To help accelerate the mapping process of users to future state roles with associated training and security, Stracl has developed some communication templates that can modify to communicate with Managers to explain the process and get the mapping done. We hope you find them helpful. Good luck.

Here are five templates to help you.

1. Awareness: Please Validate Training Assignments for Your Team
2. Action: Validate Training Assignments for your Team
3. Second Request: Validate Training Assignments for your Team
4. Third Request: Validate Training Assignments for your Team
5. Action: Verify whether ‘Temp’ employees require [Project] Training

*****

From: Change Management Lead

To: Managers

Awareness: Please Validate Training Assignments for Your Team

Hello Managers,

The next step in the [Project] timeline is to validate the role that your direct reports have within the business. For this, we need your help. This message is just for awareness. You will receive another email that asks you to validate the role(s) that your direct reports play within the business. Your response to that coming request will be critical to ensure the impacted employees receive the correct training during the [Project].

We are working to be sure [Project] training covers all necessary changes, while keeping the training duration as short as possible. Hands-on training is not being provided chiefly because it would increase the training duration by about 20%, and we know the length of training is already a major concern. Also, offering a full hands-on training would require a considerable amount of time from the project team to build and support a separate training landscape We do intend to demo many critical tasks are part of the [Project] training, but this can be done without a separate set of training systems.

The next message you receive from us will ask you to validate that your direct reports require training during [Project] by selecting the job role(s) that each of your direct reports performs for [ABC Company].

You will find detailed instructions for this request in the next message you receive from the [Change Team].

NOTE: This task should require about 20 – 30 minutes to complete.

Please do not hesitate to reach out to [ChangeTeam@ABCCompany.com] if you have any questions.

Thank you for your support.

Change Management Lead

‍*****

From: Change Management Lead

To: Managers

Action: Validate Training Assignments for your Team

(Request to Map)

Hello Manager,

This is the follow-up message to the heads-up we sent you a few days ago.

When you click the link below (highlighted in green) you will open a web page and enter a software tool called Stracl that the Change team is using to ensure that all [ABC Company]. employees who are impacted by [Project] will receive the appropriate training.

We are asking you to validate that your direct reports require training during [Project] by selecting the job role(s) that each of your direct reports performs for [ABC COMPANY]. PLEASE NOTE: When you select a job role(s) you are making a training and security assignment for that employee from a "need to know" viewpoint, not from a "nice to know" viewpoint!

Here are the steps to be completed:

• Click this link to open a window in the Stracl tool.
• Enter your login and password information:

               •  Login (your email address): [JDoe@ABC COMPANY.COM]

               •  Password: [*****]

• Your name appears in the Manager field; your direct reports appear in the table below your name.
• The available job roles and their descriptions appear in the table on the right.
• Click the checkbox for one of your direct reports, and then click the job role that this employee performs for [ABCCompany]
• Click the Map User button at the lower left corner of the screen to validate the role.
• Repeat the steps above for each of your direct reports.

A few additional tips and tricks to speed the process for you:

• If several employees have the same job role, you can select those employees and their job role, and then click the Map User button to validate that role for all of them.
• If an employee performs more than one role, click each job role’s checkbox, and then click the Map User button.
• If an employee does not perform any of these job roles, leave that person’s checkbox unchecked.
• If an employee is missing include that person’s name, job role, and email address in your reply to this message.
• When you have completed this task, reply to this message.

NOTE: This task should require about 20 – 30 minutes to complete.

Please do not hesitate to reach out to [ChangeTeam@ABCCompany.com] if you have any questions

Thank you for your support.

Change Management Lead

*****

From: Change Management Lead

To: Managers

Second Request: Validate Training Assignments for your Team

(sent to those who didn’t respond previously)

Hello Managers,

You are receiving this message because you have not completed you task of assigning job roles for [Project]. If you have responded while this message was being created and sent to you, please ignore this request.

This task will determine the training that will be assigned to your direct reports for [Project].

The original request was sent to you on [Date], and it contained the instructions for this critical task. Please use the information in that message to complete this request.

We need your response so that we can complete these steps for [Project] training:

• Determine how many training sessions are required for each training module
• Determine which locations need these sessions
• Determine how many trainers will be required in each location
• Create a schedule for [Project] training
• Ensure trainers are available and scheduled for Train The Trainer sessions

…and then we can inform your direct reports of their upcoming training for [Project].

ACTION: Please use the original message to complete this task by COB on [Date], and reply to the original message when you are finished.

NOTE: We have included some additional people in the cc: field because they have asked to be informed of your progress. A summary report containing the list of managers who have not completed this request is attached to this message.

Contact [ChangeTeam@ABCCompany.com] if you have any questions.

Thank you for your support.

Change Management Lead

*****

From: Change Management Lead

To: Managers

Third Request: Validate Training Assignments for your Team

(Third request to non-responders, including a file so they didn’t have to go into Stracl)‍

Hello Manager,

We have not received your response for the request to assign job roles, so we are attempting to help you with this task by sending the attached file. In many instances John and Sarah have made attempts to choose a job role for your direct reports.

Only employees who haven’t received a training and security assignment are displayed. (Column [X] is filtered for ‘N’, not mapped.) Please filter column [X] of the attached file to select your name and display your direct reports. Then review/revise the data in column [X] to confirm or change the job role(s). You can view definitions of the job roles on the second tab of the attached file.

When you have updated the attached file, please attach it when you reply to this message. We hope you’ll respond within 24 hours.

NOTE: This task should require less than 10 minutes to complete.

Please do not hesitate to reach out to [CHangeTeam@ABCCompany.com] if you have any questions.

Thank you for your support.

Change Management Lead

*****

From: Change Management Lead

To: Managers

Action: Verify whether ‘Temp’ employees require [Project] Training

(Custom message)‍

Hello Managers,

Recently we have learned that you have some ‘Temp’ employees working for you. To be sure all impacted employees receive training and security, we are requesting you to provide feedback in the attached file.

We are asking you to verify any ‘Temp’ employees who require training during [Project] by selecting the job role(s) that each of your direct reports performs for [ABC COMPANY]. Please enter a job role(s) in column[X] for each ‘Temp’ who must be trained. You can view job roles and their descriptions on the second tab of the attached file. If a ‘Temp’ doesn’t require training, please mark that person ‘N/A’.

PLEASE NOTE: When you select a job role(s) you are making a training and security assignment for that employee from a "need to know" viewpoint, not from a "nice to know" viewpoint!

When you have completed this request, please return the file to us.

NOTE: This task should require about 5-10 minutes to complete.

Please do not hesitate to reach out to [ChangeTeam@ABCCompany.com] if you have any questions.

Thank you for your support.

Change Management Lead

‍