Clients that have purchased Premium will have access to the Segmentation tab after implementation. See below for any questions you may have about implementing premium analytics:

For any other questions, contact analytics@emtrain.com.

What is Segmentation?

When you sign up for Premium, you have access to all of the following:

Segmentation report which shows benchmarked scores for each demographic - including by competency, indicator, and question
Choose some or all 20 standard fields (see below)
Don't see your fields of interest? You can provide 3 custom fields
- Bring your own custom fields, OR
- Combine fields to create intersectional fields. For example, try Department + Gender, Department + Race, Location + OrgLevel, etc.

What demographic fields can I segment?

We offer 20 standard segmentation fields, plus up to 3 custom fields of your choice.

See our Segmentation Template & Data Dictionary for more information on data types and recommendations. All field headers on demographic files must match exactly to the ‘Field Name’ specified below.

Field Name	Field Description	Example
Org. Level*	Organizational structure	Board, President, VP, Lead, Manager, Grade 1, Grade 5, etc.
Department*	Parts of your organization	Customer Service, Account Management, HR, Analytics, L&D, Marketing etc.
Job Group	Job classification	Data Analyst, Manager, C-Level Doctor
Job Title	Job role & responsibility	Marketing Analyst, Sales Analyst, Business Analyst CHRO, HR Director, HR Manager, HR analyst
Exempt	Whether employee is classified as exempt or not	Yes/No field
Manager*	Whether employee has direct reports	Yes/No field
Race/Ethnicity*	What racial or ethic groups best describe employee	American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, White
Tenure*	Employees hire date	Date field (yyyy-mm-dd)
City	Work City	Austin, Los Angeles, Pittsburgh
State*	Work State	TX, CA, PA (2-digit state code)
Country	Work Country	USA, CAD, GBR (3-digit country code)
Location*	Where the job is being performed	On-site, in-office, field, store
Remote	Whether employee is working remote	Yes/No Field
Gender*	Gender identity	Female, Male, Transgender, Non-binary
Age**	Birth date OR Birth year	Date field (mm-dd-yyyy) or (yyyy)
Veteran Status	Whether employee is a protected veteran	Yes/No Field
Sexual Orientation	Sexual orientation	Heterosexual, Homosexual, Queer, etc.
Disability Status	Whether employee has a disability	Yes/No Field
Attrition Date	Date that employee left the organization	Date field (mm-dd-yyyy) or (yyyy)
Voluntary Attrition?	Whether attrition was voluntary	Yes/No Field

*Most popular fields

**Age can be populated using either birthdate OR birth year, depending on client preference

Do you have a template for the demographic data?

Yes! Please see the Segmentation Template & Data Dictionary. The first tab shows how the data should be uploaded, included how columns should be named. The second tab provides a data dictionary for guidance on how fields formatted (e.g. character limits).

How do we provide our demographic data as a HOSTED client?

You're already off to a great start, since you already uploaded so much of your data during initial implementation. For a refresher on how to upload data to your account, see here.

Download the Segmentation Template & Data Dictionary.
To add additional fields to your account, please work with your CSM. They will update your account to show the new fields.
From there, simply append the desired fields from the Segmentation Template & Data Dictionary to your usual roster upload file.
Add your employee demographic data to your upload. Refer to the second tab for guidance on how fields should be formatted.
This roster upload file must be keyed to the unique ID that aligns with your existing employee roster (employee ID or email, depending on your configuration).
Upload the roster, following the steps shown here.

How do we provide our demographic data as a SCORM client (e.g. we have our own LMS)?

To combine survey response data with demographic data, Emtrain collects a "SCORM ID" from SCORM clients. This is the only id that Emtrain receives from the client, and all matching is based on this. Every LMS sends a different id as the SCORM ID, such as employee ID, email, or another unique identifier generated by the LMS.

Due to the lack of uniformity in this ID across each LMS, Emtrain does not currently have a mechanism that allows clients to upload demographic data based on SCORM Id.

We are rapidly working to enhance the data transfer process for SCORM clients. However, for now, SCORM clients are transferring their demographic data via encrypted .xlsx file.

Identify what your organization's SCORM Ids looks like in your user table (see below). Often, the SCORM Id is Employee ID, email address, an abbreviated name, or some other unique identifier. However, each LMS sends a different SCORM Id so you may have to work with your LMS administrator to identify what field your SCORM Id is coming from in your LMS.
Download the Segmentation Template & Data Dictionary.
If your LMS already has all of your desired fields, congratulations! Skip ahead to step 5.
If your LMS does not contain all of your desired fields...
- Please work with your HRIS admin to pull the desired fields, keyed to some unique identifier also found in your LMS (e.g. employee Id, email address, etc).
- With both your SCORM Ids (from your LMS) + your demographic fields (from your HRIS) in hand, stitch together both files on the unique identifier found in both files.
- Now, your file should contain the unique SCORM Id + all of the demographic fields for each learner.
Add your employee demographic data to the template. Refer to the second tab for guidance on how fields should be formatted.
This roster upload file must be keyed to the unique ID that aligns with each user’s SCORM ID.
Save file as an encrypted/password-protected .xlsx file.
Email to Emtrain via encrypted email OR upload to your own secure repository and provide login information.

Can I have intersectional fields (e.g. Race + OrgLevel, Manager + Gender)?

Yes! You can add intersectional fields as part of your 3 custom fields. Please combine the fields on your end before uploading to the system. To do so,

Simply combine (concatenate) the values from each column using an underscore to separate the values.
Then name the column itself in a similar fashion.

Example 1. Values for isManager_gender might look like:

Yes_Nonbinary
Yes_Female
No_Male
No_Chose Not To Report

Example 2. Values for country_department might look like:

USA_Engineering
USA_Product
USA_Accounting
Germany_Engineering
Germany_Product
Brazil_Marketing
Australia_Marketing

Example 3. Values for country_department_gender might look like:

USA_Engineering_Male
USA_Engineering_Female
USA_Engineering_Chose Not To Report
Germany_Product_Male
Germany_Product_Female
Germany_Product_Nonbinary

Be careful! The more intersections you add, the more specific your groups. As a result, this will mean some groups are not large enough to meet the minimum 5-learner threshold.

How often is my data refreshed?

While Emtrain will continue to collect survey responses, segmented values will remain static for SCORM clients, unless an updated segmentation file is sent. New users for which Emtrain does not have data will be shown as "Unreported."

Segment names/users may be refreshed up to 2x per calendar year through a coordinated new file delivery to Emtrain. Please work with your Client Success Manager to arrange.
Expect a one week turnaround for Emtrain to process each file refresh, once the file is received.

How is the data stored?

Data is stored with industry standard encryption in flight and at rest using industry standard protocols and techniques.

When should I start implementation and how long does it take?

We recommend starting your segmentation implementation project shortly after you first deploy your content. Thinking about what you want to measure and how you want to segment your data is an important step in designing your comprehensive course launch strategy.
If you’re adding segmentation as an existing client, this detailed report will give you insights to inform the next steps in your training plan. Segmentation timeline:

Step	Description	Timeline
Discovery	Initial segmentation data discussion kick-off; reviewing the necessary fields for the report and confirming requirements/formatting	1-2 days
Data Batching	Internal client data consolidation in the provided format for the specified fields	1-2 weeks
Configuration	Emtrain data verification, configuration and build	1-2 weeks
Launch	Training admins on navigating the report	1-2 days
Program Review	Present findings to program leaders and executives.	1-2 days

Who should I involve in segmentation planning from my organization?

What business problems are you trying to solve (beyond compliance), and which stakeholders are most interested in measuring that progress?

Planning out your segmentation report will lay the foundation for our partnership. We recommend bringing leaders to the table who will want to collaborate with you on what we are measuring, how we’re segmenting those insights, and your ongoing training strategy.

Some common roles we recommend including:

Diversity & Inclusion leaders
Employee Relations
Employee Engagement specialists
People Analytics
Learning & Development/Talent Development
HR Business Partners
C-Suite Executives, such as CHRO, CDO, CPO, etc.

Will I be able to see how every learner responded?

You will be able to see aggregated responses by group. Please note that a minimum of 5 learners in a group are required to show data.

Will this data have any impact on our license/seat consumption?

Nope! Your organization's demographic data is collected solely for the purposes of the segmentation report. You will see no change/impact to other areas of the product.

How do I access our segmentation report?

If you have purchased 'Premium' Analytics and are fully setup, under the Analytics section in Manage, you will see the Segmentation tab. Selecting that will give you access to the report.

Contact your Client Success Team at support@emtrain.com or learn more here.

Attachments

Segmentation Template & Data Dictionary.xlsx
10 KB Download