Implementation
Q: What is the process followed by Xoxoday to define, review, and implement the Functional Requirements Document (FRD) during platform deployment?
Xoxoday follows a structured and collaborative process to define, review, approve, and implement the Functional Requirements Document (FRD) — ensuring a clear roadmap for successful platform deployment.
FRD Preparation and Delivery
Initial analysis (within 90 days): Xoxoday conducts a comprehensive technical and functional requirements analysis to design, configure, and deploy the solution.
FRD documentation: A detailed FRD is delivered outlining all findings, required activities from both parties, and system specifications.
Implementation plan: The FRD includes clear timelines, schedules, task dependencies, and milestones to guide the entire implementation process.
Detailed deliverables: It identifies key stakeholders, project teams, progress reporting structure, meeting schedules, dispute resolution procedures, escalation paths, dependencies, and penalties for missed goals or milestones.
Business requirements: All business needs and objectives are incorporated into the FRD, supported by a structured template and defined scope.
Review and Acceptance Process
Initial review (within 30 days): The client reviews the FRD and either accepts it or provides specific feedback for revisions.
Revision cycle: If revisions are required, Xoxoday updates the FRD within 30 days. The client then has another 30 days to review and accept or reject it.
Iterative collaboration: This cycle continues until the FRD is approved or the agreement is terminated under the defined Statement of Work (SOW) provisions.
Formal system specification: Once accepted, the FRD becomes the formal System Specification Document and is integrated into the agreement.
Project Management and Governance
Standard project methodology: Xoxoday provides dedicated project management support throughout the process, following a proven methodology for planning, execution, and delivery.
Communication and reporting: Regular progress updates, status meetings, and escalation procedures ensure alignment and visibility at every stage.
Quality assurance: All deliverables and milestones are monitored against agreed KPIs to ensure quality and on-time completion.
Rejection and Termination Clause
Termination rights: If the client rejects the FRD two or more times, they have the right to terminate the Statement of Work (SOW) within 45 days of notifying termination.
Orderly transition: In such cases, both parties will follow a structured transition plan to ensure a smooth disengagement and data handover.
Implementation Kick-off
Commencement of implementation: Within 10 business days of FRD acceptance, both parties initiate the implementation services as outlined in the approved document.
Execution phase: All identified tasks, milestones, and dependencies in the FRD guide the deployment, ensuring seamless delivery and minimal delays.
Q. What employee data is required for implementing the Xoxoday Employee Recognition and Service Award platform?
To implement the Xoxoday employee engagement solution, the following employee data is needed:
Name and email ID
Department and reporting structure
Mail IDs
Active/inactive status
Employment start date
Birthday
Each employee also has a customizable personal profile, which may include profile picture, social media/blog links, brief introduction, languages spoken, skills, and hobbies. Employees can edit their profile and choose which information remains private.
Collecting this data allows the Xoxoday employee engagement platform to deliver a personalized and engaging recognition and service award experience.
Q. What is the average time required for client-specific customizations?
The average time to implement Xoxoday platform customizations is typically 2–3 weeks, depending on complexity. This includes:
UI and branding changes
Workflow adjustments
Data structure modifications
Integrations with third-party systems
Xoxoday supports white-labeling, gamified workflows, and feature configurations, ensuring the platform aligns seamlessly with your organization’s unique engagement and recognition requirements.
Q. What is the typical timeframe from contract signing to go-live?
The Xoxoday employee engagement platform typically goes live within 4–8 weeks from contract signing. This timeframe covers:
Project kickoff and stakeholder alignment
Branding and platform customization
System integrations (HRMS, SSO, communication tools)
Award setup and configuration reviews
User Acceptance Testing (UAT)
A kick-off meeting is usually scheduled within the first week to define the project plan. Timelines may vary depending on data availability, resource allocation, and customization complexity.
Q. What is the implementation plan for Xoxoday’s employee engagement solution?
The Xoxoday employee engagement platform follows a structured, phased implementation plan to ensure a smooth and effective rollout:
Pre-implementation: Review SOW, secure Infosec clearance, finalize agreements (MSA), set up payment and subscription terms, and transition from sales to implementation.
Discovery & Planning: Define the launch team, set a go-live date, and align stakeholders on branding, creatives, and technical readiness.
Configuration & Integration: Integrate with HRIS, SSO, ERP, and communication platforms. Early IT collaboration ensures smooth system connectivity.
Customization & System Branding: Tailor the platform with company logos, brand colors, and themes to reinforce identity and professionalism.
Account Review & Testing: Conduct User Acceptance Testing (UAT) to verify platform functionality and ensure an intuitive experience.
Launch & Post-deployment Support: Go live with ongoing support, SLAs, and guidance to maximize engagement and recognition effectiveness.
Q. Is there a dedicated IT support during the implementation phase?
Yes, we offer dedicated IT support during the project implementation phase. Our engineering team collaborates with the client's IT team to comprehend their IT infrastructure and unique integration requirements. This enables us to offer guidance and timely support, ensuring a seamless project implementation from an IT perspective.
Interface
Q. Can Xoxoday support multiple interface files for onboarding JV or non-core employees?
Yes, the Xoxoday Employee Recognition & Rewards platform fully supports multiple interface files to onboard both core and non-core employees (e.g., joint venture or contractor staff). Key features include:
Multiple Data Sources: Empuls can ingest employee data from separate HR systems or files via API, SFTP, or flat file uploads, maintaining independent data flows for JV entities or external partners.
Segmentation & Role Assignment: Employees can be tagged, grouped, and assigned roles, permissions, and award eligibility based on source system or entity type.
Custom Rules & Visibility Controls: Configure distinct recognition programs, reporting structures, and visibility scopes for core and JV employees within a single platform instance.
Audit & Sync Flexibility: Each integration source can have its own schedule, data validation rules, and update logic.
Q. Is it possible to establish multiple HR interfaces feeding into the platform regularly?
Yes. Xoxoday’s employee engagement solution supports multi-source data ingestion on scheduled frequencies—daily, weekly, or near real-time. The platform can integrate with global HRIS platforms, such as SAP SuccessFactors, Workday, and Oracle, as well as regional databases, simultaneously. It supports advanced data mapping, transformation, and deduplication to ensure clean and consistent records across the system. This architecture ensures scalability and synchronization for distributed teams and complex HR environments.
IT
Q. How can functions of the Xoxoday R&R platform be accessed or executed from other enterprise systems?
Xoxoday offers HTTPS-based web service endpoints that allow external systems to access and execute platform functions securely. These endpoints are RESTful APIs, designed for seamless integration with enterprise ecosystems. Organizations can use these APIs to trigger actions such as recognition, award issuance, user data sync, or survey deployment directly from HRMS, ERP, intranet portals, or collaboration tools. This enables automation and connectivity across different layers of the tech stack, ensuring data flows effortlessly while maintaining security and compliance.
Q. Can recognitions be sent to Xoxoday from other programs without developer or IT work?
Direct push from other programs isn’t supported. However, recognition and reward functionalities can be embedded using APIs and SDKs. Xoxoday integrates with:
ATS, PMS, and LMS systems to automate rewards based on triggers like employee referrals, performance goals, or learning milestones.
Collaboration tools like Microsoft Teams, Microsoft Viva, and Slack, enabling recognition, surveys, and reward programs within employees’ workflow.
HRMS platforms like Workday and SAP SuccessFactors for automatic syncing of employee data and milestone-based reward automation.
Q. Is the product design service-enabled or built on SOA?
Yes, Xoxoday is built on a Service-Oriented Architecture (SOA) and is highly modular. Delivered as a SaaS solution, it provides customers with public APIs via SDKs for seamless integration with other enterprise applications or portals.
Q. Will our employees be able to set their own social privacy settings of the recognition platform? Please describe how this is accomplished.
Yes, employees have the flexibility to choose whether their recognitions are shared publicly or kept private. When giving or receiving recognition, individuals can set visibility preferences, ensuring that their appreciation moments align with their comfort level. This choice extends to milestone events like birthdays, work anniversaries, and service awards, where employees can control whether celebrations are visible across the organization. The platform integrates privacy options within user profiles and recognition workflows, allowing seamless customization of social sharing. This ensures a respectful and inclusive digital space while fostering authentic connections among colleagues.