PM² Communications Office Products and Services

Communications

Office Products and Services

Overview

Planning and Modal Program Management (PM²)

Overview

The California Department of Transportation’s (Caltrans) mission is to provide a safe and reliable transportation network that serves all people and respects the environment. Caltrans carries out its mission through its programs. PM² is overseen by Planning and Modal Program (PMP).

The following divisions are part of PMP:

• Data and Digital Services (DDS)

• Local Assistance (DLA)

• Planning and Modal Program Management (PM²)

• Research, Innovation and System Information (DRISI)

• Transportation Planning (DOTP)

PM² was launched in 2023 to streamline administrative functions across PMP. PM² provides PMP support with the following administrative functions: Human Resources, Workforce Development, Resource Management, Business Management, Contract Management, Communications, Coordination of Policies & Legislation, and Project Management. The SB 1 Program Portfolio is also managed under PM².

The PM² Communications Office supports graphic & branding needs, communication needs, web management, and ADA compliance throughout PMP. To work with the PM² Communications Office, please submit a request through the PM² Communications Office Service Request Form. The request will be assigned to a team member who will get in contact within 24 hours.

Purpose of Plan

The Communications Office Products and Services defines:

• PM² Communications Vision

• PM² Communications Office Products & Services

• Expected Outcomes and Responsibilities

The plan provides PMP Divisions with the knowledge and ability to:

• Communicate effectively

• Increase awareness of their own products and services

• Improve engagement with internal and external customers

• Align work with Caltrans Strategic Plan, PMP Strategic Plan, and Division-specific Strategic Plans

Vision

PM² Communications Vision

By March 1, 2024, PMP will have a systematic approach to increase the visibility of products and services through improving customer engagement, elevating the design of core assets, and streamlining online publishing and multimedia content. The PM² Communications Office will support PMP through communication services and three primary guidance documents: PM² Communications Office Products and Services, Branding Guidelines, and Website Conformity Standards.

PM² Communications Office

Digital Communications & Compliance Branch

Core Functions

• Establish and oversee the website design of PMP

• PMP point of contact for Division webmaster training and troubleshooting

• Lead website management and publishing of external website assets

• PMP point of contact for remediation training and troubleshooting

• Remediation of escalated and ad-hoc content for external website

Internal/External Communications Branch

Core Functions

• Consult, advise, and facilitate communication efforts on PMP products and services

• Create and disseminate communication outreach materials and multimedia content for ad-hoc requests

• Develop and maintain the PM² Communications Office Products and Services

• Develop and maintain PMP Division Business Plans

Graphic Design Branch

Core Functions

• Establish and manage brand development for all PMP divisions, including brand identities, guidelines, and policies

• Design the graphic layout for major transportation plans and guidance documents created by PMP Divisions

• Develop custom ad-hoc graphic design content

• Training and troubleshooting support for templates delivered to customers

Branding Guidelines

Each division will have branding guidelines that outline how to use their division’s visual identity with confidence and clarity. The guidelines have been designed to ensure consistency within the PMP brand, helping to create strong, recognizable, and innovative communications.

Communications Office Products and Services

The plan has been created to provide PMP with the tools and services available to increase the visibility of products and services. The plan outlines the communication vision, expected outcomes, and responsibilities.

Website and ADA Conformity Standards

Coming Soon: The digital compliance guidelines explain how to organize and properly post ADA compliant content to Caltrans internal and external web pages. The guidelines have been designed to assist document editors, content creators as well as webmasters in providing a consistent and efficient customer experience when accessing ADA compliant content.

Services

Overview

ADA Remediation

ADA Remediation enables the visually impaired to hear an auditory version of the text and images within a document.

Services Available:

• Remediation support for major plans and guidance documents

• Complex and escalated remediation requests

• Document remediation training coordination

PM² Communications Team supports graphic & branding needs, communication needs, web management, and ADA compliance for PMP divisions. Content is submitted by the requestor through the request form and the Communications Team works with the requestor to create a unique communication product.

Services Overview Cont.

Business Templates

Business templates allow customers to input content into customized design templates.

Services Available:

• Creation of custom business templates (agendas, presentations, memorandums, directives, business plans, etc.)

• Template training/support

Caltrans Website (External)

The Caltrans external website allows divisions within PMP a platform to share informative content respective to their areas to the citizens of California.

Services Available:

• Administer digital ADA compliance oversight

• Website development and management

Services Overview Cont.

Caltrans Website (Internal)

Onramp is the Caltrans internal web platform accessible only to Caltrans staff. The website provides the ability for programs to share processes, guidelines, forms, and other critical content intended for the sole use of Caltrans employees.

Services Available:

• Website support for complex and escalated internal website requests

• Website training

Digital Imaging

Digital Imaging is the process where a digital image is captured and edited using camera equipment and computer software. Digital imaging can be used to create various multimedia content such as; web pages, marketing materials, photography, branding, animation, and more.

Services Available:

• Graphic design

• Stock imaging

• Photography

• Animation/GIF design

Services Overview Cont.

Email Blasts

Email blasts use software to distribute a message to a large group of customers.

Services Available:

• Email design and formatting

• Sign-up forms

• Email distribution and analytics

Graphic Design

Graphic design uses visual and textual elements to communicate ideas or messages.

Services Available:

• Custom plans

• Guidance documents

• Reports

• Document templates

• Facts sheets

• Branding

Services Overview Cont.

Infographics

Infographics use visual storytelling to make information digestible and engaging to the audience.

Services Available:

• Infographic design and formatting

• Infographic distribution

Newsletters

Newsletters combine news, updates, announcements, events, and other relevant information into one email.

Services Available:

• Newsletter design and formatting

• Newsletter distribution and analytics.

Services Overview Cont.

Public Affairs Coordination

The Division of Public Affairs handles media relations, coordinates media campaigns, and more.

Service available:

• PMP coordination with Public Affairs for communication materials including: press releases, brochures, media coverage, and more

Social Media

Social media is interactive communication technology that allows users to share information, ideas and other content through virtual communities and networks.

Services Available:

• Social media post design

• Coordination with Division of Public Affairs for posting on Caltrans Facebook, Twitter, and Instagram Accounts

• Coordination with Division of Human Resources for posting on Caltrans LinkedIn account

Services Overview Cont.

Reporting Design

Reporting design elevates the look and feel of documents.

Services Available:

• Custom reporting design

Presentations

Slideshows allow users to combine text, graphics, and multimedia content to support a presentation.

Services Available:

• Creation of custom slideshow templates or organizational slideshow templates

Services Overview Cont.

Surveys

A survey is a method of gathering information from a group of individuals by asking them questions.

Services Available:

• Custom survey layouts and formatting

• Provide survey results

• Polls

Video/Animation

Videos and animation are types of visual media featuring moving images, with or without audio.

Services Available:

• Video/animation coordination

• Video editing and design

• Video distribution and analytics

Services Overview Cont.

Web Analytics

The process of collecting, measuring, analyzing, and interpreting data from a website to gain insights into its performance, user behavior, and effectiveness in achieving business goals. The PMP Communications Office utilizes Google Analytics to gather this data.

Services Available:

• Provide insights into web performance and user behavior to make data-driven decisions and optimize online strategies

Webinars

PMP employees can host internal meetings on Microsoft Teams and internal/external webinars on WebEx Webinars. Microsoft Teams has a variety of features including video chat, instant messaging, email, and document collaboration. WebEx Webinar features include registration, breakout rooms, closed captioning, analytics, and more.

Service Available:

• Webinar Coordination

• Webinar Marketing

• Technical Support and Consultation

Ad Hoc Communication

Requests

One-time project requests that fall outside any of the other categories.

Implementation Plan 20

Expected Outcomes

• Improved internal and external communication delivery

• Improved engagement with customers

• Increased awareness of PMP products and services

• Alignment with Caltrans Strategic Plan, PMP Strategic Plan, and Division-specific Strategic Plans

Responsibilities

PMP Deputy Director

• Provide feedback on Communications Office Products and Services vision and alignment with Caltrans Strategic Plan, PMP Strategic Plan, and Divisionspecific Strategic Plans

• Encourage staff to use the plan as a resource to improve communication and engagement within PMP and with customers

PM² Division Chief

• Provide feedback on Communications Office Products and Services vision and alignment with Caltrans Strategic Plan, PMP Strategic Plan, and Divisionspecific Strategic Plans

• Encourage staff to use the plan as a resource to improve communication and engagement within PMP and with customers

PMP Division Chiefs

• Provide feedback on Communications Office Products and Services vision and alignment with Caltrans Strategic Plan, PMP Strategic Plan, and Divisionspecific Strategic Plans

• Encourage staff to use the plan as a resource to improve communication and engagement within PMP and with customers

PMP Managers and Supervisors

• Submit service requests through the PM² Communication Office Request Form

• Coordinate with PM² Communications Office on requests.

Responsibilities cont.

• Provide feedback on Communications Office Products and Services.

• Encourage staff to use the plan as a resource to improve communication and engagement within PMP and with customers

PMP All Employees

• Submit service requests through the PM² Communication Office Request Form

• Coordinate with PM² Communication Offices on requests

• Provide feedback on Communications Office Products and Services

• Strive to improve communication and engagement

PM² Communications Office

• Coordinate with requestors and provide communication services on requests

• Maintain and update the Communications Office Products and Services