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TCPR Sub-committee Communication Plan

Sept 2021

Introduction

Purpose

The purpose of this plan is to define what and how the TCPR Sub-committee will communicate to its target audience about the implementation of the Collaborative Library Services Platform (CLSP), and about the CLSP itself.

This plan identifies stakeholder groups, the key messages, goals/ objectives, and communications tools, as well as the stakeholders that compose the target audience, that will be used to ensure that information related to the CLSP implementation of Alma and Primo VE systems is shared in a timely, accurate, and effective manner with external stakeholders. It also establishes a formal comprehensive plan for communications to stakeholders.

The purpose of this plan is to define how and what the TCPR Sub-committee will communicate to core and external audiences surrounding implementation of the new, next-generation ILS.

[below from Terms of Reference - incorporate?]

Supports the Project Management Office in providing communication about planning and implementation of the library services platform ensuring information is appropriately distributed to all staff who need to be informed within each library. For example:

Support the writing of communication needs of the project whenever possible

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college leadership and end users of the systems, such as library staff, faculty and students.

Scope

This plan addresses the communication role & and responsibilities of the TCPR Sub-committee, according to the CLSP Communications Framework - is only to external stakeholdersas outlined below.

CLSP Communication Framework

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While collaboration and partnership between the PMO and TCPR Sub-committee is crucial to successful communications for the project, there are two distinct flows of communication with separate, but overlapping, stakeholder groups that are supported by the PMO Communication Plan and the TCPR Sub-committee Communication Plan.

Stakeholder Groups

There are two main stakeholder groups for the CLSP Project in terms of communications, core and external.

The TCPR Sub-committee will focus on communications to the external stakeholders, but it will support the PMO in developing communications for core stakeholders as requested.

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Core stakeholders, those most directly impacted by the transition, will receive specific, targeted, time-sensitive information. Any communication that requires a response from these stakeholders will be highlighted. This group includes:

• College libraries leadership (CLO18)

• College libraries staff involved in implementation and change

• College IT departments supporting implementation and change

External Stakeholders

External stakeholders are less involved in the transition, but still need to be informed, especially as the go live date comes closer. They will receive communication of a general, informative nature. This group includes:

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PMO: Funding (Ministry of Colleges & Universities and eCampus Ontario)

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PMO: CCVPS

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PMO: OCCIO

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PMO: College library leadership (CLO)

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• College leadership (PR, training, branding)

• End users:

  • Faculty

  • Students

  • Library staff - not (not directly involved in CLSP implementation)

Core Stakeholders

Core stakeholders, those most directly impacted by the transition, will receive specific, targeted, time-sensitive information. Any communication that requires a response from these stakeholders will be highlighted. This group includes:

• College libraries leadership (CLO18)

• College libraries staff involved in implementation and change

• College IT departments supporting implementation and change

Objectives

Communication surrounding all aspects of CLSP implementation should be designed to meet following objectives:Build

• Raise awareness and build acceptance of the new platform and its services before the launch by reinforcing benefits, flexibility,

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• and

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• Make sure faculty are aware

• Making sure facultaty are ready

• MAking people excited about itthe focus on end user needs

• Communicate with end users to ensure they are ready to engage with the new platform through various channels, which include communications, training, and other support tools

• Create a collaborative community that supports the new platform at all colleges

• Engage college leadership and leverage their support for the new platform

• Support all communications related the project by providing input on communications from a library perspective

Key Messages

Key messages are the foundation of what you want to communicate to the target audience. They should be reflected in all communication activity in some form. These key messages are high-level statements about what you want your stakeholders to know and are meant to show them what the project can offer them.

Let community know about new system and raise awareness

Let community know/participate in new naming/brand identity

Communicate about training and raise awareness

Support PMO in development of communications

For External Stakeholders - for TCPR Committee to determine

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• We consistently provide timely information to support our stakeholders and ensure the project’s success with:

  • Targeted communication regarding potential shared identity, the launch of the new platform, and end user training

  • Supporting the PMO’s communications objectives by collaborating on content and distribution as needed.

• We raise awareness about the new platform within for all participating colleges to create a collaborative environment and build positive momentum for the integration.

• We provide information about training and support tools for all participating colleges, especially from an end user perspective to ensure that they are supported as they transition to a new platform.

Communication Tools/Channels

A variety of tools will be used to ensure communication is distributed effectively. New or improved methods of communication will be incorporated when identified.

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• Library and higher education conferences and publications

• Talking points [think of better name] Speaking notes for internal staff to allow them to speak with consistency regarding be consistent about naming conventions, expectations about system functionality, and the process for managing user feedback.

• Identify opportunities to leverage existing social media messaging platforms and campaigns

• Emails/Infographics/social media posts

Communication Activities

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Overview by Phase

Dates and activities are subject to change based on needs of the project.

A high-level overview of the communication activities and the timelines are provided in the following table.

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Develop & approval brand identity proposal

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Create brand identity package

are:

• Communicate about shared branding options for the new platform to all 18 colleges

• Raise awareness about training Raise and support colleges in completing training requirements

• Build enthusiasm and raise awareness about new systemCommunicate about shared branding options for Alma system, potentially across all 18 collegesplatform and

• Keep college leadership informed about communications and launch plans

• Support PMO in developing their communications

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