SUNY PRE-AWARD AND COMPLIANCE SYSTEM (PACS) COMMUNICATION PLAN

Transcription

1 Version 9: SUNY PRE-AWARD AND COMPLIANCE SYSTEM (PACS) COMMUNICATION PLAN High-Level Chart of Communication Tools Communication Tool Frequency Audience Person Responsible for Communication Daily Central Office PACS Team Leads Chris Wisniewski Weekly (Tuesdays) Central Office PACS Team (IPACS) Chris Wisniewski Weekly (Wednesdays) IPACS Communications Team Robert Mason Weekly Nccit Alan Tosi Meetings Weekly (Thursday) Huron Chris Wisniewski (Scheduled by SUNY PACS Team) (3 rd Thursday) Tier 1: Steering Committee Paul Kutey (2 nd Thursday) Tier 2: Project Leadership Committee Paul Kutey, Chris Wisniewski, Lisa Gilroy, Tom Wendt Weekly Tier 3: Subcommittees (independently) Subcommittee Co-chairs SUNY PACS Update at Focus Group and Other Meetings (Scheduled by Others) Websites 2x/year Sponsored Programs Focus Group (SPFG) Robert Mason 2x/year University College Research Council (UCRC) Robert Mason, Tom Frank Operations Managers (OMs) Paul Kutey, Garry Sanders Bi-monthly Vice Presidents for Research (VPRs) Paul Kutey, Cathy Kaszluga Central Office Floor Talks IPACS Team Intermittently Pre-Award Focus Group Robert Mason Data Management Focus Group John Paris Business Application Focus Group Paul Manley As needed All Stakeholders Tier 1: Steering Committee Paul Kutey RF Public Website As appropriate All Stakeholders myrf SUNY PACS Page Daily SUNY PACS Project Team Chris Wisniewski enews (SUNY PACS Newsletter) All Stakeholders Dan Byrnes, Carol Berdar Research Foundation Status Report VPRs, OMs, SUNY System leadership, RF Board of Directors and all central office employees Ellen Kelly Project Health Report President s Council, Management Council Ellen Kelly 1

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3 Tier 1: Steering Committee The Steering Committee is an advisory body for the SUNY PACS project. Paul Kutey will work closely with this committee to keep them informed of the project status. Its members make investment decisions and are the final escalation point for any issues that may occur during the project. Project health: Current status, budget, milestone achievement Protocols for decision-making Implementation planning Communication Owner Paul Kutey (Chris Wisniewski, Min Yu) Communication Tools Communication Tool Frequency Person Responsible for Communication Steering Committee Meeting Paul Kutey Paul Kutey Websites RF Public Website myrf SUNY PACS Page As appropriate Daily enews (SUNY PACS Newsletter) Dan Byrnes, Carol Berdar Research Foundation Status Report Ellen Kelly 3

4 Tier 2: Project Leadership Committee The Project Leadership Committee makes project decisions that include product selection, costing, approach, roadmap and resources. Project status Milestones/schedules Understanding of campus needs Communication Owner Paul Kutey, Chris Wisniewski, Lisa Gilroy and Tom Wendt Communication Tools Communication Tool Frequency Person Responsible for Communication Project Leadership Committee Meetings via WebEx/CMR 2 nd Thursday of Each Month As needed Paul Kutey Paul Kutey, Lisa Gilroy, Tom Wendt Websites RF Public Website myrf SUNY PACS Page As appropriate Daily enews (SUNY PACS Newsletter) Dan Byrnes, Carol Berdar Project Leadership Committee Meeting Planning Paul Kutey, Lisa Gilroy, Tom Wendt, Chris Wisniewski 4

5 Tier 3: Subcommittees The Subcommittees comprise the SUNY PACS working group. The subcommittees will collaborate to standardize our business processes, make recommendations and perform testing. Joint ownership of SUNY PACS project group decision-making What is happening? Schedule Upcoming milestones to complete Milestones met Quality Assurance updates Communication Owner Subcommittee Co-chairs Communication Tools Communication Tool Frequency Person Responsible for Communication Subcommittee Meetings (independently) Weekly or on a schedule decided on by the subcommittee co-chairs and membership Subcommittee co-chairs As needed Subcommittee co-chairs Websites RF Public Website myrf SUNY PACS Page As appropriate Daily enews (SUNY PACS Newsletter) Paul Kutey, Lisa Gilroy, Tom Wendt Subcommittee Meeting Planning Weekly or on a schedule decided on by the subcommittee co-chairs and membership Chris Wisniewski, Subcommittee co-chairs 5

6 Other Campus and Central Office Stakeholders In addition to the SUNY PACS project team there are many other stakeholders who will need to be kept informed and aware of project activities. The below table lists these stakeholders, their key messages and the person responsible for communicating to the respective group. Stakeholder Vice Presidents for Research, Operations Managers (Remaining Campuses) Principal Investigators SUNY System Administration (Alex Cartwright, Cindy Proctor, Stacey Hengsterman, Dave Belski) Chief Academic Officers / Faculty Senate Non-research faculty and students SUNY Compliance Steering Committee President s Council Management Council Champion the project (tone at the top) Budget Understand the benefits of SUNY PACS and how it will help Their idea of simple might not match our idea New process might not be viewed as a reduction in administrative burden Keep messaging simple avoid superlatives Be very careful about expectations Key initiative largest active project Budget Periodic status updates Champion the project Periodic status updates Impact of SUNY PACS Periodic status updates Impact of SUNY PACS More detailed budget information Issues/risks Project changes Project health Resources Issues 6 Person Responsible for Communication Paul Kutey, Garry Sanders Campus Garry Sanders, Paul Kutey, Cathy Kaszluga Alexander Cartwright Carol Berdar Paul Kutey Robert Mason

7 Stakeholder Board of Directors High-level periodic status Budget changes Person Responsible for Communication Paul Kutey Sponsored Programs Focus Group (SPFG) Advance knowledge of what s coming Robert Mason University College Research Council (UCRC) Advance knowledge of what s coming Robert Mason, Tom Frank Pre-Award Focus Group How SUNY PACS will impact their jobs Robert Mason Central Office Strategy and Planning High-level schedule How SUNY PACS may impact their jobs (Via Floor Talks, enews) High-level status Outcomes Chris Wisniewski Ellen Kelly Internal Audit Quality Assurance Vendor Lisa LeBlanc Grants and Contracts (Central Office) Communication Tools How SUNY PACS will impact their jobs Ambassadors of goodwill to campuses Communication Tool Frequency Audience Meetings 2x/year 2x/year Bi-monthly Intermittently Sponsored Programs Focus Group (SPFG) University College Research Council (UCRC) Operations Managers Vice Presidents for Research Central Office Floor Talks Pre-Award Focus Group Data Management Focus Group Robert Mason 7

8 Communication Tool Frequency Audience As needed All Stakeholders RF Public Website As appropriate All Stakeholders enews (SUNY PACS Newsletter) Business Application Focus Group All Stakeholders Research Foundation Status Report Vice Presidents for Research, RF Operations Managers, SUNY System leadership, RF Board of Directors and all central office employees Project Health Report President s Council, Management Council 8

9 Campus Communications Campuses prefer to communicate directly with PIs and other campus groups. The central office SUNY PACS Communication Team will work closely with campus points of contact (PoC) to help them develop their campus communication plan and to provide them with template s and other communication-related deliverables that they can use for their campus communications. Campus PoCs Campus PoCs will be the communication link to their respective campus. They will coordinate campus communications to assure that the right person is sending the right message to the correct stakeholder at their campus. Suggested Communication Tools Send s as appropriate Post SUNY PACS information on your campus website Distribute the SUNY PACS monthly newsletter Add SUNY PACS to the agenda of campus meetings such as those held by deans and department chairs 9