Appendix 1

The Project Team carried out fact finding activities to understand the needs of the potential audience. The findings were as follows:

Key Take-Aways and Recommendations • Evaluate a requirement to place myRutgers as a main homepage/landing page for RU employees • Develop and implement a marketing plan for myRutgers to increase and improve usage and awareness » Develop trainings on how to use and customize myRutgers. » Communicate myRutgers capabilities (for example, tips/did you know, privacy settings) » When email is used, link readers to myRutgers as much as possible • Establish “rules of engagement” for myRutgers success » Define guardrails for who can post what; establish governance structure » Develop an RU communications protocol • Content development and oversight; editorial curation » Dedicated resources and training for developing and updating myRutgers content » Review content currently on myRutgers and determine what can be added » Clean-up or better use miscellaneous tabs (for example, healthcare tab could include COVID Vaccine Portal; Flu Policy information) • Enhance the visual look/feel of myRutgers • Sample information that could be disseminated via myRutgers might include senior leadership change announcements (a new chancellor, new SLT appointment, retirements) and time-sensitive reminders and documents (for example, health insurance/benefit annual enrollment due by 10/31 with a link; get your flu shot reminders with a link to Influenza Immunization policy forms; holidays/ university closings; weather alerts). • While the content found on myRutgers is envisioned as being broad and applicable to many, there should be links to other already existing websites for more detailed information. This centralized location for popular websites would make them easier to find. For example, myRutgers would include links to OneSource, university calendars, the COVID resources page, Policy Library, employee directory, and compliance deadlines. • Future advancements for this communication platform could more fully develop its possibilities as a bidirectional channel for communication. RU-wide sharing of positive news would instill pride in the University’s accomplishments. In addition to communicating high-level news that applies to very broad audience, units could suggest and supply more “local” news to disseminate out to all of Rutgers. Users would be able to tag topics of interest so that their daily feeds are customized to prioritize the latest news/events on particular topics that they find interesting. • myRutgers will be in compliance with ADA standards for accessibility.

Other Requirements

• Evaluate how to best ensure myRutgers is accessible on computers and mobile devices • Development/Prioritization phase: » Decide which features should initially be incorporated in the roll-out » Which features might be included in the future » Which features fall outside of scope • The potential to aid achievement of business objectives • Reduction in silos of content and duplicated content • Employee self-service to streamline frequently performed tasks • Central document storage for easy uploading/updating/sharing of files • Access to content based on job title, roles and responsibilities • Improve navigation structure to make it easier to find content • Centralized search facility enabling relevant content to be quickly accessed • ChatBot functionality with Digital Voice Recognition for content search and Q/A • Potential ROI

Stakeholder Interviews and Outreach

Interviews held with stakeholders across the university with representatives from IT, University Communications and Marketing, as well as peer institutions.

• Ellen Law (OIT, Enterprise Applications Services) • Deep dive on myRutgers with David Badger, Yaw-shing Wang (OIT) • Allan Hoffman (OIT Communications & Marketing) • Communications leadership at Chancellor-Led Units: » Peter Englot (RU-Newark) » Jennifer Hollingshead (RComm- RBHS and RU-New Brunswick) » Michael Sepanic (RU-Camden) • Survey on internal communications sent to RU Communicators Network, OneRED peers and others • RWJBH Communications to discuss RWJBH intranet-The Bridge (Sharon Scalora, Evelyn Meneghin) • Outreach to AAU Public Affairs Network peers

Surveys

Surveys were sent to university stakeholders to seek input on existing Rutgers internal communications and the development of a Rutgers employee portal containing news, links, and other resources. The results are on the following pages.

Link to survey: https://forms.office.com/Pages/ResponsePage.aspx?id=IystuTVNcEST_2mspmMv_ qHZMOyq6g9CqYK4IHxx63xUOTJQRDFDMENSVUkxUzQxUUg5T1k0UEVPRi4u