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 KisnerKeith Hayes
Creation Date: / 12/18/2012
Last Update: / 3/26/2013
Version: / 1.9

Document Control

Change Record

Date / Author / Version / Change Reference
1/23/2013 / Kimberly Kisner / 1.0 / Initial draft (Note: started draft 12/18/12 but had to re-upload to workspace; dates in doc control reflect re-upload dates/versions)
1/23/2013 / Amy Metrailer / 1.1 / Initial review and edits
1/23/2013 / Keith Hayes & Kim Kisner / 1.2 / Updated draft based on Amy Metrailer comments and a few more additional edits
1/23/2013 / Amy Metrailer / 1.3 / Review and edits; ready for informal review by designated business reviewers (identified by B. Sullivan)
1/31/13 / Kim Kisner / 1.4 / Updates based on business feedback
2/25/13 / Kim Kisner / 1.5 / Highlighted updates for OCM review
3/5/13 / Amy Metrailer / 1.6 / Review and edits to updates
3/5/13 / Keith Hayes / 1.7 / Accepted edits from Amy Metrailer and made updates to align with Executive Engagement plan
3/26/2013 / Keith Hayes / 1.8 / Additional 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.
3/28/13 / Amy Metrailer / 1.9 / Review and edits; ready for review by individuals on PMO and OC identified by Brennan Sullivan to review and provide initial approval.

Reviewers

Name / Position
Amy Metrailer / NexusOCM Program Manager
Keith Wharton / Nexus Senior Program Manager
Brennan Sullivan / Nexus Program Director
Michael Scott / Director, C&T Operations – Business Reviewer
Dan Gartner / Director, Corporate PMO – Business Reviewer
Chad Kerner / Director, Finance/General Ledger – Business Reviewer
Ed Dillon / SVP, Corporate Comptroller – Business Reviewer
Ted Hall / VP, Sales Operations – Business Reviewer
Adam Samuels / SVP, Deputy General Counsel – Business Reviewer
Richard Byrd / VP, Internal Communications

Table of Contents

Introduction

Overview

Campaign Theme

Objectives

Factors Supporting Communications Objectives

Communications Campaign Strategy

Awareness & Understanding Campaign

Acceptance Campaign

Commitment Campaign

Follow-Up Campaign

Impacted Audiences/Stakeholders

E-mail Distribution Lists: Responsibilities

Key Messages – Awareness & Understanding Campaign

Key Messages – Acceptance & Commitment Campaign (by Module)

Communications Review and Approval Processes

Corporate Level Communications

Financials Communications

SCM Communications

HCM Communications

Communication Plan

Open and Closed Issues for This Deliverable

Introduction

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 leadersand team members to effectively and efficiently run the organization.

Overview

Since 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 Theme

  • Nexus 2013: Steps towards Operational Excellence

Objectives

•Communicate and reinforce key messages about the Oracle R12 project to all stakeholders

•Utilize 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 Live

•Ensure 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 Objectives

•Use top-down, bottom-up and cross-organizational communications

•Provide credible,concise, clear, consistent, positive messages

•Build awareness through repetition, continuous ongoing messages

•Help manage expectations of key stakeholders, including end users

•Ensure all information available is accurate and updated regularly

•Inform individuals and groups what they need to do and what is expected for project implementation

•Distribute project implementation information and progress details to appropriate stakeholders in a timely manner

•Encourage feedback from all business leads and provide appropriate responses

Communications Campaign Strategy

A phased “campaign” strategy that aligns with the phases of change adoption is recommended to support the Oracle R12 implementation.

Awareness/Understanding / Acceptance / Commitment / Follow Up
Team members recognize brand, project leadership and vision
Team members recognize high-level purpose of project
Team members recognize the Who, What, When, Why, How and benefits
End users are becoming aware of their role
Impacted leaders are aware of their role / Affected audience can explain the who, what, when, why, how and the benefits of project and vision
Leadership can explain their roles and responsibilities and demonstrated support of Oracle R12 / Team members understand and can articulate the benefits of the project and leadership vision
Team members understand and can articulate the benefits of Oracle R12 / End-users are utilizing new software, tools, new processes, etc.
Team members employees can describe a Nexus program/Oracle R12 success story
Nexus team can describe a program success story

Awareness & Understanding Campaign

February – April: Who, What, When, Where and Why; Team Members Are Beginning to Understand Messages

  • Executive Support – A message from the new CEO about the Oracle R12 and alignment with Executive Engagement and Change Readiness communications
  • Project team communications
  • Project Purpose
  • Project benefits – What’s in it for me? (WIIFM)
  • FAQs
  • Project Feedback methods – e-mail address, blog postings, Oracle R12Web pages on the Nexus Intranet site

Acceptance 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 milestones
  • Project team communications
  • End-user support – Q&As tie in change management activities
  • Introduce “future state” – new business processes
  • Business impacts
  • Application information- functionality/capabilities
  • Training information – courses, logistics, schedule

Commitment Campaign

May – June: TeamMembers Buy into and Are Able to Communicate the Messages

  • Project timeline- key milestones
  • End-user support – Q&As tie in change management activities
  • Continue with “future state” – new business processes
  • Business impacts
  • Application information- functionality/capabilities
  • New end-users’ job roles and responsibilities
  • Training information – courses, logistics, schedule (if available)
  • Cutover

Follow-Up Campaign

July – August ***Asneeded****

  • Success stories
  • Communication feedback methods – Blog, surveys, e-mail
  • Post Go Live communications
  • End-user support – Q&As tie in change management activities
  • Continue with “future state” – new business processes
  • Business impacts
  • Application information- functionality/capabilities
  • New end-users’ job roles and responsibilities
  • Training information – courses, logistics, schedule

Impacted Audiences/Stakeholders

Internal Oracle Users

  • Allscripts Leadership
  • Allscripts team members

Internal Solomon Users

  • Allscripts Leadership
  • Allscripts team members

Clients and Vendors

  • New client numbers will be actively used and visible by clients ; clients will need to be informed about this impact
  • Allscripts 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: Responsibilities

It 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 Campaign

Corporate

  • In 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 results
  • Allscripts leadership supports the Nexus program
  • All 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 Live
  • It 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)

Finance

  • Allows you to work smarter, increase efficiency and reduce back-office costs with standardized processes for shared services, productivity tools and integrated performance management
  • Increases shared services efficiency with centralized architecture for accounting, taxes, payments and banks
  • Improves productivity with integrated imaging, workflow and spreadsheet integration
  • Accelerates decision-making with business intelligence integration and market-leading planning and consolidation solutions
  • Utilizes comprehensive approvals across business processes to enforce corporate policies and regulatory compliance

Financial Analytics

  • Oracle 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 services
  • A unified data model provides a single, accurate view of the entire supply chain organization
  • Enables the ability to drive supply chain processes based on real-time demand information, and in turn provide customers accurate information on pricing and availability
  • Maximizes Allscripts value within the SCM organization and increases revenue and customer satisfaction levels

Human Capital Management (HCM)

  • Delivers a robust set of best-in-class human resources functionality that increases productivity, accelerates business performance and saves on operational costs
  • Streamlines recruitment, hiring, budgeting, compensation,performance, benefits administration and other essential Culture & Talent functions
  • Reduces administrative costs and errors
  • Enables Allscripts leaders to become more accountable for the development of extraordinary people

HR Analytics

  • Helps improve profitability through more effective workforce cost control, balancing the lowest effective headcount while ensuring satisfactory service delivery
  • Enables 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 future

Communications Review and Approval Processes

Corporate Level Communications

The table below details the review and approval process that will be used for organization-wide and corporate communications.

Reviewers/Approvers / Turn-around
Draft 1 / Amy Metrailer / 1 day
Draft 2 / Brennan Sullivan / 2 days
Final / John Guevara: As appropriate – Ed Dillon, Steve Shute, Deborah Snow, Adam Samuels, Rick Poulton, Richard Byrd (As appropriate) / 2 days

Financials Communications

The table below details the review and approval process that will be used for Oracle Financials communications.

Reviewers/Approvers / Turn-around
Pre-draft
SME collaborators / Per stakeholder management plan, depending on specific communication/module / 1 day
Draft 1 / Amy Metrailer / 1 day
Draft 2 / Brennan Sullivan / 2 days
Final / Ed Dillon/Rick Poulton
For Revenue Recognition – Leah Jones / 2 days

SCM Communications

The table below details the review and approval process that will be used for SCM communications.

Reviewers/Approvers / Turn-around SLA
Pre-draft
SME collaborators / Per stakeholder management plan, depending on specific communication/module / 1 day
Draft 1 / Amy Metrailer / 1 day
Draft 2 / Brennan Sullivan / 2 day
Final / Ed Dillon, Adam Samuels, Ted Hall
Steve Shute, Cliff Meltzer, Rick Poulton (as appropriate) / 2 days

HCM Communications

The table below details the review and approval process that will be used for HCM communications.

Reviewers/Approvers / Turn-around SLA
Pre-draft
SME collaborators / Leigh Sue, Molly Powell / 1 day
Draft 1 / Amy Metrailer / 1 day
Draft 2 / Brennan Sullivan / 2 days
Final / Joanne Latham, Michael Scott, Abbie Fleming
Deborah Snow (as appropriate) / 2 days

File Ref: Oracle R12 Communication Plan.docxPage 1 of 18

Communication Plan

Communication Item / Target Audience / Internal/
External / Purpose/message / Channel / Draft 1 Due / Owner / Sender / Delivered By / Due
Date
AWARENESS & UNDERSTANDING CAMPAIGN: February through Mid-April 2013
Message from CEO / Allscripts Organization / I / Inspire the organization of the changes coming in 2013-with specific focus on Nexus / e-mail / Jan. 14 / K. Hayes / Paul Black / Complete
Story of the Day / Allscripts; Nexus program team / I / Feature story announcing the launch of Oracle R12 / Intranet / TBD / K. Hayes / K. Hayes / Complete
Be CLEAR Lunch & Learns / Nexus Consultants / I / Tie the CLEAR values to the execution of the Nexus Oracle R12 implementation / Lunch & Learns / Feb 5-7 / K Hayes / A Krieman / Complete
Nexus Minute: With Release 5 Focus Issue#1 / Team members and end users and training participants / I / Discuss 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 site / Feb. 19 / K. Hayes / Nexus Mailbox / Complete
Launch Oracle pages on Nexus intranet / All Team Members / I / What 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 / Intranet / Feb. 25 / K. Hayes, K. Kisner / Intranet / Complete
Message to SIT Testers / SIT testers / I / Discuss 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-mail / Feb. 9 / K. Kisner / Nexus Mailbox / Complete
Meeting invites to SIT testers / SIT testers / I / To invite testers to the scheduled workshops and provide them with logistics / e-mail / Feb. 19 / K. Kisner / Nexus Mailbox / Complete
Executive video interviewre SIT / Allscripts leadership
Allscripts team members
Nexus leadership and program team / I / Video with B. Sullivan / Nexus Intranet e-mail push to all areas / Feb. 8 / K. Hayes / K. Hayes / Complete
Nexus Minute Release 5 Issue #2 / Team members and end users and training participants / I / Discuss 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 site / Apr 1 / K. Hayes / K. Hayes / April 15
Executive Email Cascades and Video Interviews / Allscripts leadership
Allscripts team members
Nexus leadership and program team / I / Emails/interviews with as many execs as possible (Shute, Lalonde, Dillon, Carey, Olis, Jones, etc.) / Nexus Intranet, e-mail push to all areas / Apr 1 / K.Hayes / K.Hayes / April 20
ACCEPTANCE CAMPAIGN:Mid-April through May 31
Story of the Day / Allscripts Team members / I / Feature story about “here’s what we know now, and this is what the future may look like with the release of R5” / Intranet / Apr 9 / K. Hayes / K. Hayes / April 20
The Problem of the Invoice / Allscripts / I / Video encapsulation of current problems VS future-state solutions / Email cascades, Story of the Day, nexus intranet / Completed / K Hayes / Various / April 20
Targeted FAQs / Finance; stakeholders impacted by SCM(purchasing) and Reporting; C&T Business Partners / I / Provide questions and answers that team members may have about the R12 implementations based on specific modules / e-mail, Oracle R12 Web site / April 1 / K. Kisner / K. Kisner/K. Hayes / April 20