Communication Plan


     State Recruitment Improvement Project
                                                  (SRIP)

...
Revision History
  Version           Date                      Description of Revisions                         Author
   ...
Table of Contents
       Revision History....................................................................................
1Introduction
1.1 Purpose
In order for change management to be successful, clear and concise communications among all
stak...
2Roles and Responsibilities
SRIP Project Team

It is the responsibility of the SRIP Project Team to ensure all stakeholder...
3Organization Chart

         Susan Wilson, Human Resource Services Division Administrator (Sponsor)
        Jennifer La...
State Recruitment
   Improvement
       Project
       (SRIP)
                                                            ...
4Contact List
                   State Recruitment Improvement Project – Contact List

Team Member           Role         ...
State Agency Representatives
    DAS
    TBD                      Personnel
    DCBS
    Adele O’Neal             Recruitm...
Type of Report        Description / Purpose              Responsibility                     Distribution         Media

Te...
5.2 External Communications
External communications are directed toward current or future users of State Recruitment servi...
Type of Report          Description / Purpose                Responsibility                  Distribution           Media
...
5.3 Communication of Issues
Issues are initiated whenever there is an unusual event that has affected or has the potential...
6Issue Management
Standard issue management and tracking is described in the Issue Management Plan document. Issues
become...
Escalation Contacts



SRIP Contacts   Position       Escalation         Area of      Phone and Email
                    ...
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State of Oregon Recruitment Improvement Project Communication ...

  1. 1. Communication Plan State Recruitment Improvement Project (SRIP) M A R C H 1 3 , 2 0 0 6 V E R S I O N : F I N A L 1 _/home/pptfactory/temp/20100430112030/state-of-oregon-recruitment-improvement-project- communication1376.doc
  2. 2. Revision History Version Date Description of Revisions Author 1.0 01/18/2006 Initial Draft Roman 1.1 02/06/06 Added Names and communication strategies Roman 1.2 02/15/06 Defined team & finalized communications area Roman 1.3 02/16/06 Revised document Sheri 1.4 2/27/06 Added Org Chart and minor typos Sheri, Roman & Shaun 1.5 2/28/06 Updated Sponsors reporting processes Roman 1.6 3/13/06 Final comments/revisions Team Revision Notice Version Control is used to track progress and changes to the SRIP Communication Plan. Comments and questions should be directed to Sheri Nees or Roman Martushev. 2 _/home/pptfactory/temp/20100430112030/state-of-oregon-recruitment-improvement-project- communication1376.doc
  3. 3. Table of Contents Revision History......................................................................................................................................2 1 Introduction.......................................................................................................................4 1.1 Purpose...................................................................................................................................................4 1.2 Scope......................................................................................................................................................4 1.3 Assumptions ..........................................................................................................................................4 1.4 Project Information.................................................................................................................................4 1.5 Electronic Distribution............................................................................................................................4 2 Roles and Responsibilities................................................................................................5 3 Organization Chart............................................................................................................6 4 Contact List.......................................................................................................................8 5 Communications...............................................................................................................9 5.1 Internal Program Communications.........................................................................................................9 5.2 External Communications....................................................................................................................11 5.3 Communication of Issues.....................................................................................................................13 6 Issue Management..........................................................................................................14 3 _/home/pptfactory/temp/20100430112030/state-of-oregon-recruitment-improvement-project- communication1376.doc
  4. 4. 1Introduction 1.1 Purpose In order for change management to be successful, clear and concise communications among all stakeholders is essential. This plan will act as a road map and outline the basis for open communications during the State Recruitment Improvement Project (SRIP). The SRIP project will operate as an enterprise wide project requiring shared resources amongst state agencies. This will occur under the direction of the Sponsors along with the support of the Advisory Committee in conjunction with Agency Representatives. 1.2 Scope This communication plan relates to the planning, designing, development, operations, status reporting, controlling, closing, and maintenance of the project. It also encompasses how we communicate (including ad-hoc) to the following groups: Enterprise, Sponsors (Executive Committee), Advisory Committee, Agency Representatives, Stakeholders, and the Project Team. 1.3 Assumptions This project will transform the way we do business for state recruitments. Therefore, the communication plan will be a very important element in the way we distribute timely and accurate information to all stakeholders. For enterprise wide projects that cross multiple agencies, this plan will serve in providing open communication among all stakeholders. Communication is a key element in the success of a shared service. 1.4 Project Information This project team will post information to the DAS – HRSD website for all stakeholders to view at anytime. The website is located at: www.oregon.gov/DAS/HR/SRIP.shtml. To access project page through the HRSD home page, type www.oregon.gov/DAS/HR - the link for the SRIP Project is located under the Menu bar on the left side. Click on the SRIP link to view the project information. 1.5 Electronic Distribution The project team will distribute relevant information electronically to all interested parties and stakeholders who choose to receive SRIP project communications. If interested in receiving project information, please subscribe at the following website: http://listsmart.osl.state.or.us/mailman/listinfo/sripcomlist. 4 _/home/pptfactory/temp/20100430112030/state-of-oregon-recruitment-improvement-project- communication1376.doc
  5. 5. 2Roles and Responsibilities SRIP Project Team It is the responsibility of the SRIP Project Team to ensure all stakeholders have the opportunity to receive open communication at specified times as outlined in this plan. These communications should include, but are not limited to, Enterprise, Sponsors (Executive Committee), Advisory Committee, Agency Representatives, Stakeholders, Project Team, and Ad-hoc Communications. It is also the responsibility of the Project Team to communicate any issues, problems or concerns to the Project Leader in a timely manner in order to mitigate all project related issues and resolve them before they escalate. Sponsors Sponsors will serve as the Executive Committee for the duration of this project. It is the responsibility of the Sponsors to communicate the project’s progress and its affects on state recruitments, at the Executive level, which includes agency heads. Advisory Committee Advisory Committee will provide advice and guidance on recruitment options, resource needs, change requests and other project related issues that need discussion in an open forum for the project team to continue moving forward. Agency Representatives Agency Representatives will participate in the project, as requested, and will provide clear communication to their agency HR staff on the project’s progress and other project related information. Stakeholders Stakeholders may request project related information from the Project Team, the Sponsors, Advisory Committee, or their Agency Representatives. Ad-hoc Communication It is the responsibility of the Team Leader or the Sponsor to provide any ad-hoc communications to the affected stakeholders, as necessary, to keep them informed. 5 _/home/pptfactory/temp/20100430112030/state-of-oregon-recruitment-improvement-project- communication1376.doc
  6. 6. 3Organization Chart  Susan Wilson, Human Resource Services Division Administrator (Sponsor)  Jennifer Lara, Statewide Training, Development and Recruitment Manager (Sponsor)  Roman Martushev, Project Leader  Sheri Nees, SRIP Business Analyst • Shaun Hansen, SRIP Research Analyst • Laurie Grenya, Classification Analyst - (MQ/SOC) • Jeannette Miley, PPDB Analyst • Donna Lantz, PPDB Information Manager • Tom Perry, Labor Relations Manager • Craig Cowan, Labor Relations Manager • Rebecca Gray, Rules & Policy Analyst  IT Staff: • Appl/Cert System Analysts • TeamSite Developer - EDS  Greg Hickman, Employment Department Deputy Director  Velva Warden, iMatchSkills Program Manager • Greg Pelton, iMatchSkills Technician, Analyst & Testing Lead • Tracy Olander, iMatchSkills Business Analyst • Mary Wood, iMatchSkills Data Specialist (SOC/Skills)  ITS Staff: • System Architect • iMatchSkills Lead Systems Analyst • Database Administrator • Network & Security Analyst 6 _/home/pptfactory/temp/20100430112030/state-of-oregon-recruitment-improvement-project- communication1376.doc
  7. 7. State Recruitment Improvement Project (SRIP) Sponsors Advisory Susan Wilson (Executive) Committee Jennifer Lara (Business) ODOT DOR OED DAS PERS DCBS Project Leader DHS DAS Roman OED ODFW Martushev State Lands Lottery HRSD/IRMD iMS /ITS Appl/Cert SRIP Business iMatchSkills System Architect Systems Analyst Program Rashmi Joshi Analyst(s) Sheri Nees Velva Warden SRIP Research iMatchSkills iMS Systems Analyst Technician Analyst Shaun Hansen Greg Pelton EDS Classification iMatchSkills DBA TeamSite Analyst Analyst Network & Analyst Tracy Olander Laurie Grenya Security PPDB iMatchSkills Data Analyst Specialist Jeannette Miley Mary Wood PPDB Information Mgr Donna Lantz Other Labor Relations Labor Relations Manager Manager Craig Cowan Tom Perry Agency Representatives Rules & Policy Analyst Rebecca Gray 7 _/home/pptfactory/temp/20100430112030/state-of-oregon-recruitment-improvement-project- communication1376.doc
  8. 8. 4Contact List State Recruitment Improvement Project – Contact List Team Member Role Email Phone Project Oversight Susan Wilson Administrator Susan.Wilson@das.state.or.us (503) 378-3020 Jennifer Lara Statewide Training, Jennifer.C.Lara@das.state.or.us (503) 378-3869 Development & Recruitment Program Manager Roman Martushev Project Leader Roman.Martushev@state.or.us (503) 373-7572 Sheri Nees SRIP Business Analyst Sheri.Nees@das.state.or.us (503) 378-8347 Shaun Hansen Research Analyst - Temp Shaun.D.Hansen@das.state.or.us (503) 378-2287 DAS - HRSD Tom Perry Labor Relations Tom.S.Perry@das.state.or.us (503) 378-4201 Rebecca Gray Rules & Policy Analyst Rebecca.Gray@das.state.or.us (503) 378-8301 Jeanette Miley PPDB Analyst Jeanette.Miley@das.state.or.us (503) 378-8548 Donna Lantz HR Sys/Svc/Audit backup Donna.L.Lantz@das.state.or.us (503) 378-3145 Laurie Grenya State Class Analyst Laurie.L.Grenya@das.state.or.us (503) 373-7431 Craig Cowan Labor Relations Craig.L.Cowan@das.state.or.us (503) 378-5611 DAS - IRMD Joe Adelman Appl/Cert System Analyst Joe.F.Adelman@das.state.or.us (503) 378-4946 x470 Kathy Flynn System Analyst Kathy.Flynn@das.state.or.us (503) 373-7484 Employment Department Velva Warden iMatchSkills Program Mgr Velva.C.Warden@state.or.us (503) 947-1973 Greg Pelton iMS Technician Gregory.M.Pelton@state.or.us (503) 947-1974 Tracy Olander iMS Technician – State jobs Tracy.G.Olander@state.or.us (503) 947-1236 Mary Wood SOC Specialist Mary.M.Wood@state.or.us (503) 947-1975 Rashmi Joshi System Architect Rashmi.N.Joshi@state.or.us (503) 947-1849 Advisory Committee DAS Jerry Korson (Mgr ) Jerry.F.Korson@das.state.or.us (503) 378.4006 DCBS Belinda Teague (Mgr) Belinda.g.teague@state.or.us (503) 947-7292 DHS Twyla Lawson (Interim) Twyla.Lawson@state.or.us (503) 945-6137 Salem (971) 673-1296 Portld DOR Sandra McLernan (Mgr) Sandra.L.Mclernan@state.or.us (503) 945-8554 ODOT Blair Johnson Blair.Johnson@state.or.us (503) 986-4057 ODFW Jonathan Herman (HR Mgr) Jonathan.C.Herman@state.or.us (503) 947-6063 OED Cheri Tebeau-Harrell Cheri.Tebeau-HARRELL@state.or.us (503) 947-1319 PERS Helen Bamford Helen.Bamford@state.or.us (503) 603 7707 State Lands Div. Darrell Bennett Darrell.Bennett@state.or.us (503) 378-3805 x249 Lottery Sheryl Warren Sheryl.M.Warren@state.or.us (503) 540-1135 8 _/home/pptfactory/temp/20100430112030/state-of-oregon-recruitment-improvement-project- communication1376.doc
  9. 9. State Agency Representatives DAS TBD Personnel DCBS Adele O’Neal Recruitment Manager Adele.J.Oneal@state.or.us (503) 947-7296 Rebecca Wilson Recruitment Specialist Rebecca.A.Wilson@state.or.us (503) 947-7288 DHS Jennifer L. Rogers Jennifer.L.Rogers@state.or.us (503) 945-5693 Jean Fauth Jean.Fauth@state.or.us (503) 945-6851 DOR Patricia E Galloway Patricia.E.Galloway@state.or.us (503) 945-8552 ODOT Daniel Killam Daniel.Killam@state.or.us (503) 378-6796 Blair Johnson Back-up Blair.Johnson@state.or.us (503) 986-4057 ODFW Barbara Britch Barbara.J.Britch@state.or.us (503) 947-6057 Gaile Hamilton Gaile.A.Hamilton@state.or.us (503) 947-6061 OED Kirstin Madigan Kirstin.C.Madigan@state.or.us (503) 947-1469 Cheri Tebeau-Harrell Back-up Cheri.Tebeau-HARRELL@state.or.us (503) 947-1319 PERS Susan Korn Susan.Korn@state.or.us (503) 603 7550 Helen Bamford Back-up Helen.Bamford@state.or.us (503) 603 7707 State Lands Div. Darrell Bennett DSL HR Mgr Darrell.Bennett@state.or.us (503) 378-3805 x249 Lottery Ryan Fleming Ryan.Fleming@state.or.us (503) 540-1322 Machell DePina Back-up Machell.M.Depina@state.or.us (503) 540-1135 DEQ Patty O’Connor Human Resource Analyst Patty.Oconnor@state.or.us (503) 229-5119 5Communications 5.1 Internal Program Communications Program communications are internal communications between DAS HRSD and Employment Department regarding the State Recruitment Improvement Project. • Relevant project documentation (hard copy) located in the Project Leaders office. • All related project documents are located in the SRIP Project Folder at DAS – HRSD. Type of Report Description / Purpose Responsibility Distribution Media Project Status • Provide Sponsor(s) with • Project Leader • Sponsors • MS Word, Bi Reporting timely project status provides updates • Project Team electronic aro • SRIP Business via Email the Analyst ea Sta 1st 9 _/home/pptfactory/temp/20100430112030/state-of-oregon-recruitment-improvement-project- communication1376.doc
  10. 10. Type of Report Description / Purpose Responsibility Distribution Media Team Meetings • Progress reports, schedule • Project Leader – • Project Team • Facilitated W review, task assignments, facilitates meeting, MS Tu major issues & risks, • DAS and OED Word, 10 action items, roundtable Project Team electronic discussions via Email Project • Shows project schedule • Project Leader – • Sponsors • MS Project, W Schedule interdependencies with maintain, apply • Project Team electronic co the complete set of project updates, post on web • iMS Program Manager via Email wi tasks and duration as well me as the concurrent work activities Risk Reviews • Identify new risks • Project Leader - • Sponsors • MSWord or W • Review and update risk facilitate • Project Team Excel, co assessments • Project Team Electronic wi • Review and update Risk Members – via Email M Management Plan participate 10 _/home/pptfactory/temp/20100430112030/state-of-oregon-recruitment-improvement-project- communication1376.doc
  11. 11. 5.2 External Communications External communications are directed toward current or future users of State Recruitment services. Project communications contribute to the objective of keeping the stakeholders apprised of progress, problems, timelines and deliverables. • Electronic versions of approved project documentation are located in the project’s website – www.Oregon.gov/DAS/HR/SRIP.shtml. Type of Report Description / Purpose Responsibility Distribution Media SRIP Project • Keep agencies and other • Project Leader • Recruitment • Web site Sta Status Updates stakeholders appraised of • SRIP Business Managers Meetings • PowerPoint or Ap project status, issues, Analyst • HRSD Managers Word decisions, direction and • Sponsors Meetings • Electronic M what is on the horizon • Agency Reps newsletters (as • Advisory determined) Committee Project • Task list of all activities • Project Leader – • Agency • MS Project, M Schedule required to complete the maintain, apply Representatives electronic via wi project updates, distribute • iMS Program web Sta • Includes tasks, Manager dependencies, durations, start & finish dates, concurrent work activities, and responsible resources Issue Log • Track issues for reporting • Project Leader • Sponsors • Excel On and resolution - project • SRIP Business • Project Team Spreadsheet team, stakeholders and Analyst • Agency • Web Site agencies Representatives • Advisory Committee Advisory • Collect information to assist • Project Leader • Agency • PowerPoint M Committee & with providing advice and • SRIP Business Analyst Representatives • Web site sta Operational guidance • Sponsors • Sponsors M Quality • Report progress, delays and • iMS Program • Project Team the impact over timeline Manager • OED team • Advisory Role to the Team members Leads • Share resources consumed for the project duration Project Change • Track agency or program • Agency • Sponsors • Change Ev Requests requests for project changes Representatives • DAS & OED Request Form as to scope or new system • Sponsors business analysts in Word capabilities • Advisory • Advisory • Includes description of the Committee Committee impact and actions to • Project Team implement change 11 _/home/pptfactory/temp/20100430112030/state-of-oregon-recruitment-improvement-project- communication1376.doc
  12. 12. Type of Report Description / Purpose Responsibility Distribution Media Executive • Report to DAS Executives • Sponsors • DAS Executives • Executive Qu Project Status • Business/Administrative • Project Leader (as • Admin Managers Managers Reports Mgrs requested) • Agency Heads Meetings • Large Agency Heads • Small Agency Heads Web • Provide project information • Project Leader & • DAS/HR/SRIP • Web page 24 Information relevant to any stakeholder SRIP Business project page Analyst HR Managers • Provide monthly updates of • Sponsor (J. Lara) • List Serves – SRIP • E-mails M Updates project status com list de Recruitment • Provide monthly updates of • Sponsor (J. Lara) • List Serves – SRIP • E-mails M Managers project status • Project Leader or com list de Updates SRIP Business Analyst Reviews & • Formal sessions where • Project Leader • Sponsors • Facilitated As Sign-Offs Advisory Committee might (oversight) • Project Leader meeting need to review direction or • SRIP Business • iMS Program • MS Word, decision for approval Analyst – execute Manager hard copy • Formal sign-off on selected • Sponsors & iMS decisions or deliverables by Program Manager Sponsors Quality • Increase focus on service, • Project Leader – • Sponsors • Advisory On Assurance quality, promote methodology & • Advisory Meetings as collaboration, highlight oversight Committee needed As successes, ensure clear • Project Team - • iMS Program Mgr • MS Word via understanding of strive for excellence • Project Team email expectations and enable the & high quality work entire SRIP team to deliver • Advisory against those expectations. Committee for assurance 12 _/home/pptfactory/temp/20100430112030/state-of-oregon-recruitment-improvement-project- communication1376.doc
  13. 13. 5.3 Communication of Issues Issues are initiated whenever there is an unusual event that has affected or has the potential to affect the Project Team, Stakeholders and others. Type of Report Description / Purpose Responsibility Distribution Media Issue • Provide notification of issue • Project Leader • Project Team • Electronic De Notification to team, sponsors & • SRIP Business • Sponsors via Email the stakeholders as necessary Analyst • Advisory Committee • Phone iss • Control rumors – provide • Sponsors • Agency Reps ex factual information • iMS Program • Stakeholders, as pr • Integrate Issue Response Manager (as needed Plan determined) Issue Updates • Control rumors – provide • Project Leader • Agency Reps • Electronic Ho factual information • SRIP Business • Sponsors via Email up • Enable agencies to provide Analyst • Project Team • Phone sig accurate information • Sponsors • Advisory Committee ch • Update Issue Response Plan • iMS Program sta Manager Issue Closure • Control rumors – provide • Project Leader • Sponsors • Formal W factual information & close • SRIP Business • Project Team document, oc out the issue Analyst • iMS Program usually res • Create record for close-out, • Sponsors • Advisory Committee Word via str analysis & prevention • iMS Program Email pr tactics Manager • Phone 13 _/home/pptfactory/temp/20100430112030/state-of-oregon-recruitment-improvement-project- communication1376.doc
  14. 14. 6Issue Management Standard issue management and tracking is described in the Issue Management Plan document. Issues become an item of escalation when the regular channels of communication fail to deliver the expected results or when the identified concern could result in immediate procedural or financial harm for the State of Oregon or the SRIP Project. When an issue is created, it is assigned a priority number as described in the following table. Issues are also assigned a critical due date. Depending on the issue priority level, the critical due date should be within the number of days allowed for resolution of the reported issue. Priority Number Description Resolution Period 1 High 1 working day or less  An issue assigned priority level 1 has the potential to ultimately cause procedural or financial harm to the project and/or client if not resolved. A delay in resolution will ultimately impact the project’s scope, schedule, quality, cost or resources. 2 Medium 2 - 5working days  An issue is assigned priority level 2 if it has limited procedural impact on the project and/or client. A delay in resolution may impact the project’s scope, schedule, quality, cost, or resources. 3 Low Greater than 5  An issue is assigned priority level 3 if it has no working days procedural or financial impact on the project and/or client. A delay in resolution will not impact the project’s scope, schedule, quality, cost or resources. ENH Enhancement As determined by the  An issue could be assigned as ENH if it is determined Advisory Committee to be an enhancement of the current scope of work and requires additional work in order to resolve it. This issue/enhancement will need to follow the change management process for approval in order to be considered for this project. A resolution might potentially impact one or more of the following: project’s scope, schedule, quality, cost or resources. Issues that are not resolved and closed by the critical due date or within the resolution period should be immediately escalated to the Project Leader. See next page for escalation contacts.
  15. 15. Escalation Contacts SRIP Contacts Position Escalation Area of Phone and Email Point Focus (503) 373-7572 Roman Project Initial Project Roman.Martushev@das.state.or.us Martushev Leader Issues (503) 378-8347 Sheri Nees SRIP Initial Project Sheri.Nees@das.state.or.us Business Backup Issues Analyst (503) 378-3869 Jennifer Lara Business Business Program Jennifer.C.Lara@das.state.or.us Sponsor Processes Management (503) 378-3020 Susan Wilson Executive Executive & Overall Susan.Wilson@das.state.or.us Sponsor Final Management OED iMatchSkills (503) 947-1973 Velva Warden iMatchSkills iMS Program Program Velva.C.Warden@state.or.us Program Management Manager

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