kaiser governance enhancemnts comm plan

CONFIDENTIAL – DO NOT DISTRIBUTE

Governance Process Team – Implementation Launch Author: Pamela Rosen Date: October 25, 2005 OVERVIEW Background The impetus for the formation of the Governance Process Team was the BEOE initiative to improve and enhance the governance process of IT issues and communications thereof in a timely and orderly fashion across the Enterprise. An interim team has been in place since January, 2005, and has created the charter for the final Governance Process Team. Purpose The purpose of the Governance Process Team is to serve as a single point of contact for governance issue resolution and escalation, allowing for collaboration across the RAC/PAC Enterprise. The Governance Process team is also responsible for timely and clear communication of governance enhancements as they are made.

Timeline The initial phase of the formation of the Advisory Committee and Task Force Members is expected to continue through Q4, 2005. The formal announcement about the Governance Process Team and the new processes is expected in early Q1, 2006, with ongoing communication from there to ensure that it continues and is integrated into KP-IT as a regularly followed process. COMMUNICATION GOALS Goals PAC/RAC Members and Support teams understand the procedure enhancements and how the Governance Process Team works Prospective members of the Task Force and the Advisory Committee understand their commitment, roles and responsibilities First burst of awareness is awareness of project, second part of Phase 1 is “Road Show”—1-1 meetings with RIOs, IOs, and key members of PACs and RACs for advisory committee enrollment.


Scope The Governance Process Team’s scope is within the KPPG IT Subgroup, and works under its auspices. Affected groups are the PACs, RACs, the IT Subgroup and KP-IT employees, managers and senior leadership.

Issues There is some concern that these processes will not “stick” without some kind or reinforcement and the governance processes will revert. COMMUNICATION FOCUS Key Messages Phase 1 Q4, 2005 The communications for the Governance Process Team (GPT) are divided by audience and timeline. The initial phase of the communications will be focused on recruitment of Advisory Committee Members. For this phase we will provide information for senior stakeholders to bring in appropriate key candidates. These messages are:

We are beginning the implementation of the final iteration of the Governance Process Team. The GPT serves as the administrative arm of the KPPG IT Subgroup.

This is a new process that will serve as the single point of contact for governance and as a collaborative forum for cross PAC/RAC solution development. The GPT’s objectives are:

o Facilitation of cross-PAC/RAC governance enhancements o Enablement of PAC/RAC collaboration and issue resolution o Communication of enterprise-wide governance policies, decisions, activities and outcomes

An interim team has been in place for eight months, and will relinquish their seats to the final Governance Process Team members have been selected.

The first version of governance enhancements will be created as a template by the interim team for the final team to use as they move forward.

Audiences PAC, RAC Members RIOs and IOs Spokespersons: Adrienne Edens Hal Wolf KPPT Subgroup Members Strategic Plan for Phase 1


Timeline of Deliverables—Phase 1: Identify, Recruit and Commmunicate 10/27/05

Audience

KBD Objectives What Message

Tactic

Timing Responsible

Parties

Who

PACs RACs

DO: --Support and implement GPT in 2006

BELIEVE: --GPT will streamline governance procedures and make the processes the same across the board and eliminate confusion KNOW: --How the GPT will work --What they have to do --Why GPT is important --GPT is a policy change that will be a permanent part of the landscape

Announcement What the GPT is What the GPT will do

E-Mail Nov 14 Cameron to write Pam/Susan to review

From KPPG Subgroup DONE?


Audience


Tactic

Timing Responsible

Parties

Who

RIOs, IOs DO: --Refer potential members to Governance Process Manager BELIEVE: --They must take action on this because this is a new procedure that is here to stay --Their help is critical to the success of the program --This program will streamline governance processes. KNOW: --GPT is sponsored by Adrienne and Hal --The only way this will work is through their participation

Simultaneous memo

Announcement of GPT Ask for support and help in

staffing

E-Mail 12/9 Cameron to draft, Pam, Susan to edit and review

From Adrienne to IOs From Hal Wolf to RIOs

IT RIOs and IOs

DO: --Nominate candidates --Talk to candidates about being on the committee --“Sell” concept to potential nominees --Understand the purpose of GPT and how it works BELIEVE: --Their involvement at this level is critical to the success of the program KNOW: --Their candidates will be perfect for the position

Roadshow Purpose of GPT Nominate candidates

-- 1-1s --Talking Points --Leave-behind deck

December Cameron to draft, Pam, Susan to edit and review

DONE W/O KP-IT Comm input


Audience


Tactic

Timing Responsible

Parties

Who

Interim Committee Members

DO: Come to dinner, get a gift BELIEVE: --They have been instrumental in the formation of a new process that will streamline and unify governance processes. --Their work will continue and evolve, either with or without them. KNOW: --What is next in the implementation of GPT --Phase 2 will begin in 2006 and what it will look like

Dissolution Dinner

Thank outgoing members Welcome to new members Implementation of Phase 2

--Talking Points --Phase 2 Deck Add’l-Thank you gift

December 15, 2005

Cameron to draft, Pam, Susan to edit and review


Audience


Tactic

Timing Responsible

Parties

Who

PAC/RAC Members

DO: --Recognize the authority of the GPT --Channel their initiatives through their representative --Support new governance issues as they come online BELIEVE: --GPT is necessary to support the new KP-IT direction of cross RAC/PAC standardization for better efficiency, agility and communication --GPT is an effective means towards improvements to our governance structure --GPT has the authority to make the final process decisions KNOW --The purpose of GPT --GPT is a single point of governance process --Overall team structure --Timing of structuring

Memo Announcement of GPT Memo December 12, 2005

Cameron Terry Pam Rosen to write Talking Points

KPPT Subgroup

RIOs See above Conference Call

Intro to GPT Charter Packet with charter and contact list sent in advance

12/19 Cameron Terry, Pam Rosen supporting writer

Cameron

Management See Above Email Intro to GPT Charter Packet with charter and contact list sent in advance

TBD Cameron


Audience


Tactic

Timing Responsible

Parties

Who

KP-IT Employees

See Above E-mail? TWIIT article? Both?

Intro to GPT Charter January 16 Pam Pam

Notes: The advisory committee has yet to be finalized. Hal Wolf will be on it but others will be joining throughout December. Some method of announcing new members needs to be established in Phase 2. Cameron is unsure about when a centralized location for initiative suggestions and a repository for all submissions and their results will be available. Still unclear is how decisions and new governance improvements will be communicated, and to whom these messages should be delivered Timing for turnaround from submission to decision to implementation is not formed and cannot be communicated until details are worked out.

kaiser governance enhancemnts comm plan

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