Background and Scope
The implementation of PeopleSoft HRMS will affect internal University processes, data, technology, and the people. The communications for this project will target all department heads, employees in specific departments (such as HR), external business partners and all employees. Other project teams will address those affected by the system that are not employees but are still affiliated with the University, i.e. students, alumni. As with any substantial change, communication, over a long period of time, delivered to multiple audiences, is the key to enabling and succeeding in the change.
Develop the Communications
We suggest you treat the Communications just like a software development project, i.e., identify the requirements, design the solution, build it, and then maintain it. Determine the requirements by answering the who (Audience), why (Purpose), what (Information Content), when (Schedules), by whom (Responsible Parties), and how (Delivery Channels) questions. Build the Communications incrementally.
Over the course of the project, you will need to communicate with the following Audiences
Purposes of Communicating to Each Specific Audience
Communication to the above areas will serve a variety of purposes:
The content will vary by audience, purpose, timing, delivery media, etc. but may address any of the following:
Note some of this effort might be delegated to other university departments. Example: Payroll Office may want to send out their own communication if the employee’s pay stub is being revised or more banking options are being offered to direct depositors.
In building a communication plan, you will need to determine when specific audiences need specific information content and why. Schedule the delivery of the communications on a regular frequency as well as coordinated with specific events (e.g., milestones, decision point, issue resolution, training, planning conferences, etc.), as appropriate. Consider "Just-in-time" as well as long lead times, as appropriate for achieving the communication’s purpose.
Identify the roles and allocate responsibility to specific individuals. Consider when consistency in the deliverer of communications is important.
Identify options and the best fit to audience, purpose, and content.
Maintain Inventory of Communications
Maintain the continually updated inventory in a log. Consider saving all project communication in the shared drive used for this project with a Communication Folder.
Audit and Improve Communications
Measure progress toward goals using questionnaires or other feedback mechanisms. Establish a team to review the feedback and improve communications as appropriate
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