The document outlines Chevron's external communication approval process. It describes reviewing communications to improve customer and partner perception. All external communications must be reviewed by the General Manager and Communications Controller. The process involves identifying the audience, drafting the message, submitting it for review, and distributing the approved message. It provides guidance on determining what types of communications require review.

1. GID PMO
Communications Office
External Communication
Submittal and Approval Processes
V2 March 3, 2008
© C he vron 2008 Subm ittal and Approval Process v2.5 3-3-08

2. External Communication Approval
Process and Guidelines
Overview
 One of the GID PMO Communication Office’s objectives is to improve
customer and partner perception of GID and our services.
 All communication that goes to an audience outside of GID is
considered an external communication and must be reviewed by the
GID General Manager and a GID Communications Controller (CC).
 The General Manager reviews the communication from a GID
perspective.
 The Communications Controller reviews for consistency, clarity,
readability, grammar and punctuation, consolidation of language,
etc.
 The Communications Controller is responsible for securing the
approval of the GID General Manager.
© C he vron 2005

3. Overview of Communication Review Process
Identify Draft Consult Submit Deliver
Determine Develop Submit Comm CC engages
appropriate Distribute
Audience Message draft to Team
approvers message
with CC GID Review
Comm
Ensure the Team drafts Draft is Once the The approver Message
proper message edited by appropriate will either: distributed to
audience with CC the CC, who approvers Approve the target
receives the implements receive the communication audience
message AP style message, it for distribution,
editing, is imperative or send it back
(grammar, that the to CC for
punctuation, communicati further editing
flow, etc.) on is
reviewed in a
timely and
efficient
manner
Submitter
GID Communication Office
Submitter with Comm Office
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4. Determine the Audience
Identify Draft Consult Submit Deliver
Determine Develop Submit Comm CC engages
Message draft to appropriate Distribute
Audience Team message
with CC GID Review reviewers
Comm
Consider the following:
• To whom is this message intended?
• What is the message to be communicated?
• How will the communication be delivered (medium)?
• When will this communication be distributed??
• Who are the key stakeholders and who are the Subject
Matter Experts (SMEs) to be consulted?
© C he vron 2005

5. Develop the Message
Identify Draft Consult Submit Deliver
Determine Develop Submit Comm CC engages
Message draft to appropriate Distribute
Audience Team message
with CC GID Review reviewers
Comm
• Work with your CC to gather all the necessary information
• Consult with SMEs
• Consult GID Style Guide
• Create a first draft, working with your CC
• Submit a first draft to your supervisor/manager/team lead to
obtain approval
See Chevron’s House Style Guide at http://pgpa.chevron.com/docs/housestyleguide.pdf
© C he vron 2005

6. Submit Draft to GID Comm Office
Identify Draft Consult Submit Deliver
Determine Develop Submit Comm CC engages
Message draft to appropriate Distribute
Audience Team message
with CC GID Review reviewers
Comm
• Submit your communication to the CC assigned to your project
if you have one. If not, submit it to GIDComms@chevron.com
• Clarify any questions regarding your request
• Review distribution and delivery method and make
recommendations/revisions as needed
• Consider other processes, departments or communication
teams who might need to be involved, e.g., eHubs
© C he vron 2005

7. Submit Draft to GID Comm Office
Identify Draft Consult Submit Deliver
Determine Develop Submit Comm CC engages
Message draft to appropriate Distribute
Audience Team message
with CC GID Review reviewers
Comm
The Communication Team takes it from here. They will:
• Ensure compliance with Chevron and GID standards
• Work with the content to maximize readability, flow, and proof
for grammar and spelling
• Work with you on revisions and make recommendations for
improvement
• Coordinate and track the approval process for you
© C he vron 2005

8. The Approval Process
Identify Draft Consult Submit Deliver
Determine Develop Submit Comm CC engages
Message draft to appropriate Distribute
Audience Team message
with CC GID Review reviewers
Comm
• Once the draft is ready for approval, the CC will send it to the
Division Manager and General Manager (if deemed necessary)
• The communication will be reviewed in a timely and efficient
manner
• If changes are required, it will be returned to the CC for re-work
(step back to Comm Team Review) and then sent back for
approval until ready for distribution.
See Chevron’s House Style Guide at http://pgpa.chevron.com/docs/housestyleguide.pdf
© C he vron 2005

9. Distribution
Identify Draft Consult Submit Deliver
Determine Develop Submit Comm CC engages
Message draft to appropriate Distribute
Audience Team message
with CC GID Review reviewers
Comm
• Once the communication is approved, it is returned by the CC to
the team for distribution
© C he vron 2005

10. What kind of Communications Need to be Reviewed?
Email Presentations Website Articles
Copy
Any of the above that contain:
• GID’s point of view, accomplishments or challenges as an organization
• Language on policy, procedure or budgets
• Major changes in project direction or schedule
• Organizational changes in GID (not including minor staffing changes)
• Information that may raise questions that would be directed to the GID
General Manager
• Advertisements, brochures, flyers or promotional materials
• Information on Resource Management, Risk Management, Safety, Town
Halls or Days Away
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11. What kind of Communications Need to be Reviewed?
Email Presentations Website Articles
Copy
Or information that is targeted to:
• Chief Information Officers’ Council (CIOC) or IT manager updates
• A large Chevron user community (defined as 1,000 or more)
• All GID, All Chevron, All ITC
• Executive Leadership
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12. What communication does NOT need to be
reviewed
Communication approval is not required for regular,
day-to-day business communication, including:
 Email discussion threads
 Decision Review Board (DRB) communications with pre-
read attachments
 Technical communications such as pilot testing, adoption,
announcements in presentations or email
 Project progress reports
 Service reports and status updates
© C he vron 2005