Directory Services - Communication Plan

Guidelines

· Communicate with all affected parties.

· Every message should be audience-specific.

· Take advantage of all of the methods of communication available to us – yet choose a method of communication appropriate to our (CU) environment, appropriate to the message being delivered and appropriate to the audience receiving the message.

· Set appropriate expectations

· Provide regular, unbiased reporting of project progress.

· Communicate what other people need to know before they need to know it. Provide time for people to move past an emotional reaction and on to effective involvement.

· Meet frequently and regularly with project managers regarding developments and tactical concerns.

· Offer opportunities for private communication as appropriate.

· Hold project-wide meetings at important milestones.

Communications matrix

Audience	Message	Method/Channel	Timing/Frequency
Core Project Team	Details; Task-related; Project progress	Team meetings, task-related meetings; Individual meetings; Task/review-specific email	Regularly-scheduled team meetings (2/mo); And as needed
Project Steering Team	Policy-related issues; Project progress	Groundwork via email; consensus work via team meetings	Regularly-scheduled team meetings (1/mo); And as needed
Governing Boards (SIS, HR, Libraries)	Project overview (basic understanding, high level timeline)	Board meeting (invited speaker)	Once per board, within 3 mos of go-live.
IT Council	Project overview; project progress, policy	IT Council meeting (invited speaker)	With each major milestone or at least every 3 mos
ITI	Project overview; project progress	ITI meeting (invited speaker)	Within 3 mos of go-live and upon request
ITS Senior Managers	Project overview; project progress	Managers meeting (invited speaker)	With each major milestone or at least every 3 mos and within 3 weeks of go-live
All-ITS	Project overview & progress Project deliverables	All ITS meetings	Within 1 month of go-live
IT Service Center (front line, bug busters)	Project deliverable overview; specifics re. impact on workstations	Group meeting	3-to-5 weeks before go-live and prior to detailed campus notifications
Tier 2, Tier 2 email list	Project deliverable overview; specifics re. impact on workstations	Group meeting/demo if logistically feasible; email with links to detailed “how to” sites	2-to- 4 weeks before go-live.
UCBNMG list	Project deliverable overview; specifics re. impact on workstations	Group meeting if logistically feasible; email with links to detailed “how to” sites	2-to- 4 weeks before go-live.
sysadmin list	Project deliverable overview; specifics re. impact on ph	email with links to detailed “how to” sites	2-to- 4 weeks before go-live.
General campus (including Deans/Dept heads)	Brief description with pointers to project page, demo site, “how to” page & contact info	Buff Bulletin, Town Meeting, Silver & Gold, Ralphie’s Q&A, White pages itself, ITS web page banner	2 weeks prior to go-live but not during semester start info overload period
IT Partners (unixops, housing)	Included on core team
“Big” Team	Project overview; project progress; deliverables	Group meeting	4 weeks prior to go live.
Chancellor’s Executive Committee	Policy presentation for approval	CEC meeting	Upon invitation
System Office	Project overview & progress	Group meeting(s)	Upon invitation
Payroll Liaisons	Project overview and impact description	Email list	Immediately prior to live test and go live.