Timetabling and Space Management Project Communications Plan – Phase 1 Business Feasibility and Phase 2 Pilot (amended
following Project Executive Board meeting on 16th July and Project Steering Group Meeting on 21st July – updated 2nd Sept)
Audience
CMT and
VCG
Business
Relationship
Managers
Purpose of
communication
 To engage with
audience and bring
onside with project
Main Messages
 To explain the
project timescales
and deliverables
 To encourage them
to spread the
message to users
 That the project has gone
through the OJEU
procurement process & we
will be piloting in Phase 2
 All space is within scope
 There will be a University
wide Timetable







Background to project
Objectives
Benefits
Approach
Timescale
Pilots
To provide reassurance that
the project is on track
 To provide Progress Updates
What we expect
from them
 To ensure that all
staff are fully
engaged with the
importance of this
project.
 Full interaction
with presentations
 Take the message
forward to their
staff.
How do we
communicate?
 Monthly reports
to CMT from LP.
 Presentation/road
show by Linda
and Kirsteen
 Website –
Kirsteen to
generate link
from Timetable
website to Project
website.
When?
 To raise any
concerns
 To spread the
message to other
users
 To identify any
emerging
requirements
from services and
faculties that
could be met by
the Timetabling
project.
 Telephone &
email and face to
face
 Monthly Reports
 Fortnightly
verbal updates
from Alec.
 Web site links
 Monthly
 Monthly

Quarterly
presentations
to CMT
commencing
August
Progress
Update
 Reports
Issued April,
May, June,
July, August
 BRM
attended
Comms Sub
Group
meeting
7/7/09 and
Business
Process
Meeting
5/8/09 and
4/9/09
Page 1 of 9
Timetabling and Space Management Project Communications Plan – Phase 1 Business Feasibility and Phase 2 Pilot (amended
following Project Executive Board meeting on 16th July and Project Steering Group Meeting on 21st July – updated 2nd Sept)
Audience
ITSG
Purpose of
communication
 To explain the
project timescales
and deliverables
 To communicate
changes at a high
level
 To keep them
informed of
progress
Main Messages
 The project involves the
selection, piloting &
implementation of new
software and all staff and
students will be affected. The
project will bring timetable
benefits to all staff &
students
 How the project fits into the
corporate plan
 How the project supports
other ISMS projects
 Progress Updates
What we expect
from them
 To raise any
concerns over
timescales and
changes
 To advise the
project of
anything else we
might need
 Approval of the
PPD
How do we
communicate?
 Project Planning
Document (PPD)
has been agreed
by ITSG.
 Nicky to provide
updates to ITSG
When?
 Every two months
Progress
Update
 Report
provided
to ITSG in
July along
with all
projects
and will be
covered at
Sept ITSG
meeting.
Page 2 of 9
Timetabling and Space Management Project Communications Plan – Phase 1 Business Feasibility and Phase 2 Pilot (amended
following Project Executive Board meeting on 16th July and Project Steering Group Meeting on 21st July – updated 2nd Sept)
Audience
Heads of
Depts. and
Faculty
timetablers
Purpose of
communication
 To engage with
audience and
bring onside with
project
 To ensure that
staff are aware of
the need to adapt
their working
practices and
business processes
 To ensure the
quality and
timeliness of data
 To ensure all staff
are involved
 This is a two-way
communication
process.
Main Messages






Background to project
Objectives
Benefits
Approach
Timescale
Pilots
What we expect
from them
 To sell the
importance of
this project to all
staff
 Full interaction
with
presentations
 Take the message
forward to their
departments
 Commitment of
staff resources
 To provide
details of any
linked projects
that could have
an impact on the
Timetabling
project
How do we
communicate?
 Presentation/roadshow
by Linda and Kirsteen
 CMT status reports –
Kirsteen to send status
reports to faculty
timetabling (Monthly)
 Via the project team
project governance
arrangements.
 Monthly reportsKirsteen to amend
monthly report to
ensure they are fit for
audience, then
circulated.
 FAQ’s
 A video 2-3 minutes
long
When?
Progress
Update
 As required. Plan
to coincide with
Faculty meetings
 Reports – Monthly
 Website
www.anglia.ac
.uk/tsmprojec
t
 Planned
meeting with all
HoD’s on 7
September 2009
to discuss and
agree the
Timetabling
principles.
 Faculty
Management
Team meetings.
(Linda to
attend)




Page 3 of 9
Website
available
and
updated.
Slide
presenta
tion of
VC
Awayday
agreed.
Invites
issued to
all
HoD’s
for 7th
Sept
Linda
and
Kirsteen
have
booked
road
show
dates in
Timetabling and Space Management Project Communications Plan – Phase 1 Business Feasibility and Phase 2 Pilot (amended
following Project Executive Board meeting on 16th July and Project Steering Group Meeting on 21st July – updated 2nd Sept)
Audience
Purpose of
communication
Main Messages
What we expect
from them
How do we
communicate?
When?
Progress
Update
October.
Presenta
tion at
ALSS
Away
day.
Page 4 of 9
Timetabling and Space Management Project Communications Plan – Phase 1 Business Feasibility and Phase 2 Pilot (amended
following Project Executive Board meeting on 16th July and Project Steering Group Meeting on 21st July – updated 2nd Sept)
Audience
Purpose of
communication
 To explain
objectives of
project
 To explain the
project timescales
and deliverables
 Business as usual
Main Messages
e-Admin
 To explain
objectives of
project
 To explain the
project timescales
and deliverables
Project Team





Timetable
Working
Group
Purpose of project
Scope
Benefits
Timescales
Work packages
What we expect
from them
 To ensure
business as usual
How do we
communicate?
 Regular brief project
updates to TWG
When?
 How the project will impact
all stakeholders
 To review
objectives and
examine
dependencies
with any other
initiatives, either
planned or
underway
 Regular updates to eAdmin in the form of
monthly project status
reports
 Aligned with eAdmin meeting
schedule
 What their role in the
project is
 Which work/output is
required of each project
team member
 Full engagement
in the project
 To raise queries
and ask for
assistance at the
first opportunity
 To undertake
training as
planned
 Training by
supplier/lead user
 Project team &
member meetings
 Telephone and email
reminders
 Project Status Reports
 Scheduled weekly /
2 weekly meetings
 How the project will impact
on the Faculties timetablers
 Benefits to Faculty
timetablers
 Input required from Faculty
timetablers
 Monthly reports
from the Project to
TTWG.
Progress
Update
 Overview
provided
on 22/7/09.
 Project
Status
Report
produced
for July
and Aug
 Project
status
report
sent.
Weekly
meetings
with EAdmin
programm
e manager
 Meetings
held in
June/July/
Aug of
Project
Sub
Groups.
 Weekly
meeting
Page 5 of 9
Timetabling and Space Management Project Communications Plan – Phase 1 Business Feasibility and Phase 2 Pilot (amended
following Project Executive Board meeting on 16th July and Project Steering Group Meeting on 21st July – updated 2nd Sept)
Audience
Purpose of
communication
Main Messages
What we expect
from them
 To identify any
conflicts with
non-project work
How do we
communicate?
When?
Progress
Update
with
Sandy
Page 6 of 9
Timetabling and Space Management Project Communications Plan – Phase 1 Business Feasibility and Phase 2 Pilot (amended
following Project Executive Board meeting on 16th July and Project Steering Group Meeting on 21st July – updated 2nd Sept)
Audience
Staff –
Timetabling &,
Space
Management
Pilot Faculties
and TSM Staff
Purpose of
communication
 To ensure that
they are engaged
with the pilot
process
 Raise awareness
of project
benefits, scope
and timescale
Main Messages
 To ensure that
they understand
what is required
and are able to
perform their
pilot tasks
 To ensure that
there are no
conflicts with the
 The purpose of the pilot is
to establish how to use the
new software to build the
new timetable
 This is a learning exercise
and there will be
appropriate support
available throughout
 The existing system
 The supplier will be
providing appropriate
training and support
 The project team will
create draft procedures for
their pilot tasks
 What the project will mean
to them
 How the timetabling and
space management
information will be
accessible in the future.
What we expect
from them
 To understand
the tasks and
create detailed
work instructions
 To be able to
support and help
with the pilot
 To raise and help
to resolve any
issues before live
 Full engagement
in the project
 To raise any
queries and ask
for assistance at
the first
opportunity
 To undertake
training
 To undertake
training
 To raise queries
and ask for
assistance at the
first opportunity
 To familiarise
themselves with
the new software
How do we
communicate?
 Face to face / Email
and telephone with
key staff
 Demonstration of
tools and draft work
instructions
 Training by lead user
 Meeting with all staff
 Telephone & E-mail
reminders
When?
 Training by
supplier/lead user
 Telephone and email
reminders
 Meetings with
appropriate pilot staff
 Demos and testing
with pilot staff
 As required
 Weekly meetings
Progress
Update
 Weekly
meetings
held
 Attendanc
e at
Comms
Group and
Business
Process
Sub Group
meetings
Page 7 of 9
Timetabling and Space Management Project Communications Plan – Phase 1 Business Feasibility and Phase 2 Pilot (amended
following Project Executive Board meeting on 16th July and Project Steering Group Meeting on 21st July – updated 2nd Sept)
Audience
Purpose of
communication
existing
timetable
process
Support Staff
ISMS,
Architecture
&
Development
,Operations &
Customer
Support
 Gain
understanding
of technical
requirements
All Staff
 To avoid any
surprises
 To minimise
disruption
associated with
the changes
 To reduce the
number of
support calls
generated by the
changes
 To encourage
staff to be
positive about
the changes
Main Messages
(CELCAT) will be used to
produce the live timetable
in parallel, while the pilot
is undertaken.
 What is required to deliver
the technical installation &
access for this project
 What is required to
integrate the data & apply
Web Services with any
other systems
 We are making changes to
the timetabling solution
 This will assist with
improving the accuracy &
availability of the timetable
information
 We are making the changes
to improve the staff &
student user experience
 The project timescales
What we expect
from them
 To work with us
to resolve any
conflicts or issues
How do we
communicate?
When?
Progress
Update
 Early raising of
queries
 Adherence to
schedule
 Commitment of
resources with
appropriate skills
 Meetings with
supplier & document
reviews
 Email & telephone
reminders
 Weekly project
meetings
 To raise any
concerns
 To be prepared
for the changes
 To understand
who to contact
for support and
when to do this,
and when to use
the online
support
 Monthly report to
HOD for cascading to
staff.
 Update pages on
ANET.
 Staff road shows
 Printed fliers showing
key points and links
to support pages and
who to contact
 Web site accessible
from Anet
 Vice Chancellor
Briefing (Sandy)
 Monthly updates
 Bulletin
 Technical
sub group
meeting
21/7/09.
 Next
meeting
arranged
for 15th
Sept.
 Bulletin
drafted for
September
Page 8 of 9
Timetabling and Space Management Project Communications Plan – Phase 1 Business Feasibility and Phase 2 Pilot (amended
following Project Executive Board meeting on 16th July and Project Steering Group Meeting on 21st July – updated 2nd Sept)
Audience
All Students
Projects
Steering
Group
Purpose of
communication
 To avoid any
surprises
 To minimise
disruption
associated with
the changes
 To reduce the
number of
support calls
generated by the
changes
 To encourage
students to be
positive about
the changes
 To ensure they
are aware of the
need for funding
Main Messages
 We are changing the
timetable delivery and
adding more features
 The timetable will still be
available via SITS eVision
(Although it is recognised
that the future aim will be
to give consistent access
via the Portal)
 That the project is high
priority/importance
What we expect
from them
 To be prepared
for the changes
 To understand
who to contact
for support and
when to do this,
and when to use
the online
support
How do we
communicate?
 All students email
 Information screens
 Update pages on
ANET (Kirsteen)
 Printed fliers
showing key points
and links to support
pages and who to
contact (at module
planning week)
 Posters
 SU Bites publication
(Kirsteen)
When?
Progress Update
 Post Pilot
Michele Capes,
SS invited to all
Business Process
and
Communications
Sub Group
meetings.
 Confirmation of
funding
agreement
 Project updates
 Monthly report
copied to
attendees
Meetings
minuted.
Communications
plan circulated.
Page 9 of 9