ATT007_TGD020_CommsPlan.pdf

Controlled Unclassified Information TGD 020 June 2022

Contractor Technical Guidance Document

TGD #020

Contractor Communications Plan Guidance

ORIGINAL PUBLICATION: JULY 1, 2022

DATE LAST REVIEWED: JULY 1, 2022

Original Publication is the first date of publication, Date Last Reviewed is the date TGD goes into effect or is the date of last revision. If the TGD has not gone through a revision yet, the Date Last

Reviewed will be the same as the issue date.

Purpose

Clinical Centers of Excellence (CCEs), the Nationwide Provider Network (NPN), and Outreach and Education (O&E) or other contractors that are required to complete a Communication and/or Outreach Plans per their contract. These terms are used interchangeably depending on the purpose of the contract. This TGD explains the difference between these two plans and explains how the contractor should complete these plans.

This TGD is only to be use for outreach and/or communications products by the contractor that are planned to fulfill their contractual obligations with the WTC Health Program.

Please Note: Approval of documents does not imply approval of activities. All activities should be approved by relevant SME and your COR.

Stakeholders affected:

• Clinical Centers of Excellence

• Nationwide Provider Network

• Outreach and Education

• Pharmacy Benefit Manager

• Third Party Administrator

Background

In the past, events and materials were approved for use on an ad-hoc basis. Now the contracts have been updated to reflect the need for a more strategic approach. At the beginning of each period of performance, contractors must complete a Communication and/or Outreach Plan.

Technical Guidance

Contractors must complete these plans and get them approved by the Communications Unit prior to implementing any outreach or retention activity (events, webinars, tabling opportunities etc.) or new communication product (brochures, flyers, PSAs, newsletters, etc.).

Directory

The Communications and/or Outreach Plans should include a directory of contractor staff. This information should clearly indicate who is the primary point-of-contact (POC) either overall or for their responsible parts of the contract, as well as all staff members who are work on the contract. Information that should be included is Name, Role, Phone Number, Email, and if applicable any brief additional notes.

Narrative

While not required for the Communication and/or Outreach Plans, the contractor may choose to include a narrative section and may prove beneficial to communicating the contractor’s full understanding of plan and program requirements. This section should include:

• How the contractor materials will meet all 508 accessibility requirements

• Any translation services

• Contractor process to acquire any OMB clearances for member communications or surveys (if applicable)

Activity and Material Details

If any column is unknown, the contractor must provide their best guess or estimate. For example, if the date column is unknown, an estimated timeframe must be included. If a column is not required or is irrelevant for a particular activity, the contractor may write NA. The contractor may be asked to justify any “NA” statuses.

Once approved, if any updates are needed, the contractor must submit an updated spreadsheet for approval at least 10 business days prior to the new activity.

Once the activity is approved, the contractor will then follow the Communications Review Process SOP for Program approval of any communication materials including approval all reviews of concepts and drafts. After the product is finalized, the final product must be sent to

NIOSH.

The plans must follow the template below:

Proposed Communication/Outreach Activities

Activity Title Date

Goal/Purpose of Activity

Target Audience

Activity Description

Channel of Dissemination

Planned products Cost

Evaluation metrics Translation

Use the following column descriptions to complete the plan:

• Activity Title: What are you calling this activity?

• Date of Activity: Are there specific dates it will occur? If no, include estimated dates or season in which it will occur

• Goal/Purpose of Activity: Outreach to potential members, enrollment assistance, retention, etc.

• Target Audience: What population are you targeting with this activity? Be as specific as possible

• Activity Description: Describe what you are planning – whether it’s an event or a communication product

• Channel of Dissemination: How will you be distributing the communication product? Will it be an outreach event, a social media advertisement, a PSA, etc?

• Planned Communication Products: List any communication products you plan to have available for this activity. Specify whether the product was approved previously or whether you will be creating a new product* for the activity. Products must follow the WTC Health Program Co-branding guidelines.

* You may also request NIOSH assistance in developing a new product.

• Cost: How much do you expect this activity to cost?

• Evaluation metrics: How will you evaluate the success of this activity? Included what measures you will use such as number of attendees, number of views, number of products handed out, etc.

• Translation: Yes or No, and in what language(s)

Ensure that each event and/or activity follows guidance from TGD 008 - WTC Health Program Clinical Centers of Excellence (CCE), Data Centers (DC), Nationwide Provider Network (NPN) Regarding Appropriate Communication with Congressional Offices, Media, and Events Outside the Scope of their Contract, and Responses to Subpoenas, as applicable.

Supplemental Material(s)

Communication Material Approval Process – can be found in the Communication Guidance folder in the Communications Library in CARE; COMMS-XP- 001_CommsMaterialApproval_2022 WTC Health Program Co-branding guidelines (for CCE and Outreach and Education contractors) – can be found in the Communication Guidance folder in the Communications Library in CARE TGD 008 - WTC Health Program Clinical Centers of Excellence (CCE), Data Centers (DC), Nationwide Provider Network (NPN) Regarding Appropriate Communication with Congressional Offices, Media, and Events Outside the Scope of their Contract, and Responses to Subpoenas

Revision History

Rev # Changes Made to Document Date

1 Published to CARE – New Document 7/12/2022

WTC Health Program Approval

The undersigned acknowledges they have reviewed this WTC Health Program technical guidance document (TGD) and agree with the approach it presents. Changes to this TGD will be coordinated with and approved by the undersigned or their designated representative(s).

Signature: ______________________________________________ Date: ___________ https://care.cdc.gov/api/carefile/download/ea4f0bdf-1e95-4510-8e5c-ccda96e2e4f0/15