Coordinated Communication Strategy to University Constituents

55%

Status

In Process [In Process]

55% complete, updated on Wed 4/3/24 4:42 PM by Kimberly Holmes

Changed Percent Complete from 50% to 55%.
Recent Activities:

  • Sent a reminder email to individuals who did not respond to the Digital Communication survey email.
  • Updated Inventory for Official Digital Communication.
  • UCOM team led a texting campaign to promote the Women’s Gymnastics Championship held in March.
  • Project team met to discuss what Regroup analytics we would like and the approach for configuring regroup accordingly.
  • IRT agreed to procure the new instance for Regroup and is currently in the process of completing the contract for this purchase.
 Key Upcoming Tasks:
  • Regroup working meeting has been scheduled to begin identifying the categories and groups based on the different audiences and areas of interest.
  • Meeting scheduled with Parents and Families program to develop Opt-in survey form for parents and families.
  • Investigate geofencing capability in Regroup.
  • Building audiences for alumni, community members, parents, and families.
 Risks & Issues:
• Over communicating to the various audiences could have negative impact.
 

Details

Dates
Thu 9/28/23 - Mon 5/27/24
Acct/Dept
IRT - Campus Applications
Service
Project Request / New Project Request
Type
Project / Annual Project Call
Health
Green - On track
Portfolio(s)
Requirements
This project will be executed in 3 phases:

Short-term goals/objectives (Phase 1):

Produce Stakeholder Registry for the entire project.

Increase home football attendance by promoting the game to students (and other individuals via Sac Send Opt-In) via text messaging – COMPLETED.

Identify each audience and audience custodian.

Identify message risk criteria for students and other audiences based on platform and risks.***

Identify audience and tool implementation plan including tool implementation plan and communication plan. (Athletics and UCOMM). Utilize integrated single platform for communication: short term/phase 1 – Emma and Regroup.



Mid-term goals/objectives (Phase 2):

Expand communication modalities to all audiences about other targeted athletic events.

How will we track opt-in and opt out for various audiences.

Communicate to all audiences about targeted student communications and/or events including athletics and other events (plays, performances, speakers, etc.).

Work with UCOMM to create a process by which communications requests regarding campus events are received, evaluated and coordinated. The main questions that the process will be addressing:

Which types of communication will be coordinated and sent centrally, and which ones will stay within departments/units.

Types of communications to be considered for different types of promotions.

What channels need to be used based on the requirements.

This may include a decision-making matrix to be able to produce well-coordinated messages amongst divisions/departments/units.

Make a decision on which communications platform should be used in the mid-term. Options include Emma/Regroup leveraging the current instance used by ENS, purchase a separate Regroup instance, purchase an alternate platform.



Long-terms goals/objectives (Phase 3):

Evaluate the role of a Centralized CRM and the chosen CRM’s ability to address communications efficiently and effectively including:

The ability to send to targeted audiences via Email, Text Messages, and automated outbound phone calls.

Effectively manage Opt-in and Opt-out options for Students, Faculty, Staff, Alumni, Parents, and community members via data feeds, sign up forms or preference management options for targeted areas of interest.

Create reports for analyzing success of these communications. Identification of the measures of success will be part of the project deliverables.
Created
Wed 9/20/23 3:40 PM
Modified
Wed 4/3/24 4:42 PM
Link to Strategic Planning and Mandates
This will link the project to the University strategy it supports. If it is not a strategic project, don't select any.
Student Success Imperative
Problem / Opportunity
Briefly summarize the problem or opportunity you propose to address. Write this in terms of the organizational problem being addressed, not in terms of the solution needed.
From the President: “Establish a central system in collaboration with UCOMM that can communicate via text, robocalls, and email with all students, faculty, staff, alumni, and parents.”
Functional Teams and Other Resources
Please do your best to define personnel needed for your project, as well as your best estimate of the number of hours needed from those project team members.
Functional Team: to be determined by Jeannie Wong
IRT team: Greg Porter, Jennifer Sonne, Brandon Oreno, Jacob Akerson, Meng Her, Allison Coleman
Executive Sponsor
Each project must have an executive sponsor (VP / Cabinet level executive).
Mark Hendricks

Manager

KH
Kimberly Holmes

Sponsor

Greg Porter
Greg Porter