WIP II Communications plan (annotated for Jane)

Communications plan - latest version 27.10.15

Comms plan in draft above. Next stage includes:

Breaking down Phase 2 Comms - differences between the faculties for example and how messages may need to be tailored.
Discussing the stakeholder map with Nigel and seeing whether this is the sort of thing he wanted.
Comms action plan for remainder of 2015 and 2016

Approach

This came from Kim in Comms. I just copied and pasted it into the page, then start the new (attached) document.

COMPONENT	WHAT DO WE MEAN BY THIS?	PROPOSED MODEL
BACKGROUND	What the WIP2 is all about	The WIP2 project is about improving Victoria’s Web channel to make it more modern, flexible, sustainable and user-focused. Three principles guide the project: User-centred design – the channel meets the needs, priorities and expectations of its users. Sustainability – the web channel can be maintained by the University web community to a high standard, and is adaptable to changing technologies. Accessibility – the web channel is accessible to all users
OBJECTIVE	What we want communications on the WIP2 to achieve	Where relevant, the Victoria community will know about the project, will understand what it is about and what the expected changes will be.
STRATEGY	How we will achieve our objective	Clear communications to specific areas where applicable and to the whole University community when needed.
OUTCOMES	The long-term end goals	Staff across the University know about the project and those who are affected by changes are aware of them and are comfortable with them before they happen.
GOALS	Desired results that we plan to achieve	The WIP2 is successfully rolled out and staff feel they have been consulted about possible changes and that the changes really are improvements.
KEY MESSAGE	What is the message you want people to get	The website improvement project is making the University’s web channels more modern, flexible, sustainable and user-focused.
AUDIENCE/STAKEHOLDERS	Who the strategy intends to influence	Faculties Schools Postgraduates Students General staff Web administrators / publishers
CHANNELS		Email lists Victoria News Yammer Staff intranet home page Presentations

Communications Matrix

I started fleshing this out, starting with internal comms first. Everything else has since been added into the comms plan but at a higher, and more so external level.

Communication Type	Objective of Communication	Medium	Frequency	Audience	Owner	Deliverable
Project Team Meetings	Review status of the project with the team Review of priorities and progress Project Manager update Opportunity for team discussion	Face to Face	Weekly	Project Team	Project Manager	Agenda Meeting Minutes (on Confluence)
Technical Design Meetings/Development meetings	Discuss and develop technical design solutions for the project	Face to Face	As Needed	Web team technical staff	Technical Lead (Nathan Irwin)	Agenda Meeting Minutes (on Confluence)
/wiki/spaces/PMO/overview (restricted access)	Report on the status of the project to management.	Face to Face	Fortnightly	PMO	Project Manager	Agenda Meeting Minutes (on Confluence) or notes in Sprint Planning
Project Status Reports	Report the status of the project including activities, progress, costs and issues Escalation and identification of issues across project triangle (budget, scope, time)	Confluence page	Weekly	PMO (for information) Project Team	Project Manager	Project Status Report on Confluence

Project Roles

Pretty self explanatory

Role	Name	Role and responsibility
Project Sponsor	Madeleine Setchell	Communications and Marketing Director
Project Manager	Jane Young (Unlicensed)	Project Manager
Project Stakeholders	See Stakeholder list	See Stakeholder list
Developer	Andrew Bredenkamp
Designer/Developer	Joe Lobotka (Unlicensed)
Senior Web Writer	Anne Nelson (Unlicensed)
Content Specialist	Sam Motion (Unlicensed)
Business Analyst	Paul Seiler (Unlicensed)