Communications Plan

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  • 1. Washington State Enterprise Architecture Program Communications Plan Version 3.3 November 2, 2005
  • 2. Table of Contents Introduction/Purpose.......................................................................................................................3 Communications Principles.............................................................................................................4 General Stakeholder Communications...........................................................................................5 Information Services Board.............................................................................................................6 State Chief Information Officer........................................................................................................8 Enterprise Architecture Committee...............................................................................................11 Agency Architects.........................................................................................................................18 Document History: Date Editor Change Synopsis September 7, 2005 Scott Came Initial draft in new stakeholder-oriented format September 21, 2005 Scott Came Version 3.0 Incorporate round of stakeholder feedback October 5, 2005 Scott Came Version 3.1 Minor updates per 9/23 meeting feedback (see minutes) October 19, 2005 Scott Came Version 3.2 Updates per 10/5 EA Committee meeting: • Added PowerPoint presentation explicitly to list of general communications tools • Noted that high-level/general value/scope materials should be usable by committee members as well as Program staff November 2, 2005 Scott Came Version 3.3: updates to CAB communications 2
  • 3. Introduction/Purpose The purpose of this document is to identify stakeholders of the Washington State Enterprise Architecture Program, the information needs of those stakeholders, and the communication strategy to be followed by the program in meeting those needs. The achievement of the goals of the Enterprise Architecture Committee, as established by the Information Services Board in the Committee’s mission and charter, requires a successful communication strategy. The enterprise architecture and the operations of the program charged with evolving that architecture are important topics of communication that must be addressed by the program if the enterprise architecture initiative is to succeed. Effective communication is part of the overall plan for management of the Enterprise Architecture Program. Therefore, this plan references and is referenced by the EA Program Management Plan, and is intended to be understood in the context of that plan. (Note: the EA Program Management Plan is still under development; this note will be removed once the Program Management Plan is finalized.) The organization of this plan is as follows. The plan consists of sections devoted to an identified stakeholder group. Within each section, the plan identifies: • The members of the stakeholder group • The NASCIO Enterprise Architecture Framework role(s) to which the stakeholder group maps • The information needs of the stakeholder group • The communication strategy to be followed by the program in meeting the information needs of the stakeholder group This plan should remain a living document, and as such should be updated on a regular basis to reflect new stakeholder groups, new information needs, and new communication strategies. It is important that the Enterprise Architecture Program be held accountable for implementation of this plan, and that the Enterprise Architecture Committee regularly review implementation progress with the Program Director. 3
  • 4. Communications Principles This communications plan is based on the following principles: Principle Corresponding Plan Features Communication strategy and communicators • Ensure plan is followed to the extent must have credibility with audience resources allow • Ensure information is accurate and timely (no “shelf-ware”) • Incorporate learning back into the plan on a regular basis Favor strategies that involve the audience • Review plans, status reports, and over strategies that only inform them architecture elements in face-to-face meeting settings • Encourage feedback and interaction • Make sure every communication tool includes a feedback/contact mechanism Favor face-to-face communications over • Review plans, status reports, and remote, indirect, or electronic communications architecture elements in face-to-face meeting settings • Encourage feedback and interaction Avoid information “overload” • Tailor communications to the stakeholder group • Only communicate as often as the stakeholder group is ready to be involved and act on the communications Use communications strategies to manage • Include workplan and release plan in audience expectations communications • Be clear about when decisions will be made Respect the fact that architectural information • Leverage Web presentation technologies is inherently inter-linked; make sure whenever possible information is stored in one place (avoid • Choose repository solution that facilitates redundancy and associated maintenance common storage and inter-linked web burden) presentation Support balance between making decisions in • When presenting materials for stakeholder a timely fashion and permitting adequate review, establish a fixed review deadline feedback to promote sound decision-making beyond which “silence indicates consent” • Ensure that review period is adequate • Target review (and direct follow-up) for key stakeholders on each issue Note that in addition to all communications tools documented in the plan, stakeholders can request one-on-one sessions with the chief architect to discuss particular areas of interest or concern. 4
  • 5. General Stakeholder Communications This section establishes a plan for communicating generally with all stakeholders of the statewide Enterprise Architecture and the Enterprise Architecture Program. General Information Needs The following information needs apply generally to all stakeholders. 1. Understand what Enterprise Architecture is (at least at a high level). 2. Understand the value, benefits, and importance of Enterprise Architecture. 3. Understand how the Enterprise Architecture Committee and Program are contributing to the pursuit of statewide business objectives. General Communication Tools To meet these general information needs, the Enterprise Architecture Program will implement the following communications tools. 1. The Program will develop a set of basic information materials describing the scope of the statewide Enterprise Architecture. This set of materials will describe the value, benefits, and importance of Enterprise Architecture. The materials will be brief and concise, and may consist of: one-page briefing or brochure, key concept map, Frequently-Asked Questions (FAQ) document, and PowerPoint presentation. 2. In all status reporting (mentioned elsewhere in this document), Committee and Program achievements will be explicitly linked to statewide business objectives. 3. The basic EA scope and value materials, as well as some high-level business-oriented status information, will be available (and prominently displayed) on the EA website. These materials should be suitable for use/delivery by EA Committee members as well as program staff. 5
  • 6. Information Services Board Members/participants: Board Members Note: This stakeholder section applies not only to the Information Services Board itself, but also members of committees and boards that report to the ISB. These include: the Geographic Information Technology (GIT) Committee, State Interoperability Executive Committee (SIEC), and Justice Information Network (JIN) Board. NASCIO Framework Role(s): • Reviewer (for policy aspects/impacts of EA) • Approver • Overseer • Enterprise Executives Information needs: 1. Assess Enterprise Architecture Committee progress towards charter objectives 2. Assess progress of Enterprise Architecture Program against architectural release objectives and deliverables at the end of each two-month release 3. Understand policy impacts of enterprise architecture on statewide initiatives 4. Understand planned Enterprise Architecture Program objectives, milestones, and deliverables in the current and future architectural releases 5. Understand benefits of enterprise architecture and the EA program 6. Understand enterprise architecture components underlying policy decisions made by the Board 7. Understand linkage of Enterprise Architecture Program objectives, milestones, and deliverables to enterprise initiatives Communication strategy: Communication Frequency/ Communicator Notes Needs Tool Venue and Delivery Addressed Means Written status report Bi-monthly Prepared by chief • Status reported in 1,2 architect; delivered terms of business in ISB meeting objectives achieved book (not tasks completed) • Objectives linked to enterprise initiatives • Documents value added to enterprise since last meeting Oral status report Bi-monthly (ISB Delivered by chief • As needed/requested 1,2,3 Meeting) architect by EA Committee or ISB • Opportunity for interactive discussion 6
  • 7. Communication Frequency/ Communicator Notes Needs Tool Venue and Delivery Addressed Means Written proposals for Bi-monthly as Prepared by chief 3,6 component or policy needed architect, approval coordinated with MOSTD staff Program Bi-monthly Prepared by chief • Future releases 4,7 architectural release architect • Indicates objectives plan and milestones for next two-month release and future releases • Objectives linked to enterprise initiatives Benefits of Once Prepared by chief • Build on NASCIO 5 enterprise architect; delivered framework materials, architecture via EA Program EA Committee brochure website; integrated charter and mission into new ISB member information packet 7
  • 8. State Chief Information Officer Members/participants: Gary Robinson, Director of DIS Note: The Chief Information Officer, as vice-chair of the ISB and member of the DIS Management Team, shares in the roles, information needs, and communication strategy of the ISB and DIS Management Team, as documented in other sections. NASCIO Framework Role(s): • Champion Information needs: 1. Communicate program progress with other state executive stakeholders, including separately-elected state officials and the Central Service Agency sub-cabinet 2. Coordinate Washington’s state Enterprise Architecture program with NASCIO and Federal government 3. Understand architecture and program issues requiring resolution at the CIO / DIS Director level Communication strategy: See ISB and DIS Management Team sections in this plan. 8
  • 9. Customer Advisory Board (CAB) Members/participants: Board members Note: This stakeholder section applies not only to the Customer Advisory Board itself, but also its subcommittees, including: Small Agency Subcommittee and Infrastructure Committee. NASCIO Framework Role(s): • Advisor Information needs: 1. Assess Enterprise Architecture Committee progress towards charter objectives 2. Assess progress of Enterprise Architecture Program against architectural release objectives and deliverables 3. Understand planned Enterprise Architecture Program objectives, milestones, and deliverables in the current and future architectural releases 4. Understand policy impacts of enterprise architecture on enterprise and agency initiatives 5. Notification of proposed changes to or addition of architectural components that impact policy 6. Understand linkage of Enterprise Architecture Program objectives, milestones, and deliverables to enterprise initiatives Communications strategy: Communication Frequency/ Communicator Notes Needs Tool Venue and Delivery Addressed Means Written status report Monthly CAB Prepared by chief • Report is in terms of 1,2,6 meeting; architect; delivered business objectives subcommittee in hardcopy at CAB achieved meetings as meeting needed Oral status report Monthly CAB Prepared by chief 1,2,6 meeting; architect; delivered subcommittee at CAB meeting meetings as needed Program Updated at Prepared by chief • Future releases 3,4,6 architectural release beginning of architect; delivered • Indicates objectives plan each two-month via EA web site and milestones for release next two-month release and future releases • Objectives linked to enterprise initiatives • Indicate policy impacts 9
  • 10. Communication Frequency/ Communicator Notes Needs Tool Venue and Delivery Addressed Means Program status End of each Prepared by chief • EA Program 2 report two-week architect; delivered progress dashboard program via EA Program (current architecture iteration web site; link sent release objectives to CAB listserv on and status) last day of iteration • Linkage of objectives and milestones to enterprise initiatives • EA Program risks and issues • Notification of all changes to architectural components Executive view of End of each Prepared by chief • High-level or critical 4,5 Enterprise two-week architect; delivered architectural Architecture portfolio program via EA Program components iteration web site; link sent • Architectural to CAB listserv on components related last day of iteration to enterprise initiatives of interest, components with policy impact • Linkage of architectural components to enterprise initiatives • Note what has changed As an additional communications mechanism that crosses all of the CAB information needs listed above, the EA Committee and Program would like to engage the CAB at each of its meetings as follows: 1. Each EA initiative committee steward will give a short report to the CAB as to what has changed in the enterprise architecture since the prior CAB meeting 2. The steward will reiterate the feedback provided by the CAB to the EA Committee at the prior meeting 3. The steward will report on what resulted from the CAB’s feedback 4. The CAB will provide feedback on the new state of the architecture, for consideration by the committee and subsequent reporting back at the following CAB meeting 10
  • 11. Enterprise Architecture Committee Members/participants: Committee members NASCIO Framework Role(s): • Reviewer Information needs: 1. Assess Enterprise Architecture Committee progress towards charter objectives 2. Assess progress of Enterprise Architecture Program against planned tasks/deliverables at the end of each two-week iteration 3. Assess progress of Enterprise Architecture Program against architectural release objectives and deliverables 4. Understand planned Enterprise Architecture Program objectives, milestones, and deliverables in the current and future architectural releases 5. Understand architectural components proposed by the Enterprise Architecture Program to the Committee for approval 6. Understand potential objectives for future architectural releases, to enable committee to help establish milestones for the Enterprise Architecture Program 7. Understand agenda for upcoming committee meetings 8. Review minutes from previous meetings, to understand decisions made 9. Understand linkage of Enterprise Architecture Program objectives, milestones, and deliverables to enterprise initiatives 10. Understand program conformance to this communications plan Communications strategy: Communication Frequency/ Communicator Notes Needs Tool Venue and Delivery Addressed Means EA Program status End of each Prepared by chief • EA Program 1,2,3,4,9,10 report two-week architect; delivered progress dashboard program via website with (current architecture iteration link emailed to EA release objectives listserv; reviewed and status) at EA Committee • Linkage of objectives meeting at start of and milestones to next iteration enterprise initiatives • EA Program risks and issues • Notification of all changes to architectural components • Report of program conformance to this communications plan 11
  • 12. Communication Frequency/ Communicator Notes Needs Tool Venue and Delivery Addressed Means EA Program detailed Start of each Prepared by chief • Detailed (task-level) 2,9 workplan for current two-week architect; delivered workplan for current and following two- program via website with and following week program iteration link emailed to EA iteration iterations listserv; reviewed • Tasks linked to at EA Committee iteration objectives meeting at start of iteration Program Updated at Prepared by chief • Future releases 1,3,4,9 architectural release beginning of architect; delivered • Indicates objectives plan each two-month via EA web site and milestones for release with link via email next two-month to EA listserv release and future releases • Objectives linked to enterprise initiatives • Indicate policy impacts Proposed program Reviewed by Prepared by chief • Indicates new or 6,9 architectural release committee any architect; delivered changed objectives plan time any in hardcopy at EA • Program estimates stakeholder Committee meeting effort, suggests wishes to add resource allocations an objective to • Objectives linked to the program’s enterprise initiatives scope • Indicate policy impacts Committee view of End of each Prepared by chief • All architectural 5,9 Enterprise two-week architect; delivered components Architecture portfolio program via EA web site; • Linkage of iteration link sent to EA architectural listserv; reviewed components to at EA Committee enterprise initiatives meeting at start of • Annotation of next iteration components with “operational” metadata (committee discussions regarding component, history of modifications to component, past and pending committee and/or ISB decisions made regarding component) 12
  • 13. Communication Frequency/ Communicator Notes Needs Tool Venue and Delivery Addressed Means EA Committee Following each Prepared by • Notes decisions 8 meeting minutes meeting, program staff; made approved at delivered to EA • Notes alterations to following web site with link release plan meeting sent to EA listserv • Notes alterations to architectural components EA Committee Prior to each Prepared by • Indicates decisions 7 meeting agenda meeting program staff; to be made regarding following delivered to EA release plan planning web site and EA • Indicates decisions meeting to listserv to be made regarding include co- architectural chairs, DIS components Deputy • Provides links to Directors, and relevant material to program staff prepare members for decisions 13
  • 14. Operations Committee Members/participants: Agency Deputy Directors NASCIO Framework Role(s): • Advisor Information needs: 1. Placeholder for now. Communication strategy: Communication Frequency/ Communicator Notes Needs Tool Venue and Delivery Addressed Means Placeholder 14
  • 15. DIS Management Team Members/participants: Senior Managers, Department of Information Services NASCIO Framework Role(s): • Services Teams • Special Interest Groups • Champion • Advisor Information needs: 1. Assess Enterprise Architecture Committee progress towards charter objectives 2. Assess progress of Enterprise Architecture Program against architectural release objectives and deliverables 3. Understand planned Enterprise Architecture Program objectives, milestones, and deliverables in the current and future architectural releases 4. Understand architecture in order to position DIS service offerings 5. Understand decisions made by the EA Committee 6. Understand topics to be discussed at upcoming EA Committee meetings (to assess need for DIS attendance and/or contribution) 7. Ensure adequate deployment of DIS resources 8. Notification of upcoming committee discussions or architecture changes that impact DIS, such as: a. Changes to or addition of architectural components that impact policy b. Changes to or addition of architectural components that involve DIS services 9. Understand linkage of Enterprise Architecture Program objectives, milestones, and deliverables to enterprise initiatives 10. Ensure adequate preparation for the annual budget cycle, regarding architectural components to be implemented by DIS Communication strategy: Communication Frequency/ Communicator Notes Needs Tool Venue and Delivery Addressed Means DIS Management End of each Prepared by chief • Leverages Executive 4,8,9 view of Enterprise two-week architect; delivered View (see CAB Architecture portfolio program via program web section below) iteration site • Components related to current or potential DIS service offerings • Links components to initiatives • Others: ask team 15
  • 16. Communication Frequency/ Communicator Notes Needs Tool Venue and Delivery Addressed Means Program status End of each Prepared by chief • EA Program 1,2,7,9 report two-week architect; delivered progress dashboard program via EA Program (current architecture iteration web site; link sent release objectives to EA listserv on and status) last day of iteration • Linkage of objectives and milestones to enterprise initiatives • EA Program risks and issues • Notification of all changes to architectural components Oral program status Weekly DIS Delivered by chief 1,2,4,7,8,9 report or DIS View Management architect discussion team meetings as needed (expectation is quarterly) Program workplan Beginning of Prepared by chief • Detailed (task-level) 6,7,9 each two-week architect; delivered workplan for current program via EA web site; and following iteration available as iteration needed at • Tasks linked to stakeholder iteration objectives initiation Program Updated at Prepared by chief • Future releases 3,9 architectural release beginning of architect; delivered • Indicates objectives plan each two-month via EA web site and milestones for release next two-month release and future releases • Objectives linked to enterprise initiatives EA Committee Two business Prepared by 6,8 meeting agendas days prior to program staff; committee delivered via EA meeting web site and EA listserv 16
  • 17. Communication Frequency/ Communicator Notes Needs Tool Venue and Delivery Addressed Means EA Committee Immediately Prepared by 5 meeting minutes following program staff; subsequent delivered via EA committee web site and EA meeting listserv approval 17
  • 18. Agency Architects Members/participants: Agency architects and senior agency technical staff NASCIO Framework Role(s): • None An agency architect is a person with the title of architect, or alternatively a senior technical person in an agency’s IT organization, who is responsible for the agency’s enterprise architecture or strategic technology direction. Such a person is a consumer of the state enterprise architecture. An agency architect seeks to leverage mechanisms provided by the state enterprise architecture, either to reduce agency costs and risks in implementing IT, or to be compliant with ISB policy directives. Information needs: 1. Understand enterprise architecture, to enable policy compliance and leveraging of architecture in agencies 2. Understand linkage of Enterprise Architecture Program objectives, milestones, and deliverables to enterprise initiatives 3. Assess progress of Enterprise Architecture Program against architectural release objectives and deliverables 4. Understand planned Enterprise Architecture Program objectives, milestones, and deliverables in the current and future architectural releases 5. Understand how best to contribute agency experiences and lessons learned to the enterprise architecture 6. Notification of changes in the architecture 7. Understand policy impacts of enterprise architecture on agency initiatives Communications strategy: Communication Frequency/ Communicator Notes Needs Tool Venue and Delivery Addressed Means EA Program status End of each Prepared by chief • EA Program 2,3,4,6,7 report two-week architect; delivered progress dashboard program via EA web site (current architecture iteration with link emailed to release objectives EA listserv and status) • Linkage of objectives and milestones to enterprise initiatives • EA Program risks and issues • Notification of all changes to architectural components 18
  • 19. Communication Frequency/ Communicator Notes Needs Tool Venue and Delivery Addressed Means Architect view of End of each Prepared by chief • All architectural 1,5,7 Enterprise two-week architect; delivered components Architecture portfolio program via EA web site • Linkage of iteration with link emailed to architectural EA listserv components to enterprise initiatives Architect Council Monthly, Face-to-face • Informal venue to 1,2,3,4,5,6,7 meeting informal meeting of agency discuss program and architects with architecture program staff • Share best practices, ideas, concerns • Advocate architecture and enterprise approach • Education opportunities / speakers 19