The Vision Integration Platform Change Readiness Campaign Theme “Together to the Future”

The Vision Integration Platform Goals. Objectives. Mission. Situation Analysis Message Development Communications Strategy Communications Channels Measurement Change Readiness Campaign Development

The Vision Integration Platform Step 1: Mission. Goals. Communications Objectives. Develop a VIP Mission Statement based on the Vision Statement (“Advancing Technology. Enhancing Family Services”) Set Goals based on the VIP Vision and Mission Set Communications Objectives to meet stated goals

The Vision Integration Platform Step 1: Change Readiness Campaign Goals (Long-Term) Better prepare State staff at all levels and locations for the implementation of the new system User Adoption by a large majority of the user community Minimize resistance to change and thus minimize risk Understanding of VIP Vision: Advancing Technology. Enhancing Family Services

The Vision Integration Platform Step 1: Communications Objectives (How Will Communications Help Achieve Program Goals?) Tailor messages as much as possible to each user group touting the benefits of VIP Tailor messages as much as possible to address geographic and programmatic offices Provide consistent, VIP related relevant information and messages that are repeated via various Communications Channels

The Vision Integration Platform STEP 2 SITUATION ANALYSIS (Researching the DHS Landscape)

The Vision Integration Platform Step 2: VIP Readiness Situation Analysis MISC. TASKS Create Assets Inventory (Staff, Services, skills, timeframes) Develop Campaign timeline Obtain and analyze all Input information Obtain and analyze all Output information to date regarding VIP

The Vision Integration Platform Step 2: Create a VIP Readiness Situation Analysis AUDIENCE DETERMINATIONS Primary Audience Secondary Audience All other audiences Develop Current Communications Priority List

The Vision Integration Platform Step 2: Create a VIP Readiness Situation Analysis Through Research Develop an Audience Analysis on Each Audience Group Working Culture Motivators Stage of readiness Attitudes, beliefs and knowledge of VIP

The Vision Integration Platform STEP 3 MESSAGE DEVELOPMENT

The Vision Integration Platform Step 3: Create VIP Messages Develop VIP Key Messages (that meet goals) Using key messages as foundation, develop tailored messages to (at least) the Target group and the Primary group

The Vision Integration Platform Stages of Change StageDefinitionPotential Communications Goals Pre-Contemplation (AWARENESS) Individuals are unaware of VIP, have not thought about change, and do not want to change Increase awareness and personalize risks and benefits Contemplation (UNDERSTANDING) As they learn more about “what’s in it for me,” individuals are thinking about a change in the near future Encourage and motivate people to make specific plans Preparation (ACCEPTANCE) Individuals have made a plan to change (adjust behavior, increase skills training, etc.) Help create a concrete plan of action and set short-term goals Action (COMMITMENT) Individuals are implementing a specific plan to change Assist with feedback, problem solving, social support, and reinforcement

The Vision Integration Platform STEP 4 Communications Strategy

The Vision Integration Platform Step 4: Communications Strategy EVENTS Training - - “Skills Training. It’s About The Future.” Pilot – “Breaking News from the VIP Pilot” Campaign Launch “Road Show” of Prototype

The Vision Integration Platform Step 4: Communications Strategy ELECTRONIC PRESS KITS (EPKs) Backgrounders for DHS Office Newsletters Downloadable Pictures Bylined Articles Artwork

The Vision Integration Platform Step 4: Communications Strategy MEDIA RELATIONS (Limited) Mass media Service Providers’ Publications and Association Websites

The Vision Integration Platform Step 4: Communications Strategy RELATIONSHIP BUILDING User Liaison and Super Users Service Providers and DHS Management Create Networking Opportunities to discuss VIP related matters

The Vision Integration Platform Step 4: Communications Strategy REWARDS and RECOGNITION Celebrate individual successes Celebrate Office successes

The Vision Integration Platform Step 4: Communications Strategies PROMOTIONS VIP presence at future DHS Conferences VIP Prototype “Road Show” VIP Intranet VIP Newsletter

The Vision Integration Platform STEP 5 SELECTING COMMUNICATIONS CHANNELS

The Vision Integration Platform Step 5: Selecting Communications Channels Need a comprehensive list of Communications Channels at our disposal Decide which channels are best suited for audience and message Need to clarify State responsibilities for executing message distribution via selected channels

The Vision Integration Platform STEP 6 MEASUREMENT and EVALUATION

The Vision Integration Platform Step 6: Evaluating Communication Efforts Workgroup Needs to Develop methods for measurement of effectiveness (e.g. survey, interviews)

The Vision Integration Platform Campaign Management Situation Analysis (Communications and Change Readiness Workgroup) The Communications/Change Readiness Workgroup is still in its infant stage. Output includes: a draft Mission Statement Action Items relating to Internal Project Communications discussions on campaign strategy development Albion’s Communications and Change Readiness Team is in place and has been working on projects such as the Project Website and redesigning and writing the VIP Newsletter

The Vision Integration Platform CAMPAIGN MANAGEMENT SITUATION ANALYSIS

The Vision Integration Platform Campaign Management Situation Analysis (Opportunities) Gleaning information from past VIP presentations Technical training has begun. Provides valuable Input source and Communications Channel. User Training to begin soon. Provides valuable Input source and Communications Channel. Glenda holds a monthly Video Conference. Use to launch Campaign and revive VIP in minds of management

The Vision Integration Platform Campaign Management Situation Analysis (Challenges) Development of State’s Communications/Change Readiness Team Decision making process needs clarity and needs to be communicated Agreement among state stakeholders as to Goals, Objectives, Strategies, Roles and Responsibilities Time restraints for State to execute the Campaign

The Vision Integration Platform Campaign Management Immediate Next Steps State evaluates and commissions its Communications/Change Readiness Team Albion researches all Input and Output information Get Intranet and Newsletter in approval pipeline. Launch and distribute

The Vision Integration Platform Immediate Next Steps Workgroup meets within 2 weeks to begin discussions of: Create VIP Mission Statement Create Change Readiness Campaign Goals and Objectives Decide if Research is to be done. If so, then when and how. Analyze past Input and Output Information to begin developing messages Create Communications Priority List by Audience Group and Message Create a Campaign Timeline Clarify Roles & Responsibilities