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System Development & Communication Plan

spring 2014

UMM System Project

Communication Plan

Description

Communication for the UMM System Project will be based on the plan herein described.  This plan addresses the different stages of the project, including the preparation stage, the development stage, the implementation stage, and the follow-up stage.  There are three dimensions crucial to this plan that are crucially important to the success of the project: a) inward communication, which is associated with the collection of information from throughout the UMM Division; b) outward communication, which is associated with the communication flowing about the project to the UMM Staff; c) internal communication, which covers communication internal to the work group, as well as interaction between the work group, the UMM VP, and ITS. 

Inward Communication

This initiative will require information to flow from all areas of the UMM division at different stages of the project.  During the initial phase of the project, and while historical data is identified, catalogued, uploaded, and displayed, the work group will be responsible for collecting the historical data from the data owners and in the varied format it exists.

Internal Communication:

Clear, consistent, and timely communication among work group members is of great importance.  Frequent regular meetings will take place in order to facilitate this interaction. 

Development:  As the depository space (db) is developed for the historical data phase, and eventually when further development is pursued during the second project phase for the development of the UMM Application, specific development and design maters will be discussed by the work team.  This is where some general guiding decisions will take place. 

Progress: General updates are to be reported by the work team when specific project milestones are reached.  These reports will take the form of presentations and written material to: the UMM VP and ITS VP.  A summarized version of the updates may then be shared with the UMM division. (Web Site).

Archives: Internal communication material will be stored for future reference.

Inward Communication:

This initiative requires that information be collected from the UMM division at different stages of the project. 

Historical Data Collection: The first information that is required from all departments within UMM is the historical data.  A tool to collect the information needed will facilitate the collection process and will help monitor the process.  Information owners will be approached individually by members of the work group with clear define tasks to be completed. 

Historical Data Validation: The information collected, catalogued and uploaded during the first phase of the project will need to be validated by the data owners.  Data owners will be approached individually with instructions of how to validate the data and where to perform the validation.  Members of the work group will be available to facilitate.  The data owners will be clearly informed for when the validation process is to be completed.

UMM System operational requirements: For the second phase of the project, information will be needed from data owners and department heads regarding the operational needs for each of their departmental activities.  Operational rules for the departmental activities will need to be collected and “fed” into the development process during this face.  The work group will make use of “data owner” meetings for that purpose.

Outward Communication:

This initiative requires that clear, consistent, and timely information be shared with the UMM division on a regular basis.   The outward communication includes general progress updates, general and targeted feedback, and general and targeted training.

Tentative Timeline for Communication Plan

I.     General announcement to the UMM division

a.     Letter from Fr Butler to the UMM division: 11/8/13 (COMPLETED)

II.     Collection of historical data and validation

a.     Email from R Rivera to data owners with brief directions on where and how to validate data.  Will offer help from J McLaughlin if needed.  11/18/13 (COMPLETED)

III.    Testing: Historical Student Profile module

a.     Test tool with 5 users from UMM: Mid December 2013 (COMPLETED)

IV.     Project Update

a.     Work group meeting with Fr Butler for project update: Early December 2013. (COMPLETED)

b.     Presentation of progress and Historical Student Profile tool at Director’s meeting in December 2013. (COMPLETED)

V.      Roll-out

a.     Roll out of Historical student profile module by end of January 2014. Use Email and project website. (On-Going)

b.     Presentation of findings: report data analysis as requested by Fr Butler by the end of January 2014. (On-Going)

VI.     Kick off to Second Phase: UMM System

a.     Present description of project, including roles and participation from UMM Staff, at Director’s meeting in Mar 2014.

b.     Letter from Fr Butler to the UMM division: Mar 2014

VII.   Review of needs and requirements

a.     Schedule group meetings with data owners and program directors. Feb-Mar 2014

b.     Schedule reviews with Departmental directors to validate needs and requirements along with business rules. Mar-2014

c.     Validate business rules, etc with UMM VP. Apr 2014

VIII.  Testing: Application and Assignment modules

a.     First test with 5 users from UMM: Oct 2014

b.     Second test with 5 users UMM: Oct 2014

IX.    Phased Roll-out

a. Begin roll out UMM System by department, Nov 2014. Use Email and project website.

X.     Feedback

a.     User feedback is to be solicited and update/changes pursued as needed based on two categories:

1.     Update to current system

2.     Future changes/upgrades

XI.    Assessment

a.     Schedule assessment meetings with program directors and department directors. Nov-Dec 2014.