EHS Software Marketing and Communications Plan

Environmental Safety and Health Software Launch

6.2.16

Purpose: WVU to launch a new software system that combines three different existing reporting systems (or lack of systems)

Points of Contact:

I. Goals Overview

• To explain/educate people as to what the software is and that it is changing the way they train, completed medical management requests, and report on the job injuries.
• To encourage people to begin adopting the software right away
• To inform people that the existing practices will no longer be followed beginning January 1

II. Background and Current Status

• WVU to launch new software in August that allows users to do the following
• Be scheduled by Occupational Medicine for surveillance
• Report WVU-related injuries
• Complete training for Environmental Health and Safety
• Allows supervisors to see if employees can be cleared for return to work
• The system will send emails to people alerting them to check the system.
• Login will be through the MyAccess system

III. Audiences

• Primary
• Facilities and Services
• Research employees
• Academia who serve as P.I.s on grants that require training in safety hazards
• Extension
• Dining Services
• Student Affairs
• HSC
• Secondary
• All other payroll employees on all WVU campuses

IV.  Messaging

• Training and learning is available to keep the university compliant
• This system will be used to register for and track medical management
• Report injuries through the system
• Medical surveillance (monitoring for “fit to return to work”) will be completed and scheduled through the system

V. Timeline

• Soft launch in August that includes “train the trainer sessions”
• Full implementation in January 2017

VI. Action Items and Deliverables

• Name for system
• Wordmark/graphic identifier for software
• Presentation template design
• ENEWS announcements
• Posters to hang near time clocks or elevators
• Giveaway items (This is dependent on your budget. We recommend a keychain if you decide to move forward)
• Wallet cards with key points of info and link for how to access system
• Announcements on existing reporting link pages where you download current forms
• Social media posts
• Research Corp announcements – unless they already get all WVU announcements?

VII. Timeline

• July 1 – graphics created and signed off on by EHS
• July 25 – PowerPoint Template
• Aug 15 – Posters and Wallet Cards
• Flexible dates – news and social posts will be determined by training sessions or official launch info