eu-LISA CAF Communication Plan 2022

Page 1

Communication Plan for supporting the implementation of the Common Assessment Framework

1. Customisation of the CAF questionnaire and the project “kick-off”

February 2022

1. Executive Director (ED)/Deputy ED statement to the staff – to highlight the importance of the project to start!

2. “What I need to know: 10 Q/A about CAF” (tentative), publish in a catchy format answers to the main questions about CAF, complimented with a suitable visual (if the final label has any design form then make use of that): what is the project about, who is the target group, why it is important, what are the milestones and deadlines and what will be the outcome. Add a brief quiz in the end: “Did I get it right?”,

Published as intranet news and/or in weekly News&Info newsletter.

3. a) Make a short (max 1-minute) video clip with the CAF project manager who will briefly share why this project is important (share the current status of the project in 1-2 sentences –that the selected staff members are currently undertaking self-assessment and workshop planned for March)

. The video would be highlighted via intranet news and the weekly newsletter.

1. GCU to provide the lines to take and background, COMS to draft the message and mediate with Deputy ED.

2. GCU to provide a short intro, Q/As COMS to format it into suitable special communication and share with staff.

Throughout the campaign the responsibilities are distributed as following:

GCU – content, spokesperson (s)

COMS – design, editorial tasks, dissemination

3.a GCU to assign a spokesperson. COMS to shoot the video and perform all the production and dissemination tasks

3.b GCU to present, COMS or LnD can support with the organising logistics.

Page 1 of 4 European Union Agency for the Operational Management of Large-Scale IT Systems in the Area of Freedom, Security and Justice Vesilennuki 5 • 10415 Tallinn • Estonia

CAF Activity Time scope Communication activity Aim
Requirements for implementation Remarks
- Format

2. CAF Communication Plan

February 2022

1. Internal communication on the timeline/milestones/info about the repository for backgrounds, updates etc.

3. Training of the CAF SelfAssessment Group

February 2022

4. Individual SelfAssessment Phase

5. Evaluation of the CAF SelfAssessment results and preparation of recommendations

December 202118.02.2022

1. Share Information about the members of the self-assessment group and about the training which took place on 07.-09.12.2021, share via weekly newsletter.

2. Have an interview with a voluntary member of the group shared in News&Info (nice to have, more relevant if there is a member who was part of the previous group and could elaborate on their experiences/expectations)

If any new relevant info/backgrounds of the project become available in the repository, then COMS can highlight this in News&Info

1. GCU to prepare the timeline/achievement meter.

COMS to put the info into visually appealing format for publishing

GCU to provide COMS with info on the members of the group. COMS to format and disseminate the message and/or shoot the video and perform the production and dissemination tasks.

midFebruary 2022 –beginning of March 2022

Share information via email to relevant staff (part of project management) by GCU No active role for COMS

See comment in previous section above Share success stories/cases via email to relevant staff (part of project management by GCU). No active role for COMS

Page 2 of 4 European Union Agency for the Operational Management of Large-Scale IT Systems in the Area of Freedom, Security and Justice Vesilennuki 5 • 10415 Tallinn • Estonia

6. CAF Consensus Workshop mid March 2022

Highlight of the workshop taking place (with screenshot or any other form of visual) –published in News&Info (“low hanging fruits”/”quick wins”)

7. CAF SelfAssessment Report

April 2022

8. CAF Improvement Plan Workshop

9. CAF Improvement Plan Report

May, beginning of June2022

September 2022

1. Share information via email to relevant staff and/or via the News&Info newsletter.

2. Publish and share in-house (not too sophisticated) Leaflet or infographic with key outcomes of the report.

Highlight the date and other relevant info in News&Info. (maybe “story of the month”)

Share information via calendar invitation to relevant staff (part of project management tasks of GCU) GCU to share brief update and screenshot of the workshop.

COMS to edit and publish

1. GCU to provide input

2. GCU to prepare and provide the content to be highlighted. COMS to prepare the layout and disseminate.

Share information via calendar invitation to relevant staff (part of project management tasks of GCU) GCU to provide COMS with info to be disseminated. COMS to publish.

10. Implementatio n of the CAF Improvement Plan

September 2022 –December 2024

1. If this is knowledge to all staff then share the results, recommendations and responsibilities via intranet, dedicated email and newsletter

2. create a short video clip and/or 3. infographic, where all the most important CAF Improvement Plan report recommendations are marked.

Share the implementation progress regularly or on ongoing bases (changes, achievements, reached milestones) via weekly newsletter and/or Special Newsletter – highlights of the halfyear and/or externally (e.g. Estonian CAF Centre (Rahandusministeerium))

All necessary content to be provided by GCU

COMS to shoot the video and/or prepare the infographic, perform the production and dissemination tasks.

GCU to provide COMS with info to be disseminated. COMS to publish.

Page 3 of 4 European Union Agency for the Operational Management of Large-Scale IT Systems in the Area of Freedom, Security and Justice Vesilennuki 5 • 10415 Tallinn • Estonia

11. Preparation of the application for the

Effective CAF User label

JulyOctober 2022

12. Effective CAF User label November/ December 2022

Share information via dedicated email and/or newsletter to all staff (“monitor” the improvement of the Improvement Plan. With this both the managers and staff will see that CAF: is for real, it makes changes possible, it changes the workplace and leads to excellence in our performance; sharing EU best practices, eu-LISA as the only EU Agency with the valid CAF label)...

1. Share information via dedicated email and weekly newsletter with a nice visual to put a “stamp” on the whole process.

2. Short video-statement or message from Deputy ED.

3. CAF label ceremony (organised with the EU Presidency) should highlight/award the SelfAssessors and the most visible achievers according to the Improvement Plan (units and individuals). Inclusion of MB members is essential.

GCU to provide COMS with info to be disseminated. COMS to publish.

All necessary content to be provided by GCU.

COMS to prepare the layout, shoot the video, perform the production and dissemination tasks.

Page 4 of 4 European Union Agency for the Operational Management of Large-Scale IT Systems in the Area of Freedom, Security and Justice Vesilennuki 5 • 10415 Tallinn • Estonia

Issuu converts static files into: digital portfolios, online yearbooks, online catalogs, digital photo albums and more. Sign up and create your flipbook.