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.