UCPath Communications Plan for UC San Diego. June 2013

Transcription

1 UCPath Communications Plan for UC San Diego June 2013

2 Plan Contents Overview UCPath Groundwork Plan Goals Stakeholders, Partners & Audiences Current Communication Activities Schedule Collateral Review Summary 2

3 OVERVIEW 3

4 Overview This plan dovetails with the UCOP UCPath Central Team s Communication Plan UCSD UCPath PMO is the repository for all information relative to UCPath for UCSD Distribution of information will be through: PMO office (when appropriate) HR Communication Channels (as warranted) Payroll Office (as warranted) Other departments as necessary UCSD UCPath PMO will be: Central POC for all employees Liaison between UCSD and UCOP 4

5 UCPATH GROUNDWORK 5

6 UCPath Groundwork Laid by UCPath Central Team UCPath Position Statement UCPath Foundational Messaging Basis for all UC San Diego Communications PMO will build upon Central Team s efforts, tailoring messages to UCSD population 6

7 UCPath Position Statement UCPath will deploy a foundational infrastructure, common processes and shared services for HR and Payroll which improve employee service and enable future capabilities and efficiencies system-wide. 7

8 Foundational Messaging WHAT is UCPath? UCPath will deliver a system-wide solution for payroll and HR services that includes common technology, consistent business processes and a shared services center that meets the core needs of each location, delivers high quality efficient service, and positions UC for growth and change. WHY are we doing this? Our current approach and infrastructure for payroll and HR is obsolete, inefficient, costly to maintain, unsustainable and presents tremendous risk if left unchanged. HOW will we achieve the benefits? By deploying a cornerstone system-wide infrastructure for payroll and HR, simplified business processes, and a center for shared services, we improve our services and efficiencies and create the building blocks for future improvements. 8

9 Foundational Messaging PROOF of success? More accurate and timely data for decisions and reporting, reduction in rework and paper processing, ready access to job and employment information, more consistent implementation of policy, and greater operational efficiency over time. WHO is affected? Services will be improved for all employees. Employees will have ready access to job and employment information, managers will have better tools and more time for higher-value activities, and University leaders will have better data, reporting and decision-making capabilities. WHEN will we see changes? All locations will begin using UCPath during the next two years as the infrastructure is deployed, and benefits will accrue into the future as new improvements leverage the foundation to further increase efficiency and effectiveness. 9

10 PLAN GOALS 10

11 Plan Goals Primarily to inform stakeholders about UCPath How will PMO accomplish this? Educating audiences about UCPath features & functions Building support for the change the program brings Defusing situations that may cause employee concern Providing accurate, timely and honest information Mitigating rumors and misinformation 11

12 STAKEHOLDERS, PARTNERS & AUDIENCES 12

13 Stakeholders, Partners and Audiences Internal Campus Audiences External Campus Stakeholders Campus Leadership Business Management Team Program Teams End Users UCOP Other UC Campuses & Medical Centers Project Partners Internal Campus Leadership (including UCPath Governance Structure: Chancellor, Vice Chancellors, Executive Sponsors, Steering Team, Campus Advisory Council, Campus UCPath Project Management Office Business Management Team: ABAs, DBAs, ORUBAs, MSOs, Business Directors, Department Chairs, Faculty, HR, Payroll, Finance Employees & Managers Program Teams: Implementation Teams e.g. Data Conversion, Interfaces, etc. End Users: All employees of UCSD, PPS Users External UCOP: PMO Lead Subject Matter Experts, Implementation Team Other UC Campus/Medical Centers Project Partners: Vendors and others involved with UCPath 13

14 Audience Segmentation High IMPACT (Degree of actual or perceived change to daily tasks, tools and/or processes) Low Most Impacted Audiences: Campus HR, Payroll, Finance, Managers, Faculty, Leadership, other key stakeholders Messages: Rationale, Future State, Policy & Process Changes, Job-Specific Changes Affected Audiences: End users (not in HR, Payroll, Finance, IT, Managers) Messages: Rationale, Future State, Organization, What to do and When Project Teams: Audiences: Campus PMO, Extended Implementation Team, Campus Readiness Team, Executive Sponsors, Campus Steering Team, Management Workgroup Messages: Rationale, Policy Changes, Functional Changes, Project Progress Project Partners: Audiences: Partners/vendors Messages: Detailed Project Information, Dependencies Low ENGAGEMENT (Knowledge about/participation in project activities) High 14

15 Audience Messaging Vehicles UCSD Audience HR/Payroll/Fi nance/it Employees UCOP Communication Vehicles UCPath Website Looking Forward Leadership Messages UCPath Forward UCSD Communication Vehicles Info Sessions (Town Halls) UCPath Blink Site Updates Leadership Perspective X X X X X X X X Faculty X X X X X X Executive Sponsors X X X X X UCPath PMO X X X X X X X X Extended Imp. Team X X X X X X X Campus Steering Team X X X X Managers X X X X X X X X End Users X X X X X X X External Partners X X 14

16 Audience Messaging Audience Fears/Perceptions Information Needs Vehicle/Approach Low Impact Affected (End Users, DW users, employees not in HR, Payroll & Finance) UC will not commit the necessary resources to the program in order to do the transition completely and effectively. UC is stripping campuses of their individuality; this is the first step toward total centralization of government; never supports paying a third party (corporation) for things that have been done internally before. Payroll will have less features than before. Changes in how to access employee information and benefits using the UCPath Portal. How to open a case using the Case Management tool. Communicate to the lowest level of project awareness Looking Forward UCOP UCPath Website UCSD UCPath Blink Site Updates UCSD UCPath Forward Leadership Messages Training communications Information Sessions/Town Halls Low Impact External Partners and/or Vendors Detailed project information Dependencies Updated plans and schedules High Impact Campus PMOs, Steering Team, Advisory Council & Readiness Group Very knowledgeable about all aspects of UCPath Project progress Policy changes Functional changes UCPath Progress, Status Reports & UCOP SharePoint UCSD Blink & SharePoint Leadership Communications Leadership Perspective 16

17 Audience Messaging Audience Fears/Perceptions Information Needs Vehicle/Approach High Impact Managers (ABA, ORUBA, MSOs/DBOs, Dept. Chair, Business Directors Faculty Payroll, HR & Benefits actions are so detailed they can t be handled effectively elsewhere. Doesn t believe the UCPath Center will provide the same level of service employees currently get. Cannot believe that UCSD faculty will call/interact with strangers at the call center vs. walking into an office on campus. Change on this scale causes major concern. Will it do what it is supposed to? UCPath is SO big and SO detailed have seen other large UCOP operations attempted & failed over the years will this be just another, albeit expensive, one? UCSD will have to change some business policies, not just practices. Does not believe we should change policies to conform to an off-the-shelf program developed by Oracle. It will be painful and difficult for first few years. The project will be taken only so far, then abandoned due to lack of resources we ll then be stuck with a hybrid system that will be even more complicated to use. Show what the end product looks like - what they re working toward. Targeted, specific changes relative to HR, Payroll & Finance Detailed information about changes to their jobs and to the jobs of their staff. Detailed information about policy/process changes that will impact their job. Organizational changes. High touch, interactive Two-way interactive sessions (Information Sessions, Town Halls) Looking Forward UCOP UCPath Website UCSD UCPath Blink Site Updates UCSD UCPath Forward Leadership Messages FAQs Training communications Information Sessions/Town Halls 17

18 Audience Messaging Audience Fears/Perceptions Information Needs Vehicle/Approach High Impact HR, Payroll, Finance Employees Implementation won t be clean. When it comes to Benefits and Payroll, we re messing with people s well being; it needs to be done right. It will become another layer of bureaucracy rather than the solution that is supposed to be. It will not be as interactive as it needs to be to totally support HR & Payroll functions UC is implementing without full knowledge of the downstream effects; they should have taken the approach of standardizing every campus first, then doing the system-wide implementation, rather than the other way around. UC is rushing to complete on a ridiculously aggressive schedule; fears that it will be neither well developed nor done right, e.g. UC Learning System that replaced Enrollment Central. How changes will affect them and their job. Be specific about changes. What will the future state be? Detailed information about changes to their jobs Policy changes, functional changes, and project progress. High touch, interactive Two-way interactive sessions (Information Sessions, Town Halls) Looking Forward UCOP UCPath Website UCSD UCPath Blink Site Updates UCSD UCPath Forward Leadership Messages Training communications Information Sessions/Town Halls 18

19 CURRENT COMMUNICATION ACTIVITIES 19

20 PMO Current Communication Activities & Tools Publications: Leadership Perspective weekly progress report, specifically for campus leadership Bi-Monthly newsletter, UCPath Forward updates sent to broad constituency PMO Blink Website (External facing for public consumption) All UCOP updates Status Reports, Newsletters Program documentation Program charter & structure, timelines & Implementation Plan Link to PMO s account for questions Updated FAQs Events Departmental meetings & presentations by PMO Director Others as requested 20

21 PMO Current Communication Activities & Tools Program Implementation Team Websites GCDP Site for Program Team UCOP SharePoint Site UCSD SharePoint Site UCOP UCPath Website (Also Public facing site) Other Promotional Materials Print Display 21

22 Communication/Delivery Channels Communications Channel Delivery Channel Interactive Invites interaction between project team & end users Solicits questions Encourages sign-ups for newsletters & program updates Non-Personal Personal Websites Briefings Display materials Manuals/guides/printed resources Notices posted in communal areas Face-to-Face Person to audience Telephone/Webinars Letters/memos 22

23 SCHEDULE 23

24 Communication Schedule Month UCOP Theme/Description UC San Diego Theme/Description April 2013 UCPath Center June 2013 UCPath Portal Kick-off activities for UCPath and specific workstreams Who will do what (UCPath Fundamentals) August 2013 Payroll Changes & Improvements UCPath Fundamentals October 2013 HR/APO Changes & Improvements Change Management Introduction December 2013 Benefits Changes & Improvements Looking back; year in review Managing benefits using ESS January 2014 Commitment Accounting Changes & Improvements Composite Benefit Rates One year until go-live Future state February 2014 UCPath Center New hires; overview of training How our campus will interact with the UCPC How will the UCPC affect you on a daily basis? March 2014 Paychecks Changes & Improvements Future State No paychecks issued at campus April 2014 ESS/Case Management ESS, as well as MSS Functionality/who does what Opening a Case May 2014 Get Ready for Changes Coming What will change and how? What are the most impactful changes? June 2014 Get Ready for Changes Coming Change Management Specific Changes and their campus-wide impact UCSD s Change Network 24

25 Communication Schedule July 2014 Month UCOP Theme/Description UC San Diego Theme/Description Wave 1 Go-Live Testimonials from Wave 1 users First person accounts UCPath Center Opening and Wave 1 Campus Successes How we can leverage their experience into lessons learned. August 2014 Accomplishments Location-specific training UCPath Improvements Project Teams Success September 2014 October 2014 November 2014 December 2014 Wave 1 Success Stories What UCPath makes possible for UC January 2015 Wave 2 Go Live UCSD Go Live UCSD success stories What will UCPath mean for UCSD? Location-specific Training - Everyone needs trained to use Case Management Tool to document and communicate all issues Open Enrollment End User Training Location-specific Training Open Enrollment End User Training Location-specific Training Wrap up 2+ years of effort in preparation for golive in January. 25

26 COLLATERAL REVIEW 26

27 Collateral Review Collateral Review Release of UCPath information that is time sensitive, confidential or controversial will be subject to review by internal UCSD authoritative hierarchy 27

28 SUMMARY 28

29 Summary Summary Plan subject to change as program evolves PMO will communicate in a manner that is: Timely Transparent Sincere The two words 'information' and 'communication' are often used interchangeably, but they signify quite different things. Information is giving out; communication is getting through. Sidney J. Harris 29