Communications Plan and Guidelines - 0

Communications Guide
The Communication Plan contains communications activities and events for all internal and external
Introduction stakeholders impacted by the project
The communications Plan should be developed during the Planning, Analysis and Design Phase of PMLC
Timing
The Communications Plan outlines project key messages, branding and visual identity considerations,
Communication Plan stakeholder needs, and planned communications events and activities.
Key messages are the three or four most important statements about a project the team wishes to share
with stakeholders. They should communicate both key facts and motive. Depending on the project, it may
be important to both repeat some key messages over the life of the project, and introduce new messages as
the project evolves.
Messaging
Executive Staf Recommend use External Relations and have Executive Sponsor Approval
Recommend use External Relations and have approvals from Executive Sponsor, School Dean and/or
Faculty Provost's Office
Staf Recommend use External Relations and have approval from Executive Sponsor
Students Recommend use External Relations and have approvals from Executive Sponsor and Provost's Office
External Stakeholders Recommend use External Relations and have Executive Sponsor Approval
Messaging Medium Some types of Communication have specific sign-off and requirements, see infomail as an example
Infomail Protocol and Provides an overview of protocols and guidelines as related to distribution of mass emails to University
Guidelines students, faculty and staff. Lead time, required sign-offs, and general information is in this guide
Branding and Visual All branding and visual identity must conform to the GW standards. Contact External Relations for
Identity guidelines.
ALL communications developed are constrained by the communications budget. As an example, If the
project sponsor plans to communicate via printed materials using the USPS, the PM must contact external
relations to get quotes for the printed material and related expenses. The lead time for this varies by the
type of printed material.
Budget
# Communication Medium Delivery Date
Name of the Communications Piece Medium Delivery Date

Examples: Examples: Examples:
Reminder emails to Finance Staf email on-going
Letter to Retirees re: benefit changes in 2012 USPS Printed Letter specify Date
email to Executive Staf 4 color Process Print
email to School of Business Faculty Flyer
Memo to Faculty meeting
logo
website
survey
promotional piece
campus mail
infomail
GW Today
Advertising
phone
training session
memo
meeting
ITSM Ticket
Frequency Description/Notes Audience
Person(s) who will

Briefly describe the content of the communication receive the
Frequency piece communication
daily design logo for iBuy Travel and Expense/Pcard Finance Directors
weekly All GW Employees
one-time Retirees
quarterly Deans
yearly Executive Staf
bi-monthly Faculty
Students
Parents
School of Nursing
VSTC Campus
FB Campus
IT Help Desk
Banner Executive
Committee
EAS Users
myGW Users
GWEB Users
Faculty / Staf /
Reviewer Owner
Student
Person(s) who will review

and approve the Person(s) responsible for
communications piece Faculty/Staff/Student document
External Relations Faculty External Relations - Joe
Excutive Sponsor Student Rebecca
Provost's Office Staf UWS (University Web Services)
Deans IT Communications
Executive Staf FSS
Banner Steering
Committee
Banner Point Release Project (PPM #76166)
Communication Plan Matrix
# Communication Medium Delivery Date Frequency Description/Notes Reviewer Column1 Remarks
1 Post weekly tactics email Ongoing Weekly Weekly program and country specific updates Patricia Wall Samson
2 Finalise gender booklet print ready Ongoing As Needed Weekly status review on the development of the Mengistu, Patricia Samson
gender booklet till March 29 Wall, Martina
second
week of This will go in part for the Connect 2 and also
3 produce case studies and updates from Sebeya Patricia Wall, Connect
e-mail Ongoing March to possible distribution to Trocaire and SCIAF Samson
and produce Easter message for parishes 2
end of
March
second
4 work on case studies for world gifts campaign; Email Ongoing week of Monthly executive overview of the project progress Patricia Wall, CAFOD Samson
March
e-mail print
5 edit case studies from WSA monitoring visit 3/29/2016 One-time communicate project updates Mengistu Samson
ready
6 Develop and implement game plan (higher e-mail 3/29/2016 One-time Develop for next three months Change Control Board Samson
goals for 6 months/year);
7 Meet with line manager to address work meeting 11/11/2013 As needed Review performance Patricia Wall Samson
efficiency and time management.
# Communication Medium Delivery Date Frequency Description/Notes Audience Reviewer Faculty / Staf Owner
Weekly status meeting to discuss schedule, communications,
1 Project Team Communication Meeting Ongoing Weekly actions, risks & issues Project Team Louis Lemieux Staff Adam
Weekly status report to executive sponsors for overview of Executive Sponsors - Louis
2a Executive Sponsor Communication PPT Ongoing Weekly the project progress Lemieux & Vanessa Rose Bruce Pankey, Michelle Wiles Staff Adam
Executive Sponsors - Louis

2b Executive Sponsor Communication Meeting Ongoing Monthly Monthly executive overview of the project progress Bruce Pankey, Michelle Wiles Staff Adam
Lemieux & Vanessa Rose
FORMAL: Merit percentage notification, range notification, basic
3 merit guidelines (Provost, Sr Vice Provosts, VPs) Letter 9/10/2010 One-time To VPs, Provost, AND Sr. Provost Lou Katz Staff Michelle
SAMPLE
Create list of responsibilities for merit liaisons (e.g.
4 Merit Liaison & FDs roles & responsibility Email 9/13/2010 One-time communicate appropriate information to supevisors, dept Merit Liaisons & all FDs Louis Lemieux Staff Michelle
heads, AVP's etc.)
5 Communication to departments regarding grade minimums. Email 9/15/2010 One-time Will include instructions on ways to notify employees. Merit liaisons Louis Lemieux Staff Michelle
6 FORMAL: Merit percentage notification, range notification, basic

merit guidelines (Merit Liaisons & all FDs) This is a sample
Letter
of a9/15/2010
Communications
One-time Same document as #5 but with a bit more data. Merit Liaisons & all FDs Louis Lemieux Staff Michelle
7 Faculty merit guidance Matrix used

Letter for9/15/2010
a real project.
One-time Describes merit pool, any holdback, etc. Deans Steven Lerman Faculty Liz
Creation and distribution of letters to employees impacted by grade

8 N/A 9/20/2010 One-time Louis Lemieux Staff Michelle
minimum change
Can't finish web page until we have clarification from on
9 FAQ's Webpage 9/30/2010 One-time dates. University Staff Louis Lemieux, Sara Melita Staff Michelle
Can't finish web page until we have clarification from on

10 Create additional webpage content Webpage 9/30/2010 One-time dates. University Staff Louis Lemieux, Sara Melita Staff Michelle
All merit increases have been approved based on final
Louis Lemieux, Vaness Rose, Lou
11 Final approval of merit increases Email 12/8/2010 One-time submission of data. You may notify employees starting XX Merit Liaisons & all FDs Katz Staff Michelle
and after package date.
12 Merit Packages Letter 12/8/2010 One-time Decision being made if this will be templates or actual Merit Liaisons & all FDs Louis Lemieux, Sara Melita Staff Michelle
packages. If templates, the date will have to be moved up.
13 Creation of merit worksheet guidance (first tab of merit workbooks) XLS One-time Staff
14 Reminder emails to merit liaisons to return final spreadsheets on or XLS 10/28, 11/3, 11/9, Every 4 days
until s/s Mitigation for risk of late spreadsheets Merit Liaisons & all FDs None Staff Michelle
before 11/15 11/15,
returned
Travel Portal - Communications Matrix
# Communication Medium Creation Date Delivery Date Status Frequency Description/Notes Audience Reviewer Owner
2 Finance Director Discussions Meeting 12/13/2011 12/20/2011 closed monthly timeline strategy for travel/expense portals Finance Directors Donna Rebecca
Josh S. send to Josh V. who will use this and resize for
appropriate usage on website, lower case y pushes ibuy
5 1500 x 1122 size banner image logo 1/6/2012 1/6/2012 closed 1 time up, can the designer modify this? John will make a all users Donna Josh S.
modification to the logo to fix this.
6 Banner for AMEX site logo 1/6/2012 1/9/2012 closed 1 time linear banner for amex site (upper left corner) all users Donna Josh S.
SAMPLE
7 Release form to AMEX for banner logo logo 1/9/2012 1/14/2012 closed 1time Donna sent letter to Stephanie Baldwin in OGC Donna Donna
This is a sample of a Communications

Use AMEX FAQs as a starting point, modify per GW Donna &
3 FAQs website 12/23/2011 1/23/2012 closed 1 time specific information All UsersDonna Marguerite
Matrix
Design 4 logos, 4 quadrants, links to Communication
used for a real project.
Josh Rubin/Josh Van
11 Setup Website website 1/9/2012 1/23/2012 closed 1 time content below each button All Users Donna Nuys
12 iBuy Travel coming soon! Expense/pCard coming soon! website 12/23/2011 1/23/2012 closed 1time Add these to the Travel Portal Website, must be posted All Users Donna/ Leah/Josh Josh Rubin/Josh Van
when site goes live. Nuys
we need to make sure that the user experience on the
15 resolve issue with ibuy.gwu.edu landing page website 12/23/2011 1/23/2012 closed 1time ibu landing page is the same for those typing a URL and all users donna donna
those finding the website via mygw.
16 logo design, waiting for latest revisions website 12/23/2011 1/23/2012 closed 1 time design logo for iBuy Travel and Expense/Pcard all users Donna Leah/Josh
Adam and Donna meet with Dave L. to review the web

1 set up a meeting with Dave and Dave to review the web page Meeting 1/24/2012 1/24/2012 closed 1 time page pdf and will get back to us. Dave L. Donna Donna
8 Order 1000 luggage tags from Amex promotional pieces 1/6/2012 1/31/2012 closed will ship
From on 1/23/12, should
Lou/Lerman/Dave taketo5-7
Lawlor all days to receive
departments - all users Donna Rebecca
talking points: easier way to book travel and rapid
4 Executive Adoption Communications memo/email 2/1/2012 2/8/2012 closed 1 time expense process, mention which groups are in the Pilot Dept and School Leadership Dave L/Donna Leah/Josh
Group. Dave & Dave will talk with Lou, Lou will talk with
Lerman. Email should come from Lou/Lerman, Donna
email going from Donna to the Pilot Groups ahead of profile
email going from Donna to the Pilot Groups ahead of profile activation on sent it to Dorinda can the team be blind copied on this?
19 email 1/30/2012 2/8/2012 closed 1 time activation on 2/8 giving them instructions and the URL., details Pilot Group Users Donna Rebecca
2/8 giving them instructions and the URL.
for 1 hour online training session
18 reminder email to Pilot Group for training session email 2/7/2012 2/9/2012 closed
14 get pricing on postit notes promotional pieces 1/24/2012 2/16/2012 Hold 1 time Donna with send logo specs to Josh as soon as she All Users Donna Donna
selects the product.
20 Training Sessions for Travel Arrangers / Pilot Group online 1/25/2012 2/16/2012 closed 1 time Pilot Group Users Donna Rebecca
Design a flyer for email distribution, not intended to be

printed. Purpose is to market iBuy Travel and contest.
10 ER- Develop content for color flyer flyer 2/13/2012 2/17/2012 closed 1 time 1st free airfare, free meal and one night stay in DC hotel all users Donna Josh
for two, free 1 week car rental, announced in the 15 day
pre-launch email
13 ready to preview flyer 2/17/2012 2/20/2012 closed 1 time review the 1st draft of the flyer allusers Donna
ER will review the mail by 2/23/12, Lou has to approve, send
flyer about contest, with link Awareness of Travel system.
Focus on benefits of using the system including: user profile
settings allowing frequent flyer miles to be credited,
21 Launch Day Announcement Pilot Group email 2/15/2012 2/22/2012 closed 1 time Donna create
discounted email
travel to Pilot
yielding send savings
financial on 2/22for department Pilot Group Users Donna Rebecca
and ease of use and expense reimbursement system in
October. Set user profile Link to web for more info.
22 ER - 15 days before launch - use infomail info mail 2/23/2012 3/1/2012 closed 1 time Promote the 3 prize giveaway. DO NOT include any links for all users Donna Rebecca
access to the system.
25 Feedback Mechanism (setup email address, survey?) email/survey 2/23/2012 3/8/2012 closed continuous All Users Donna Rebecca
23 Training Sessions for Travel Arrangers / All Users online 2/23/2012 3/20/2012 closed multiple multiple sessions All Users Donna Rebecca
Need Lou's approval for this.Remind them about the

contest. Do you have any upcoming work travel plans?
26 ER - Day of Launch - use infomail info mail 3/15/2012 3/22/2012 closed 1 time Book with GW XXXXXX. Announcing the system is all users Donna Rebecca
ready. Reminder to set up user profile. Link to website
containing
Josh morewith
will check information, FAQsInclude profile
Leah on this.
27 ER - Day of Launch 3/22/2012 open 1 time activation instructions all users Donna Rebecca
GW Today Article
24 Training Sessions for All Users online 2/23/2012 3/27/2012 open multiple multiple sessions All Users Donna Rebecca
9 Order 500 AMEX drawstring bag promotional pieces 1/6/2012 ?? closed 1 time Rebecca order 500 from Cindy at AMEX all users Donna Josh S.
31 Contest- announce winner email 5/9/2012 Open 1 time Win prizesbybookingtravelfromMarch22through all users Donna Donna
May7,2012:
29 ER - Post Launch email various open multiple All Users Donna Donna
Targeted email to specialized groups
30 ER - Peak Travel Time email various open multiple All Users Donna Donna
Reminder email
request names and email addresses for UAT group, Alumni Relations & Trina's group will not participate in Pilot, except for
17 development, biostats, Health Policy, UMC email 1/24/2012 closed 1 time those who did UAT Pilot Group Users donna Rebecca
~ Confidential ~
Not for release outside of The George Washington University Human Resources Department without written permission.
Last Revision 8.9.12 DW
Identical Text
Population
Communication Medium Description Population Content Owner Content Due By
Letter with Open Enrollment header

and footer
Letter describes what is new for
2013
Letter highlights how to enroll who
to call, what to do
HTML Hyperlinked to Open
Open Enrollment Enrollment Ben Admin Web Site All Benefit Eligible Faculty and
Active A Announcement InfoMail Determine who will 'author" Staff HR/BA Wednesday, August 15, 2012

and footer
2013 All Benefit Eligible Faculty and
Open Enrollment Letter highlights how to enroll who Staff without @gwu.edu
Announcement Self to call, what to do email addresses
Faculty and Staff Spaces
Active A Mailer Mail Determine who will 'author" (Department Chairs, Rice Hall, HR/BA Wednesday, August 15, 2012
Ashburn, Mount Vernon,
Letter describing purpose of the Marvin Center Staff Offices,
Open Enrollment Poster Poster Town House Offices, Dean
Active Letter to recipients Campus Mail Departments) Dan Warwick Wednesday, August 15, 2012
Faculty and Staff Spaces

(Department Chairs, Rice Hall,
Ashburn, Mount Vernon,
Marvin Center Staff Offices,
Open Enrollment Fair Dates Town House Offices, Dean
Active B Posters- Benefit Fair Campus Mail Where to view the guide online* Departments) Dan Warwick Wednesday, August 15, 2012
SA
Fair Dates
Where to view the guide online*
Benefits Fairs HTML Hyperlink to Open Enrollment All Benefit Eligible Faculty and
Active B Announcement Infomail Ben Admin Web Site Staff Dan Warwick Wednesday, August 29, 2012
This is a sam
ONE WEEK UNTIL OPEN
ENROLLMENT
Fair Dates
Matrix u
Open Enrollment HTML Hyperlink to Open Enrollment All Benefit Eligible Faculty and
Active B Reminder 1 InfoMail Ben Admin Web Site Staff Dan Warwick Wednesday, August 29, 2012
OPEN ENROLLMENT BEGINS TODAY

Fair Dates
Open Enrollment HTML Hyperlink to Easy Enroll Log All Benefit Eligible Faculty and
Active B Reminder 2 InfoMail In Page Staff Dan Warwick Friday, September 07, 2012
ONE WEEK LEFT FOR OPEN

ENROLLMENT
Fair Dates
Modify HTML to remove fair dates
Open Enrollment HTML Hyperlink to Easy Enroll Log All Benefit Eligible Faculty and
Active B Reminder 3 InfoMail In Page Staff Dan Warwick Wednesday, September 19, 2012
THE FINAL DAY FOR OPEN

Open Enrollment Final ENROLLMENT HTML Hyperlink to All Benefit Eligible Faculty and
Active Day Reminder InfoMail Easy Enroll Log In Page Staff Dan Warwick Monday, September 24, 2012
Open Enrollment Post Fair Dates All Benefit Eligible Faculty and
Active Cards Mail Where to view the guide online* Staff Dan Warwick Thursday, August 16, 2012
Printed for General

One Page Enrollment Printed for Fair Distribution and display at
Active Sheet and Web Site Using the Easy Enroll System Benefit Fairs Dan Warwick Wednesday, August 29, 2012
Dan Warwick/
Selective Print Jennifer Lopez/ Janet
Active C Full Enrollment Guide Web Site Full Guide Description of Benefits, RaWeb Post Monaco Monday, August 13, 2012
Separated Enrollment
Active C Resources Page Web Site Carrier Information Sheet Web Post Dan Warwick Monday, August 13, 2012
Separated Medical
Active C Comparison Chart Web Site Comparison grid of the UHC Choice, BlueWeb Post Dan Warwick Monday, August 13, 2012
Separated Rx Co-Pay
Active C Structure Page Web Site Prescription Coverage Explanation Web Post Dan Warwick Monday, August 13, 2012
Separated Enrollment 2013 Active EE-LOA Contribution
Active C Rates Web Site Rates Web Post Dan Warwick Monday, August 13, 2012
Separated Resident
Active C Enrollment Rates Web Site 2013 Resident Contribution Rates Web Post Dan Warwick Monday, August 13, 2012
Describe maximum monthly

allowances and mail order
Rx Mail Order 2013 requirement for maintenance
Active Change InfoMail medications. Web Post Dan Warwick Wednesday, August 29, 2012
Standardized format and

SBC (Summary of Web Site / description of medical benefits and
Active Benefits & Coverage) InfoMail coverage. Web Post UHC Monday, September 17, 2012
Benefits Administration Page for all

Open Enrollment and related
Information Including Each Open
Open Enrollment Web Ben Admin Enrollment Communication Dan Warwick/ Sara
All Site Web Site Hyperlink to Easy Enroll Log In Page Web Post Massino N/A
Open Enrollment Coming Soon

Landing Page prior to 2013
Open Enrollment Web Application Becoming Available
Site- Temporary Landing Open Enrollment Header and Dan Warwick/ Sara
Active Page www.BeneDetails.gwu.edu/OpenEnrollment
Footer Required Web Post Massino N/A
Reminder that they must re-elect

FSA and Reminder of grace period
dates
Mercer Blast HTML Hyperlink to Easy Enroll Log All FSA Participants from
Active FSA Reminder Email In Page previous (current) plan year Dan Warwick N/A
Open Enrollment Logo with a

hyperlink to Easy Enroll
GWeb Banner HTML Hyperlink to Easy Enroll Log
Active Advertisement Web Post In Page Web Post Dan Warwick N/A
Portal "Employee
Information" Open
Active Enrollment Link Web Post Link on Gweb Information Systems toWeb Post Dan Warwick N/A
Announcement about Open

GW Today Enrollment Season
Active Announcement Web Post Link to Open Enrollment Web Site Web Post Dan Warwick N/A
Open Enrollment Map Map indicating provider/vendor
Active (Work/Life Fair) Print stations Benefit Fair Attendees Dan Warwick Monday, September 17, 2012
To be placed outside each ballroom
Active Two Gator Boards Print entrance Benefit Fair Attendees Dan Warwick Friday, August 31, 2012
Carrier
CalendarsSigns, Benefit Fair Signs,
Large Sign regarding "If you don't
a. myGW Calendar:
Open Enrollment Fair enroll or make changes" and FAQ
http://my.gwu.edu/mod/calendar/d
Active Signs Print for Enrollment
efault.cfm?option=day Print for Fair Dan Warwick Friday, September 14, 2012
b. GWired Calendar/ Do This:
http://gwired.gwu.edu/submit.php
c. Hatchet Calendar (print):
calendar@gwhatchet.com
d. Hatchet Calendar (web):
http://gwhatchet.com/calendar/
2- Portal Feature - available only
when signed-on (non-public view) All Benefit Eligible Faculty and
Active University Calendars Web Post Staff Dan Warwick N/A
Update Paper Enrollment Form for

Update Backup Participants that are unable to use All Benefit Eligible Faculty Dan Warwick/ Sara
Active Enrollment Forms Paper Enrollment System and Staff Massino Monday, September 17, 2012

and footer
2013
to call, what to do
Open Enrollment Full guide description of benefits,
Announcement Self rates and vendor contact Retirees, LOA, LTD COBRA
Retiree Mailer Mail information. enrollment form participants HR/BA Wednesday, August 15, 2012
Open Enrollment
Postcard - ONE VERSION
FOR ALL R/L/C Open Enrollment Dates / Retirees, LOA, LTD COBRA Dan Warwick/Cara
Retiree population Mail enrollment kit participants Shumate Wednesday, August 15, 2012
Cover Letter, Enrollment Cover letter and

Guide, Rate Information application/Enrollment Guide & Retirees, LOA, LTD COBRA Dan Warwick/Cara
Retiree and Enrollment Form Mail Rates participants Shumate/PayFlex Wednesday, August 15, 2012

and footer
2013
to call, what to do
Letter body authored by HR.
Full guide
Open Enrollment description of benefits, rates and
Announcement Self vendor contact information. Retirees, LOA, LTD COBRA
LTD Mailer Mail enrollment form participants HR/BA Wednesday, August 15, 2012
Open Enrollment
FOR ALL R/L/C Open Enrollment Dates / Retirees, LOA, LTD COBRA
LTD population Mail enrollment kit participants Dan W./Kim V. Wednesday, August 15, 2012

Guide, Rate Information application/Enrollment Guide & Retirees, LOA, LTD COBRA Dan Warwick/Kim
LTD and Enrollment Form Mail Rates participants V./PayFlex Wednesday, August 15, 2012

and footer
2013
to call, what to do
Letter body authored by HR.
Full guide
Open Enrollment description of benefits, rates and
Announcement Self vendor contact information. Retirees, LOA, LTD COBRA
COBRA Mailer Mail enrollment form participants HR/BA Wednesday, August 15, 2012
Open Enrollment
FOR ALL R/L/C Open Enrollment Dates / Retirees, LOA, LTD COBRA
COBRA population Mail enrollment kit participants Dan Warwick Wednesday, August 15, 2012

Guide, Rate Information application/Enrollment Guide & Retirees, LOA, LTD COBRA Dan Warwick/Kim
COBRA and Enrollment Form Mail Rates participants Vanlewen/PayFlex Wednesday, August 15, 2012
BA Approval
()
BA/HR Review By External Relations Review By MCS Draft 1 to BA By BA Revise By MCS Final to BA By
Friday, August 17, 2012 Tuesday, August 21, 2012 Tuesday, August 28, 2012 Tuesday, August 28, 2012 Wednesday, September 05, 2012
Friday, August 17, 2012 Tuesday, August 21, 2012 Tuesday, August 28, 2012 Tuesday, August 28, 2012 Wednesday, August 29, 2012
Friday, August 17, 2012 N/A N/A Tuesday, August 28, 2012 N/A
Friday, August 17, 2012 Tuesday, August 21, 2012 Tuesday, August 28, 2012 Tuesday, August 28, 2012 Wednesday, August 29, 2012
SAMPLE
Friday, August 31, 2012 Tuesday, September 04, 2012 Monday, September 10, 2012 Monday, September 10, 2012 Monday, September 17, 2012

Matrix used for a real project.
Wednesday, September 05, 2012 Monday, September 10, 2012 Monday, September 17, 2012 Monday, September 17, 2012 Monday, September 24, 2012
Wednesday, September 12, 2012 Monday, September 17, 2012 Monday, September 24, 2012 Monday, September 24, 2012 Monday, October 01, 2012
Tuesday, September 25, 2012 Monday, October 01, 2012 Monday, October 08, 2012 Monday, October 08, 2012 Monday, October 15, 2012
Monday, October 01, 2012 Friday, October 05, 2012 Friday, October 12, 2012 Friday, October 12, 2012 Friday, October 19, 2012
Friday, August 24, 2012 Wednesday, August 29, 2012 Wednesday, September 05, 2012 Wednesday, September 05, 2012 Wednesday, September 12, 2012
Tuesday, September 04, 2012 Monday, September 10, 2012 Monday, September 17, 2012 Monday, September 17, 2012 Monday, September 24, 2012
Friday, August 17, 2012 Friday, August 24, 2012 Friday, August 31, 2012 Friday, August 31, 2012 Friday, September 07, 2012
Friday, August 17, 2012 N/A Friday, August 31, 2012 Friday, August 31, 2012 Friday, September 07, 2012
Wednesday, September 05, 2012 Monday, September 10, 2012 Monday, September 17, 2012 Monday, September 17, 2012 Monday, September 24, 2012
Tuesday, September 25, 2012 N/A N/A Monday, October 01, 2012 N/A
N/A N/A N/A N/A N/A
N/A N/A N/A N/A N/A
N/A N/A N/A N/A N/A
N/A N/A N/A N/A Friday, September 21, 2012
N/A N/A N/A N/A N/A

Post is coordinated between ER and

N/A MCS. N/A N/A Friday, September 28, 2012
Coordinated with BA and printed by

N/A N/A N/A HR. N/A
Friday, September 07, 2012 N/A Wednesday, September 12, 2012 Friday, September 21, 2012 Friday, September 21, 2012
Tuesday, September 18, 2012 N/A Monday, September 17, 2012 Wednesday, September 19, 2012 Friday, September 21, 2012
N/A N/A N/A N/A Friday, September 21, 2012
Friday, September 21, 2012 N/A N/A Monday, October 01, 2012 N/A
Friday, August 17, 2012 Tuesday, August 21, 2012 Tuesday, August 28, 2012 Tuesday, August 28, 2012 Tuesday, September 04, 2012
Friday, August 17, 2012 Friday, August 24, 2012 Friday, August 31, 2012 Friday, August 31, 2012 Thursday, September 06, 2012
MCS Prep Date (USPS) InfoMail Prep Date Distribution Date Status
N/A Wednesday, September 05, 2012 Wednesday, September 12, 2012
Wednesday, August 29, 2012 N/A Wednesday, September 12, 2012
N/A N/A Wednesday, September 12, 2012

Wednesday, August 29, 2012 N/A Friday, September 14, 2012
N/A Monday, September 17, 2012 Tuesday, September 25, 2012
N/A Monday, September 24, 2012 Monday, October 01, 2012
N/A Monday, October 01, 2012 Monday, October 08, 2012

N/A Friday, October 19, 2012 Friday, October 26, 2012
Wednesday, September 12, 2012 N/A Wednesday, September 26, 2012
Monday, September 24, 2012 N/A Monday, October 08, 2012
Friday, September 07, 2012 Friday, September 14, 2012 Friday, September 21, 2012
N/A Monday, September 24, 2012 Monday, October 01, 2012
N/A N/A Friday, October 19, 2012
N/A N/A Monday, October 08, 2012

Friday, September 21, 2012 Monday, October 08, 2012
Friday, September 21, 2012 N/A Monday, October 01, 2012
N/A N/A Friday, September 28, 2012

Tuesday, September 11, 2012 N/A Tuesday, September 25, 2012
Thursday, September 13, 2012 N/A Thursday, September 27, 2012
Monday, September 10, 2012 N/A Monday, September 24, 2012


7/30 - ER web team determined best to go to Concur
Expense or Concur Travel. Adam to work with UWS
7/19 - ER looking into user feedback to determine login
# Type Communication Medium Creation Date Delivery Date Status Frequency experience. UpdateDescription/Notes
expected 7/30 Audience Reviewer Owner
6/20 - mtg scheduled to review with Deb, Donna and
Dave on 7/16; to discuss with project team at 7/19 mtg
6/4 - Leah to review with her team, make
2 Branding Login Experience for Concur Expense Solution logo/website 5/1/2012 7/30/2012 Closed recommendation to Dave All Users Dave Adam
5/22
7/19 -- Adam
agreeddiscussed
that ibuy+with
willDeb and Donna
be used who agreed
with Expense
to single as
showing login. Adamoption
available to discuss with Dave.
5/1 - -Determine
6/20 how to
mtg scheduled to utilize
review"My
withConcur" (combo
Deb, Donna andof All Users
3 Branding Name and logo for system logo/website 6/4/2012 7/19/2012 Closed e-expense andtotravel portal), Deb, Donna/Dave ER
Dave on 7/16; discuss withwhere
projecttoteam
direct
atusers. Also
7/19 mtg
need- Work
5/1 to combine logos forRelations
with External e-expense and pcard.
to develop Then
name and
needfor
logo to work
systemwith ER, project team to develop
Appropriate logos for Travel Booking, Expense Reporting, Goods & Services, marketing plan.
54 Branding logo/website 8/1/2012 10/29/2012 Closed multiple logos for system, websites, e-mail headers All Users Megan ER
iBuy+
1 Communication Communications Plan (Draft) Plan 5/1/2012 6/21/2012 Closed Project Owners Adam, External Relations Megan
8 Communication Web Page (Draft) website 7/2/2012 8/24/2012 Closed - Website map has been developed; awaiting UWS to All Users Donna, Deb Lennox, Josh R,
determine if resource for web development is available George
10 Communication 1st draft e-mail(s) (for review with Executive Sponsors) e-mail 6/17/2012 8/16/2012 Closed - 7/30 - given to ER for review, awaiting Leah's return on All Users Dave Megan
8/13
8/8 - review with Deb & Donna

11 Communication Communications Plan (for review by Executive Sponsors) Plan 6/4/2012 8/16/2012 Closed 1 time 7/30 - given to ER for review, awaiting Leah's return on Executive Sponsors Dave Megan
8/13
12 Communication E-mail to UAT Participants (to include training, session info) e-mail 8/2/2012 8/8, 8/16 Closed 2 times 1st e-mail ready to send. Requesting RSVP on which UAT Jeff Megan
SAMPLE
session (& training) they will attend
During Sept mtg, we will address training, expected

14 Communication Targeted Discussion with Finance Directors Meeting 5/1/2012 9/18, 11/20 Closed 2 times changes, etc (confirmed with Ed on 8/13 that we are on Finance Directors Megan
the schedule); Nov mtg will focus on reports
e-mail is with ER; ER recommends all e-mails come from
16 Communication Deployment e-mail to managers/executives to engage help in e-mail 7/26/2012 9/5/2012 Closed 1 time Lou; need to contact Steve Lerman's and Lou's offices to GW Managers, Supervisors Dave Megan
communicating pending change
know right lists to send this to
17 Communication New Expense Reporting web pages (Information & Training) website 8/1/2012 9/11/2012 Closed
Needs to launch before first e-mail announcement; 2
new web pages to include Expense Reporting (1) Info & All Users
(2) Training
Matrix usedDeb,for
Donna a real project.
Lennox, Josh R,
George
18 Communication Update to FOPS meeting participants Meeting 5/24/2012 9/21/2012 Closed 1 time 8/31 FOPS mtg? Senior level leaders in Dan Megan
EVP&T and OVPR
GW Staff, Faculty,
19 Communication Announcement e-mail to all GW staff and faculty e-mail 5/1/2012 9/12, 10/16 Closed 2 times ER has recommended only 2 e-mails - 9/12 and 10/16 Researchers Dave Megan
20 Communication Targeted e-mail to P-Card users e-mail 5/1/2012 bi-weekly Closed 5 times notifying users of system change, timeline (need to PCard holders, report Donna Megan
starting 9/18 complete Oct reports by 10/26) approvers
9/6, 10/3, announcements at monthly mtg of Associate Deans for

21 Communication Targeted OVPR/Researchers Discussion Meetings 5/1/2012 Closed 1 time Research + monthly CRAG mtgs (possibly at wkly OVPR Research Staff Dan Megan
10/18 staff mtg, too)
e-mailed all Deans' special assistants, participated in
dept meetings in SEAS, CCAS and SMHS
22 Communication Targeted Faculty Discussion Meetings 5/1/2012 Sept-Oct Closed 1 time could possibly
10/29 use FDs,assistants
- administrative or see if scheduled
e-mailed with helpful Faculty Dan Megan
Deans/departmental
tips, meetings that we could visit to
offers of assistance
make
8/27 -an announcement
administrative assistants e-mailed to help with
23 Communication Targeted Administrative Assistants Discussion e-mail 5/1/2012 Sept-Oct Closed 1 time communication efforts; Dan spoke at dept mtgs where Administrative Staff Dan Megan
we were able to get on schedule
check with Dorinda to see if there is a way to get
targeted message to administrative support staff in
24 Communication Announcement e-mail upon deployment e-mail 7/30/2012 10/29/2012 Closed 1 time executive's
Sent on 10/31offices GW Staff, Faculty, Dave Megan
Researchers
George noted he coud add banner information in
System Pathway.net that will show up for all users in system (he
27 Communication Banner Announcement in Pathway.net system Announcement 9/1/2012 9/14/2012 Closed 1 time has tested and is working with Roger to make it P-Card holders Donna George
presentable)
28 Communication Pop up message in EAS for users submitting Online Travel & Expense System 9/1/2012 9/14/2012 Closed 1 time Anna to submit ticket for this, once language is approved GW Employees Deb Lennox
Reimbursement Announcement
29 Communication E-mail to ibuy users to alert change in name, web links e-mail 7/16/2012 9/5/2012 Closed 1 time 7/30 - waiting for ER to determine date of ibuy+ roll-out. ibuy users Donna Megan/Josh
E-mail would go out one week prior to roll-out
changing references from iBuy to 'Goods & Services'
awaiting feedback from ER on launch date of ibuy+. If it
30 Communication Updated ibuy pages website 8/2/2012 9/12/2012 Closed is included in all language, launch may need to be 9/5. All Users Donna Josh
Recommend incorporating ibuy changes before 10/29
go-live date
ER to create ibuy+ logo images to use on web page. Will
31 Communication Update ibuy Central logos to ibuy+ website 7/30/2012 9/12/2012 Closed need to update all buttons, banners, etc. referencing All Users Donna Josh
ibuy Central
32 Communication Update links to EAS T&E and to P-Card to ibuy+ website 9/1/2012 10/29/2012 Closed UWS will need this information, including when to re- All Users Dan, George Anna, Josh
route and where
33 Communication Add announcement, links to P-Card and AP pages website 9/1/2012 9/12/2012 Closed Announcements added when website went live All Users Dan, George Megan
contacted Provost office to get on agenda at Council of

36 Communication Targeted communication with Deans Meeting 8/1/2012 9/15/2012 Closed 1 time Deans meeting; created flier for 9/6 meeting, Deans School Deans Deb Megan
responded with questions that were answered for 9/13
mtg
38 Communication Email to those who run BPRs to let them know of expected changes to e-mail 7/26/2012 10/26/2012 Closed 1 time e-mails sent through EAS on 10/26 Finance Directors, other Sharon Kevin
report financial admins
Reminders to PCard holders to allocate pre-10/20 charges by 10/26; George to send e-mails to PCard holders with
39 Communication Reports to FDs on who has unsubmitted PCard reports e-mail 10/1/2012 10/29/2012 Closed 3 times unsbumitted charges, list to FDs throughout week to PCard holders George George
ensure employees allocate on time
40 Communication E-mail to Travel listserv regarding addition of expense e-mail 10/1/2012 10/29/2012 Closed 1 time Marguerite sent msg on 10/18 to Travel listserv making Travel users Marguerite Megan
users aware of change to system
42 Communication Communication to MFA regarding system e-mail 10/1/2012 10/31/2012 Closed 1 time Dan sent message to PCard holders from MFA who will MFA Dan Dan
be added to system
43 Communication Targeted discussion with Finance Directors on issues users are experiencing meeting 11/1/2012 11/21/2012 Closed 1 time Dan e-mailed FDs to gather input on issues users are Finance Directors Dan Dan
in first month of system usage having; addressed in November FD mtg
47 Communication Web Mods and Links Matrix website 8/1/2012 9/5/2012 Closed 1 time Updates to links once new Expense system, iBuy+ site All Users UWS Josh
goes live
48 Communication Login Page for Expense System website 10/1/2012 10/29/2012 Closed 1 time Separate login page (from Travel Booking) with Expense All Users Josh Tochi
Reporting logo
49 Communication Updates to Expense System pages on go-live date website 9/5/2012 10/29/2012 Closed 1 time Updates to PCard, Reimbursement, FAQs pages; add All Users Adam Megan
Contact Us page with Concur helpdesk #
50 Communication Redirects for 10/29 website 10/1/2012 10/29/2012 Closed 1 time Updates to Procurement/PCard links once system goes All Users UWS Josh
live
51 Communication Link on AP site to Expense Reporting system; Updates to appropriate AP website 10/30/2012 11/1/2012 Closed 1 time Add link to Expense Reporting system to sidebar of AP All Users Deb Shelley
forms site
4 Training Training Plan (Draft) Plan 6/18/2012 8/6/2012 Closed - final draft to be ready by 8/16 for mtg with executive Project Team Deb, Donna Lennox
sponsors
Downloadable easy to read, easy to understand
instruction manual (how to clear expenses, how to scan
5 Training Quick Reference Guides to Expense System (for UAT) Manual 6/20/2012 8/13/2012 Closed 1 time receipts, how to allocate expenses, how to approve, etc.) UAT Lennox Jen Whaley
5/1 - Start with Concur template (in
eroom/Communications folder)
6 Training FAQs (for UAT) website 6/4/2012 8/13/2012 Closed 1 time Use Concur FAQs as a starting point, review other
Sept '12 - decided
university's to focuswith
FAQs, modify on Captivate sessions
GW specific that are UAT
information
Lennox Megan
different than Concur videos and will be most useful;
goal to have two completed by Nov 2012
7 Training Captivate Sessions website 9/1/2012 12/31/2012 Open 1 time these will be done after UAT, with FSS possibly owning All Users Deb, Donna Lennox
their creation. They will be based on the Quick
Reference Guides that are already created. Shelley in AP
hasinclude
to been given a license toPlan.
in Deployment to handle ongoing
Includes objectives,
9 Training Training Plan (for review by Executive Sponsors) Plan 6/18/2012 8/16/2012 Closed - maintenancematerials,
participants, of trainings
methods, resources, schedule, Executive Sponsors Dave Lennox
and evaluation
Lennox will facilitate these. In addition, UAT participants
13 Training Training Session for UAT participants Training Session 8/16/2012 8/20, 8/23, Closed 3 sessions will be provided with paper copies of Quick Reference UAT Jeff Lennox
8/28 Guides for basic functions
15 Training Updated Training Materials, based on feedback from UAT website 9/10/2012 9/12/2012 Closed Updated Quick Reference Guides & FAQs + Updated All Users Deb, Donna Lennox
Content for webinars
Beginning 9/17, 2 trainings per week; Beginning 10/1, 3 GW Staff, Faculty,

25 Training Live Training Sessions for All Users (on campus) Training Session 9/17/2012 9/24-10/16 Closed 16 times trainings per week; Locations to vary and include FB, Researchers Deb, Donna Lennox
Ashburn, Biostats Center
Determined that following launch, virtual trainings will
26 Training Live Training Sessions for All Users (virtual, using Elluminate) Training Session 9/17/2012 9/24-11/15 Closed 1/wk be utilized rather than live trainings. Frequency may All Users Deb, Donna Lennox
increase (as demand requires) after 10/29 go-live date
Put info into FAQs
34 Training Training Sheet specific to Grants website 8/1/2012 9/17/2012 Closed 1 time Aileen to put together training to include any special Research Staff Deb Aileen
instructions for those with grant-related expenses (users
& approvers)
Jaime to put together specific training instructions for
35 Training Training Sheet specific to Business Intelligence Managers website 8/1/2012 9/30/2012 Open 1 time those with BI status, on running reports, features of Finance Directors Deb Jaime
system, etc.
37 Training Targeted training with EVP&T special assistants Training Session 10/1/2012 10/20/2012 Closed 1 time Training with Admin Assistants at Rice 7 Administrative Staff Adam Megan
41 Training E-mail to training participants with most common issues seen in first week e-mail 11/1/2012 11/10/2012 Closed 1 time Shelley sent message regarding delegate function on System users Dan Shelley
of system usage
Contact HR regarding New Employee Orientation, ensuring employees Megan contacted HR to ask about presenting
44 Training aware of system, how to be trained Announcement 8/1/2012 11/1/2012 Open 1 time information (possibly in flier format) about Expense New Employees Lennox Megan
training for new employees; AP to handle going forward
Intro slides to use in all trainings, explaining what users
45 Training Intro slides for training session Training Session 8/1/2012 9/20/2012 Closed 1 time can expect; what's changing and what's not changing; All Users Lennox Adam
how to access the system; etc.
One page handout to distribute during trainings with
46 Training One pager to hand out at training sessions Training Session 9/1/2012 9/20/2012 Closed 1 time information on what to do the first time you log into the All Users Lennox Megan
system
52 Training Updated FAQs website 9/1/2012 10/29/2012 Closed Update FAQs after UAT, training sessions All Users Adam Megan
53 Training Recorded Training Session to post online Training Session 10/1/2012 11/1/2012 Open 1 time Recorded Elluminate Session All Users Dan Lennox
55 Training Ongoing Training Plan Plan 8/1/2012 11/15/2012 Closed 1 time Plan for training users (PCard holders, new employees) All Users Dan Lennox
past deployment
56 Training Updated Training Materials in Concur System website 10/1/2012 10/29/2012 Closed 1 time links to updated GW training materials from system All Users Megan
57 Training Survey on Training Sessions website 9/1/2012 10/15/2012 Closed Surveys on training sessions All Users Lennox Megan
58 Training Targeted Administrative Assistants Help phone 11/15/2012 11/30/2012 Closed Calling all administrative assistants to inquire about use Administrative Staff Megan
of the system, answer questions

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Communications Guide

Name of the Communications Piece Medium Delivery Date

Person(s) who will

Person(s) who will review

# Communication Medium Delivery Date Frequency Description/Notes Reviewer Column1 Remarks

Executive Sponsors - Louis

6 FORMAL: Merit percentage notification, range notification, basic

7 Faculty merit guidance Matrix used

Creation and distribution of letters to employees impacted by grade

Can't finish web page until we have clarification from on

This is a sample of a Communications

Adam and Donna meet with Dave L. to review the web

Design a flyer for email distribution, not intended to be

Need Lou's approval for this.Remind them about the

Communication Medium Description Population Content Owner Content Due By

Letter with Open Enrollment header

Letter with Open Enrollment header

Faculty and Staff Spaces

OPEN ENROLLMENT BEGINS TODAY

ONE WEEK LEFT FOR OPEN

THE FINAL DAY FOR OPEN

Printed for General

Describe maximum monthly

Standardized format and

Benefits Administration Page for all

Open Enrollment Coming Soon

Reminder that they must re-elect

Open Enrollment Logo with a

Announcement about Open

Update Paper Enrollment Form for

Letter with Open Enrollment header

Cover Letter, Enrollment Cover letter and

Letter with Open Enrollment header

Cover Letter, Enrollment Cover letter and

Letter with Open Enrollment header

Cover Letter, Enrollment Cover letter and

This is a sample of a Communications

N/A N/A N/A N/A N/A

N/A N/A N/A N/A N/A

N/A N/A N/A N/A N/A

N/A N/A N/A N/A Friday, September 21, 2012

N/A N/A N/A N/A N/A

Post is coordinated between ER and

Coordinated with BA and printed by

N/A N/A N/A N/A Friday, September 21, 2012

N/A Wednesday, September 05, 2012 Wednesday, September 12, 2012

Wednesday, August 29, 2012 N/A Wednesday, September 12, 2012

N/A N/A Wednesday, September 12, 2012

Wednesday, August 29, 2012 N/A Friday, September 14, 2012

N/A Monday, September 17, 2012 Tuesday, September 25, 2012

N/A Monday, September 24, 2012 Monday, October 01, 2012

N/A Monday, October 01, 2012 Monday, October 08, 2012

N/A Monday, October 15, 2012 Monday, October 22, 2012

N/A Friday, October 19, 2012 Friday, October 26, 2012

Wednesday, September 12, 2012 N/A Wednesday, September 26, 2012

Monday, September 24, 2012 N/A Monday, October 08, 2012

N/A Monday, September 24, 2012 Monday, October 01, 2012

N/A Monday, October 01, 2012 Monday, October 08, 2012

N/A N/A Wednesday, September 05, 2012

N/A N/A Wednesday, September 05, 2012

N/A N/A Friday, October 19, 2012

N/A N/A Monday, October 08, 2012

N/A N/A Monday, October 08, 2012