In order to gain access to the server, your computer must be mapped to the access drive in the following manner:

For ease in launching the program, a desktop icon can be created following these steps:

Designated communication analyst(s) perform the duties of data coordinator to submit access requests to the shared drive. The National Enterprise Resource Domain (NERD) administrators from MITS only works with designated data coordinators to make changes to access rights.

The data coordinator completes the MITS form, "Requesting Shared Access in the NERD Domain." An electronic copy of the form is located in the Y drive under the "Projects\/Shared Drive" sub-folder, or it can be downloaded from: http://seacsa.web.irs.gov/nerd/NERD Shared Data Request.doc.

The data coordinator submits a Get-IT ticket to request user modification with the completed form as an attachment.

As there are many users of the same computer drives, the following guidelines were developed to achieve consistency:

Analysts work jointly with the business unit subject matter expert to draft the VMS message script. The analyst is responsible for obtaining approval of the script from the business/program owner prior to forwarding it to the appropriate branch chief.

Not all topics rise to the level of being appropriate for an all-SB/SE VMS message. The information should be of interest to all employees. Consensus from a branch chief that a VMS message is appropriate should be obtained prior to commitment to a business owner.

The analyst works with the subject matter expert within the business unit to prepare the first draft VMS text. The analyst finalizes the draft VMS and sends it through e-mail to the Business Unit director or program owner for approval. The opening statement should include language similar to:
"This is (insert name) with a message to the entire SB/SE Executive Team. Please share this message with all employees."

After receiving the business/program owner’s approval, the VMS script with the approval attached should then be forwarded to the communications analyst’s branch chief. After review, the branch chief forwards it to the communications director. Upon approval the director will forward the document to the commissioner’s staff assistant. If needed, the VMS is returned to the analyst for editing, re-proofing or further consultation with the subject matter expert. The staff assistant passes the VMS to the commissioner for final editing and/or recording.

When the analyst hears the recorded VMS, it is compared to the written version of the VMS, change the written version to reflect the recorded version and forward the text to the webmaster for posting to the News Center.

Text should be:

The editor is responsible for maintaining the VMS calendar, collecting and compiling articles, as well as routing through the appropriate approval authority for distribution. The VMS message is not intended to recap a program but rather is a snapshot of the program highlights.

All VMS topics are included in the Rolling Quarterly Communications Plan. The Planning and Electronic Delivery branch chief is responsible for soliciting input and developing the schedule for the Rolling Quarterly Communications Plan.

The completed VMS script, with business owner and appropriate branch chief approvals, will be submitted to the VMS coordinator the week prior to the scheduled date of issuance.

The assigned analyst will also submit a completed staff summary sheet to the VMS coordinator.

Coordinators will complete the VMS cover sheet. The summary sheet, cover sheet and script for the VMS will then be sent to the communications director for approval. Once the director approves the text, the VMS coordinator will forward the package (VMS cover sheet, staff summary sheet and VMS text) to the staff in the commissioner’s office for review. They will forward the information to the commissioner or deputy commissioner for recording.

The VMS coordinator will be responsible for providing the final script to the Web team for posting on the Intranet. In addition, the VMS coordinator is responsible for notifying the Internal Communications Branch of the posted script for use as an item in News from the Business Unit.

Campus Communications offices generally have different roles and responsibilities for closed-circuit television programming, depending on local equipment capability, campus policy and past practice. Ultimate responsibility for all closed-circuit programming, however, rests with each director.

Requests for closed-circuit television messages are generally forwarded to the campus Communications office. Each campus has a general policy (in consultation with National Treasury Employees Union) and approved local procedures about the use of closed-circuit television equipment and the type of programming aired each day.

Special programming (taped or live) is coordinated with the site coordinator’s office or the directors’ offices. In case of emergency, regular closed-circuit television programming can be interrupted to ensure employee safety and security.

Ultimate responsibility for all closed-circuit programming, however, rests with each campus’ Service Center Council.

Analysts asked to coordinate an IVT should gather as much information available about the subject matter and audience.

The business unit is responsible for the cost of the IVT.

A branch chiefs consensus should be obtained, that an IVT is appropriate, prior to a commitment to a business owner.

After getting approval to coordinate an IVT, the following steps should be taken:

Requests for campus participation in community events generally are received in writing, but in some cases may be accepted by telephone.

Campus policy determines which projects the campus may accept and which projects the campus may reject, depending on cost, staff requirements, security considerations, ethical and fairness issues and other factors. Campuses may convene a council of management, staff and NTEU to accept or reject community relations requests. The ultimate responsibility, however, rests with the Campus Directors.

Analysts are used as consultants in the approval and implementation process. Once approved, analysts provide communication support as needed.

The CLD analyst keeps an annually updated list of the senior commissioners representative (SCR) and the operation managers names and their phone numbers. A copy of the list is provided to the media relations specialist in that area.

During a disastrous situation, the order of calls are to the SCR first and then the media relations specialist and the Crisis Management Communications contact for that state. Any messages that are provided to the media are coordinated with the media specialist.

The analysts accept and schedule requests, staffing permitting, for tours from eligible groups.

Local campus management staff, depending on local security requirements, determines eligibility (such as group size, age requirements, etc.).

IRS HQ is contacted prior to conducting any tour for foreign nationals and foreign dignitaries, to seek appropriate approvals.

Tour requests are submitted according to local guidelines for each campus. Contact each individual analyst directly for specific guidelines and required lead time.

Requests for tours and/or other public appearances may come from virtually any source or from any employee. Employees receiving requests must be careful not to make a commitment to the event until initial evaluations and screening are complete. Considerations:

Analysts generally have a cadre of tour guides that, depending on the length and nature of the tour, will welcome the tour group, conduct the tour, and escort the group off the campus.

Analysts will strictly follow all local security procedures when conducting tours, always mindful of disclosure issues as well.

The External Communications Branch (ECB) is responsible for HQ Media Relations issues. The ECB chief or an analyst serves as liaison with HQ Media Relations on all national news release issues.

The analyst with program assignment for the subject matter of the news release serves as liaison between the program owner and ECB.

The program owner provides subject matter information and technical support.

Media Relations works with ECB to finalize the product and issue the release or fact sheet to the media. Media Relations may also coordinate with Treasury.

Before the development of a national news release or fact sheet, the ECB analyst must obtain confirmation from HQ Media Relations that the subject matter is appropriate. After ensuring HQ Media Relations publishes a release or fact sheet, the analyst with program assignment for the subject matter should work with the program owner to develop a draft release. The analyst or program owner may develop the first draft but it is the program owner’s responsibility to approve the technical accuracy of the content and the analyst’s responsibility to ensure proper format and clarity.

The analyst follows branch procedures to provide the draft to the ECB analyst who is liaison with HQ Media Relations. The ECB analyst reviews the draft and forwards it to HQ Media Relations.

HQ Media Relations will generally make additional edits to the draft release or fact sheet. The analyst with program assignment for the subject matter should ensure the program owner understands the initial draft will generally receive further edits.

Any extensive changes made by HQ Media Relations is shared with the liaison in the ECB who forwards the revised document to the analyst with program assignment. The analyst with program assignment shares the revised document with the program owner for final approval.

The ECB branch chief shares the release or fact sheet with the communications director after final approval by the program owner.

All national IRS news releases require approval by the IRS Commissioner and some require the approval of the Department of Treasury. The time frame for the issuance of a release to the media is generally at least two weeks from the time the operating division provides the draft to HQ Media Relations. Analysts need to give proper consideration to the lead time required for the issuance of news releases. The ECB liaison with HQ Media Relations is responsible for notifying HQ of timing issues.

IRS news releases and fact sheets are issued electronically to media persons and organizations that subscribe to the IRS Newswire. The documents are also posted to IRS.gov in The Newsroomand to IRWeb on the HQ CLD Web page.

SB/SE maintains a list of related news releases and fact sheets on the SB/SE Web page News Center The ECB analyst is responsible for forwarding a link to the release to the Web staff for addition to the page.

Local releases are issued by Field Media Relations (FMR) and are issued at a minimum.

Communication employees contacted about potential local releases contact the local FMR specialist to discuss the feasibility of issuing a news release on the particular program. If the issue appears to have national implications, the field or campus analyst discusses the issue with the appropriate ECB analyst before contacting the local FMR Specialist.

When it is determined a local news release is appropriate, the local analyst will coordinate the effort with the appropriate FMR specialist.

The analyst, in coordination with the client, drafts the content for the release and forward it to the FMR specialist for review and issuance. The FMR specialist, working with the analyst, determines the audience for the release.

Local news releases have the FMR specialist’s name as the single-point-of-contact. Operating division-specific local releases directed to niche media may have the analyst’s name and number as a contact person on the release, at the discretion of the FMR specialist.

HQ Media Relations are inquiries from national media such as:

Requests are coordinated through the IRS Headquarters (HQ) Media Relations office. The HQ Media Relations office will contact the SB/SE CLD or Communications Director or the ECB for assistance as appropriate with SB/SE related inquiries.

The assigned analyst researchs the inquiry, contacting appropriate subject matter experts as necessary, and provides SB/SE’s response to the inquiry back to the HQ media relations specialist for delivery to the reporter. Responses to sensitive inquiries and requests for executive interviews are approved by the communications director.

Field Media Relations are inquiries from local media and "niche" media, such as industry specific magazines, and are coordinated through the IRS Field Media Relations (FMR) offices. FMR specialists will contact field or campus SB/SE communication analysts for assistance as appropriate with SB/SE related inquiries.

The field or campus analyst contacts the ECB chief or analyst to determine if the issue is sensitive or has national implications. When these conditions exist, the ECB will assist the field or campus analyst in responding to the FMR specialist.

In cases where it is determined the topic is neither sensitive nor has national implications, the field or campus analyst proceeds with researching the inquiry, contacting appropriate subject matter experts as necessary, and provide SB/SE’s response back to the FMR specialist for delivery to the reporter.

The SB/SE analyst may also assist the FMR in the identification of SB/SE personnel to handle interview requests.

Analysts contacted to assist Media Relations with a media inquiry should ask a number of questions including:

Analysts should also seek advice from the media relations specialist for insight on reporters’ angles.

Both the media relations specialist and the analyst should be alert to any potential problems. While SB/SE generally does the utmost to work with the media, there are times when it is appropriate to decline to comment such as when a deadline does not allow for sufficient research.

As stated in the previous section, analysts should contact the ECB to discuss whether a topic is sensitive or has national implications before responding to a FMR specialist. When these conditions exist, the ECB branch assists the field or campus analyst in responding to the FMR specialist.

If it is determined an employee is to be interviewed by the media, the analyst generally develops talking points, key messages and background information for the executive or employee. The media relations specialist generally accompanies the person on any interviews. The analyst may also participate at the discretion of the media relations specialists, but generally as a silent participant.

SB/SE Communicators may submit content to Digital Dispatch . Primary responsibility for these submissions lies with the ECB branch chief and/or team leader.

Content for Digital Dispatch should be submitted to the ECB branch chief and team leader at least one week prior to the desired publication date. Submissions should be concise and include links to Web-based content.

SB/SE Headliners are written and cleared through the SB/SE Compliance/Communications Branch.

The communications analyst assigned to the article works with the business owner to ensure it is on the message and topic specific. The communications analyst may draft the communication for the business owners approval.

The business owner should provide the communication analyst with a subject matter expert who can assist with the original drafts and any supporting documentation.

Stakeholder Liaison tax specialists and analysts can raise topics for SB/SE Headliners.

Stakeholder Liaison is responsible for the distribution of the SB/SE Headliners through their stakeholder channels.

To submit a request for inclusion of a proposed SB/SE Headliner on the SB/SE Rolling Quarterly Communications Plan, your message must:

Outreach Template

Forward the completed template, draft article and document clearance form to your area manager or chief for approval. If you are working with your local counsel and/or local CLD, please ensure they sign the document clearance form and include it with any other information. The author, national business owner*, area manager or chief must sign the document clearance. SB/SE Compliance/ Communication Branch forwards the article to SB/SE HQ council for final clearance.
*The business owner is almost always somebody in Examination, Collection or CAS in Headquarters.

A copy of the Document Clearance Document Form 2061 can be found at: http://publish.no.irs.gov/cat12.cgi?request=CAT2&itemtyp=F&itemb=2061&items=

The area manager or chief should forward the request to the member of the SB/SE Communications Planning Council Working Group responsible for the targeted audience for which the message is intended:

The request is presented at the SB/SE Communications Planning Council Working Group Meeting for inclusion. The requestor is only be contacted if the request is not approved or further clarification is necessary. The final draft of the communications plan is presented to the SB/SE Communications Planning Council Executive Group for approval.

Technical Issues

The SB/SE Compliance/Stakeholder Liaison communication team lead sends approved article(s) and attachment(s), if applicable, to the HQ tax analyst for placement in the correct template. The HQ tax analyst numbers and distributes as appropriate.

The HQ tax analyst submits content publishing requests to post the Headliner to IRS.gov and the Stakeholder Liaison intranet site.

Develop your own personal e-mail addressed to your stakeholder, e.g."Dear Partner."

An opening statement would inform the stakeholder/partner of the content, e.g. "We are pleased to provide you with the latest headliner for distribution to your small business members. We hope you find the attached information useful and we encourage publication in your association’s magazines, newsletters, e-mail distribution and/or Web site."

The body of the e-mail should include a summary of the article, e.g. "SB/SE Headliner #53: S Corporation Officers Performing Services are Employees; Pay is Wages. The IRS wants tax professionals and small business owners to understand the law regarding corporate officers who perform services."

Other headliners, news releases or IRS information important to external stakeholders can be bundled in one e-mail for stakeholder distribution.

In closing, request a courtesy copy of any articles published, thank them for helping the IRS, and provide a contact name and telephone number.

A sample of an e-mail issued to a national stakeholder is below and can be used as a guide to formulate your own stakeholder distribution.

Project, Program or Action = title of message or subject matter.

OP/IP Supported = the Operational Priority or IP that is supported in the SB/SE Strategy.

Trigger (why is this important now) = describe why the message is important for distribution or what event is going to occur that triggers the timing