Send EMAIL to MINISTRY Government Account users

[trishreimer]

Draft correspondence is here: https://citz.sp.gov.bc.ca/sites/SBC/REG/Projects/MVSM/_layouts/15/DocIdRedir.aspx?ID=S52QENDTEJAE-1724982671-4400

[trishreimer]

Write communication for all government users to ensure they are aware of this change. Since this is the initial comms, we should send it about 2 months before they are impacted by this change. Additional comms with more info and details will need to follow.

In this comms, keep it focused on what, when, how, why, etc. (*new application, login, etc.), actions they need to take.

Use the distribution list noted in ticket: https://app.zenhub.com/workspaces/entity-5bf2f2164b5806bc2bf60531/issues/bcgov/entity/6756

[trishreimer]

Account types: GOVA GOVERNMENT AGENCY OR AUTHORITY
GOVAA BCA
GOVCC CROWN CORPORATION
GOVD DISTRICT GOVERNMENT
GOVF FEDERAL GOVERNMENT
GOVGA GOVERNMENT AGENTS BRANCH
GOVL MUNICIPALITY
GOVLT LTSA
GOVM BC GOVERNMENT MINISTRY
GOVOP OTHER PROVINCIAL GOVT. MINISTRY
GOVP RCMP OR LAW ENFORCEMENT
GOVR REGISTRIES WHO PARTICIPATE IN BCOL
GOVSR GOVERNMENT SELF REGULATORY

[trishreimer]

@JohnamLane @jyoti3286 Could you please send us the content and distribution list and we can coordinate the communication to all ministry gov account users?

[trishreimer]

What is the status of this communication?

[JohnamLane]

@trishreimer This is available for initial review. I've segmented messages by audience. Please confirm if more background details are needed such as roles, payment types, timeline specific (or removal of specific dates)

[trishreimer]

I will review this today.

[trishreimer]

@jyoti3286 @JohnamLane based on the audience, I made some updates to the communication John drafted. Would you mind reviewing this draft on the SharePiont? Where you see XXX's, dates will be added.

https://citz.sp.gov.bc.ca/sites/SBC/REG/Projects/MVSM/_layouts/15/DocIdRedir.aspx?ID=S52QENDTEJAE-1724982671-4400

[jyoti3286]

@trishreimer Slight update required in the steps:

• Our team will send an invite to the Prime account users (admin) to create the account.

• The Admin will submit the account details which will be then reviewed and approved by BCOL Admin team

• Once approved, The admin will then add all staff members that need access to the account.

• To get access, all users must be invited to the account by the admin.

• Users will receive an email notification indicating when they have been added to the account and then use their IDIR to log in to the application.

[jyoti3286]

I have only reviewed the first page

[trishreimer]

that's good for now. This is just the initial 'awareness' comms....we can review other messages for other specific audiences later.

[trishreimer]

We are now waiting for:

• confirmation from BCOL Admin on when we can start.
• info session dates
• we should show this note to Wendy and Joanna (@JohnamLane - would you mind facilitating that pls?)
• send as an FYI to our team. - after Wendy and Joanna have reviewed.
• get the distribution list ready
• we can send from the engagement mailbox

[trishreimer]

Wendy wants to discuss the process for setting up accounts, so John and I are meeting with her and Cheryl today.

Also, we need to ensure we have an accurate distribution list for this initial email, so I sent a follow up note to Bob this morning.

Once we sort out the process, distribution list and confirm the date for the info session, we will be able to send email.

[trishreimer]

The process has not been fully defined and roles and responsibilities for the GDSA, Finance and others need to be decided. This work needs to be completed before we start to communicate information. The target audience may be the GDSA. There is no prime on the account.

The change impact assessment should be flushed out as well to ensure we have covered off all other stakeholders, processes, and changes.

Closing this ticket and creating 2 new tickets: 1. for the change impact assessment and 2. define the process, roles and responsibilities for account setup for ministry gov accounts.