Communication Plan

Project Name: AJRR Level 2/3 Pilot Project

Prepared By:Steve Hamada

Position:

Date:9/17/2013

Version No: 0.1

Document Change Control

The following is the document control for the revisions to this document.

Version Number / Date of Issue / Author(s) / Brief Description of Change
0.1 / Steve Hamada / First draft

Definition

The following are definitions of terms, abbreviations and acronyms used in this document.

Term / Definition

Table of Contents

1. Introduction

2. Communication Objectives

3. Communication Purpose and Target Audiences

4. Communication Message and Delivery

5. Communication Message Contents

Appendix

Target Audience Participants

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  1. Introduction

The purpose of the communication plan is to ensure the Project Management Improvement Project provides relevant, accurate, and consistent project information to project stakeholders and other appropriateaudiences.By effectively communicating the project can accomplish its work with the support and cooperation of each stakeholder group.

The communication plan providesa framework to manage and coordinate the wide variety of communications that take place during the project. The communication plan coverswho will receive the communications, how the communications will be delivered, what information will be communicated, who communicates, and the frequency of the communications.

2. Communication Objectives

Effective and open communications is critical to the success of the project.

The key communication objectives for the project are:

  • Recruit pilot participants
  • Instruct/train pilot participants
  • Provide status to all stakeholders
  • Provide status to project team
  • Receive feedback from stakeholders

3. Communication Purpose and Target Audiences

This section identifies the audiences targetedin this Communication Plan, and the purpose of communicating with each audience. A complete list of the participants in each audience can be found in the Appendix.

Audience / Communication Purpose
AJRR Executive Director / Status, Issue escalation
AJRR Board of Directors / Status
AJRR Data Committee / Status, Guidance on data set
Participating hospitals / Recruiting, Training, Data Submission, Status, Feedback
Participating practice groups / Recruiting, Training, Data Submission, Status, Feedback
Participating surgeons / Recruiting, Training, Data Submission, Status, Feedback
Participating patients / Training, Data Submission, Feedback
AJRR research staff / Recruiting, Training, Status
AJRR IT staff / Training, Status
Remedy project manager / Status, Issue Reporting
Remedy support manager / Status, Issue Reporting

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4. Communication Message and Delivery

The following outlines the targeted audiences, the key communication messages to be delivered,and themethod for delivering the information, the communicator, and the frequency of the delivery.

Audience / Message / Delivery Method / Delivery Frequency / Communicator
Current registry participants / Pre-survey / e-mail / 1 time / Caryn
Qualified candidates / Participant Expectations / Conference call / 1 time / Caryn
Selected participants / Kick-off meeting / Conference call / 1 time / Caryn
AJRR board of directors / Pilot status / e-mail (Friday Dispatch) / Weekly / Jeff
Remedy / SW Issues/status / Conference call / Weekly / Randy
Participants / Status/Feedback / Conference call / As needed / Project team
Project team / Status / Meeting / Weekly / Project team
Non-Pilot Hospitals / Status / e-mail (the Register) / Quarterly / Project team
Non-Pilot Hospitals / Status / Web site / On demand / Project team
Hospital IT Contact / Training / Phone, email / As Needed
Hospital Main Contact / Enrolling / Phone, email / As Needed
Hospital Data Entry / Training / Email, conference call / One time
Surgeon user/practice group admin / Training / Web meeting / One time/surgeon group
Media / Pilot completion / Press release / One time / Marketing Director
Orthopedic Surgeons / Pilot completion / AAOS Now article / One time / Marketing Director

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5. Communication Message Contents

The section outlines the contents of the key communications.

  1. Pre-Pilot Survey
  2. Interest
  3. Anticipated legal hurdles
  4. Anticipated IT hurdles
  5. Friday Dispatch Pilot Status
  6. Accomplishments in past week
  7. Planned accomplishments for upcoming week
  8. Major risks and issues
  9. Performance to schedule
  10. Hospital IT training
  11. Hospital Manual Data Entry Training
  12. Surgeon/Practice Group Admin Training
  13. Patient training

Appendix

Target Audience Participants

Audience / Participants / Organization
Remedy / Steve Sabey / Remedy
Remedy / Ammon K / Remedy
AJRR Board / Bill Maloney / AJRR
AJRR Board / Terence Gioe / AJRR
AJRR Board / Steven Stern / AJRR
AJRR Board / Thomas Barber / AJRR
AJRR Board / Daniel Berry / AJRR
AJRR Board / Kevin Bozic / AJRR
AJRR Board / Catherine MacLean / AJRR
AJRR Board / Wes mesko / AJRR
AJRR Board / Kristen Murtos / AJRR
AJRR Board / Pam Plouhar / AJRR
AJRR Board / Tony Rankin / AJRR
AJRR Board / Eric Rugo / AJRR
AJRR Board / Patience White / AJRR
AJRR Exec Director / Jeff Knezovich / AJRR
AJRR Med Director / Dave Lewallen / AJRR
Project Team / Randy Meinzer / AJRR
Project Team / Caryn Etkin / AJRR
Project Team / Susan Hobson / AJRR
Project Team / September Cahue / AJRR
Project Team / Steve Hamada / AJRR
AJRR Data Tech / Ahmed Fathi / AJRR
AJRR Admin / Lore Venable / AJRR
Hospital Main Contact
Hospital IT Contact
Hospital Data Entry
Surgeon
Practice Group Admin
Non-Pilot Hospital Contacts
Participating Patients

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