Information and Technology Services
PeopleSoft Upgrade Project
Deliverables & Procedures
M704 – Rollout Communication Plan
Comments or questions?
General Rollout Communication:
Pre-Rollout Communication:
Dress Rehearsal:
 The Dress Rehearsal Plan will be reviewed at the TGIFPUT meeting on or before
mm/dd and at the MUTT meeting on or before mm/dd. Any updates will be sent
to these groups.
 Standup meetings will be held at hh:mm. on mm/dd to review the TMX plan.
Go Live:
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The Rollout Plan will be reviewed at the TGIFPUT meeting on or before mm/dd
and at the MUTT meeting on or before mm/dd. Any updates will be sent to
these groups.
Standup meetings will be held Monday, Wednesday, and Friday during the
weeks of mm/dd/yy and mm/dd/yy and daily during the week of mm/dd/yy.
Post-Go-Live review meetings will be held daily during the week of mm/dd and
Monday, Wednesday, Friday during the week of mm/dd.
Communication during the Rollout:
 Status on the progress of rollout tasks will be communicated via the MAIS.XX.ROLLOUT
mail group. These communication points will be outlined in the rollout plan indicating
who should send the email and when.
 The membership of MAIS.XX.ROLLOUT will include:
o MAIS.XX.AllStaff
o MAIS.XX.Leads
o DSC Sys Support
o Migrators
o MAIS auth access tier1
o MAIS eas accserv tier2
o MAIS eas dd hedwdevelopers
o MAIS tio aig
o MAIS tio oradba
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The release manager will communicate any issues/problems using the
MAIS.XX.ROLLOUT mail group, along with projected impact on the overall plan.
The release managers will regularly update the rollout plan to indicate which tasks have
been completed. The rollout plan will be available for viewing on the Rollout Intranet
Website. (URL to follow).
A voicemail message will be regularly updated by the release managers with the status of
the rollout.
Status conference calls will be held at pre-defined decision points within the plan. Any
interested person can join this call.
Release Manager Communication:
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Information and Technology Services
PeopleSoft Upgrade Project
Deliverables & Procedures
M704 – Rollout Communication Plan
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Comments or questions?
The sharing of information between release managers will be done using the
MAIL.XX.ROLLOUT.MGR mail group. The membership of this mail group will include:
o
o
Release managers will also communicate via phone if necessary.
The release managers that will be involved in a conference call should contact each other
(home/cell phone) 1 hour prior to the conference call to exchange status information.
On Call Procedures:
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Any resource assigned to a task on the rollout plan is considered ‘on-call’ for that task.
Additional resources may be on-call for specific tasks and this will be noted on the rollout
plan. All on-call resources must provide contact numbers to the rollout manager.
‘Point person’ have been assigned for each module team. This Point person will
coordinate the other members of the module team and is responsible for the tasks
associated with that module. Release managers should communicate directly with the
point persons.
Problem Resolution/Escalation Procedures:
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If any problems are encountered during the rollout, the resource assigned to the
problematic task is to contact the release manager by phone. This includes any tasks
that run longer than shown in the rollout plan.
The release manager will help facilitate the resolution of the problem; however, the
resource assigned to the task will directly contact additional needed resources.
The release manager will communicate status of problem and impact on overall rollout
via the MAIS.XX.ROLLOUT mail group.
Go/Delay points will be reviewed at conference calls.
Release Manager Rotation:
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Release Manager Backup:
For planning purposes:
 (name1, name2) … will back up each other
 (name3 , name4… will back up each other
However, depending on the circumstances of the rollout, backup needs may change and
will be adjusted as needed.
It is not implied that the release manager will be on site during his/her shift.
Release Manager Rotation Schedule:
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Information and Technology Services
PeopleSoft Upgrade Project
Deliverables & Procedures
M704 – Rollout Communication Plan
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Comments or questions?
See project plan for TMX and for Upgrade Rollout. Assignments have been made
based on logical groupings of tasks, rather than on specific amounts of time.
A release manager is assigned to a set of tasks. If those tasks run longer, the
release manager will continue his/her shift. If an exception needs to be made, the
release manager should contact his/her alternate.
Release Manager Shift Change:
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At the end of a rotation shift, the release manager will send a message to
MAIS.XX.ROLLOUT.MGR mail group, providing a summary of events during his/her shift
– focusing on any problems that may have occurred.
If necessary, the release manager should call the next release manager to provide
detailed information.
Open Issues:
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Investigate the feasibility of setting up a Rollout Intranet Website.
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