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Oracle R12 Communication Plan (Nexus Release 5)Note: The SFDC Integration Communication Plan addresses many additional communications targeted to the Sales and Support organizations.Author:Kimberly Kisner & Keith HayesCreation Date:12/18/2012Last Update:3/26/2013Version:1.9Document ControlChange RecordDateAuthorVersionChange Reference1/23/2013Kimberly Kisner1.0Initial draft (Note: started draft 12/18/12 but had to re-upload to workspace; dates in doc control reflect re-upload dates/versions)1/23/2013Amy Metrailer1.1Initial review and edits1/23/2013Keith Hayes & Kim Kisner1.2Updated draft based on Amy Metrailer comments and a few more additional edits 1/23/2013Amy Metrailer1.3Review and edits; ready for informal review by designated business reviewers (identified by B. Sullivan)1/31/13Kim Kisner1.4Updates based on business feedback2/25/13Kim Kisner1.5Highlighted updates for OCM review3/5/13Amy Metrailer1.6Review and edits to updates3/5/13Keith Hayes1.7Accepted edits from Amy Metrailer and made updates to align with Executive Engagement plan3/26/2013Keith Hayes1.8Additional adjustments; significant adjustments to communications calendar dates. Removed Sales-specific communications for incorporation into the SFDC Integration Communication Plan. Removed a number of the planned Exec Engagement elements in the Awareness & Understanding phase due to rejection of proposed plan. Updated document name.3/28/13Amy Metrailer1.9Review and edits; ready for review by individuals on PMO and OC identified by Brennan Sullivan to review and provide initial approval.ReviewersNamePositionAmy MetrailerNexus OCM Program ManagerKeith WhartonNexus Senior Program ManagerBrennan SullivanNexus Program DirectorMichael ScottDirector, C&T Operations – Business ReviewerDan GartnerDirector, Corporate PMO – Business ReviewerChad KernerDirector, Finance/General Ledger – Business ReviewerEd DillonSVP, Corporate Comptroller – Business ReviewerTed HallVP, Sales Operations – Business ReviewerAdam SamuelsSVP, Deputy General Counsel – Business ReviewerRichard ByrdVP, Internal CommunicationsTable of Contents TOC \h \z \t "BIS Heading 1,2,BIS Section Headers,1" Introduction PAGEREF _Toc352247185 \h 5Overview PAGEREF _Toc352247186 \h 5Campaign Theme PAGEREF _Toc352247187 \h 5Objectives PAGEREF _Toc352247188 \h 5Factors Supporting Communications Objectives PAGEREF _Toc352247189 \h 6Communications Campaign Strategy PAGEREF _Toc352247190 \h 7Awareness & Understanding Campaign PAGEREF _Toc352247191 \h 7Acceptance Campaign PAGEREF _Toc352247192 \h 7Commitment Campaign PAGEREF _Toc352247193 \h 8Follow-Up Campaign PAGEREF _Toc352247194 \h 8Impacted Audiences/Stakeholders PAGEREF _Toc352247195 \h 8E-mail Distribution Lists: Responsibilities PAGEREF _Toc352247196 \h 9Key Messages – Awareness & Understanding Campaign PAGEREF _Toc352247197 \h 9Key Messages – Acceptance & Commitment Campaign (by Module) PAGEREF _Toc352247198 \h 10Communications Review and Approval Processes PAGEREF _Toc352247199 \h 12Corporate Level Communications PAGEREF _Toc352247200 \h 12Financials Communications PAGEREF _Toc352247201 \h 12SCM Communications PAGEREF _Toc352247202 \h 13HCM Communications PAGEREF _Toc352247203 \h 13Communication Plan PAGEREF _Toc352247204 \h 14Open and Closed Issues for This Deliverable PAGEREF _Toc352247205 \h 18Introduction The Oracle R12 E-Business Suite Enterprise Resource Planning (ERP) solution is the most comprehensive suite of integrated, global business applications that enable organizations to make better decisions, reduce costs, and increase performance. With hundreds of cross-industry capabilities spanning financial management, customer relationship management, human resource management and supply chain planning, Oracle E-Business Suite applications will assist with managing the complexities of a global business environment. Additionally, it means the consolidation of business transactions, processes and practices for all operations within all business units. This ERP solution will provide a foundation to foster growth within the Allscripts organization and ultimately improve the quality and timeliness of business information to enable Allscripts leaders and team members to effectively and efficiently run the organization. OverviewSince the merging of Allscripts and Eclipsys to form the “New Allscripts,” Allscripts needs to have a solid foundation of integrated business processes, master data management and systems on which to build. The release of Oracle R12 will help to position Allscripts as company that is more streamlined as it relates to the development of people, processes and tools. This Communication Plan serves as a blueprint to unveil the decisions that were made as it relates to this project and how these decisions ultimately impact the stakeholders. Additionally, this Communication Plan ensures that we effectively communicate, inform and build awareness around this project in a timely fashion using various communication tools. Campaign ThemeNexus 2013: Steps towards Operational ExcellenceObjectivesCommunicate and reinforce key messages about the Oracle R12 project to all stakeholdersUtilize targeted communications to reinforce key messages Build awareness and understanding of the changes in systems, master data, processes and best practices required to successfully implement and utilize ERP Build support and commitment around implementation activities before and after Go LiveEnsure that key Allscripts executives and leaders are aware of Nexus impacts in their areas and are committed to accommodating those impacts.Provide communications to prepare project/extended project team members for an effective SIT and UAT process.Ensure tight integration with OCM Executive Engagement, Training, Change Management and Capability Transfer plans. Ensure that Oracle 12 communications include reference and linkages to spoke applications, such as SFDC, Clarity, the Allscripts Learning Center, CEP, reporting and analytics tools, etc. Factors Supporting Communications ObjectivesUse top-down, bottom-up and cross-organizational communicationsProvide credible, concise, clear, consistent, positive messagesBuild awareness through repetition, continuous ongoing messagesHelp manage expectations of key stakeholders, including end usersEnsure all information available is accurate and updated regularlyInform individuals and groups what they need to do and what is expected for project implementationDistribute project implementation information and progress details to appropriate stakeholders in a timely mannerEncourage feedback from all business leads and provide appropriate responsesCommunications Campaign Strategy A phased “campaign” strategy that aligns with the phases of change adoption is recommended to support the Oracle R12 implementation.Awareness/UnderstandingAcceptanceCommitmentFollow UpTeam members recognize brand, project leadership and visionTeam members recognize high-level purpose of projectTeam members recognize the Who, What, When, Why, How and benefitsEnd users are becoming aware of their roleImpacted leaders are aware of their roleAffected audience can explain the who, what, when, why, how and the benefits of project and visionLeadership can explain their roles and responsibilities and demonstrated support of Oracle R12Team members understand and can articulate the benefits of the project and leadership visionTeam members understand and can articulate the benefits of Oracle R12End-users are utilizing new software, tools, new processes, etc. Team members employees can describe a Nexus program/Oracle R12 success storyNexus team can describe a program success story Awareness & Understanding Campaign February – April: Who, What, When, Where and Why; Team Members Are Beginning to Understand MessagesExecutive Support – A message from the new CEO about the Oracle R12 and alignment with Executive Engagement and Change Readiness communicationsProject team communications Project PurposeProject benefits – What’s in it for me? (WIIFM)FAQsProject Feedback methods – e-mail address, blog postings, Oracle R12 Web pages on the Nexus Intranet siteAcceptance Campaign April– May: Team Members Are Beginning to Accept the Reality of the Messages and that the Go Live is Impending – More Focused Content Project timeline – key milestonesProject team communicationsEnd-user support – Q&As tie in change management activitiesIntroduce “future state” – new business processesBusiness impactsApplication information- functionality/capabilities Training information – courses, logistics, schedule Commitment Campaign May – June: Team Members Buy into and Are Able to Communicate the Messages Project timeline- key milestonesEnd-user support – Q&As tie in change management activitiesContinue with “future state” – new business processes Business impactsApplication information- functionality/capabilities New end-users’ job roles and responsibilities Training information – courses, logistics, schedule (if available) CutoverFollow-Up CampaignJuly – August ***As needed****Success storiesCommunication feedback methods – Blog, surveys, e-mailPost Go Live communications End-user support – Q&As tie in change management activitiesContinue with “future state” – new business processes Business impactsApplication information- functionality/capabilities New end-users’ job roles and responsibilities Training information – courses, logistics, schedule Impacted Audiences/Stakeholders Internal Oracle UsersAllscripts Leadership Allscripts team membersInternal Solomon UsersAllscripts Leadership Allscripts team members Clients and VendorsNew client numbers will be actively used and visible by clients ; clients will need to be informed about this impactAllscripts to define by April 15, 2013, parameters for client and vendor communications. Nexus recommends that Allscripts assume all responsibility for client and vendor communications. E-mail Distribution Lists: ResponsibilitiesIt is the responsibility of the Nexus OCM team to develop all communications materials detailed in this plan. However, it is the responsibility of Allscripts to develop and maintain e-mail distribution lists for the internal and client audiences/stakeholders described above.Key Messages – Awareness & Understanding CampaignCorporateIn 2013, Nexus is tracking a step-by-step process leading to the implementation of Oracle 12 and integrations with other business-critical applications (SFDC, Clarity, the Allscripts Learning Center, reporting and analytics)Oracle 12 is the systems hub that will enable stronger client satisfaction, operational excellence, financial performance, learning, accountability and resultsAllscripts leadership supports the Nexus programAll of the business requirements for Oracle R12 will not be delivered in this first phase – this is a starting point for us to get to the finish line later in 2013. This implementation will have a major impact on the organization – literally transforming the way Allscripts does business.Project Team & SIT Testers While implementation of Oracle R12 will have significant impact on team members, as part of the project team you have an even greater impact with helping this transformation take place There are 3 critical paths that are needed in order to make this transformation successful – System Integration Testing (SIT), User Acceptance Testing (UAT), Go LiveIt is important as a project team member that you understand the integration process We need you to make this implementation a success; you are a necessary ingredient to the success of Nexus Key Messages – Acceptance & Commitment Campaign (by Module)FinanceAllows you to work smarter, increase efficiency and reduce back-office costs with standardized processes for shared services, productivity tools and integrated performance managementIncreases shared services efficiency with centralized architecture for accounting, taxes, payments and banksImproves productivity with integrated imaging, workflow and spreadsheet integrationAccelerates decision-making with business intelligence integration and market-leading planning and consolidation solutionsUtilizes comprehensive approvals across business processes to enforce corporate policies and regulatory complianceFinancial AnalyticsOracle Financial Analytics will provide Allscripts with better visibility into factors that drive revenues, costs and shareholder value Financial analytics will provide detailed reporting at a greater frequency and to a broader range of users Supply Chain Management (SCM)Integrates and automates all key supply chain processes –– providing a complete solution for managing items/bills of material, quoting, contracting, ordering, fulfillment, delivery, billing and revenue recognition for Allscripts products and servicesA unified data model provides a single, accurate view of the entire supply chain organizationEnables the ability to drive supply chain processes based on real-time demand information, and in turn provide customers accurate information on pricing and availabilityMaximizes Allscripts value within the SCM organization and increases revenue and customer satisfaction levelsHuman Capital Management (HCM)Delivers a robust set of best-in-class human resources functionality that increases productivity, accelerates business performance and saves on operational costsStreamlines recruitment, hiring, budgeting, compensation, performance, benefits administration and other essential Culture & Talent functionsReduces administrative costs and errorsEnables Allscripts leaders to become more accountable for the development of extraordinary peopleHR AnalyticsHelps improve profitability through more effective workforce cost control, balancing the lowest effective headcount while ensuring satisfactory service deliveryEnables not only a view of the workforce today, but it offers true insight that can drive talent-related decisions and actions – resulting in improved performance in the futureCommunications Review and Approval ProcessesCorporate Level CommunicationsThe table below details the review and approval process that will be used for organization-wide and corporate communications.Reviewers/ApproversTurn-around Draft 1Amy Metrailer1 dayDraft 2Brennan Sullivan 2 daysFinalJohn Guevara: As appropriate – Ed Dillon, Steve Shute, Deborah Snow, Adam Samuels, Rick Poulton, Richard Byrd (As appropriate)2 daysFinancials CommunicationsThe table below details the review and approval process that will be used for Oracle Financials communications.Reviewers/ApproversTurn-around Pre-draftSME collaboratorsPer stakeholder management plan, depending on specific communication/module1 dayDraft 1Amy Metrailer1 dayDraft 2Brennan Sullivan 2 daysFinalEd Dillon/Rick Poulton For Revenue Recognition – Leah Jones2 daysSCM CommunicationsThe table below details the review and approval process that will be used for SCM communications.Reviewers/ApproversTurn-around SLAPre-draftSME collaboratorsPer stakeholder management plan, depending on specific communication/module1 dayDraft 1Amy Metrailer1 dayDraft 2Brennan Sullivan 2 dayFinalEd Dillon, Adam Samuels, Ted HallSteve Shute, Cliff Meltzer, Rick Poulton (as appropriate)2 daysHCM CommunicationsThe table below details the review and approval process that will be used for HCM communications.Reviewers/ApproversTurn-around SLAPre-draftSME collaboratorsLeigh Sue, Molly Powell1 dayDraft 1Amy Metrailer1 dayDraft 2Brennan Sullivan2 daysFinalJoanne Latham, Michael Scott, Abbie Fleming Deborah Snow (as appropriate)2 daysCommunication Plan Communication ItemTarget AudienceInternal/ExternalPurpose/messageChannelDraft 1 DueOwnerSender / Delivered ByDueDateAWARENESS & UNDERSTANDING CAMPAIGN: February through Mid-April 2013Message from CEOAllscripts OrganizationIInspire the organization of the changes coming in 2013-with specific focus on Nexuse-mail Jan. 14K. HayesPaul BlackCompleteStory of the DayAllscripts; Nexus program teamIFeature story announcing the launch of Oracle R12IntranetTBDK. HayesK. HayesCompleteBe CLEAR Lunch & LearnsNexus ConsultantsITie the CLEAR values to the execution of the Nexus Oracle R12 implementationLunch & LearnsFeb 5-7K HayesA KriemanCompleteNexus Minute: With Release 5 Focus Issue#1Team members and end users and training participantsIDiscuss the Evolution of ERP and what it will mean for Allscripts. This issue will focus on what is an ERP solution. The purpose of this issue is to inform and educate team members. This will set expectations and set the tone for what they can expect. e-mail, Oracle R12 Web siteFeb. 19K. HayesNexus MailboxCompleteLaunch Oracle pages on Nexus intranetAll Team MembersIWhat is an ERP solution and how it affects Allscripts? Discuss the elements that are needed to ensure that the ERP solution gets implemented – SIT, UAT, Conversion and GO Live IntranetFeb. 25K. Hayes, K. KisnerIntranetCompleteMessage to SIT TestersSIT testers IDiscuss the Pre-SIT workshop and what they can expect during the workshop and the importance of these workshops. Discuss SIT and what will occur during that time. Let them know the schedule for the pre-workshops and SIT and inform them that they will be receiving an invitation from the OCM Change Management team inviting them to one of the pre-SIT workshops. e-mailFeb. 9K. KisnerNexus MailboxCompleteMeeting invites to SIT testersSIT testersITo invite testers to the scheduled workshops and provide them with logisticse-mailFeb. 19K. KisnerNexus MailboxCompleteExecutive video interview re SIT Allscripts leadershipAllscripts team membersNexus leadership and program teamIVideo with B. SullivanNexus Intranet e-mail push to all areas Feb. 8K. HayesK. HayesCompleteNexus Minute Release 5 Issue #2Team members and end users and training participantsIDiscuss the SIT process and what this means as it relates to the project. Provide some high level updates of what was discovered through SIT. Highlight one of the Oracle R12 modules. e-mail, Oracle R12 Web siteApr 1K. Hayes K. HayesApril 15Executive Email Cascades and Video InterviewsAllscripts leadershipAllscripts team membersNexus leadership and program teamIEmails/interviews with as many execs as possible (Shute, Lalonde, Dillon, Carey, Olis, Jones, etc.)Nexus Intranet, e-mail push to all areasApr 1K. HayesK. HayesApril 20ACCEPTANCE CAMPAIGN: Mid-April through May 31Story of the DayAllscripts Team membersIFeature story about “here’s what we know now, and this is what the future may look like with the release of R5” IntranetApr 9K. HayesK. HayesApril 20The Problem of the InvoiceAllscripts IVideo encapsulation of current problems VS future-state solutionsEmail cascades, Story of the Day, nexus intranetCompletedK HayesVariousApril 20Targeted FAQsFinance; stakeholders impacted by SCM(purchasing) and Reporting; C&T Business PartnersIProvide questions and answers that team members may have about the R12 implementations based on specific modulese-mail, Oracle R12 Web siteApril 1K. KisnerK. Kisner/K. HayesApril 20Oracle Newsbrief Issue #1 - Targeted communications Messages to team members - based on specific needs (i.e., Chart of Accounts) Finance; stakeholders impacted by SCM (purchasing) and Reporting; C&T Business PartnersIInform team members about project timeline and mention current state versus future state-new processes, business impactse-mail/Nexus Minute posted on the IntranetApril 12K. KisnerOC MembersApril 20Training announcementSales organizationIAnnouncement re May training schedule for Sales/Save the dateEmailApr 15K KisnerT Hall/S HuismanMay 10Business Process Overview videoAllscripts IBrainshark encapsulation of Allscripts business processesEmail cascades, Story of the Day, Nexus intranetApr 30K HayesVariousMay 15Exec video interviewsImpacted business areasIA Samuels, E Pearce re contractsChad Kerner re finance/SCMEmail Cascades, Nexus intranetMay 5K HayesVariousMay 20Training messageAll Team members (What about HCM?)IMessage about when training is scheduled to begin. Include courses. e-mailApr 15K. KisnerT. Hall/S. HuismanTBD MAYNexus Minute Release 5 Issue #2Team members and end users and training participantsIHighlight UAT progress and success, updates on Release 5 status moving forward e-mail, Nexus intranetMay 12K. Hayes May 20Oracle Newsbrief Issue #2 - Targeted communications Messages to team members - based on specific needs (i.e., Chart of Accounts) Team Members in Finance, SCM (purchasing) and C&T Business PartnersIInform team members about project timeline and mention current state versus future state-new processes, business impactse-mail/Nexus Minute posted on Nexus intranetMay 18K. KisnerOC MembersMay 25Targeted Process Flow “Cheat Sheet”Finance, stakeholders impacted by SCM and reporting changes; C&T Business PartnersIThis will help team members understand how the process will be going forward with the new oracle implementations. e-mail & Oracle R12 Web siteApr 25 K KisnerK. Kisner & K. HayesMay 25Targeted CommunicationsFinance, stakeholders impacted by SCM and Reporting changes; C&T Business PartnersIPromote “Go Live” Date. Reinforce future state and new business processes. Include Application functionality/capabilities. Include “save the date” training informatione-mailApr 25K. HayesK. KisnerMay 25Client/Vendor Communication(s)Allscripts clients and vendorsEAllscripts to define by 4/15.TBDTBDTBDTBDTBDCOMMITMENT CAMPAIGN: June 1 through July 1 Go Live Begin Weekly updates to Cutover Communication page on Nexus intranetAllscriptsIDrive team members to Cutover Communications site on a weekly/real-time basis Nexus intranetJune 1K. HayesK. HayesWeekly/daily beginning June 1Video: Everything you need to know about Release 5 cutoverNexus leadership and program team, OC, EOG, Executive Oversight TeamIB Sullivan video interview re enterprise impacts of the Release 5 cutover.e-mail/short videoMay 20K. HayesK. HayesJune 1Training MessageAll Team members, customized per impact areas IMessage about when training is scheduled to begin. Include courses. e-mailTBD JuneK. KisnerNexusTBD JuneClient/Vendor Communication(s)Allscripts clients and vendorsEAllscripts to define by 4/15. TBDMid JTBDTBDTBDTBDNexus Minute Release 5 Issue #3Team members and end users and training participantsIFinal status prior to Release 5 Go Live; promotion of Cut-over comms site e-mail, Nexus intranetJune 10K. Hayes June 15Oracle Newsbrief Issue #3 - Targeted communications Messages to team members - based on specific needs (i.e., Chart of Accounts) Team Members in Finance, SCM and C&T Business PartnersIInform team members about project timeline and mention current state versus future state-new processes, business impactse-mail/Nexus Minute posted on Nexus intranetJune 12K. KisnerOC MembersJune 18Exec videosAllscriptsIB Sullivan and J Guevara re Release 5 Go Live and benefitsEmail, Nexus intranetJune 8K HayesVariousJune 12Training is Available Allscripts, esp. high-impact stakeholdersIMessage to inform team members that training is “Live”e-mailTBD JuneK. KisnerNexusTBD JuneTraining Reminder messageAll Team members IReminder message about when training is scheduled to begin. Include courses. Team member communicationsTBD JuneK. KisnerNexusTBD JuneTeam member communicationAllscriptsIFinal announcement re cutoverEmailJune 25K. HayesK. HayesJune 28Go Live Announcement/Paul BlackAllscripts CEO announcement of Release 5 Go Live; congratulatory emailTeam member communications June 20K. HayesTeam member communicationsJuly 1Another Nexus Go Live Nexus program team, extended program team, EOG, OC, Executive Oversight CommitteeIB Sullivan announcement Release 5Go Livee-mailJune 20K. HayesB. SullivanJuly 1Client/Vendor Communication(s)Allscripts clients and vendorsEAllscripts to define by 4/15TBDTBDTBDTBDTBDFOLLOW-UP CAMPAIGN: July 1 onward (as needed)Post-production communications as neededTBD by AllscriptsOpen and Closed Issues for This DeliverableOpen IssuesIDIssueResolutionResponsibilityTarget DateImpact DateClosed IssuesIDIssueResolutionResponsibilityTarget DateImpact Date ................
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