Coyote
Communications

Communications plan example

Communications Plan
External Training Announcement
RFW
2/7/01

Requirement

John Panattoni, LEAD External Training, requests communications support in announcing that LEAD will no longer provide external training services to Boeing Puget Sound employees.  (see announcement attached).

The changes are effective April 1, 2001.

Purpose/response

The purpose of this plan is to inform affected Boeing employees about this change so that they will understand the change, the reasons for the change, and will have information concerning alternatives.

Plan

Revised Draft Guidelines for Registering and Paying for Attendance at Outside Conferences, Seminars, Meetings, etc.  1/30/01

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LEAD External Training Announcement

Effective 4/1/2001, the process for arranging, paying for and recording attendance at management-approved external training events is being changed for all organizations located in the Puget Sound area.

What is Changing?

SSG Learning, Education and Development (LEAD) will no longer handle registration forms or be involved with doing registrations and arranging payments for external training.  The “External Training” web page will be unavailable for use in creating registration forms but will be expanded to support update training records.

Who is Affected?

All Puget Sound organizations are affected by this announcement and the new procedures outlined below.

SSG, Company Offices and Ed Wells will no longer direct web-based registration forms to LEAD for registration, payment and records updating.

A&M, S&C and Phantom Works will no longer send Training Request forms to LEAD for signature and chargeline checking, and for training records updating.

BCAG will no longer send Meeting Attendance Approval Request (MAAR) forms to LEAD for updating attendee’s training records.

Why is this change occurring?

This change will (1) allow LEAD to refocus on its primary responsibilities and away from non-training functions, (2) support Payment Services efforts to standardize its operations Puget Sound-wide, (3) continue efforts to expand direct employee involvement in our growing E-business environment, and (4) provide cost savings.

What is the new process?             

Fill out the proper form and obtain the appropriate approvals to attend the event in accordance with your organization’s procedures.  Consider the use of the Business Expense Report (BER) form to avoid the use of multiple forms.

Call or e-mail the supplier, or register on the supplier’s web, for the event.  Attempt to make payment at the same time.

¨  How to pay for the class if the supplier accepts credit cards (listed in order of preference):

By Boeing Travel Card: Give the supplier your GE Mastercard number when you register.  Fill out a BER, obtain the appropriate approvals and send it to Travel Accounting at mail stop 3W-AL.  Travel Accounting questions should be directed to its hotline at 253-657-5990.  Note: At a future point, when the new Travel Manager software is in place, you will be able to do this online.  The Company will be responsible for paying the credit card bill. 

By Boeing Purchasing Card (P-Card): Give the supplier your P-Card number when you register.  No BER is required.  This option may be preferable to organizations that want to have a focal with a P-Card handle all registrations and payments.  For information and an application for a P-Card, please email or phone the Puget Sound P-Card Administrator, Lynne Morris at 253-657-8025. 

¨  How to pay for the event if the supplier does not accept credit cards (listed in order of preference):

By Boeing Check (IF THERE IS SUFFICIENT TIME): Send either a completed BER, Meeting Attendance Authorization Request (MAAR) or Training Request (TR) form to SSG Payment Services to pay the vendor.  SSG Payment Services MUST have ten working days from the time they receive the request to when a check would be mailed or ready for pickup.  If there is insufficient time, please use one of the following methods.  Please direct any questions concerning this method to Pam Schneider at 425-865-5573.

By Personal Check: Make a copy of the check before sending it to the supplier.  Fill out a BER, obtain the appropriate approvals and send to Travel Accounting for reimbursement.

By Cash at the Door: Be sure to get a receipt.  Fill out a BER, obtain the appropriate approvals and send to Travel Accounting for reimbursement.

¨  How To update Company training records systems with event attendance:

The process for updating an individual’s training record is being automated.  To record attendance on Company files, follow the instructions provided on the web site reached through “External Training” under “Registration/Status” on the “Lead, Education and Training” web page, or access it directly under http:peopleorg.web.boeing.com/seminar/.  Attendance can only be recorded after the date on which the training event occurred.

Paper forms should no longer be sent to either LEAD’s External Training Group or Training Records Group.  Questions concerning this new process should be directed to George Rohr at 206-544-5312.