 2023).

Contributing

This project welcomes contributions and suggestions. Most contributions require you to agree to a Contributor License Agreement (CLA) declaring that you have the right to, and actually do, grant us the rights to use your contribution. For details, visit https://cla.opensource.microsoft.com.

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This project has adopted the Microsoft Open Source Code of Conduct. For more information see the Code of Conduct FAQ or contact opencode@microsoft.com with any additional questions or comments.

Trademarks

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