Mass Communication Tool

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• Mass Communication Tool

Marine Corps Family Team Building 2009
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The Purpose
The Mass Communication Tool is a web-based
communication system purchased to support the
requirement for Family Readiness Officers (FROs)
to provide organizational communication for their
command using multiple means and methods.
FROs can communicate electronically and
simultaneously from a single location, or
multiple locations, to a pre-selected audience of
service members and their designated contacts.
Communications are sent electronically and
are received via email, phone or text messages.
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Proper Usage

• The Mass Communication Tool should be utilized
  for official communication rather than routine
  information to keep the messages from being
  treated as junk mail.
• Examples of appropriate use include
  communication from Commanders, publicizing
  unit-sponsored family readiness and morale
  support events, and unit-sponsored training and
  education opportunities.
• Examples of inappropriate use include sales at
  the exchange, movie theater/bowling alley
  schedules, MCCS special events, etc.
• The Mass Communication Tool is used for standard
  messages only. It is NOT used to send emergency
  messages.

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Responsibilities

• Family Readiness Officers are responsible for

Sending Notifications
Data Management
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Data ManagementInformation Security

• All users must complete Personally Identifiable
  Information (PII) training prior to gaining
  access to the Mass Communication Tool.
• Service members must read the Privacy Act
  Statement above and provide a signature
  indicating they authorize individuals to be
  contacted on their behalf.

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Data ManagementInitial Entry and Updates
Data may be entered manually or via an upload
process. FROs are responsible for keeping
contact information up to date. Each service
member is allowed up to four contacts. All
contacts must be 18 years of age or older unless
the contact is a spouse. All married service
members must enter the spouse as a contact unless
a Unit Family Readiness Program
Contact/Assistance Refusal form is completed and
on file. The form must be signed by the service
member, the spouse, and a command
representative.
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Data ManagementTypes of Contact Information

• Each member may provide up to 10 contact
  paths
• (1) work E-mail (5) personal cell phone (8)
  text device unlimited
• (2) Home E-mail (6) work phone (9) text device
  limited
• (3) Alternate E-mail (7) home phone (10) SMS
  device
• (4) work cell phone

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Data ManagementRole Assignment
Roles are assigned to each service member and
contact. The roles are Marine
Spouse (S) Parent (P) Child-Son or
Daughter (C) Other Family/Contact (F)
Servicemember-other than Marine (SM)
Staff Staff is used for MCFTB certified
trainers, FROs and deputy FROs. Null is not
used by the Marine Corps.
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Data ManagementGroups and Saved Filters

• After service members and their contacts have
  been entered into the Mass Communication Tool,
  they can be included in groups or sorted by
  filters.

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Sending NotificationsTypes of Notifications
The first step in sending a notification is to
choose a notification type. Each type of
notification is described below.
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Sending Notifications Determining Recipients
Once a notification type is chosen, determine
who the message will be sent to. Notifications
can be sent to groups, individual members, and/or
saved filters.
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Sending NotificationsCreating the Message

• Notifications may be sent via text, via voice,
  or both text and voice.
• Voice messages can be recorded through a
  microphone connected to a laptop or workstation,
  via telephone, or uploaded as a .WAV file.
• Text messages can be entered and automatically
  converted to voice through the text-to-speech
  converter, if desired.
• Both voice and text messages can be created
  simultaneously, allowing flexibility and ease in
  communicating across multiple types of contact
  paths.
• Attachments may be added to notifications sent
  via text paths.

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Sending NotificationsScheduling and Delivery
Methods

• Notifications can be launched immediately, at
  a future date and time, or on a recurring basis.
  
• Checking Confirm allows the FRO to request
  acknowledgement of receipt upon notification.
• Broadcast Duration allows the FRO to set the
  duration of the broadcast.
• Contact Cycles allows the FRO to set the
  number of times the system will attempt
  notification.
• Delivery Methods allows the FRO to set which
  contact types to utilize for the notification.
• Finally, a Broadcast Results Report can be
  automatically sent to an E-mail address or fax
  number at the conclusion of the notification.

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Sending NotificationsReal Time Results

• The results screen refreshes every 12 seconds
  with updated information while the broadcast is
  active.
• Confirmed the recipient has received the
  message and acknowledged receipt.
• Not Confirmed the message has been delivered
  but the recipient has not yet confirmed receipt.
• Unreachable The message was not deliverable
  due to invalid contact path information.
• The Stop Broadcast and
• Re-Broadcast buttons allow the FRO to stop or
  resend the notification, if desired.

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HQ MCFTB Points of Contact
Mass Communication Tool Support
Mailbox MCTSupport_at_usmc-mccs.org Mass
Communication Tool Tech Lead 703.432.2960 Volunt
eer Tracking Tool Tech Lead 703.432.2958