state of oregon recruitment improvement project communication

Communication Plan

State Recruitment Improvement Project

(SRIP)

1_/tt/file_convert/55849200d8b42ac1328b4858/document.doc

M A R C H 1 3 , 2 0 0 6

V E R S I O N : F I N A L

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.


Table of ContentsRevision History......................................................................................................................................2

1 Introduction.................................................................................................................4

1.1 Purpose.............................................................................................................................................41.2 Scope................................................................................................................................................41.3 Assumptions.....................................................................................................................................41.4 Project Information..........................................................................................................................41.5 Electronic Distribution.....................................................................................................................4

2 Roles and Responsibilities..........................................................................................5

3 Organization Chart.....................................................................................................6

4 Contact List.................................................................................................................8

5 Communications........................................................................................................10

5.1 Internal Program Communications................................................................................................105.2 External Communications.............................................................................................................115.3 Communication of Issues..............................................................................................................14

6 Issue Management.....................................................................................................15


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 InformationThis 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 DistributionThe 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.


http://listsmart.osl.state.or.us/mailman/listinfo/sripcomlist

http://www.oregon.gov/DAS/HR

http://www.oregon.gov/DAS/HR/SRIP.shtml

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 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.


3 Organization Chart

Susan Wilson, Human Resource Services Division Administrator (Sponsor)Jennifer Lara, Statewide Training, Development and Recruitment Manager (Sponsor)

Roman Martushev, Project LeaderSheri 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 AnalystIT Staff: Appl/Cert System Analysts TeamSite Developer - EDS

Greg Hickman, Employment Department Deputy DirectorVelva 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


4 Contact List

State Recruitment Improvement Project – Contact List

Team Member Role Email Phone

Project OversightSusan Wilson Administrator [email protected] (503) 378-3020Jennifer Lara Statewide Training,

Development & Recruitment Program Manager

[email protected] (503) 378-3869

Roman Martushev Project Leader [email protected] (503) 373-7572Sheri Nees SRIP Business Analyst [email protected] (503) 378-8347Shaun Hansen Research Analyst - Temp [email protected] (503) 378-2287

DAS - HRSDTom Perry Labor Relations [email protected] (503) 378-4201Rebecca Gray Rules & Policy Analyst [email protected] (503) 378-8301Jeanette Miley PPDB Analyst [email protected] (503) 378-8548Donna Lantz HR Sys/Svc/Audit backup [email protected] (503) 378-3145Laurie Grenya State Class Analyst [email protected] (503) 373-7431Craig Cowan Labor Relations [email protected] (503) 378-5611

DAS - IRMDJoe Adelman Appl/Cert System Analyst [email protected] (503) 378-4946 x470 Kathy Flynn System Analyst [email protected] (503) 373-7484

Employment DepartmentVelva Warden iMatchSkills Program Mgr [email protected] (503) 947-1973Greg Pelton iMS Technician [email protected] (503) 947-1974Tracy Olander iMS Technician – State jobs [email protected] (503) 947-1236Mary Wood SOC Specialist [email protected] (503) 947-1975Rashmi Joshi System Architect [email protected] (503) 947-1849

Advisory CommitteeDAS Jerry Korson (Mgr ) [email protected] (503) 378.4006DCBS Belinda Teague (Mgr) [email protected] (503) 947-7292DHS Twyla Lawson (Interim) [email protected] (503) 945-6137 Salem

(971) 673-1296 PortldDOR Sandra McLernan (Mgr) [email protected] (503) 945-8554ODOT Blair Johnson [email protected] (503) 986-4057ODFW Jonathan Herman (HR Mgr) [email protected] (503) 947-6063 OED Cheri Tebeau-Harrell [email protected] (503) 947-1319PERS Helen Bamford [email protected] (503) 603 7707State Lands Div. Darrell Bennett [email protected] (503) 378-3805 x249Lottery Sheryl Warren [email protected] (503) 540-1135


mailto:[email protected]



























State Agency RepresentativesDASTBD Personnel DCBSAdele O’Neal Recruitment Manager [email protected] (503) 947-7296Rebecca Wilson Recruitment Specialist [email protected] (503) 947-7288DHSJennifer L. Rogers [email protected] (503) 945-5693Jean Fauth [email protected] (503) 945-6851DORPatricia E Galloway [email protected] (503) 945-8552ODOTDaniel Killam [email protected] (503) 378-6796Blair Johnson Back-up [email protected] (503) 986-4057ODFWBarbara Britch [email protected] (503) 947-6057Gaile Hamilton [email protected] (503) 947-6061OEDKirstin Madigan [email protected] (503) 947-1469Cheri Tebeau-Harrell Back-up [email protected] (503) 947-1319PERSSusan Korn [email protected] (503) 603 7550Helen Bamford Back-up [email protected] (503) 603 7707State Lands Div.Darrell Bennett DSL HR Mgr [email protected] (503) 378-3805 x249LotteryRyan Fleming [email protected] (503) 540-1322Machell DePina Back-up [email protected] (503) 540-1135DEQPatty O’Connor Human Resource Analyst [email protected] (503) 229-5119



















5 Communications

5.1 Internal Program CommunicationsProgram 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 Timing TemplatesStandards

Project Status Reporting

Provide Sponsor(s) with timely project status

Project Leader provides updates

SRIP Business Analyst

Sponsors Project Team

MS Word, electronic via Email

Bi-Monthly –around 1st and the 15th of each month. Starting April 1st

Status Report template

Team Meetings Progress reports, schedule review, task assignments, major issues & risks, action items, roundtable discussions

Project Leader – facilitates

DAS and OED Project Team

Project Team Facilitated meeting, MS Word, electronic via Email

Weekly - Tuesdays @ 10:00 AM

Agenda and Meeting Minutes template

Project Schedule

Shows project schedule interdependencies with the complete set of project tasks and duration as well as the concurrent work activities

Project Leader – maintain, apply updates, post on web

Sponsors Project Team iMS Program Manager

MS Project, electronic via Email

Weekly – In conjunction with team meetings

Project Schedule

Risk Reviews

Identify new risks Review and update risk

assessments Review and update Risk

Management Plan

Project Leader - facilitate

Project Team Members – participate

Sponsors Project Team

MSWord or Excel, Electronic via Email

Weekly in conjunction with Team Meeting

Agenda and Meeting Minutes template


5.2 External CommunicationsExternal 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.


SRIP Project Status Updates

Keep agencies and other stakeholders appraised of project status, issues, decisions, direction and what is on the horizon

Project Leader SRIP Business

Analyst Sponsors

Recruitment Managers Meetings HRSD Managers Meetings Agency Reps Advisory Committee

Web site PowerPoint or

Word Electronic

newsletters (as determined)

Starting on April 01, 2006

Monthly

Status Report Template or PowerPoint

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

Project Leader – maintain, apply updates, distribute


iMS Program Manager

MS Project, electronic via web

Monthly – with Project Status Report

Project Schedule

Issue Log Track issues for reporting and resolution - project team, stakeholders and agencies


Analyst

Sponsors Project Team Agency

Representatives Advisory

Committee

Excel Spreadsheet

Web Site

Ongoing Excel Spreadsheet (Issues, Actions & Decisions)


http://www.Oregon.gov/DAS/HR/SRIP.shtml


Advisory Committee & Operational Quality

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

Project LeaderSRIP Business Analyst

Sponsors iMS Program

Manager

Agency Representatives Sponsors Project Team OED team members

PowerPoint Web site

Monthly starting in March 2006

Meeting minutes

Project Change Requests

Track agency or program requests for project changes to scope or new system capabilities

Includes description of the impact and actions to implement change


Sponsors Advisory Committee

Sponsors DAS & OED business analysts Advisory Committee Project Team

Change Request Form in Word

Event driven as requested

Change Request Form

Executive Project Status Reports

Report to DAS Executives Business/Administrative

Mgrs Large Agency Heads Small Agency Heads

Sponsors Project Leader (as

requested)

DAS Executives Admin Managers Agency Heads

Executive Managers Meetings

Quarterly

Web Information

Provide project information relevant to any stakeholder

Project Leader & SRIP Business Analyst

DAS/HR/SRIP project page

Web page 24/7 access As approved

HR Managers Updates

Provide monthly updates of project status

Sponsor (J. Lara) List Serves – SRIP com list

E-mails Monthly or as determined

Recruitment Managers Updates

Provide monthly updates of project status

Sponsor (J. Lara) Project Leader or

SRIP Business Analyst

List Serves – SRIP com list

E-mails Monthly or as determined



Reviews & Sign-Offs

Formal sessions where Advisory Committee might need to review direction or decision for approval

Formal sign-off on selected decisions or deliverables by Sponsors

Project Leader (oversight)

SRIP Business Analyst – execute

Sponsors & iMS Program Manager

Sponsors Project Leader iMS Program

Manager

Facilitated meeting

MS Word, hard copy

As required Acceptance Form template

Quality Assurance

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.

Project Leader – methodology & oversight

Project Team - strive for excellence & high quality work

Advisory Committee for assurance

Sponsors Advisory

Committee iMS Program Mgr Project Team

Advisory Meetings as needed

MS Word via email

Ongoing

As required

Deliverables Task Accomplishments and Oversight


5.3 Communication of IssuesIssues are initiated whenever there is an unusual event that has affected or has the potential to affect the Project Team, Stakeholders and others.


Issue Notification

Provide notification of issue to team, sponsors & stakeholders as necessary

Control rumors – provide factual information

Integrate Issue Response Plan


Analyst Sponsors iMS Program

Manager (as determined)

Project Team Sponsors Advisory Committee Agency Reps Stakeholders, as

needed

Electronic via Email

Phone

Depending on the severity of issue and the extent of the problem

Excel Spreadsheet

Issue Updates Control rumors – provide factual information

Enable agencies to provide accurate information

Update Issue Response Plan



Manager

Agency Reps Sponsors Project Team

Advisory Committee

Electronic via Email

Phone

Hourly or upon significant change in status

Excel Spreadsheet

Issue Closure Control rumors – provide factual information & close out the issue

Create record for close-out, analysis & prevention tactics



Manager

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


6 Issue ManagementStandard 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 Period1 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 project’s scope, schedule, quality, cost or resources.

1 working day or less

2 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 project’s scope, schedule, quality, cost, or resources.

2 - 5working days

3 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 project’s scope, schedule, quality, cost or resources.

Greater than 5 working days

ENH 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: project’s scope, schedule, quality, cost or resources.

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 Position Escalation Point

Area of Focus

Phone and Email

Roman Martushev

Project Leader

Initial Project Issues

(503) [email protected]

Sheri Nees SRIP Business Analyst

Initial Backup

Project Issues


Jennifer Lara Business Sponsor

Business Processes

Program Management


Susan Wilson Executive Sponsor

Executive & Final

Overall Management


OED iMatchSkills

Velva Warden iMatchSkills Program Manager

iMS Program Program Management






state of oregon recruitment improvement project communication

Documents

project information

project team

srip project communications

srip communication plan

access project page

srip link

open communications

communication of issues