SPOR Communications Strategy Presented by: Agnieszka Laka Business Data and Analytics Department, European Medicines Agency An agency of the European Union Template version: 2.9 21/08/2014
Overall high level plan for SPOR Managing communications Communications will be aligned with the phased 2 delivery of SPOR 3. Get some travel companions – Identify some ‘communications SPOR! ambassadors’ (contact points) 1 4. Communications launch – Prime contact points from NCAs and – Conduct high level planning Industry to help deliver communications – Produce initial stakeholder list – Produce detailed communications plan – Undertake high level impact assessment – Present initial programme details via the S&P relevant governance groups Already Underway OMS RMS 4 5. Review the journey – Measure success of the communications – Develop lessons learned throughout and adapt accordingly 5. 3 Hit the road! – Deliver communications against the plans Why is it important – Deliver dialogue between stakeholders and the for me? The hard work programme we will do together will – Communicate peaks of activities to the relevant help to make sure that stakeholders at the right times the right people are – Enable stakeholders to prepare for the change informed at the right 1 through effective communications times
We want to take you on a journey We are in the process of designing the best ways to engage with you, our aspirations are….. Awareness Understanding Acceptance Commitment EU Network Governance External presentations: Go Live Support: / Groups: • Seeking opportunities to present • EMA service desk providing • HMA at relevant forums business support • EUNDB • Producing informative videos • EMA service desk providing • ISO IDMP Taskforce incident-management tool • Taskforce sub-groups • The right people in your • IT Directors organisation trained • EUTMB Change Network: • Website FAQ’s Champions for the change linking your EMA Public organisations with the SPOR programme: Website: End-user engagement: Are: Will: • SPOR programme • UAT Webinars • NCA contact points updates • Champion the change • Targeted e-mails • Industry contact points • Be a channel into and out • FAQ’s • Web interface demos • Dedicated mailbox • EMA Change of your organisations Management Team ( 2.5 • User guides • Additional technical and • Promote communications people ) non-technical content within your organisations EMA will not be able to provide effective Additional Channels: communications without the support of • Mailing Lists the contact points and change network Communicating success: • Dedicated programme portal Using the change network to Targeted Pulse checks: communicate successes Webinars: Using the change network to measure • Key milestone achievements the success of communications • Taskforce sub-group • Go-live communications • IT Directors • IT Directors • NCA contact points • NCA contact points • Industry contact points • Industry contact points 2
OMS / RMS COMMS PLAN Key communications milestones Q1 2016 Q2 2016 Q3 2016 Q4 2016 Jan Feb Mar April May Jun July Aug Sep Oct Nov Dec Roll-out plan for RMS / OMS Implement TOM Roll-out plan OMS Project RMS R2 UAT RMS Milestones development Service Live RMS / RMS R1 internal UAT Implement TOM OMS UAT OMS Service OMS Data Live Consolidation Technical and business programme activities EMA webinars RMS UAT intro RMS UAT Webinar to IT directors RMS Web UI Webinar webinar kick-off webinar RMS Web UI Webinar Webinar to IT directors OMS UAT intro OMS UAT NCA contact OMS Web UI webinar kick-off webinar points launch Webinar(s) Webinar to industry Industry contact point launch OMS Web UI Webinar(s) Overview of OMS RMS Go-live news item Comms OMS Go-live news Overview of RMS item RMS User guides published Distribute detailed comms plan Develop detailed comms plan OMS User guide Q1 SPOR Q2 SPOR Q3 SPOR Q4 SPOR Programme update Programme update Programme update update 3 *Please note that communications timelines are indicative and will be refined and aligned with the rollout plan during detailed planning List of events and communication content is not exhaustive and will be refined
KEY MESSAGES The change network is critical to the success of the programme’s communications We recognise the EMA will only be able EMA will only be able importance of the to reach the relevant to provide effective governance industry communications with structures and will stakeholders with be allowing for this the support of the the support of the in the detailed contact points and contact points and communications change network change network planning 4
What’s going to happen next Next Steps • We will finalise the detailed communications plan and share it with the change network in Q1 • The change contacts will be identified, briefed and engaged prior to communication of the detailed plan • Communications materials will be developed and made available in line with the detailed plan • The regular communications channels will be established as part of the detailed planning 5
Thank you Do you have any questions? 6
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