Communication Plan

State Recruitment Improvement Project

(SRIP)

M A R C H

1 3 ,

2 0 0 6 F I N A L

V E R S I O N :

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Revision History
Version 1.0 1.1 1.2 1.3 1.4 1.5 1.6 Date 01/18/2006 02/06/06 02/15/06 02/16/06 2/27/06 2/28/06 3/13/06 Description of Revisions Initial Draft Added Names and communication strategies Defined team & finalized communications area Revised document Added Org Chart and minor typos Updated Sponsors reporting processes Final comments/revisions Author Roman Roman Roman Sheri Sheri, Roman & Shaun Roman 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.

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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.............................................................................................................10

5.1 Internal Program Communications.......................................................................................................10 5.2 External Communications....................................................................................................................12 5.3 Communication of Issues.....................................................................................................................15

6 Issue Management..........................................................................................................16

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1 Introduction
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.

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2 Roles 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 projects 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 projects 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.

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3 Organization 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

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State Recruitment Improvement Project (SRIP)

Sponsors Susan Wilson (Executive) Jennifer Lara (Business) Advisory Committee

DAS

Project Leader Roman Martushev

OED

ODOT DOR OED DAS PERS DCBS DHS ODFW State Lands Lottery

HRSD/IRMD

iMS /ITS

Appl/Cert Systems Analyst(s)

SRIP Business Analyst Sheri Nees

iMatchSkills Program Velva Warden

System Architect Rashmi Joshi

EDS
TeamSite Analyst

SRIP Research Analyst Shaun Hansen

iMatchSkills Technician Greg Pelton

iMS Systems Analyst

Classification Analyst Laurie Grenya

iMatchSkills Analyst Tracy Olander

DBA Network & Security

PPDB Analyst Jeannette Miley

iMatchSkills Data Specialist Mary Wood

PPDB Information Mgr Donna Lantz

Labor Relations Manager Craig Cowan

Labor Relations Manager Tom Perry

Other
Agency Representatives

Rules & Policy Analyst Rebecca Gray

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4 Contact List
State Recruitment Improvement Project Contact List
Team Member Susan Wilson Jennifer Lara Roman Martushev Sheri Nees Shaun Hansen Tom Perry Rebecca Gray Jeanette Miley Donna Lantz Laurie Grenya Craig Cowan Joe Adelman Kathy Flynn Velva Warden Greg Pelton Tracy Olander Mary Wood Rashmi Joshi DAS DCBS DHS DOR ODOT ODFW OED PERS State Lands Div. Lottery Role Administrator Statewide Training, Development & Recruitment Program Manager Project Leader SRIP Business Analyst Research Analyst - Temp Labor Relations Rules & Policy Analyst PPDB Analyst HR Sys/Svc/Audit backup State Class Analyst Labor Relations Appl/Cert System Analyst System Analyst iMatchSkills Program Mgr iMS Technician iMS Technician State jobs SOC Specialist System Architect Jerry Korson (Mgr ) Belinda Teague (Mgr) Twyla Lawson (Interim) Sandra McLernan (Mgr) Blair Johnson Jonathan Herman (HR Mgr) Cheri Tebeau-Harrell Helen Bamford Darrell Bennett Sheryl Warren Email Phone (503) 378-3020 (503) 378-3869 (503) 373-7572 (503) 378-8347 (503) 378-2287 (503) 378-4201 (503) 378-8301 (503) 378-8548 (503) 378-3145 (503) 373-7431 (503) 378-5611 (503) 378-4946 x470 (503) 373-7484 (503) 947-1973 (503) 947-1974 (503) 947-1236 (503) 947-1975 (503) 947-1849 (503) 378.4006 (503) 947-7292 (503) 945-6137 Salem (971) 673-1296 Portld (503) 945-8554 (503) 986-4057 (503) 947-6063 (503) 947-1319 (503) 603 7707 (503) 378-3805 x249 (503) 540-1135

Project Oversight
Susan.Wilson@das.state.or.us Jennifer.C.Lara@das.state.or.us Roman.Martushev@state.or.us Sheri.Nees@das.state.or.us Shaun.D.Hansen@das.state.or.us Tom.S.Perry@das.state.or.us Rebecca.Gray@das.state.or.us Jeanette.Miley@das.state.or.us Donna.L.Lantz@das.state.or.us Laurie.L.Grenya@das.state.or.us Craig.L.Cowan@das.state.or.us Joe.F.Adelman@das.state.or.us Kathy.Flynn@das.state.or.us Velva.C.Warden@state.or.us Gregory.M.Pelton@state.or.us Tracy.G.Olander@state.or.us Mary.M.Wood@state.or.us Rashmi.N.Joshi@state.or.us Jerry.F.Korson@das.state.or.us Belinda.g.teague@state.or.us Twyla.Lawson@state.or.us Sandra.L.Mclernan@state.or.us Blair.Johnson@state.or.us Jonathan.C.Herman@state.or.us
Cheri.Tebeau-HARRELL@state.or.us

DAS - HRSD

DAS - IRMD Employment Department

Advisory Committee

Helen.Bamford@state.or.us Darrell.Bennett@state.or.us Sheryl.M.Warren@state.or.us

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State Agency Representatives

DAS TBD DCBS Adele ONeal Rebecca Wilson DHS Jennifer L. Rogers Jean Fauth DOR Patricia E Galloway ODOT Daniel Killam Blair Johnson ODFW Barbara Britch Gaile Hamilton OED Kirstin Madigan Cheri Tebeau-Harrell PERS Susan Korn Helen Bamford State Lands Div. Darrell Bennett Lottery Ryan Fleming Machell DePina DEQ Patty OConnor Personnel Recruitment Manager Recruitment Specialist Adele.J.Oneal@state.or.us Rebecca.A.Wilson@state.or.us Jennifer.L.Rogers@state.or.us Jean.Fauth@state.or.us Patricia.E.Galloway@state.or.us Daniel.Killam@state.or.us Blair.Johnson@state.or.us Barbara.J.Britch@state.or.us Gaile.A.Hamilton@state.or.us Kirstin.C.Madigan@state.or.us Back-up
Cheri.Tebeau-HARRELL@state.or.us

(503) 947-7296 (503) 947-7288 (503) 945-5693 (503) 945-6851 (503) 945-8552 (503) 378-6796 (503) 986-4057 (503) 947-6057 (503) 947-6061 (503) 947-1469 (503) 947-1319 (503) 603 7550 (503) 603 7707 (503) 378-3805 x249 (503) 540-1322 (503) 540-1135 (503) 229-5119

Back-up

Back-up DSL HR Mgr

Susan.Korn@state.or.us Helen.Bamford@state.or.us Darrell.Bennett@state.or.us Ryan.Fleming@state.or.us Machell.M.Depina@state.or.us Patty.Oconnor@state.or.us

Back-up Human Resource Analyst

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5 Communications
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. Description / Purpose Provide Sponsor(s) with timely project status Responsibility Project Leader provides updates SRIP Business Analyst Distribution Sponsors Project Team Media MS Word, electronic via Email Timing Bi-Monthly around 1st and the 15th of each month. Starting April 1st Weekly Tuesdays @ 10:00 AM Templates Standards Status Report template

Type of Report Project Status Reporting

Team Meetings

Project Schedule

Progress reports, schedule review, task assignments, major issues & risks, action items, roundtable discussions Shows project schedule interdependencies with the complete set of project tasks and duration as well as the concurrent work activities

Project Leader facilitates DAS and OED Project Team Project Leader maintain, apply updates, post on web

Project Team

Sponsors Project Team iMS Program Manager

Facilitated meeting, MS Word, electronic via Email MS Project, electronic via Email

Agenda and Meeting Minutes template Project Schedule

Weekly In conjunction with team meetings

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Type of Report Risk Reviews

Description / Purpose Identify new risks Review and update risk assessments Review and update Risk Management Plan

Responsibility Project Leader facilitate Project Team Members participate

Distribution Sponsors Project Team

Media MSWord or Excel, Electronic via Email

Timing Weekly in conjunction with Team Meeting

Templates Standards Agenda and Meeting Minutes template

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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 projects website www.Oregon.gov/DAS/HR/SRIP.shtml. Description / Purpose Keep agencies and other stakeholders appraised of project status, issues, decisions, direction and what is on the horizon Responsibility Project Leader SRIP Business Analyst Sponsors Distribution Recruitment Managers Meetings HRSD Managers Meetings Agency Reps Advisory Committee Agency Representatives iMS Program Manager Media Web site PowerPoint or Word Electronic newsletters (as determined) Timing Starting on April 01, 2006 Monthly Templates Standards Status Report Template or PowerPoint

Type of Report SRIP Project Status Updates

Project Schedule

Task list of all activities required to complete the project Includes tasks, dependencies, durations, start & finish dates, concurrent work activities, and responsible resources Track issues for reporting and resolution - project team, stakeholders and agencies

Project Leader maintain, apply updates, distribute

MS Project, electronic via web

Monthly with Project Status Report

Project Schedule

Issue Log

Project Leader SRIP Business Analyst

Sponsors Project Team Agency Representatives Advisory Committee

Excel Spreadsheet Web Site

Ongoing

Excel Spreadsheet (Issues, Actions & Decisions)

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Type of Report Advisory Committee & Operational Quality

Description / Purpose Collect information to assist with providing advice and guidance Report progress, delays and the impact over timeline Advisory Role to the Team Leads Share resources consumed for the project duration Track agency or program requests for project changes to scope or new system capabilities Includes description of the impact and actions to implement change Report to DAS Executives Business/Administrativ e Mgrs Large Agency Heads Small Agency Heads Provide project information relevant to any stakeholder Provide monthly updates of project status Provide monthly updates of project status

Responsibility Project Leader SRIP Business Analyst Sponsors iMS Program Manager

Distribution Agency Representatives Sponsors Project Team OED team members

Media PowerPoint Web site

Timing Monthly starting in March 2006

Templates Standards Meeting minutes

Project Change Requests

Agency Representatives Sponsors Advisory Committee

Sponsors DAS & OED business analysts Advisory Committee Project Team DAS Executives Admin Managers Agency Heads

Change Request Form in Word

Event driven as requested

Change Request Form

Executive Project Status Reports

Sponsors Project Leader (as requested)

Executive Managers Meetings

Quarterly

Web Information HR Managers Updates Recruitment Managers Updates

Project Leader & SRIP Business Analyst Sponsor (J. Lara) Sponsor (J. Lara) Project Leader or SRIP Business Analyst

DAS/HR/SRIP project page List Serves SRIP com list List Serves SRIP com list

Web page

24/7 access

As approved

E-mails E-mails

Monthly or as determined Monthly or as determined

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Type of Report Reviews & Sign-Offs

Description / Purpose Formal sessions where Advisory Committee might need to review direction or decision for approval Formal sign-off on selected decisions or deliverables by Sponsors Increase focus on service, quality, promote collaboration, highlight successes, ensure clear understanding of expectations and enable the entire SRIP team to deliver against those expectations.

Responsibility Project Leader (oversight) SRIP Business Analyst execute Sponsors & iMS Program Manager Project Leader methodology & oversight Project Team strive for excellence & high quality work Advisory Committee for assurance

Distribution Sponsors Project Leader iMS Program Manager

Media Facilitated meeting MS Word, hard copy

Timing As required

Templates Standards Acceptance Form template

Quality Assurance

Sponsors Advisory Committee iMS Program Mgr Project Team

Advisory Meetings as needed MS Word via email

Ongoing As required

Deliverables Task Accomplishm ents and Oversight

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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 Issue Notification Description / Purpose Provide notification of issue to team, sponsors & stakeholders as necessary Control rumors provide factual information Integrate Issue Response Plan Control rumors provide factual information Enable agencies to provide accurate information Update Issue Response Plan Control rumors provide factual information & close out the issue Create record for closeout, analysis & prevention tactics Responsibility Project Leader SRIP Business Analyst Sponsors iMS Program Manager (as determined) Project Leader SRIP Business Analyst Sponsors iMS Program Manager Project Leader SRIP Business Analyst Sponsors iMS Program Manager Distribution Project Team Sponsors Advisory Committee Agency Reps Stakeholders, as needed Agency Reps Sponsors Project Team Advisory Committee Media Electronic via Email Phone Timing Depending on the severity of issue and the extent of the problem Templates Standards Excel Spreadsheet

Issue Updates

Electronic via Email Phone

Hourly or upon significant change in status

Excel Spreadsheet

Issue Closure

Sponsors Project Team iMS Program Advisory Committee

Formal document, usually Word via Email Phone

What issue occurred, was resolved and strategy for prevention

Excel Spreadsheet

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6 Issue 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 1 Description High 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 projects scope, schedule, quality, cost or resources. Medium 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 projects scope, schedule, quality, cost, or resources. Low An issue is assigned priority level 3 if it has no procedural or financial impact on the project and/or client. A delay in resolution will not impact the projects scope, schedule, quality, cost or resources. Enhancement An issue could be assigned as ENH if it is determined 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: projects scope, schedule, quality, cost or resources. Resolution Period 1 working day or less

2 - 5working days

Greater than 5 working days

ENH

As determined by the Advisory Committee

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.

Escalation Contacts

SRIP Contacts Roman Martushev Sheri Nees

Position Project Leader SRIP Business Analyst Business Sponsor Executive Sponsor iMatchSkills iMatchSkills Program Manager

Escalation Point Initial Initial Backup Business Processes Executive & Final

Area of Focus Project Issues Project Issues Program Management Overall Management

Phone and Email (503) 373-7572 Roman.Martushev@das.state.or.us (503) 378-8347 Sheri.Nees@das.state.or.us (503) 378-3869 Jennifer.C.Lara@das.state.or.us (503) 378-3020 Susan.Wilson@das.state.or.us

Jennifer Lara Susan Wilson OED Velva Warden

iMS Program

Program Management

(503) 947-1973 Velva.C.Warden@state.or.us