Project. Communication Plan

Transcription

1 Project Communication Plan June 2010

2 Table of Contents Executive Brief 3 Stakeholder Audiences and Communication Goals 4-5 Communication Methods 6-7 Activity/Milestone Specific Communications 8 Creation and Approval of Communication Content 8 Communication Calendar 8 Roles and Responsibilities 9 Guidelines for the Unexpected 10 Plan Evaluation and Updates 10 Document Control and History 10 APPENDIX A Sample Communications Calendar 11 Communication Plan Revision History Date Author Version Revision Notes Comments May 24, 2010 Casey Hanson 1.0 Initial Draft June 14, 2010 Casey Hanson 1.1 Updated Draft June 22, 2010 Casey Hanson 1.2 Updated Draft July 30, 2010 Casey Hanson 1.3 Updated Draft December 2010 Casey Hanson 1.4 Approved February 2011 Casey Hanson 1.5 Updated Plan WSU SIS Project Communication Plan Page 2 of 11 Created June 2010

3 Zzusis Executive Brief The goal of the Washington State University zzusis Project communication plan is to provide accurate and timely communication via a variety of methods to all necessary groups and individuals. This includes providing information on the project objectives, project status and timeline, with an emphasis to achieved project milestones. The overriding goal is to provide all levels of stakeholders from WSU executive leadership to system end-users with an understanding of the project plan, implementation schedule and communicate new functionality that the new zzusis system will provide as well as to support positive change management in the entire WSU community to include all faculty, staff and students. Effective strategic project communication will play a fundamental role in the overall success of the zzusis project. The goal is for both internal and external WSU stakeholders to understand the reasons and needs for the zzusis project and have an opportunity to have their issues and concerns effectively addressed. Informed stakeholders are more willing to support the project and contribute to a successful outcome. This Communication Plan will address: the various stakeholder audiences the various mechanisms, schedules and frequency for communicating with them the messages that are required to support the various stakeholders roles for the successful completion of the project This plan details a communication framework from which strategic messaging will be distributed within and between the university executive leadership, project steering committee, project core team, endusers and WSU campus community. The vital aspects of communication planning ensure that the appropriate individuals deliver the defined message, via the appropriate communication channel, to the designated target audience in a timely and efficient manner. Terms: Appropriate individuals include the project executive sponsor, specific university executive leadership and designated members of the project steering committee. Defined message is project information that will inform various stakeholders as the project moves forward. Appropriate communication channel is the most effective medium to convey information including, but not limited to, project open forums, meetings, websites, electronic newsletters and whichever is needed for efficient message distribution. Target audience is the individual(s) or group intended to receive specific project messages or updates. Message timing is when the communication item(s) can be of optimal value and support the goal of the overall project. WSU SIS Project Communication Plan Page 3 of 11 Created June 2010

4 Stakeholder Audiences and Communication Goals The following stakeholder audiences will be addressed in this plan. The communication goals will vary depending on the stakeholder audience and the information that is distributed to each respective audience. To ensure that each stakeholder audience is properly updated communication owner(s) have been assigned to each group. The communication owner(s) objective is to meet each communication goal with efficiency. The communication plan goals as associated with each stakeholder audience are outlined in the table below: Stakeholders Communication Objectives Impact to Stakeholders WSU Board of -Communicate project goal, objectives, Regents timelines etc. University Executive Leadership SIS Policy SIS Steering Provosts Council -College Deans Associate Deans/Graduate Coordinators Academic Department Heads Urban Campuses Project Team Leadership ITS Staff Project Staff -Communicate project goal, objectives, timelines etc. -Communicate project goal, objectives, timelines etc. -Communicate progress, provide recommendations for major project decisions, policy decisions and any request for changes -Project overview, roles and responsibilities -Project objectives, teams, work plan and flow -Communicate consistent message to stakeholders and staff -Project overview, roles and responsibilities -Project objectives, teams, work plan and flow -Communicate consistent message to stakeholders and staff -Develop process standards, workflow for both technical staff and non-technical staff -Project overview, roles and responsibilities -Project objectives, teams, work plan and flow -Communicate consistent message to stakeholders and staff Frequency Quarterly and as requested Communication Owner Provost, Executive Sponsor WSU SIS Project Communication Plan Page 4 of 11 Created June 2010 requested requested Weekly and as requested needed needed needed needed Executive Chair, AVP Chair, AVP Communications Lead Communications Lead College Deans, Communication Lead Communication Lead Weekly AVP/Project, UISS, IS Communications Weekly and as needed AVP/Project, UISS, IS Communication Weekly AVP/Project, UISS, Steering Chair, Communication Lead, IS Communication

5 Faculty Senate Faculty at large ASWSU GPSA Students at large Project Communications -Assist on evaluating effectiveness of communication messaging and disseminating project communication to specific units Monthly Communication Lead Monthly or as requested Communication Lead Monthly Communication Lead, IS Communication Monthly Communication Lead, IS Communication Monthly Communication Lead, IS Communication 2x/Month IS Communication, Steering Chair, Communication Lead, AVP/Project Communication Plan and Individual Roles WSU President Provost VP of Information Services & CIO WSU Project Manager Technical Project UISS Chair Communication Lead Information Services Communication Elson Floyd Warwick Bayly Viji Murali Mark DeMaio Mike Corwin Jim Freyman Tori Byington Ken Vreeland Casey Hanson WSU SIS Project Communication Plan Page 5 of 11 Created June 2010

6 zzusis Project Communication Plan Success Factors Executive Sponsor(s) show regular and consistent support through various communication channels. All communication must be consistent, concise and timely. Communication process should provide feedback opportunities for all stakeholders. Communication should highlight the project benefits and features to end-users. Messaging should emphasize the critical need of the system replacement plan. The communication plan is to be reviewed and updated as needed during the project. Communication Methods Project communication will be disseminated through various mediums. Open forums, meetings, , website, FAQs, electronic project newsletters and direct face to face communication will be used as appropriate. Audience Open Forums Meetings Project Newsletter Website SharePoint- Project Team Project List Serve Training President s Senior Staff Campus Leadership SIS Steering Project Team Members ITS Staff Super End-Users End Users Campus at large Project Communication University Community (faculty, staff, students) Open Forums Open forums will be held monthly or as needed for the University community throughout the duration of the project. Forums will provide an overview of the project status to date and an opportunity for attendees to ask questions. Open forums will be held under the direction of and facilitated by the AVP and Chair. WSU SIS Project Communication Plan Page 6 of 11 Created June 2010

7 Meetings Meetings with specific stakeholder audiences will be held on an as needed basis to discuss relevant project issues, including successes, challenges and milestones that have been met. Depending on the stakeholder group the meetings will be scheduled and facilitated by the appropriate individuals including the AVP, UISS, Chair or IS Communications. Project Electronic Newsletter An electronic newsletter consisting of relevant project news will be created by the IS Communication Team. The electronic newsletter will be distributed with a frequency of 4-6 weeks and at times will be driven by the project timeline or milestones as they are achieved. Content of the electronic newsletter will include: Project Status Letter/Note from the Executive Sponsor/AVP/ UISS or appropriate project individual Features and benefits of the new system FAQs Project team member profiles Appropriate project topics Website The project website will serve as a reference site for general project information, with links to Project Newsletters, WSU Today and Announcements briefs, Open Forums, FAQs, project calendars, etc. The website will be evolutionary in nature, growing as the project grows and building upon itself over the course of the project. The website will be updated as needed ranging from daily to monthly depending on the level of project activity. Project Team SharePoint Site A SharePoint site will be constructed to serve as a central repository that will organize and house ongoing project documentation. The SharePoint site is accessible to project team members. Project List Serve A project list serve will be created to provide breaking news announcements to the Project Team Members, ITS Staff, Super End-Users and End-Users at large. The list serve will be created with the listed membership and can grow as deemed appropriate by the Project Team. Training When the project reaches the training phase appropriate communication content as to the training intent, purpose, timing and target participants will be developed. Training information and print material to be distributed as a take-away resource for end-users will be developed in conjunction with the vendor training team. This information will be updated as needed throughout the implementation process and individual go-live dates. FAQs A Frequently Asked Questions list will be created and prepared for inclusion on the project website and will be updated as necessary. Project Related Inquiries Individuals seeking additional project information may contact: Mariah Luft, Assistant to the Vice President for Information Services and CIO [email protected] WSU SIS Project Communication Plan Page 7 of 11 Created June 2010

8 Activity/Milestone Specific Communications Communication content will generally be created, drafted and updated to synchronize with major project activities and milestones. These project activities and milestones will be driven by the overall project timeline. The regular, on-going project implementation timeline and milestones will be the mechanism for new and updated communication content. Existing milestones that will be used to drive communication content development include: Project Awareness Campaign: A broad communications campaign is needed to heighten awareness of this project to include promoting the benefits and features of the new system, targeting managers and specific groups that will be participating on the leading edge of the project. Creation and Approval of Communication Content The Project Team Leadership and Team Members will provide various information and content to be used in creating project messaging for print and online communication material. Communication material will be created and drafted by the Information Services Communication Team and then reviewed and approved by the appropriate project team leadership members with final approval by the Executive Sponsor for communications regarding organizational policy or change of existing policy. Communication Calendar The Communication Calendar is a combination of the project timeline, activities and milestones. Communication activity dates will be based on the project timeline and work plan. The current communication calendar will be available on the project website and will be updated as appropriate throughout the project. See Appendix B for the draft sample of the Communication Calendar. WSU SIS Project Communication Plan Page 8 of 11 Created June 2010

9 Roles and Responsibilities Specific communication roles and responsibilities for individuals and groups are outlined below: Executive Sponsor Viji Murali Provide guidance and direction at the executive leadership level for the global communication plan Provide information, direction and approval as needed for communication regarding organizational policy or changes of existing policy Executive Provide guidance and direction as appropriate Chair Tori Byington Communicate under the direction of the Executive Sponsor and assist in communication efforts for ASWSU, ASWSUV, ASWSUTC, ASWSUS, GPSA and students at large Assist in the preparation and review of content based on information from the Executive Sponsor and Executive Attend and participate as needed in communication activities including Open Forums and meetings with specific stakeholder audiences Provide content for communication material (articles, website, newsletters, etc.) Keep current on communication messaging and reviewing as needed content material for accuracy Support communication messages when interacting with all campus community members Report communication issues to the Project and/or IS Communications Communication Lead Ken Vreeland Communicates under the direction of the Executive Sponsor and leads communication efforts for Provost s Council, Faculty Senate, Academic Deans, Academic Department Heads, Branch Campuses, Faculty at large, ASWSU, ASWSUS, ASWSUTC, ASWSUV, GPSA and students at large Assist in the preparation and review of content based on information from the Executive Sponsor and Executive Attend and participate as needed in communication activities including Open Forums and meetings with specific stakeholder audiences IS Communication Casey Hanson Maintain and execute the Communication Plan Prepare content based on information received from project leadership and teams Point of contact for media to coordinate media interviews and related schedules for project leadership and teams Obtain approvals for content and distributes material as needed Direct the daily work of the part-time student communication position Part-time position responsible for: drafting and editing content; maintaining and updating the project website; developing and producing the electronic newsletter and other communication related duties as assigned Project Leadership and Team Members Provide content for communication material (articles, website, newsletters, etc.) Keep current on communication messaging and reviewing as needed content material for accuracy Support communication messages when interacting with all campus community members Report communication issues to the Project and/or Communications WSU SIS Project Communication Plan Page 9 of 11 Created June 2010

10 Guidelines for the Unexpected Unexpected communications should be used rarely, if needed, to dispel any crisis and to take advantage of opportunities. Should this situation arise the response must meet one of the following criteria: 1. Any situation which severely lessens the validity or progress of the project. 2. Any situation which requires a response within hours to prevent it a full-blown crisis situation. The following steps can guide anyone that encounters such a situation: 1. Identify the facts that are readily available. 2. Document the issue and key individuals as soon as possible. 3. Determine the appropriate steps to be taken in consultation with the Project AVP and Project and if needed the Executive Sponsor. Plan Evaluation and Updates The AVP, Chair, Communication Lead and IS Communications will evaluate, monthly or as needed, how well the communication strategy and actions are informing the project stakeholders with timely and appropriate messaging. The communication strategy will be re-evaluated and updated on an as needed basis. Document Control and History A SharePoint site will be created to maintain and provide document control and history for communication content that is developed during the project. WSU SIS Project Communication Plan Page 10 of 11 Created June 2010

11 APPENDIX A Sample Communications Calendar Month Date Activity Notes January 2010 February Vendor Presentations March 2010 April 2010 May 2010 Monday, 10 th afternoon Open Forum Monday, 17 th afternoon Open Forum June 2010 July 2010 August 2010 Tuesday, 10th morning Open Forum September 2010 Tuesday, am Open Forum TBD Executive Sponsor meet with ASWSU Leadership October 2010 Wednesday, 20 2 pm Open Forum New Portal Naming Contest November 2010 Tuesday, am Open Forum New Portal Naming Contest December 2010 New Portal Naming Contest January 2011 TBD Open Forum After Jan 10 Announce New Portal Name via student naming contest Start after Jan 10 New Portal communication February 2011 TBD Open Forum Throughout Month New Portal Communication March 2011 TBD Open Forum April 2011 May 2011 June 2011 July 2011 August 2011 September 2011 October 2011 November 2011 December 2011 January 2012 February 2012 March 2012 April 2012 May 2012 June 2012 July 2012 August 2012 September 2012 October 2012 November 2012 ASWSU partners w/its ASWSU posted ads in Evergreen ASWSU partners w/its ASWSU posted ads in Evergreen ASWSU partners w/its ASWSU posted ads in Evergreen Contest closed ASWSU partners w/its WSU SIS Project Communication Plan Page 11 of 11 Created June 2010