Yale Message project nears the finish line

December 13, 2018

For over 20 years, many used the University messaging system, affectionately known as Message III (with Message II and Message Lite versions as well) to send targeted communications to Yale students, faculty, and staff. Message III paved the way for Yale Message, a robust application that offers messaging capabilities in addition to other useful features that help engage readers.

A few of the benefits of the new Yale Message service include: faster and more reliable performance, a mobile-friendly design with a modern user interface, access to easy-to-use Yale branded templates, and enhanced reporting and metrics. The cloud-based mass messaging system offers these benefits to its diverse client base — from residential colleges and deans’ offices to academic departments and professional schools. Multiple libraries and many administrative departments are also active clients.

The ITS project team is now steps away from the finish line of a multi-year project to transform the messaging experience for its 100+ client groups. The team onboarded clients over the course of 10 months in 18 phases. Each phase included approximately 8-10 business units and followed a similar cadence.

With a mix of functional, technical, and change management expertise, the team worked collaboratively to: 

  • Transition 122 business units from Message III to Yale Message
  • Onboard close to 1000 individuals, exceeding the estimate of 872
  • Move 721 lists, used for distributing messages
  • Transfer 213 subscription lists to a new subscription center
  • Complete 15 integrations with Yale systems such as Workday, Banner, and Hopper — the system of record for Yale alumni, donors, and friends
  • Design and introduce a variety of Yale templates that feature Yale fonts and colors for use in email communications, event invites, and newsletters that are built with accessibility in mind

With the majority of the effort behind them, the team is looking ahead to what’s next. In early 2019, prospective clients on the Yale Message waiting list will be onboarded and invited to training. The team also plans to initiate a Yale Message Community of Practice to support client engagement and skill development.

Many thanks to the Yale Message project team that has worked tirelessly to prepare and support clients, address and resolve technical issues, and ensure a smooth transition to the next level of messaging excellence. We look forward to bringing the rest of the Yale Community onto this messaging platform and ensuring success in electronic communication.