Umoja
Communications
Strategy
Cluster 4 Entities
Umoja Communications and Engagement Plan
v5 |8 June 2015
Communications Strategy
5 Tracks
INTERNAL
DEPLOYMENT
USING UMOJA
Report on the status of Umoja, deployment plans, and
progress to all Stakeholders, and Staff.
Work collaboratively with all internal Umoja teams in order to
ensure a smooth transition to Umoja.
Ensure all Entity Teams, Staff, and Managers have the
information they need throughout the deployment journey.
Prepare all users to work within Umoja by facilitating access
to relevant training, deployment, and other information as
needed.
Corresponds with
Deployment Schedule
STATUS & NEWS
Introduce and promote the implementation of ERP and the
basic concepts of Umoja to all UN audiences from the SG,
USG’s, Directors, Professionals, General Service, and UN
Volunteers.
Ongoing
AWARENESS
umoja.un.org
1
Communications
by Audience/Stakeholders
AUDIENCE/
STAKEHOLDERS
COMMUNICATIONS VEHICLE
• Unite Connections
HEADS OF
DEPARTMENT
• Umoja Video
Teleconference (VTC)
• Information Sessions/
Briefings
• Memos
• Unite Connections
• Umoja Podcast
CHIEFS OF
ADMINISTRATION/
EXECUTIVE OFFICES
• Information Sessions/
Briefings
• Memos
• Communication Activities
Plan
UN STAFF AT LARGE
/ UMOJA USERS
• Umoja Website
• Umoja on iSeek
• Social Media: Facebook/
Twitter
• iSeek Articles
•
•
•
•
• Townhall Meetings
(covering Umoja Topics)
• Change Discussion
Guides
• Engagement with Umoja
Site Teams
• Direct Email
Communications
• Unite Connections
• Umoja Podcast
• Umoja Website
ADMINISTRATION
AND HR STAFF
• Umoja Podcast
Unite Connections
Umoja Podcast
Kiosk Events
Umoja Resource Center
• Umoja Video Teleconference (VTC)
• Change Discussion Guides
ENTITY TEAMS
• Deployment Information on Unite Connections
• Umoja Resource Center
umoja.un.org
COMMUNICATIONS MATERIAL
• Posters & Handouts
• Umoja Factsheet
• Umoja Roadmaps Journey of Goods
• Videos & Demos
• Presentations
• Posters & Handouts
• User Quick Guide
• Videos & Demos
• Umoja Resource Center
• Umoja Campaign Posters, Handouts
• Print and Online
Resources
• User Guides
• Training Material
• Videos & Demos
• E-learning Course Guide
• Training Course Catalogue and Schedule
• Umoja Training Simulations
• Communication Activities Plan
• Training Materials
• Videos & Demos
• Posters & Handouts
2
Communications
Structure
The Umoja Communications Team / OCM will be
in contact with the following entities.
The Communications Focal Points are provided all necessary communications activities and Umoja training and support resources, including:
• Overall tasks for June
• Umoja on iSeek, and
Unite Connections
• Comms Plan managed
through MS Project
• Townhall Presentations
– Nov
• Umoja Website
• Posters, Handouts,
Manuals, Email and
Memo templates
umoja.un.org
Umoja Comms
Team
Einat Temkin
SECRETARIAT
UNHQ
New York
HDG
UNOG
Geneva
GDG
UNOV
Vienna
VDG
Veroushka Capellan
Daniela Wuerz
Stephen Cooper
Main
entities +
various
smaller
offices and clients of UNHQ
Offices/
Departments
Main
entities +
various
smaller
offices and
clients of
UNOG
Main entities
3 Economic
Commissions
ECA
Dana Palade
Kornelija Justkaite
ECLAC
Karin Oramtes
ESCWA
ICTR
DFS
David Brazier
Alan Doyle
Peacekeeping
&
Special Political
Missions
and
UNOAU
Reine Serkis
Zorana Maltar
3
Communications
C4 Go-Live Timeline
June 2015
July 2015
Aug 2015
Sept 2015
Oct 2015
Nov 2015
5 MONTHS
4 MONTHS
3 MONTHS
2 MONTHS
2 DAYS
GO LIVE
prior to Go-Live
Entity,
Deployment
Teams and
Managers
umoja.un.org
prior to Go-Live
prior to Go-Live
prior to Go-Live
prior to Go-Live
Umoja Awareness, Status and News, Change Discussions, Support
VTC Information Sessions
Communication Activities Plan
Official Memos
Dispatached
Direct Email Communications
Heads of Department and Deployment Coordinators are involved in Umoja Information sessions beginning 6 months prior to Go-Live, followed
by communication tasks and activities to prepare their Sites and Entity Teams for successful Umoja deployment.
Staff at Entity
“Umoja Days”, Campaigns & Training Material
Townhall Meetings & ESS/MSS Demos
With the help of the Communications team in New York, deployment teams will hold Townhalls and Open Days to increase awareness and
prepare for Umoja deployment. They may also prepare site-specific campaigns with materials such as posters, banners, mousepads, coffee
sleeves, mugs, and more.
Umoja Users
Umoja Awareness, Status and News, Support
- User Access Mapping
- Training
- Unite Connections
See The End-User Timeline for more detail.
- Unite Identity
- User Readiness Surveys
Umoja
Productions
Systems Access
4
Communications
Vehicles
ONLINE
Umoja Website | umoja.un.org
•Interactive Deployment Timeline
•Project Information
•Staff Resources
•FAQs
•Training/Umoja Academy Material
•News, Status and Announcements
•Videos and Demos
•Newsletter
•Glossary of Terms
•ESS/MSS Tutorials
•Links to:
•iSeek
•Umoja Gateway Log In
•Unite Connections
•Help & Support
Umoja on iSeek | iseek.un.org/umoja
•Umoja Gateway Log In
•Job Aids and Reference Material
•How-to Guides
•Support Information
•Blackout Forms
•Master Data Maintenance
•Add/Modify/Delete User
•Logos & Templates
•Change Impact Documents
5
Communications
Vehicles
ONLINE
Unite Connections
•Umoja Parent Community
- Umoja discussion, news, shared files
- Calendar of events
• New User Support
-“The Hub”: Umoja Resource Center
Umoja is using the OICT
collaborative platform
Unite Connections to work
with the global Cluster 4
Deployment Teams more
efficiently.
•Subcommunities
- Deployment Guide Wiki
- Umoja Comms Team
- Umoja Academy
- Umoja Testing Team
- Umoja Global Training Team
• Umoja Tools for Deployment
- Wikis such as:
Umoja Resources for Deployment Teams - Cluster 4 Entities
- Master Deployment Database
- Scorecards
6
Communications
Vehicles
ONLINE
Umoja Countdown Broadcast
Umoja YouTube Channel
unumoja.net/countdown/broadcast.html
Can be streamed on any computer via internet
youtube.com/UnitedNationsUmoja
Social Media
Umoja Podcast on iTunes
facebook.com/unumoja
twitter.com/unumoja
itunes.apple.com/us/podcast/umoja-podcast/
id967411081?mt=2
7
Communications Material
All Communications Material available for download, print and distribution from bit.ly/umoja_resources
Available on
website > Resources
User Quick Guide
PRINT
& ONLINE
Introduction for Staff
A step by step
guide on how
to log in to the
Umoja Gateway
and Umoja
Production
Systems.
An introduction
for all staff to learn
about the Umoja
project and how it
will benefit the UN.
End-to-End Roadmaps
Umoja Academy
“End-to-End
Roadmaps”
are functional
overviews of
how business
processes will be
improved with the
implementation of
Umoja.
The Umoja
Academy will help
develop a cadre
of Umoja experts
across the UN
Secretariat.
8
Communications Material
All Communications
Communications Material
available
for for
download,
printprint
and distribution
from bit.ly/umoja_resources
All
Material
available
download,
and distribution
from umoja.un.org
Available on
website > resources
Deployment Timeline
PRINT
& ONLINE
Umoja Posters
Umoja Collateral
Available in hi-res on our website
•Posters
•Retractable
Banners
•Digital Displays
•Handouts
•Outdoor
Signage
•Mousepads
9
Communications Material
All Communications
Communications Material
available
for for
download,
printprint
and distribution
from bit.ly/umoja_resources
All
available
download,
and distribution
from umoja.un.org
Available on
the Umoja Material
website
> resources
PRINT
& ONLINE
Umoja Brand Guidelines
A reference for Umoja teams on using the Umoja Brand.
Guidelines, Logos, Templates and Design Assets available for download
from Umoja on iSeek, under Logos & Templates.
iseek.un.org/umoja
10