CCR OCM Comm Plan

Goals:

To incorporate communications effectivcely as we plan, manage and reinforce the introduction of this new service.
To ensure all audiences are aware and prepard for the change.

Objectives

To understand audiences, the change impact, their needs, concerns, and what’s in it for them.
To conduct communications and engagements prior, at time of, and after new service launch.
To engage and leverage sponsors, stakeholders and change network to speak to the business reason for change, benefits, set expectations and resistance.
To foster awareness about the service, with the change story increase desire to use the service, provide the information to understand (knowledge) about the service and reinforce adoption and use.
To ensure communications are timely, sequenced and issued by the right sender.
Set and track communication and OCM engagements metrics to inform actions.

Timing

TBD

Known Risks

TBD

Audiences

Link

Communications Schedule

See OCM schedule

Assets

Roadshow deck
End User Experience/Journey graphic
Process Graphic
Support/process model graphics
Templated messages tailored for activty and audiences
PPMO content (new and alignment)
The Current content (new and alignment)
Knowledge Base article/s
FAQs
Coaching - 1 page summary

Channels

Channel	Description	Owner/Contact
Project Sponsor Updates	Plan alignment, escalations, updates, “asks”
Governance Updates	Plans, escalations, updates and progress with impact/metrics
Team Meetings	Manager meetings
ITS Service & Managers	ITS Service and Manager meetings
Email Lists	Targeted communications informed by roles, demographics (activity hub reports, communities, departments/units)	Department and team mailing lists, newsletters, subscription lists
Change Network	Includes sponsor coalition/change network team, change champions
Department SME/Tier 0	Designated department contact, addresses and understands department needs before coming to new service	Project Team
Roadshows	Awareness and disseminate information in person/zoom using various monthly and quarterly meetings for BFS divisions and campus groups	Project Team
ITS News	Awareness and disseminate information about the new service
Digital Forum	Awareness and disseminate information in person/zoom using various monthly and quarterly meetings audiences	Project Team
PPMO Service Page	About the service, quick links to more training, resources, information, etc.	CMS Team
ITS Current Intranet	Feature and link to the ITS Current which provides information and access to the service
Calendar	Implementation dates
Collaboration Site (Confluence)	Serves as project and OCM program management workspace	Project Team
OneDrive	Serves as project document repository	Project Team
Communities of Practice	Feature and discuss new service, inform other OCM areas (FAQs, learning, KBAs, communication, etc.)	Project Team - transition to PPMO
Knowledge Base Articles	Provide timely information supporting the new service and the support model	Project Team - transition to PPMO
Frequently Asked Questions (FAQs)	Provide timely answers to frequently asked questions.	Project Team - transition to PPMO