Instructions This document is meant to be a "living tool" to be updated with activities and information The following tabs are set up for printing on 11 x17 Communication Action Plan Tab Purpose: The RLMS Communications Action Plan Template spreadsheet provides a comprehensive tool for all RLMS planned communications in support of communicating with RLMS Stakeholders and Change Champions. This document will help FDACS ensure it provides the right information /message to the right stakeholders at the right time. Audience Analysis Tab Purpose: The RLMS Audiences / Stakeholder Analysis spreadsheet provides a way to track how RLMS audience and /or stakeholders are progressing in the change journey (achieving the desired levels of awareness and buy in) in light of the communications they receive. Vehicles Tab Purpose: The Vehicles spreadsheet is a tool to govern communications. It tracks dates, types of communication, and appropriate content providers and approvers - as well as the location of the source file(s).
RLMS Communications Action Plan Template Last Updated XX-XX-XXXX Key Information Ownership, Tracking and Approvals Delivery Date Title Key Messaging / Purpose Vehicle Frequency Feedback Mechanism OCM Team Owner Content Owner Content Approver Distributed By Notes / Status Date Sent File Location When should this communication be sent out? What is the name of the communication? Why are we communicating this? What are the communication objectives? How is the communication delivered to the audience? How often does this communication occur? What system will be in place for the audience to respond? Who on the OCM Team owns the completion of this? Who will help provide content for communication? Who needs to approve this communication? Who is responsible for sending the communication? Is there any additional information about this communication? When was the communication sent? Where does a copy of the communication now reside? 1 30-Mar-16 End of Pre-DDI phase announcement 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Introducing the next project phase and summarizing achievements of Pre-DDI phase Email to all Once Provide a link for submitting feedback John Doe Illustrative - Under Development Project Management Team Jane Doe 1-Mar-16 [FDACS SharePoint link] Communication Action Plan Page 2 of 19
RLMS Communications Action Plan Templa Last Updated XX-XX-XXXX Audience Group Delivery Date Title LEADERSHIP DIVISION DIRECTORS AND CHIEFS RLMS END USERS NON-RLMS USERS INFORMATION PARTNERS CUSTOMERS CHANGE CHAMPIONS When should this communication be sent out? What is the name of the communication? 1. Executive Leadership 8. FDACS IT Governance 2. Division Directors / Office Directors / Assistant Directors 3. Bureau Chiefs / Section Chiefs 4. FDACS Staff RLMS End Users 5. Tax Collectors (External RLMS Users) 6. IT Support Staff 7. FDACS Staff (Non- RLMS Users) 9. External Stakeholders 10. Information Sharing Partners 11. As-Needed Information Partners 13. Customers, License and Permit Holders, Applicants, Consumers, General Public Change Champions 1 30-Mar-16 End of Pre-DDI phase announcement x x x x x x x x x 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Communication Action Plan Page 3 of 19
Last Updated: xx-xx-xxxx Audience Group Stakeholder grouping 1 RLMS END USERS Stakeholder Group Name 5. FDACS Staff RLMS End Users Geographic Distribution Where is this group (or stakeholder)? Current Level of Awareness / Buy-In How much does this group already know or support RLMS? Desired Level of Awareness / Buy In How much would you like this group to know / support RLMS in the future? Preferred Distribution Vehicle (s) Refer to Vehicles tab How does this group prefer to receive communications? What distribution vehicles are they most receptive to? Distributed Unaware Accept the change Newsletter (online) on FDACS portal Notes Any other thoughts? 2 DIVISION DIRECTORS AND CHIEFS 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 3. Division Directors / Office Directors / Assistant Directors Tallahassee Neutral Committed to the change Email update, Status report Illustrative - Under Development Audiences Analysis Page 4 of 19
Last Updated: xx-xx-xxxx Audience Group Stakeholder grouping Stakeholder Group Name Geographic Distribution Where is this group (or stakeholder)? Current Level of Awareness / Buy-In How much does this group already know or support RLMS? Desired Level of Awareness / Buy In How much would you like this group to know / support RLMS in the future? Preferred Distribution Vehicle (s) Refer to Vehicles tab How does this group prefer to receive communications? What distribution vehicles are they most receptive to? Notes Any other thoughts? 42 43 44 45 46 47 48 49 50 51 52 53 54 55 Audiences Analysis Page 5 of 19
RLMS Vehicles Inventory Last Updated XX-XX-XXXX Vehicle Name Description Type What is the name of this recurring communications vehicle? Briefly describe this vehicle 1 Status Report Comprehensive update on project workstreams 2 Town Halls Introduce and showcase the RLMS project 3 Newsletter (online) on FDACS portal 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 What type of communication is this? From project governance template Distribution Method How is this disseminated? Frequency of Vehicle How often is this vehicle sent out? Contact Person Contact Information Review Process Feedback Mechanism Notes Who do we contact to get information included? What is their contact info? What is the review process and timing for submission? How are we measuring effectiveness of this vehicle? Email Weekly Project management team Collect questions received by sender Presentation Auditorium As needed for project phases News about the project Online information RLMS internal website Monthly Illustrative - Under Development Attendance by OCM and project teams Monitor viewership statistics Analysis of audience reactions Provide a submit feedback link Any other information that would be helpful Vehicles Page 6 of 19
LEADERSHIP 1. Executive Leadership 2. FDACS IT Governance DIVISION DIRECTORS AND CHIEFS 3. Division Directors / Office Directors / Assistant Directors 4. Bureau Chiefs / Section Chiefs RLMS END USERS 5. FDACS Staff RLMS End Users 6. Tax Collectors (External RLMS Users) 7. IT Support Staff NON-RLMS USERS 8. FDACS Staff (Non-RLMS Users) INFORMATION PARTNERS 9. External Stakeholders 10. Information Sharing Partners 11. As-Needed Information Partners CUSTOMERS 13. Customers, License and Permit Holders, Applicants, Consumers, General Public CHANGE CHAMPIONS Change Champions
Audience Group LEADERSHIP DIVISION DIRECTORS AND CHIEFS RLMS END USERS NON-RLMS USERS INFORMATION PARTNERS CUSTOMERS CHANGE CHAMPIONS
Stakeholder 1. Executive Leadership 2. FDACS IT Governance 3. Division Directors / Office Directors / Assistant Directors 4. Bureau Chiefs / Section Chiefs 5. FDACS Staff RLMS End Users 6. Tax Collectors (External RLMS Users) 7. IT Support Staff 8. FDACS Staff (Non-RLMS Users) 9. External Stakeholders 10. Information Sharing Partners 11. As-Needed Information Partners 13. Customers, License and Permit Holders, Applicants, Consumers, General Public Change Champions
Current Level of Awareness / Buy-In Unaware Not Supportive Neutral Slightly Supportive Moderately Supportive Fully Supportive Unknown Desired Level of Awareness / Buy In Aware of the change Understand the change Accept the change Committed to the change Champion
Vehicles Comprehensive Monthly Report - electronic document Presentations Status Report Up-to-date cross departmental project information and coordination Comprehensive Monthly Report - electronic document Period project updates at divisional meeting - presentation Town Halls Meetings with divisional management / liaison Ad hoc information sessions (linked to project roll outs) SharePoint project information portal Email update Newsletter (online) Newsletter (online) on FDACS portal Update on project status Educational materials Mailing to active customers, as needed Attendance at relevant meetings Access to RLMS OCM tools Access to all RLMS-related materials
AUDIENCE Executive Leadership COMMUNICATION PURPOSE 1 LEADERSHIP Maintain ongoing project sponsorship FDACS Governance Division Directors / Office Directors / Assistant Directors 2 DIVISION DIRECTORS AND CHIEFS Update on project status Maintain open lines of communication and feedback with divisional ostatus Report (optional) Bureau Chiefs / Section Chiefs 3 RLMS END USERS FDACS Staff RLMS End Users (including first level supervisors, who are not section chiefs) Managing expectations Modeling transparency in communication Leveling the project information gaps across the department Preventing rumors and mis-information about the project Tax Collectors (External RLMS Users) IT Support Staff (Regulatory Application Support & Other Roles) 4 NON-RLMS USERS FDACS Staff (Non-RLMS Users) Convey the service innovation efforts of the Ensuring an adequate flow of information about a major change in the department 5 INFORMATION PARTNERS External Stakeholders Convey the service innovation efforts of the Information Sharing Partners As-Needed Information Partners 6 CUSTOMERS Customers, License and Permit Holders, Applicants, Consumers, Gen Education on how RLMS changes the licensin Identify opportunities to promote the benefits for RLMS (added feat Newsletter (online) on FDACS portal Change Champions 7 CHANGE CHAMPIONS Updates on the project
Execution of OCM activities Articulation of progress towards change Liaison between their functional unit 0r division and the project
department through RLMS implementation department through RLMS implementation ng process for customers