Standard operating procedure · HR10A · Human Resources

Engagement Survey Cycle

Transactional procedure owned by Culture & Engagement in Human Resources. 8 numbered steps, 2 of them a person deciding and 6 of them agent work … more

Human Resources manual Service view

Procedure code

HR10A

Transactional

Rule versions in force

v4.5 · v5.4 · v5.7

4 governing rules stacked over it

In force since

2025-02-05

Earliest effective date across those rules

Last reviewed

2026-07-04

Latest review date across those rules

Rules approved by

Director, Culture & Engagement

Rule health

4/4

0 under review · 0 superseded

There is no document register behind this header. The version, the dates and the approver names are read off the governing rules this procedure runs inside, which is the closest thing the estate holds to a document control record. Nobody wrote these procedures. There is no document library behind this page and no Word file anywhere in the estate. Every procedure below is generated from rows this platform already holds: the line and its ordered stations, the owning team and the person accountable for it, the policy items bound to that team, and the governance gates seeded against the function. The steps, the owners, the gates, the approvers, the dwell times and the volumes are read straight off those rows. The sentences that join them together are generated. Read a procedure as the estate describing itself, not as a document somebody signed.

Purpose and scope

What this procedure is for and where it stops

To run engagement survey cycle to one repeatable standard inside Culture & Engagement, part of Human Resources. more

Entry condition

Runs transactional. Starts when a scheduled window opens.

Exit condition

The unit clears track closure. more

In scope

Every unit of engagement survey cycle raised inside Culture & Engagement, from the trigger below through to the final step.
6 of the 8 steps, which run without a person present.
2 decisions that stop the line until a named person releases it.

Out of scope

Anything outside the envelope set by the owning team. It leaves the line at a gate and becomes the named approver's decision.
Work that belongs to another function. This line records no handoff, so nothing leaves it mid-flow.
The 1 step carried on the shared AI GBS spine. They are done for this line but not by this function.

Who owns it

Runs the line

Culture Orchestrator

Accountable person

Director, Culture & Engagement

The end of the escalation path. Above them sits HR Chief of Staff for the function.

That team’s remit

Owns listening cycle work end to end inside Human Resources. more

That remit describes the whole team, not this one procedure, so its counts are larger than the ones on this page.

Autonomy

52% now · ceiling 66%

Listening and synthesis are agentic. more

The procedure, step by step

8 numbered steps · 2 of them stop for a person

A step is one station on the line. more

No.	Step	Who does it	What happens	System of record	Time on the step	In flight
01	Design Agentworkflow	Sentiment Sensing Agent	Sentiment Sensing Agent performs this step unattended at the workflow layer, inside the envelope its owning team has set, and writes an evidence record naming the actor, the authority it acted under and the digests of what it read and wrote.	Core HR and Payroll	11 minstandard 24 min	1
02	Works council clear HumanpolicyDecision	Director, Culture & Engagement Releases: Director, Culture & Engagement	Work stops. Director, Culture & Engagement reviews what the line has produced and either releases the unit or sends it back. Nothing downstream of this step runs until that decision is made.Holds until: Held for a named human when the unit exceeds the listening cycle decision envelope, when confidence falls below the floor, or when a policy clause is engaged.	Core HR and Payroll	1.5 hrsstandard 3.3 hrs	1
03	Field GBSgbs	Action Plan Tracker	Action Plan Tracker performs this step unattended on the shared AI GBS transaction spine, outside the function, inside the envelope its owning team has set, and writes an evidence record naming the actor, the authority it acted under and the digests of what it read and wrote.	Core HR and Payroll	1.6 hrsstandard 2.5 hrs	31
04	Synthesize themes Agentworkflow	Action Plan Tracker	Action Plan Tracker performs this step unattended at the workflow layer, inside the envelope its owning team has set, and writes an evidence record naming the actor, the authority it acted under and the digests of what it read and wrote.	Recruiting and Applicant Tracking	2.1 hrsstandard 2.8 hrs	22
05	Re-identification check Agentworkflow	Recognition Program Agent	Recognition Program Agent performs this step unattended at the workflow layer, inside the envelope its owning team has set, and writes an evidence record naming the actor, the authority it acted under and the digests of what it read and wrote.	Workforce Management	2.3 hrsstandard 5.0 hrs	10
06	Leader readout HumanpolicyDecision	Director, Culture & Engagement Releases: Director, Culture & Engagement	Work stops. Director, Culture & Engagement reviews what the line has produced and either releases the unit or sends it back. Nothing downstream of this step runs until that decision is made.Holds until: Held for a named human when the unit exceeds the listening cycle decision envelope, when confidence falls below the floor, or when a policy clause is engaged.	Core HR and Payroll	2.2 hrsstandard 3.0 hrs	7
07	Action plans Agentworkflow	Internal Comms Agent	Internal Comms Agent performs this step unattended at the workflow layer, inside the envelope its owning team has set, and writes an evidence record naming the actor, the authority it acted under and the digests of what it read and wrote.	Core HR and Payroll	1.4 hrsstandard 1.7 hrs	7
08	Track closure Agentworkflow	Culture Strategy Agent	Culture Strategy Agent performs this step unattended at the workflow layer, inside the envelope its owning team has set, and writes an evidence record naming the actor, the authority it acted under and the digests of what it read and wrote.	Recruiting and Applicant Tracking	1.3 hrsstandard 2.4 hrs	11

The swimlane

The same steps, laid out by who is holding the work

Three lanes: a person deciding, an agent working, and the shared services spine. more

Person2 stations and 30% of the dwellAgent5 stations and 58% of the dwellShared spine1 station and 13% of the dwell5 crossings between lanes

Human

decides

Agent

does the work

GBS

shared spine

System

attributed by rule

Core HR and Payroll

Recruiting and Applicant Tracking

Workforce Management

Core HR and Payroll

Recruiting and Applicant Tracking

Click any station to see who does it, what it costs in time, the rule that gates it and the system attributed to it.

Run the procedure

One unit walked along that swimlane on the happy viable agentified path

Press run and a single unit enters at station 01. Each station takes exactly the dwell this platform records for it and is held by whoever the estate says holds it. more

speed

worked clock

00:00

allowance clock

00:00

stations cleared

0/8

the happy path, worked time0 min of 13 hrs

the same run against its allowance0 min of 21 hrs

Human

decides · 2

Agent

does the work · 5

GBS

shared spine · 1

run log

Nothing has happened yet. more

where the worked time goes13 hrs a unit

Person3.7 hrs · 30%Agent7.2 hrs · 58%Shared spine1.6 hrs · 13%5 crossings between lanes

what makes this path viable

The lanes are the recorded lanes. 2 of the 8 stations stop for a person and every one of them still does on this run.
Every one of the 2 decisions is still taken by the people who hold them. The happy path is that each one is released first time, not that it is skipped.
The owning team is held to a 66% autonomy ceiling and this run sits at 70% unattended, inside it.
3 systems are attributed across the stations, and 0 of them are connected. Nothing in this run has been watched executing against a real system of record.

what would have to change

Nothing moves. 70% of the worked time already runs unattended and the owning team is held to a 66% ceiling, so the next decision cannot be handed over until somebody raises that ceiling.

stays with a person

02 Works council clear — Handing this over would put 83% of the worked time in the unattended lane, past the 66% ceiling this team is held to.
06 Leader readout — The last decision on the line. Something on every procedure ends with a person, so this one is never offered.

what this run is, and what it is not

This is a run, not a forecast. more

Happy means nothing goes wrong: no station raises an exception, no gate sends the unit back, no rework loop fires and nothing sits in a queue between stations. more

The second clock is the allowance. more

A decision may be handed to the agent lane only if two things hold … more

The run reads the station rows only. more

What this run does not model: arrival patterns, contention between procedures for the same person, shift patterns, weekends, learning curves, and the cost of anything. more

Run it again, going wrong

The same unit, the same stations, broken the way the estate already records breaking

This is the same unit on the same stations, breaking. more

No break below was chosen. more

One play head, two tracks, the same scale. The clean run stops when it runs out of stations; the other one keeps going.

As written

8 stations, nothing waiting, nothing sent back

0 min of 13 hrs

now Design · Sentiment Sensing Agent · 11 min

As the ledger has it

the same stations, plus 4 categories the estate already counts

0 min of 32 hrs

now Design · Sentiment Sensing Agent · 11 min

personagentshared spinework the break addsnobody working it

What breaks, and where it is counted

No break below was chosen. more

What the two runs say together

4 counted categories land on this procedure. more

What this run cannot claim

These breaks are shown together on one unit so the shape of a bad day fits on one screen. more

Two clocks run. Worked time is the sum of the time the work is actually being done … more

Roles and responsibilities

7 named parties

The responsibility grid is assigned by a rule, not lifted from a chart. more

Party	RACI	Steps	Duty	Escalates to
Culture Orchestrator orchestrator	Runs the line	0	Sequences this line, holds its timetable and decides what has to surface to a person. more	Raises to Director, Culture & Engagement when a unit falls outside the envelope or confidence drops below the floor.
Sentiment Sensing Agent agent A2% autonomy · ceiling A2% 97% clean · 6% overridden	Responsible	1	Watches culture & engagement continuously. more	Escalates to Director, Culture & Engagement when the unit falls outside the decision envelope or confidence drops below the floor.
Director, Culture & Engagement person	Accountable and responsible	2	Holds 2 decisions on this line. more	Accountable to Director, Culture & Engagement for the decisions held here.
Action Plan Tracker agent A2% autonomy · ceiling A2% 94% clean · 2% overridden	Responsible	2	Runs the repeatable portion of culture & engagement inside the shared transaction spine at spine cost and spine controls.	Escalates to Director, Culture & Engagement when the unit falls outside the decision envelope or confidence drops below the floor.
Recognition Program Agent agent A2% autonomy · ceiling A2% 97% clean · 3% overridden	Responsible	1	Executes the culture & engagement step it owns, posts its evidence, and hands the unit to the next stage.	Escalates to Director, Culture & Engagement when the unit falls outside the decision envelope or confidence drops below the floor.
Internal Comms Agent agent A2% autonomy · ceiling A2% 92% clean · 4% overridden	Responsible	1	Runs the repeatable portion of culture & engagement inside the shared transaction spine at spine cost and spine controls.	Escalates to Director, Culture & Engagement when the unit falls outside the decision envelope or confidence drops below the floor.
Culture Strategy Agent agent A2% autonomy · ceiling A2% 93% clean · 6% overridden	Responsible	1	Authors positions on culture & engagement. more	Escalates when two options sit inside the confidence band and the evidence cannot separate them.

Decision points and escalation

2 places this procedure stops

02 · Works council clear

1.5 hrs

Held for a named human when the unit exceeds the listening cycle decision envelope, when confidence falls below the floor, or when a policy clause is engaged.

Director, Culture & Engagement

06 · Leader readout

2.2 hrs

Held for a named human when the unit exceeds the listening cycle decision envelope, when confidence falls below the floor, or when a policy clause is engaged.

Director, Culture & Engagement

Handoffs out of this procedure

Nothing leaves this procedure for another function. It completes inside Culture & Engagement.

The rules this procedure runs inside

4 governing rules

Culture & Engagement Decision Envelope

active

HR10-POL-200 · envelope · vv4.5

Agents in this lane may act without a human when the listening cycle sits inside the stated value, risk and confidence envelope. more

Approved by Director, Culture & Engagement · in force 2025-02-05 · reviewed 2026-06-22

Binds Survey Design & Run Agent, Theme Synthesis Agent, Action Plan Tracker, Recognition Program Agent, Internal Comms Agent

EU · UK

Culture & Engagement Evidence Standard

active

HR10-POL-201 · evidence · vv4.5

Every autonomous decision writes inputs, the rule version applied, the model and prompt version, the output and a reversal path. more

Approved by Director, Culture & Engagement · in force 2026-03-31 · reviewed 2026-07-04

Binds Survey Design & Run Agent, Theme Synthesis Agent, Action Plan Tracker, Recognition Program Agent, Internal Comms Agent

EU · UK

Culture & Engagement Escalation Rule

active

HR10-POL-202 · escalation · vv5.4

Escalation is mandatory when confidence falls below the floor, when two options sit inside the confidence band, or when a break condition on a ratified position fires. more

Approved by Director, Culture & Engagement · in force 2025-08-02 · reviewed 2026-05-05

Binds Survey Design & Run Agent, Theme Synthesis Agent, Action Plan Tracker, Recognition Program Agent, Internal Comms Agent

Global · EU

Culture & Engagement Autonomy Ceiling

active

HR10-POL-203 · ceiling · vv5.7

The ceiling for this lane is 66 on the platform scale. more

Approved by Director, Culture & Engagement · in force 2026-02-21 · reviewed 2026-06-03

Binds Survey Design & Run Agent, Theme Synthesis Agent, Action Plan Tracker, Recognition Program Agent, Internal Comms Agent

Global

Systems this procedure touches

3 named · 0 connected

System attribution is a rule, not a reading. more

System	Vendor	Domain	Criticality	Steps	Connection
Core HR and Payroll	Workday HCM	hcm	critical	5	modeled
Recruiting and Applicant Tracking	Greenhouse	hcm	medium	2	modeled
Workforce Management	NICE WFM	service	medium	1	modeled

0 of the 3 systems on this procedure is connected to the platform, and none of the twenty-six in the estate register is. 1 of them are marked as taking a write back, which is a property of the system, not a live path from here.

How it performs

End to end

12.5 hrs

Summed from the time each step sits, standard 21.3 hrs — running at 59% of the standard.

Touchless

60%

Agent share

75%

A week

1,046

In flight

Effort a week

223 human minutes · 528 agent minutes

Volume multiplied by the time on each step. more

Assurance over this procedure

4 governance gates sit above it

The twenty-four controls and eighteen exception classes in this platform are held at estate level … more

Gate	What trips it	Who releases it	Clock	Waivable
Candidate rejection on substantive assessment approval	Any rejection based on capability judgment rather than administrative criteria	Hiring manager	2 business days	No
Offer terms and compensation approval	Any offer, compensation change or exception to the published band	HR business partner and compensation lead	2 business days	No
Performance or disciplinary action approval	Any rating, performance plan, disciplinary step or termination	Manager and HR business partner	3 business days	No
Adverse-impact testing oversight	Monthly outcome testing across all agent-supported selection processes	CHRO and employment counsel	Monthly	No

Next to it on the same team

Culture & Engagement

Always-on Listening

HR10B

Culture Intervention

HR10C

All of Human Resources

What this document is and is not

These procedures describe the modeled estate. more

Actions

What is waiting on a person

What one procedure document gives you, and what to check before you treat it as the standard.

151

named approvers appear across the library

Every decision point on every procedure carries a job title, not a queue. more

143

steps in the library hand their unit to another function

A handoff is where a procedure stops being one team’s problem. more

controls exist in the estate, and they belong to no procedure in particular

Controls and exception classes are held estate-wide. more

Operations

What this desk is allowed to start

A surface that only reports is not operable. more

Trigger and bound

A procedure document prints purpose, scope, entry and exit, the numbered steps with the actor on each, the roles and their RACI position, the swimlane, the decision points and escalation, the handoffs, the governing rules with version and approver, the systems by rule and the timings. more

Live observability

What the record shows right now

The whole library, by lane, so a single document can be read against the estate it came from. more

Current distribution

2,748 steps

Agent, inside the function1,38951%

Agent, on the shared spine85131%

Person deciding at a gate50818%

Is policy and strategy coming to fruition

Whether the written intent is holding here

Half. The document is complete and every actor on it is measured more

Not holding on the record

A procedure here carries a version, an approver, an in-force date and a last-review date. more