CONTROLLED DOCUMENT: WI-ABM-1516
QMS STANDARDS
BUSINESS UNIT:
ABM 551 Fifth Avenue, Suite 300, New York, NY 10176
STANDARD TYPE:
Work Instruction
PROCEDURE TITLE: ABM Learning and Quality Announcement Series
AREA: Education TYPE OF PROCEDURE:
Transition and Validation
DOCUMENT NUMBER: WI-ABM-1516 REVISION: 1.2
PROCEDURE STATUS IMPLEMENTED DATE REVISION DATE
Released 06/24/15 06/23/15
UNLOCK DOCUMENT TO EDIT BEYOND THIS POINT 1.0
PURPOSE/SCOPE Organizational initiatives are implemented to compel an outcome that will benefit the company, its customers and employees. There are many steps in the completion of an initiative depending on its scope and impact. However, regardless of scale, communication is a key element in its successful completion. Often, an initiative can be expertly implemented but still have challenges in meeting its objectives. Why? There could be a myriad of reasons but for the most part, lack of communication is often the culprit. The process of providing awareness, creating excitement and preparing an audience or impacted users of the intended and possible outcomes of an initiative is critical to its successful completion. And the successful completion of an initiative does not end when all the tasks have been checked off; it is marked by the rate of user issues and user adoption. ABM Learning and Quality (ABMLQ) believes that providing a series of communication as the initiative is progressing towards completion (or go live) is a key step in ensuring a prepared audience, lower rate of user issues and higher rate of user adoption. This Work Instruction defines the series of announcements that ABMLQ uses in providing communication from the inception to completion of an initiative.
2.0
RESPONSIBILITIES 2.1
TASK RESPONSIBILITIES
2.2
It is the responsibility of the ABMLQ team to comply with the provisions of this WI. It is the responsibility of all employees to read and understand the provisions of this WI.
APPROVAL / ESCALATION RESPONSIBILITIES
The Senior Vice President of ABMLQ is the point of escalation for all matters contested or inquired upon in this WI.
Procedure Title: ABMLQ Announcement Series
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CONTROLLED DOCUMENT: WI-ABM-1516
3.0
QMS STANDARDS
PROCEDURE (SOP OR WI STEPS) 3.1
ANNOUNCEMENT SERIES ABMLQ uses a series of six quick announcements to inform an audience or users regarding an initiative that may have an impact on them and/or their customers (internal and external). By definition, a customer is anyone to whom a service or product is provided; hence, our customers can include both internal and external people. The series of announcements are listed below and are divided into two phases of the initiative management process: IMPLEMENTATION PHASE: 1st Something New – introduces a new initiative 2nd Comin’ Round the Corner – used as a progress indicator 3rd Ready to Flip the Switch – statistics on what has occurred (so far) with the implementation DEPLOYMENT PHASE: 4th Get Excited – designed to elicit excitement and anticipation of the outcomes of the initiative 5th It’s aLIVE! – ready for use and clearly communicates usability 6th Mainstreamed – reviews the statistics and how the solution is being used For a quick glance of the series, go to this link to view the announcement on the LQ Announcement Series: http://www.abmlq.com/lqannouncements To view examples of previously posted LQ announcements, please visit these links: Click here: Example 1 Example 2 Log into ConnectX here: http://www.abmlq.com/lqcollateral
3.2
STEP
HOW ARE THEY USED? The announcements are part of the project management steps in the completion of an initiative that are posted and/or sent when key milestone actions are completed. All six or some of the announcements are used depending on the scale and timeframe of the implementation process. The production of each announcement can be done all at once at the beginning of the initiative or as milestones are met. WHAT
WHEN
COMPETENCY (WHO) LQ Program Manager or Initiative Manager
1. 1Initiate the LQ . initiative management execution checklist 2. View examples of previously posted LQ announcements
Before initiative is kicked off
Before producing announcements
LQ Program Manager or Initiative Manager
3.
Either at the beginning of the initiative or as milestones are met according to the project plan
LQ Program Manager or Initiative Manager
Produce the announcements based on the scale or scope of the initiative
Procedure Title: ABMLQ Announcement Series
HOW (TOOLS) http://www.abmlq.com/wiab m1516a
Click here: Example 1 Example 2 Log in here: http://www.abmlq.com/lqcoll ateral Templates: http://www.abmlq.com/wiab m1516b or http://www.abmlq.com/lqtem plates
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CONTROLLED DOCUMENT: WI-ABM-1516
STEP 4.
5.
6.
4.0
QMS STANDARDS
WHAT
WHEN
COMPETENCY (WHO) LQ Program Manager or Initiative Manager
Submit announcements to File Review for review and approval Post announcement on abmlq.com
Before posting or sending
Upon approval
LQ Program Manager or Initiative Manager
Send link to abmlq.com post via email to affected audience
After post is published
LQ Program Manager or Initiative Manager
HOW (TOOLS) ConnectX File Review: http://www.abmlq.com/lqfiler eview QuickTip: How to post on abmlq.com http://www.abmlq.com/quicti plqposts Outlook
SPECIAL DEFINITIONS THE FOLLOWING TERMS ARE REFERRED TO IN THIS STANDARD; TO VIEW THE DEFINITION OF EACH TERM PLEASE CLICK ON THE LEXICON LIBRARY LINK: LEXICON LIBRARY TERM ABMLQ, Learning and Quality Abmlq.com ConnectX File Review QuickTip WI, Work Instruction
5.0
ASSOCIATED REFERENCE DOCUMENTS THE FOLLOWING DOCUMENTS PROVIDE ADDITIONAL INFORMATION: DOCUMENT NAME Announcement on the LQ Announcement Series QuickTip: How to post LQ announcements on abmlq.com
6.0
LOCATION http://www.abmlq.com/lqannouncements http://www.abmlq.com/quicktiplqposts
ASSOCIATED KNOWLEDGE DATABASE THE FOLLOWING KNOWLEDGE DATABASES PROVIDE ADDITIONAL INFORMATION: KNOWLEDGE DATABASE
Procedure Title: ABMLQ Announcement Series
LOCATION
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CONTROLLED DOCUMENT: WI-ABM-1516
7.0
QMS STANDARDS
ASSOCIATED TOOLS THE FOLLOWING TOOLS MAY BE REQUIRED FOR COMPLIANCE TO THIS STANDARD: ASSOCIATED TOOLS Abmlq.com EASI Community Website Initiative Execution Checklist LQ Templates LQ Announcement Templates LQ File Review in ConnectX
8.0
LOCATION http://www.abmlq.com http://www.abmlq.com/wiabm1516a http://www.abmlq.com/lqtemplates http://www.abmlq.com/wiabm1516b http://www.abmlq.com/lqfilereview
REVISION HISTORY REVISION (X.X) DATE OF LAST REVISION (MM/DD/YY) LAST APPROVAL DATE (MM/DD/YY)
1.2 06/24/15 06/23/15
DOCUMENT AUTHOR: Melissa Cipriani
DOCUMENT MANAGER: Melissa Cipriani
Reason for Change:
Revision 1.0 1.1 1.2
9.0
SECTION / PARAGRAPH CHANGED All 3.0, 5.0, 6.0, 7.0
CHANGE MADE
All
Initial Entry Complete the procedures section; add links to 5.0, 6.0 and 7.0 Prepare for release after file review approval
DATE OF REVISION MM/DD/YY 06/15/15 06/19/15 06/24/15
ELECTRONIC NOTIFICATION LIST: ELECTRONIC NOTIFICATIONS
The following roles must be notified whenever this WI is revised and rereleased.
ABMLQ, Senior Vice President ABMLQ Team
Procedure Title: ABMLQ Announcement Series
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CONTROLLED DOCUMENT: WI-ABM-1516
QMS STANDARDS
10.0 APPROVALS PLEASE GO TO THE LINK BELOW FOR THE ELECTRONIC RECORD OF THE REVIEW AND APPROVAL OF THIS POLICY. DOCUMENT REVIEW FIRST APPROVER NAME: GREG LUSH BUSINESS UNIT: ABM
TITLE: SENIOR VP, LEARNING AND QUALITY SIGNATURE: ELECTRONIC APPROVAL
SECOND APPROVER NAME: BUSINESS UNIT: TITLE: SIGNATURE:
THIRD APPROVER NAME: BUSINESS UNIT: TITLE: SIGNATURE:
DOCUMENT HISTORY SECTION: Document Created on 06/15/15 by Melissa Cipriani Document Modified on 06/19/15 by Melissa Cipriani Document Modified on 06/23/15 by Melissa Cipriani
Procedure Title: ABMLQ Announcement Series
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