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FLINDERS WEB REDEVELOPMENT PROJECT
COMMUNICATION PLAN
Introduction
The objective of the Web Redevelopment Project Communications Plan is to ensure that
all stakeholders are fully informed of the project so they understand:
 The Web Redevelopment project - its purpose, benefits, scope, timeframes and
deliverables
 What a CMS is and the benefits of its implementation
 How the project will impact stakeholders individually and as members of the Flinders
University community
 How to keep informed of the project and its progress
A proactive approach to communications will provide consistent information that:
 Secures support and buy-in for the project, its principles and goals;
 Reduces anxiety and frustration associated with changes; and
 Overcomes resistance to changes and the implementation of the content
management system (CMS).
Communication Goals
The primary goals of the communication plan are:
 To establish awareness amongst the target audience of the Flinders Web
Redevelopment project – its purpose, benefits, scope, timeframes and deliverables;
 To establish understanding of the nature and intent of the web redevelopment and
the CMS implementation and what it will mean for individuals, the University and the
University’s customers;
 To build commitment and support for the project, its principles and goals through
involvement of the Flinders University community;
 To manage change through effective communication; and
 To build on the University’s culture of collaboration and knowledge sharing.
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Key Messages
Primary Message
The Flinders Web Redevelopment project will be managed and driven by the University
with its primary focus being:
 to guide customers (current and future students, staff, business and community, and
alumni) to the information and services they need;
 to promote the University to the local, national and international marketplace; and
 to improve the efficiency and effectiveness of decentralised web publishing.
This message will be supported by an overview of the project and its principles.
Secondary Messages
Secondary messages will focus on the components and operational aspects of the
project:
 Usability and research findings
 Information Architecture concepts and models
 Benefits and features of the CMS
 CMS implementation strategy, plan and implications
 Content management workflow processes
 Web publishing policies and procedures
Target Audiences
Group A – Executive
 Council
 Vice-Chancellor and Vice-Chancellor’s Committee
 Administrative Division and Business Unit Managers
 Faculty Deans and School Heads
Group B – Staff with web roles
 Web development and Administrator staff – system administration, web developers,
site managers
 Web authors and approvers – content developers and authorisers
Group C – General and Academic Staff
Group D – Flinders Controlled Entities: Commercial entities; Research Institutes and
Centres established within Flinders University
Group E – University Associations and Recognised Affiliates: Student organizations;
Research Institutes and Centres in which Flinders University is a participant with other
organizations
A target audience matrix is at Attachment A.
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Communication Mechanisms
A range of communication mechanisms will be used
1. Publicity/Announcements
 Articles in On Campus
 Announcements at www.flinders.edu.au
 Articles in Faculty/School/Business Division newsletters
 Official all-staff email announcements
2. Interpersonal communication
 Presentations
 Demonstrations
 Working Parties*
 Meetings
* Working Parties – Groups formed with representation and expertise from across the
University to look at models and solutions for look and feel; information architecture; and
CMS implementation strategy and plan
3. Reporting
 Project Plan
 Status Reports
 Research reports
 Meeting Minutes
 Reporting to VCC
 Flinders Web Redevelopment Steering Committee”
* Flinders Web Redevelopment Steering Committee – Comprised of senior
representatives from across the University, the Steering Committee will oversee the web
redevelopment project. The Terms of Reference state that as part of their role, members
will promote the project throughout the University.
4. Web and email
 Web Redevelopment Project web site
 Email list/ListServ
At Attachment A, the target audience matrix allocates mechanisms against target
audience groups.
Timeframe
The timeframe for the Flinders Web Redevelopment Project is up to November 2005.
This communication plan applies to that period.
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ATTACHMENT A
TARGET AUDIENCE MATRIX
Target
Audience
Group
All
Expectations/concerns
An understanding of the
project, its purpose and
what it will deliver
- The impact of the
redevelopment on the
University’s profile, goals
and customers
- The impact on web
publishing at the University
- The reason for the CMS –
what are its benefits?
- How will website structure
decisions be made?
- The stages and timeline of
the project
- The latest information on
the project
Group A – Management
Council
- An understanding of the
project, its purpose and
what it will deliver
- The impact of the
redevelopment on the
University’s profile, goals
and customers
- How will the redevelopment
address legal and ethical
issues relating to online
content?
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Communication
Mechanisms
-
-
When
Responsibility
Articles in On Campus
Announcements at
www.flinders.edu.au
Presentations
Project Plan
Status Reports
Web Redevelopment
Project site
Official all-staff email
announcements
Regular and ongoing
-
Web Project Officer
Project Plan
Research reports
Key Milestones –
as determined by
Deputy ViceChancellor
(Academic)
-
Deputy ViceChancellor
(Academic)
ATTACHMENT A
TARGET AUDIENCE MATRIX
Vice-Chancellor
and VCC
-
-
-
Administrative
Division and
Business Unit
Managers
-
-
-
-
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An understanding of the
project and, its purpose and
what it will deliver
The impact of the
redevelopment on the
University’s profile, goals
and customers
An understanding of how
the redevelopment will
improve communication with
our customers and our
marketing profile
The progress of the project
An understanding of the
impact of the web
redevelopment on
administrative web content
How will the redevelopment
impact on staff as producers
and consumers of content?
How will the redevelopment
accommodate our webbased applications?
How will decisions about
site structure be made?
-
Project Plan
Reporting to VCC
Status Reports
Research reports
Key Milestones
-
Project Plan
Reporting to VCC
Status Reports
Research Reports
Flinders Web
Redevelopment Steering
Committee
Key Milestones
-
-
-
-
Deputy ViceChancellor
(Academic)
Web Project Officer
Deputy ViceChancellor
(Academic)
Steering Committee
Members
Web Project Officer
ATTACHMENT A
TARGET AUDIENCE MATRIX
Faculty Deans
and School
Heads
-
-
-
-
-
-
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How will the redevelopment
impact on faculty web plans
and content?
How will the redevelopment
impact on staff as producers
and consumers of content?
How will the Faculty be
presented on the
redeveloped site?
How will decisions about
site structure be made?
How will the redevelopment
impact on/accommodate
conference, research, staff
and project sites?
Will we still retain control
over the publishing of
content on our site?
What restrictions to the look
and feel of web sites apply?
-
Project Plan
Reporting to VCC
Status Reports
Research Reports
Flinders Web
Redevelopment Steering
Committee
Key Milestones
-
-
Deputy ViceChancellor
(Academic)
Steering Committee
Members
Web Project Officer
ATTACHMENT A
TARGET AUDIENCE MATRIX
Group B – Staff with web roles
Web
- How will the redevelopment
development and
impact on web publishing in
Administrator
the University?
Staff
- How will the redevelopment
impact on web site plans?
- How can I have a say in the
web redevelopment project?
- How will the CMS integrate
with other web-based
applications?
- What is the scope of the
CMS implementation?
- How will functionality be
impacted by the migration of
content/sites into the CMS?
- How will the CMS be rolled
out?
- What is the division of
labour and responsibilities
surrounding the CMS?
- How will workflow
processes be managed and
how will this impact on my
role?
- The latest information about
the project
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Project Plan
Status Reports
Research reports
Meeting Minutes
Demonstrations
Working Parties
Meetings
Email list/ListServ
Web Redevelopment
Project web site
Regular and ongoing
-
Web Project Officer
ATTACHMENT A
TARGET AUDIENCE MATRIX
Web authors and
approvers
-
-
-
-
-
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How will the redevelopment
impact on web publishing in
the University?
How will decisions be made
regarding site structure?
How will workflow
processes be managed and
how will this impact on my
role?
Why do we need a CMS?
How does I work? Will it
make my job easier?
What support and training
will be provided?
How can I contribute to the
web redevelopment project
and have my say?
The latest information about
the project
-
Project Plan
Status Reports
Research reports
Meeting Minutes
Demonstrations
Working Groups
Meetings
Email list/ListServ
Web Redevelopment
Project web site
-
Web Project Officer
ATTACHMENT A
TARGET AUDIENCE MATRIX
Group C – General and Academic Staff
General and
- An understanding of the
Academic Staff
project and, its purpose and
what it will deliver
- An understanding of how
the redevelopment relates
to University goals
- An understanding of how
the redevelopment will
improve communication with
our customers
- Will the redevelopment
make it easier for me to find
information at Flinders
Web?
Group D – Controlled entities
Controlled
- How will the redevelopment
Entities
impact on web publishing in
the University?
- What is the scope of the
CMS implementation?
- What restrictions to the look
and feel of web sites apply?
- How will the CMS be rolled
out?
- Why do we need a CMS,
how does I work and will it
make my job easier?
- How will my site be
affected?
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-
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Articles in On Campus
Announcements at
www.flinders.edu.au
Articles in
Faculty/School/Business
Division newsletters
Presentations
Project Plan
Web Redevelopment
Project web site
Official all-staff email
announcements
Key Milestones
Project Plan
Status Reports
Research reports
Meeting Minutes
Demonstrations
Meetings
Email list/ListServ
Web Redevelopment
Project web site
Regular and ongoing
-
Web Project Officer
ATTACHMENT A
TARGET AUDIENCE MATRIX
Group E - University Associations and Recognised Affiliates
University
- How will the redevelopment - Project Plan
Associations and
impact on web publishing in - Presentations
Recognised
the University?
- Meetings
Affiliates
- How will the redevelopment - Web Redevelopment
impact on my site?
Project site
- What is a CMS? What does
it do? What are the
opportunities for my site?
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Less frequent – but
ongoing
-
Web Project Officer