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					         Communication Plan


      State Recruitment Improvement Project
                                                (SRIP)




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

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


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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.




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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 ............................................................................................................ 11
 5.3  Communication of Issues ............................................................................................................. 14
6 Issue Management .................................................................................................... 15




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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 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.




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


                                                                                                                         ODOT
                                                                                                                         DOR
                                                                                                                         OED
                                                                                                                          DAS
                                                                                                                         PERS
                                                                                                                         DCBS
                                                          Project Leader                                                 DHS
                            DAS                              Roman                                  OED                 ODFW
                                                            Martushev                                                 State Lands
                                                                                                                        Lottery




                       HRSD/IRMD                                                                     iMS /ITS




          Appl/Cert                SRIP Business                                  iMatchSkills
                                                                                                                System Architect
          Systems                     Analyst                                       Program
                                                                                                                 Rashmi Joshi
          Analyst(s)                Sheri Nees                                   Velva Warden


                                   SRIP Research                                  iMatchSkills                   iMS Systems
                                      Analyst                                      Technician                      Analyst
                                   Shaun Hansen                                   Greg Pelton
           EDS

                                   Classification                                 iMatchSkills                       DBA
          TeamSite                                                                  Analyst
                                      Analyst                                                                      Network &
           Analyst                                                               Tracy Olander
                                   Laurie Grenya                                                                    Security


                                       PPDB                                     iMatchSkills Data
                                      Analyst                                      Specialist
                                   Jeannette Miley                                Mary Wood



                                        PPDB
                                   Information Mgr
                                    Donna Lantz

                                                                                                      Other
                Labor Relations    Labor Relations
                   Manager            Manager
                 Craig Cowan         Tom Perry
                                                                                                       Agency
                                                                                                    Representatives
                                   Rules & Policy
                                      Analyst
                                   Rebecca Gray




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4 Contact List
                   State Recruitment Improvement Project – Contact List

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




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                                    State Agency Representatives
DAS
TBD                     Personnel
DCBS
Adele O’Neal            Recruitment Manager          Adele.J.Oneal@state.or.us          (503) 947-7296
Rebecca Wilson          Recruitment Specialist       Rebecca.A.Wilson@state.or.us       (503) 947-7288
DHS
Jennifer L. Rogers                                   Jennifer.L.Rogers@state.or.us      (503) 945-5693
Jean Fauth                                           Jean.Fauth@state.or.us             (503) 945-6851
DOR
Patricia E Galloway                                  Patricia.E.Galloway@state.or.us    (503) 945-8552
ODOT
Daniel Killam                                        Daniel.Killam@state.or.us          (503) 378-6796
Blair Johnson           Back-up                      Blair.Johnson@state.or.us          (503) 986-4057
ODFW
Barbara Britch                                       Barbara.J.Britch@state.or.us       (503) 947-6057
Gaile Hamilton                                       Gaile.A.Hamilton@state.or.us       (503) 947-6061
OED
Kirstin Madigan                                      Kirstin.C.Madigan@state.or.us      (503) 947-1469
Cheri Tebeau-Harrell    Back-up                      Cheri.Tebeau-HARRELL@state.or.us   (503) 947-1319
PERS
Susan Korn                                           Susan.Korn@state.or.us             (503) 603 7550
Helen Bamford           Back-up                      Helen.Bamford@state.or.us          (503) 603 7707
State Lands Div.
Darrell Bennett         DSL HR Mgr                   Darrell.Bennett@state.or.us        (503) 378-3805 x249
Lottery
Ryan Fleming                                         Ryan.Fleming@state.or.us           (503) 540-1322
Machell DePina          Back-up                      Machell.M.Depina@state.or.us       (503) 540-1135
DEQ
Patty O’Connor          Human Resource Analyst       Patty.Oconnor@state.or.us          (503) 229-5119




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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.

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

Team Meetings         Progress reports, schedule       Project Leader –          Project Team             Facilitated   Weekly -         Agenda and
                       review, task assignments,         facilitates                                          meeting, MS   Tuesdays @       Meeting
                       major issues & risks,            DAS and OED                                          Word,         10:00 AM         Minutes
                       action items, roundtable          Project Team                                         electronic                     template
                       discussions                                                                            via Email
Project               Shows project schedule           Project Leader –          Sponsors                 MS Project,   Weekly – In      Project
Schedule               interdependencies with            maintain, apply           Project Team              electronic    conjunction      Schedule
                       the complete set of project       updates, post on web      iMS Program Manager       via Email     with team
                       tasks and duration as well                                                                           meetings
                       as the concurrent work
                       activities
Risk Reviews          Identify new risks               Project Leader -          Sponsors                 MSWord or     Weekly in        Agenda and
                      Review and update risk            facilitate                Project Team              Excel,        conjunction      Meeting
                       assessments                      Project Team                                         Electronic    with Team        Minutes
                      Review and update Risk            Members –                                            via Email     Meeting          template
                       Management Plan                   participate




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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 project’s website – www.Oregon.gov/DAS/HR/SRIP.shtml.


Type of Report          Description / Purpose               Responsibility              Distribution                Media               Timing        Templates
                                                                                                                                                      Standards
SRIP Project          Keep agencies and other            Project Leader             Recruitment               Web site          Starting on      Status Report
Status Updates         stakeholders appraised of          SRIP Business               Managers Meetings         PowerPoint or     April 01, 2006   Template or
                       project status, issues,             Analyst                    HRSD Managers              Word                               PowerPoint
                       decisions, direction and           Sponsors                    Meetings                  Electronic        Monthly
                       what is on the horizon                                         Agency Reps                newsletters (as
                                                                                      Advisory                   determined)
                                                                                       Committee


Project               Task list of all activities        Project Leader –           Agency                    MS Project,       Monthly –        Project
Schedule               required to complete the            maintain, apply             Representatives            electronic via    with Project     Schedule
                       project                             updates, distribute        iMS Program                web               Status Report
                      Includes tasks,                                                 Manager
                       dependencies, durations,
                       start & finish dates,
                       concurrent work activities,
                       and responsible resources

Issue Log             Track issues for reporting         Project Leader             Sponsors                  Excel             Ongoing          Excel
                       and resolution - project           SRIP Business              Project Team               Spreadsheet                        Spreadsheet
                       team, stakeholders and              Analyst                    Agency                    Web Site                           (Issues,
                       agencies                                                        Representatives                                               Actions &
                                                                                      Advisory                                                      Decisions)
                                                                                       Committee




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Type of Report         Description / Purpose               Responsibility            Distribution                 Media            Timing        Templates
                                                                                                                                                 Standards
Advisory              Collect information to assist      Project Leader          Agency                      PowerPoint     Monthly         Meeting
Committee &            with providing advice and          SRIP Business            Representatives             Web site       starting in     minutes
Operational            guidance                            Analyst                 Sponsors                                    March 2006
Quality               Report progress, delays and        Sponsors                Project Team
                       the impact over timeline           iMS Program             OED team
                      Advisory Role to the Team           Manager                  members
                       Leads
                      Share resources consumed
                       for the project duration
Project Change        Track agency or program            Agency                  Sponsors                    Change         Event driven    Change
Requests               requests for project changes        Representatives         DAS & OED                    Request Form   as requested    Request Form
                       to scope or new system             Sponsors                 business analysts            in Word
                       capabilities                       Advisory Committee      Advisory
                      Includes description of the                                  Committee
                       impact and actions to                                       Project Team
                       implement change
Executive             Report to DAS Executives           Sponsors                DAS Executives              Executive      Quarterly
Project Status        Business/Administrative            Project Leader (as      Admin Managers               Managers
Reports                Mgrs                                requested)              Agency Heads                 Meetings
                      Large Agency Heads
                      Small Agency Heads


Web                   Provide project information        Project Leader &        DAS/HR/SRIP                 Web page       24/7 access     As approved
Information            relevant to any stakeholder         SRIP Business            project page
                                                           Analyst
HR Managers           Provide monthly updates of         Sponsor (J. Lara)       List Serves – SRIP          E-mails        Monthly or as
Updates                project status                                               com list                                    determined

Recruitment           Provide monthly updates of         Sponsor (J. Lara)       List Serves – SRIP          E-mails        Monthly or as
Managers               project status                     Project Leader or        com list                                    determined
Updates                                                    SRIP Business
                                                           Analyst




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Type of Report         Description / Purpose               Responsibility              Distribution               Media          Timing       Templates
                                                                                                                                              Standards
Reviews &             Formal sessions where            Project Leader              Sponsors                 Facilitated   As required   Acceptance
Sign-Offs              Advisory Committee might          (oversight)                 Project Leader            meeting                     Form
                       need to review direction or      SRIP Business               iMS Program              MS Word,                    template
                       decision for approval             Analyst – execute            Manager                   hard copy
                      Formal sign-off on selected      Sponsors & iMS
                       decisions or deliverables by      Program Manager
                       Sponsors
Quality               Increase focus on service,        Project Leader –           Sponsors                 Advisory      Ongoing       Deliverables
Assurance              quality, promote                   methodology &              Advisory                  Meetings as                 Task
                       collaboration, highlight           oversight                   Committee                 needed        As required   Accomplishm
                       successes, ensure clear           Project Team -             iMS Program Mgr          MS Word via                 ents and
                       understanding of                   strive for excellence      Project Team              email                       Oversight
                       expectations and enable the        & high quality work
                       entire SRIP team to deliver       Advisory
                       against those expectations.        Committee for
                                                          assurance




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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           Description / Purpose                Responsibility                Distribution                 Media              Timing         Templates
                                                                                                                                                           Standards
Issue                  Provide notification of issue       Project Leader              Project Team                 Electronic      Depending on      Excel
Notification            to team, sponsors &                 SRIP Business               Sponsors                      via Email       the severity of   Spreadsheet
                        stakeholders as necessary            Analyst                     Advisory Committee           Phone           issue and the
                       Control rumors – provide            Sponsors                    Agency Reps                                   extent of the
                        factual information                 iMS Program                 Stakeholders, as                              problem
                       Integrate Issue Response             Manager (as                  needed
                        Plan                                 determined)
Issue Updates          Control rumors – provide            Project Leader              Agency Reps                  Electronic      Hourly or         Excel
                        factual information                 SRIP Business               Sponsors                      via Email       upon              Spreadsheet
                       Enable agencies to provide           Analyst                     Project Team                 Phone           significant
                        accurate information                Sponsors                    Advisory Committee                            change in
                       Update Issue Response Plan          iMS Program                                                                status
                                                             Manager

Issue Closure          Control rumors – provide            Project Leader              Sponsors                     Formal          What issue        Excel
                        factual information & close         SRIP Business               Project Team                  document,       occurred, was     Spreadsheet
                        out the issue                        Analyst                     iMS Program                   usually         resolved and
                       Create record for close-out,        Sponsors                    Advisory Committee            Word via        strategy for
                        analysis & prevention               iMS Program                                                Email           prevention
                        tactics                              Manager                                                   Phone




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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       Description                                                      Resolution Period
1                     High                                                             1 working day or less
                       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.
2                     Medium                                                           2 - 5working days
                       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.
3                     Low                                                              Greater than 5
                       An issue is assigned priority level 3 if it has no             working days
                          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.
ENH                   Enhancement                                                      As determined by the
                       An issue could be assigned as ENH if it is determined          Advisory Committee
                          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.


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.




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                                                 Escalation Contacts



SRIP Contacts       Position           Escalation         Area of        Phone and Email
                                       Point              Focus
                                                                         (503) 373-7572
Roman               Project            Initial            Project
                                                                         Roman.Martushev@das.state.or.us
Martushev           Leader                                Issues
                                                                         (503) 378-8347
Sheri Nees          SRIP               Initial            Project
                                                                         Sheri.Nees@das.state.or.us
                    Business           Backup             Issues
                    Analyst
                                                                         (503) 378-3869
Jennifer Lara       Business           Business           Program
                                                                         Jennifer.C.Lara@das.state.or.us
                    Sponsor            Processes          Management
                                                                         (503) 378-3020
Susan Wilson        Executive          Executive &        Overall
                                                                         Susan.Wilson@das.state.or.us
                    Sponsor            Final              Management

OED                 iMatchSkills
                                                                         (503) 947-1973
Velva Warden        iMatchSkills       iMS Program        Program
                                                                         Velva.C.Warden@state.or.us
                    Program                               Management
                    Manager




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