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Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
Communication Management Plan
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Communication Management Plan

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  • 1. Project Name Communication Management Plan Prepared by: University of Calgary Information Technologies Issue date: dd Month year Version: 0.0
  • 2. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy <The revision history log maintains a record of changes to this document, along with the associated revision number and date. The Communication of Change column is intended to document how the change was communicated to all stakeholders.> Document History Revision Date Description of Changes Author / Editor Communication Number of Change dd-mm-yy Initial drafts Document Owner Name Title Organization E-mail Tel. Document Distribution Name Type of Copy Title Organization E-mail Tel. Document ID: 99008010 Page 2 of 19
  • 3. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy Table of Contents 1. Project Stakeholders.............................................................................................................4 1.1 Stakeholder Roles and Responsibilities.........................................................................4 1.2 Stakeholder Contact Information....................................................................................4 1.3 Stakeholder Information Requirements..........................................................................5 2.0 Project Information Collection, Reporting, and Distribution............................................6 2.1 Information Collection and Reporting............................................................................6 2.2 Information Distribution, Storage, and Disposition.....................................................10 2.3 Distribution Groups........................................................................................................16 2.4 Distribution Method......................................................................................................16 2.5 Meetings..........................................................................................................................17 3.0 Glossary.............................................................................................................................18 4.0 Appendices........................................................................................................................19
  • 4. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy 1....................................................................Project Stakeholders 1.1 Stakeholder Roles and Responsibilities < List the project stakeholders and their associated roles and responsibilities. The content below is an example only. > Stakeholder Name Role Responsibility FirstName LastName Executive Sponsor Technology Sponsor Project Manager Client Manager Delivery Manager Technical Architect Business Analyst Camps Recreation Project Stakeholder UCIT Administration Stakeholder System Services Stakeholder Process Pathways Stakeholder Subject Matter Expert Project Development Team 1.2 Stakeholder Contact Information < Specify contact information for each stakeholder. Include e-mail links for those referring to this document electronically. Text below is an example.> Role Name/Title/Organization Phone E- mail Executive Sponsor(s) FirstName LastName Title Department/Faculty Technology Sponsor Project Manager Client Manager Technical Architect Delivery Manager
  • 5. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy Role Name/Title/Organization Phone E- mail UCIT Administration Stakeholder System Services Stakeholder Department/Faculty Stakeholder Consultant/Contractor Stakeholder 1.3 Stakeholder Information Requirements < For each stakeholder identified, specify the information required to keep stakeholders informed and enable them to fulfill their project roles and responsibilities. Also, specify the timeframe, frequency, or trigger for distribution of the information. Text below is an example. > Stakeholder Stakeholder Information Stakeholder Timeframe/Frequency/ Role Requirement Information Trigger Requirement Description Executive Sponsor Status Reports Change Request; Key Issues; Risks; Crisis; Project Plan Technology Sponsor Status Reports; Key Issues Project Manager All project documentation, meetings and correspondence Client Manager All project documents Delivery Manager All project documents Technical Architect All project documentation, meetings and correspondence Business Analyst Status Report Department/Faculty Status Report, Crisis Project Stakeholder UCIT Administration Status Report, Crisis Stakeholder System Services Status Report, Crisis Stakeholder Consultant/Contractor Status Reports Document ID: 99008010 Page 5 of 19
  • 6. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy Stakeholder Stakeholder Information Stakeholder Timeframe/Frequency/ Role Requirement Information Trigger Requirement Description Stakeholder Change Request; Key Issues; Risks; Crisis; Project Plan 2.0 Project Information Collection, Reporting, and Distribution 2.1 Information Collection and Reporting < List the information that must be collected, summarized, and reported in order to produce the communication outputs that fulfill the stakeholder information requirements. Specify the associated collection and reporting details. Text below is an example. > Information Progress of the development team Requirement Information Provider Technical Architect Collection Timeframe/ Weekly Frequency/Trigger Collection Method Email Project Plan; weekly phone call Reporting/ Updates the tasks on the PP; this includes % on tasks, hours to Documentation complete the task Method Report/Document Title Project Name Project Plan Information Issues log that can generate several types of reports Requirement Information Provider Project Team Collection Timeframe/ Daily Frequency/Trigger Collection Method Issue’s Log web page Reporting/ High impact issues are reported in the weekly Status Report; create ad Documentation hoc reports as required. Method Report/Document Title A web site named Issue Tracker; could use SharePoint Project site Document ID: 99008010 Page 6 of 19
  • 7. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy Information Status Report that reports on the progress of the project. Requirement Information Provider Project Team Collection Timeframe/ Weekly Frequency/Trigger Collection Method Email, phone and meetings Reporting/ The Status Report utilizes a standard template that provides Documentation information on the progress of the project. Method Report/Document Title Project Name Status Report Information Document the changes identified by the business and the Project Requirement Team. Information Provider Project Team Collection Timeframe/ Daily once a change is identified Frequency/Trigger Collection Method Changes are reported to the Business Analyst Reporting/ Change Request document Documentation Method Report/Document Title Project Name Project Change Request Information Risks Requirement Information Provider Project Team Collection Timeframe/ Daily when a risk is identified Frequency/Trigger Collection Method Risk is identified to Project Manager Reporting/ Risk is appended to the Risk document Documentation Method Report/Document Title Project Name Project Risks Information Requirements/Use Cases Requirement Information Provider Department/Faculty Collection Timeframe/ Scheduled intervals agreed to by Department/Faculty and the Business Frequency/Trigger analyst Collection Method Meeting Document ID: 99008010 Page 7 of 19
  • 8. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy Information Requirements/Use Cases Requirement Reporting/ Requirements documented in Use Cases Documentation Method Report/Document Title Use Case “X” Information Project Charter Requirement Information Provider Project Manager Collection Timeframe/ On project initiation Frequency/Trigger Collection Method Facilitated meetings Reporting/ Documentation Method Report/Document Title Project Charter Information Stakeholders Meetings Requirement Information Provider Project Manager Collection Timeframe/ After each Stakeholders Meeting Frequency/Trigger Collection Method Meeting Reporting/ Documentation Method Report/Document Title Stakeholders Meeting Minutes mm-dd-yy Information Each meeting associated with the project requires a Meeting Agenda Requirement Information Provider Meeting Owner/Facilitator Collection Timeframe/ Before a meeting is to occur Frequency/Trigger Collection Method email Reporting/ Documentation Method Report/Document Title Project Name Meeting Agenda where xxxxx is the purpose/title of the meeting Document ID: 99008010 Page 8 of 19
  • 9. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy Information At key points in a project the delivery manager will facilitate a Project Requirement Review Information Provider Delivery Manager Collection Timeframe/ Scheduled event Frequency/Trigger Collection Method Reviewing documents and meetings Reporting/ This includes all reviews associated with a project these includes Documentation review of the project, code review and document reviews Method Report/Document Title Project Review, Code Review and Document Review Information At key points in a project the Delivery Manager will facilitate a Code Requirement Review Information Provider Delivery Manager Collection Timeframe/ Scheduled event Frequency/Trigger Collection Method Reviewing documents and meetings Reporting/ This includes the review of the code, coding standards and associated Documentation documents. Method Report/Document Title Code Review Phase ? Information High Level Project Status Report Requirement Information Provider Project Manager Collection Timeframe/ As required Frequency/Trigger Collection Method Based on the Status Reports Reporting/ The University population has an interest in the project and at Documentation scheduled intervals the project manager will provide a high level Method summary Report/Document Title Information Project Plan Requirement Information Provider Project manager Collection Timeframe/ Developed at the initiation stage of the project and updated weekly. Frequency/Trigger Collection Method Meetings Document ID: 99008010 Page 9 of 19
  • 10. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy Information Project Plan Requirement Reporting/ Documentation Method Report/Document Title Information Sign-Offs Requirement Information Provider Collection Timeframe/ Frequency/Trigger Collection Method Reporting/ Documentation Method Report/Document Title 2.2 Information Distribution, Storage, and Disposition < List each report or document to be produced and distributed as a communication output to fulfill the stakeholder information requirements. Specify the associated distribution, storage, and disposition details. Text below is an example. > Report/Document Status Report Title Description Provides a description on how the project is progressing. Target Audience Executive Sponsor, Technology Sponsor, Functional Manager, Delivery Manager, Technical Architect , Business Analyst’, Department/Faculty Project Stakeholder, UCIT Administration Stakeholder, System Services Stakeholder, Consultant/Contractor Stakeholder Primary Notification/ Email Document Distribution Method Secondary Retrieve document from project directory Notification/ Distribution Method Timeframe/ Weekly Frequency/Trigger Storage/Disposition Remove after project is closed. Document ID: 99008010 Page 10 of 19
  • 11. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy Report/Document Business Requirements Meeting Title Description Review and provide feedback on the business requirements to developers Target Audience Business Analyst, Developers and Technical Architect Primary Notification/ Email Distribution Method Secondary Notification/ Distribution Method Timeframe/ Weekly Frequency/Trigger Storage/Disposition Owner Business Analyst Report/Document Change Request Title Description Changes to the requirements, scope, plan and objectives must be documented and signed off by various members of the Project Team. Target Audience Executive Sponsor, Technology Sponsor, Functional Manager, Delivery Manager, Technical Architect , Business Analyst’, Department/Faculty Project Stakeholder, UCIT Administration Stakeholder, System Services Stakeholder, Consultant/Contractor Stakeholder Primary Notification/ Meeting to discuss the Change Distribution Method Secondary Email Change Request Doc. Notification/ Distribution Method Timeframe/ As submitted Frequency/Trigger Storage/Disposition Delete once Project is closed Report/Document Project Charter Title Description Outlines what the project is to deliver Target Audience Executive Sponsor, Technology Sponsor, Functional Manager, Delivery Manager, Technical Architect , Business Analyst’, Department/Faculty Project Stakeholder, UCIT Administration Stakeholder, System Services Stakeholder, Consultant/Contractor Stakeholder, Com/Media Staff, Development Team and anyone who has an interest Primary Notification/ Meeting to review the Charter Distribution Method Document ID: 99008010 Page 11 of 19
  • 12. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy Report/Document Project Charter Title Description Outlines what the project is to deliver Secondary Email and retrieve from Project Directory. Notification/ Distribution Method Timeframe/ Once at the beginning of the project Frequency/Trigger Storage/Disposition Delete once the project closes Report/Document Risk Title Description Documents the risks that could impact the project. Target Audience Executive Sponsor, Technology Sponsor, Functional Manager, Delivery Manager, Technical Architect , Business Analyst’, Department/Faculty Project Stakeholder, UCIT Administration Stakeholder, System Services Stakeholder, Consultant/Contractor Stakeholder, Com/Media Staff, Development Team Primary Notification/ Meeting to discuss the risks Distribution Method Secondary Email the Risk doc. Notification/ Distribution Method Timeframe/ At the start of the project and anytime a risk is added during the project. Frequency/Trigger Storage/Disposition Delete once the project closes Report/Document Requirements Title Description Outlines the Functional (Business) and Non Functional (Technical/Operational) Requirements. Target Audience Executive Sponsor, Technology Sponsor, Functional Manager, Delivery Manager, Technical Architect , Business Analyst’, Department/Faculty Project Stakeholder, UCIT Administration Stakeholder, System Services Stakeholder, Consultant/Contractor Stakeholder, Com/Media Staff, Development Team Primary Notification/ Meeting Distribution Method Secondary Email, Project Directory Notification/ Distribution Method Timeframe/ As each Phase complete the Requirements collection process. Frequency/Trigger Document ID: 99008010 Page 12 of 19
  • 13. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy Report/Document Requirements Title Storage/Disposition Report/Document Stakeholders Meeting Minutes Title Description Captures a summary of what was discussed and actions items. Target Audience Executive Sponsor, Technology Sponsor, Functional Manager, Delivery Manager, Technical Architect , Business Analyst’, Department/Faculty Project Stakeholder, UCIT Administration Stakeholder, System Services Stakeholder, Consultant/Contractor Stakeholder Primary Notification/ Email Distribution Method Secondary Project Directory Notification/ Distribution Method Timeframe/ After each Stakeholder Meeting Frequency/Trigger Storage/Disposition Report/Document Project Team Meeting Minutes Title Description Captures a summary of what was discussed and actions items. Target Audience Meeting Attendees Primary Notification/ Email Distribution Method Secondary Project Directory Notification/ Distribution Method Timeframe/ After each Meeting Frequency/Trigger Storage/Disposition Report/Document Project Reviews Title Description Documents the results of a project review . Target Audience Executive Sponsor, Technology Sponsor, Functional Manager, Delivery Manager, Technical Architect , Business Analyst’, Department/Faculty Project Stakeholder, UCIT Administration Stakeholder, System Services Stakeholder, Consultant/Contractor Stakeholder Document ID: 99008010 Page 13 of 19
  • 14. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy Report/Document Project Reviews Title Description Documents the results of a project review . Primary Notification/ Email Distribution Method Secondary Project Directory, Web Site Notification/ Distribution Method Timeframe/ At scheduled intervals, dependant on the progress of the project. Frequency/Trigger Storage/Disposition Owner Delivery Manager Report/Document Project Status (High Level) Title Description Outline the key successes of the project. Target Audience Students, Self Service Customers Primary Notification/ Email, Project Web Site Distribution Method Secondary Place notification in Student Paper Notification/ Distribution Method Timeframe/ Bi-weekly Frequency/Trigger Storage/Disposition On project completion remove files and from project directory and place in project summary CD. Owner Project Manager Report/Document Crisis Title Description Show stopping issues that require other project team members to be aware of the issue. These members may be asked to assist in the resolution of the issue. Target Audience Sponsor, Project Manager, Technical Architect, Stakeholders, Delivery Manager, Client Manager, Business Analyst, Project Team. Primary Notification/ Meetings Distribution Method Secondary Email and Phone Notification/ Distribution Method Timeframe/ As the Crisis occurs Document ID: 99008010 Page 14 of 19
  • 15. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy Report/Document Crisis Title Description Show stopping issues that require other project team members to be aware of the issue. These members may be asked to assist in the resolution of the issue. Frequency/Trigger Storage/Disposition Owner Project Manager Report/Document Project Plan Title Description Is a plan that outliners the schedule, deliverables, tasks, milestones and resources. Target Audience Executive Sponsor, Technology Sponsor, Functional Manager, Delivery Manager, Technical Architect , Business Analyst’, Department/Faculty Project Stakeholder, UCIT Administration Stakeholder, System Services Stakeholder, Consultant/Contractor Stakeholder, Com/Media Staff, Development Team Primary Notification/ Meeting Distribution Method Secondary Email and Project Directory Notification/ Distribution Method Timeframe/ At the beginning of the project and reviewed weekly. Frequency/Trigger Storage/Disposition Owner Project Manager Report/Document Stakeholders Meeting Agenda Title Description Outlines what is to be discussed at the meeting Target Audience Stakeholders Primary Notification/ Email and/or printed copy at the start of each meeting. Distribution Method Secondary Notification/ Distribution Method Timeframe/ Distributed prior to the meeting. Frequency/Trigger Owner Project Manager Document ID: 99008010 Page 15 of 19
  • 16. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy Report/Document Project Team Meeting Agenda Title Description Outlines what is to be discussed at the meeting Target Audience Project Team Primary Notification/ Email and/or printed copy at the start of each meeting. Distribution Method Secondary Notification/ Distribution Method Timeframe/ Distributed prior to the meeting. Frequency/Trigger Owner Project Manager 2.3 Distribution Groups < List and describe the distribution groups that will be used to distribute project information. Text below is an example. > Distribution Group Name Distribution Group Description Owner Development Team Com/Media Staff Students Self Service Customers Customers 2.4 Distribution Method < List and describe the distribution methods groups that will be used to distribute project information. Text below is an example. > Distribution Method Owner Email All Presentation All Web Site Project Directory PM Demonstrations University Printed Material Meetings PM Document ID: 99008010 Page 16 of 19
  • 17. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy Distribution Method Owner 2.5 Meetings Meeting Facilitator/Organizer Sponsor Meeting PM Stakeholder Meetings PM Architecture Meeting Team Meetings PM Crisis Meeting PM Client Meetings Approval (Sign-off) Meetings PM Document ID: 99008010 Page 17 of 19
  • 18. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy 3.0 Glossary < Define all terms/acronyms required to interpret the Communication Management Plan properly. > Document ID: 99008010 Page 18 of 19
  • 19. Information Technologies Project Communication Management Plan Client: Client Name Project: Project Name Date: dd-mmm-yyyy 4.0 Appendices < Include any relevant appendices. > Document ID: 99008010 Page 19 of 19

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