New Jobs Program - Standard Operating Procedure (SOP

Modified on Thu, 22 Feb, 2024 at 10:32 AM

CRM/FUSION Standard Operating Procedure (SOP) – 4.2.New Jobs Program Trial

New Jobs Program Info Sessions – TAG “5NJP-Trial”

Background

The New Jobs Program Trial (NJP) Grant Guidelines (GOG) require potential applicants to attend a Regional Info Sessions prior to lodging an Application.

To support Regional, Program and Policy staff to monitor progress of Info Sessions and to ensure interactions with stakeholders is managed consistently CRM/FUSION will be used to record;

NIAA Regions involved in the New Jobs Info Sessions
NIAA Regional invitations to stakeholders using template and manage contact list(s)
NIAA Regional New Jobs Program Info Sessions dates, times, locations and status
NIAA Regional New Jobs Program Info Sessions invitees
NIAA Regional New Jobs Program Stakeholders progressing to Application via:
1. Option 1 – Opportunities
2. Option 2 – Tasks

New Jobs Program – Regional Info Sessions
Who?	CRM Team New Jobs Program Team Regional Staff GMU Staff
What?	CRM Team - Setup Create Regional and National Coordination Engagement in CRM Create CRM View/Lists for Engagements/Appointment/Opportunities/Tasks Create TAG 5NJP-Trial Create Appointment Template and Manage Marketing List Requests New Jobs Program Team – Monitor Progress of; Info Sessions arranged nationally using CRM Appointment View Stakeholders seeking an Application recorded as an Opportunities (option 1) Stakeholders seeking an Application recorded as a Task (option 2) Regional Team – Record/Monitor Create/Amend Contact/Org lists using TAG=5NJP-Trail Arrange Appointment, Send out letter(s) to promote info Session Record details of Info Session in Appointment Notes Record Stakeholder request for an application – Task (option 2) GMU Team – Confirm Application Use CRM/FUSION to if staff need to know Stakeholder who have attended Info Sessions as per GoG.
Where?	CRM/FUSION - Engagements National Coordination Engagement (5NJP-New Jobs Program Trial (200 Jobs) ⚠internal notes only Regional Engagements (for each Region E.g. 4KIM-Kimberley NJP Info Sessions) CRM/FUSION – Organisation Record Org is ready for Curated Application (has met with Regional Office) by adding Tag=5NJP-Trial to Org record. CRM/FUSION –Appointment and track to Regional Engagement Create Appointment Interaction for Info Session(s) ShareHub – All documents (add link to CRM/FUSION)
When?	As per New Jobs Program Grant Opportunity Guidelines (GOG)
How?	See TaskCard for detailed updating of CRM/FUSION with imbedded video for guidance Create Appointment from Regional Engagement Timeline to record Info Session (Info Session in Subject) Connect Organisation to Regional Engagement Record details of Info Session in Appointment Notes ⚠DO NOT USE NOTES field Close Appointment after Info Session Create Appointment from Regional Engagement Timeline to record Org seeking a Curated Assessment with Regional Office (Org must be an Attendee and “CUR” in the Subject) Following Curated Appointment Assessment TAG Organisation with 5NJP-Trial Once all Info Sessions and Curated Assessments completed add Engagement Outcome for EACH region and close Engagement. Dashboard to view Regional Engagements, Appointments, Organisations, & Tasks
Why?	Single Source of Truth, clear communication and tracking of New Jobs Program Trial (200 Jobs) in real-time; Info Session(s) Curated Assessments Organisations who have completed Curated Assessments Reduce/eliminate reporting and impost on Regional staff, easy access to consistent information for Program/Policy/Senior Executive. Inline with NIAA Galambany – You, me, we – together.

Process Map – New Jobs Program Info Sessions

Entity Type and Use

Interaction	Uses			Comments
Engagement	Regional Engagement Begins with Regional 4 Digit Code:			Record Info Session as Appointments Record Curated Assessments as Appointments Add Org as Attendee to Appointment
	4KIM- 4GWA- 4SAU- 4VAT-	4TET- ALG- 4CAR	4NQR- 4SQR- 4WNW- 4ENW-
	Coordination Engagement 5NJP-New Jobs Program Trial (200 Jobs)			Record any INTERNAL info
Organisation	Stakeholder Organisation			Connect to Regional Engagement Adding Org to Appointment in ENGAGEMENT will ensure Appointment appears on Org timeline too.

Interaction Type and Use

Interaction	Uses	Regarding (Track)/Comments
Appointment	Record Appointment for the info Session	Regional Engagement Add Organisation to Attendee field 4KIM-New Jobs Program Kimberley
Appointment	Record Training or Updates with New Jobs Program Trial and Regional Offices Team	Coordination Engagement 5NJP-New Jobs Program Trial (200 Jobs)
Email	Record any Emails related to the Info Session	Regional Engagement
Email	Record any enquiries with New Jobs Program team	Coordination Engagement
Phone Call	Record any Emails related to the Info Session ⚠Record Stakeholder wanting to apply	Regional Engagement Add Org to Phone Call (To or From Field)
Note	Any INTERNAL notes	Regional Engagement Coordination Engagement
Task	Record intention to apply (Option 2)	Regional Engagement Add Contact/Org to Attendee