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Project Name Project Name Communication Management PlanCommunication Management Plan
Prepared by: University of Calgary Information TechnologiesIssue date: dd Month yearVersion: 0.0
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: 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 Number
Date Description of Changes Author / Editor Communication 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 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
Table of Contents
1.0 Project Stakeholders.......................................................................41.1 Stakeholder Roles and Responsibilities.........................................41.2 Stakeholder Contact Information..................................................41.3 Stakeholder Information Requirements.........................................5
2.0 Project Information Collection, Reporting, and Distribution..............62.1 Information Collection and Reporting............................................62.2 Information Distribution, Storage, and Disposition......................102.3 Distribution Groups....................................................................172.4 Distribution Method...................................................................182.5 Meetings...................................................................................18
3.0 Glossary.......................................................................................194.0 Appendices.....................................................................................................20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: 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 LastNameTitleDepartment/Faculty
Technology Sponsor
Project Manager
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
Role Name/Title/Organization Phone E-mail
Client Manager
Technical Architect
Delivery Manager
UCIT Administration Stakeholder
System Services Stakeholder
Department/Faculty Stakeholder
Consultant/Contractor Stakeholder
1.3Stakeholder 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. >
StakeholderRole
Stakeholder Information Requirement
Stakeholder Information Requirement Description
Timeframe/Frequency/Trigger
Executive Sponsor Status ReportsChange 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 Project Stakeholder
Status Report, Crisis
Document ID: 99008010 Page 5 of 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
StakeholderRole
Stakeholder Information Requirement
Stakeholder Information Requirement Description
Timeframe/Frequency/Trigger
UCIT Administration Stakeholder
Status Report, Crisis
System Services Stakeholder
Status Report, Crisis
Consultant/Contractor Stakeholder
Status ReportsChange 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 Requirement
Progress of the development team
Information Provider Technical Architect
Collection Timeframe/Frequency/Trigger
Weekly
Collection Method Email Project Plan; weekly phone call
Reporting/ Documentation Method
Updates the tasks on the PP; this includes % on tasks, hours to complete the task
Report/Document Title Project Name Project Plan
Information Requirement
Issues log that can generate several types of reports
Information Provider Project Team
Collection Timeframe/Frequency/Trigger
Daily
Collection Method Issue’s Log web page
Reporting/ High impact issues are reported in the weekly Status Report; create ad
Document ID: 99008010 Page 6 of 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
Information Requirement
Issues log that can generate several types of reports
Documentation Method
hoc reports as required.
Report/Document Title A web site named Issue Tracker; could use SharePoint Project site
Information Requirement
Status Report that reports on the progress of the project.
Information Provider Project Team
Collection Timeframe/Frequency/Trigger
Weekly
Collection Method Email, phone and meetings
Reporting/ Documentation Method
The Status Report utilizes a standard template that provides information on the progress of the project.
Report/Document Title Project Name Status Report
Information Requirement
Document the changes identified by the business and the Project Team.
Information Provider Project Team
Collection Timeframe/Frequency/Trigger
Daily once a change is identified
Collection Method Changes are reported to the Business Analyst
Reporting/ Documentation Method
Change Request document
Report/Document Title Project Name Project Change Request
Information Requirement
Risks
Information Provider Project Team
Collection Timeframe/Frequency/Trigger
Daily when a risk is identified
Collection Method Risk is identified to Project Manager
Reporting/ Documentation
Risk is appended to the Risk document
Document ID: 99008010 Page 7 of 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
Information Requirement
Risks
Method
Report/Document Title Project Name Project Risks
Information Requirement
Requirements/Use Cases
Information Provider Department/Faculty
Collection Timeframe/Frequency/Trigger
Scheduled intervals agreed to by Department/Faculty and the Business analyst
Collection Method Meeting
Reporting/ Documentation Method
Requirements documented in Use Cases
Report/Document Title Use Case “X”
Information Requirement
Project Charter
Information Provider Project Manager
Collection Timeframe/Frequency/Trigger
On project initiation
Collection Method Facilitated meetings
Reporting/ Documentation Method
Report/Document Title Project Charter
Information Requirement
Stakeholders Meetings
Information Provider Project Manager
Collection Timeframe/Frequency/Trigger
After each Stakeholders Meeting
Collection Method Meeting
Reporting/ Documentation Method
Document ID: 99008010 Page 8 of 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
Information Requirement
Stakeholders Meetings
Report/Document Title Stakeholders Meeting Minutes mm-dd-yy
Information Requirement
Each meeting associated with the project requires a Meeting Agenda
Information Provider Meeting Owner/Facilitator
Collection Timeframe/Frequency/Trigger
Before a meeting is to occur
Collection Method email
Reporting/ Documentation Method
Report/Document Title Project Name Meeting Agenda where xxxxx is the purpose/title of the meeting
Information Requirement
At key points in a project the delivery manager will facilitate a Project Review
Information Provider Delivery Manager
Collection Timeframe/Frequency/Trigger
Scheduled event
Collection Method Reviewing documents and meetings
Reporting/ Documentation Method
This includes all reviews associated with a project these includes review of the project, code review and document reviews
Report/Document Title Project Review, Code Review and Document Review
Information Requirement
At key points in a project the Delivery Manager will facilitate a Code Review
Information Provider Delivery Manager
Collection Timeframe/Frequency/Trigger
Scheduled event
Collection Method Reviewing documents and meetings
Reporting/ Documentation Method
This includes the review of the code, coding standards and associated documents.
Document ID: 99008010 Page 9 of 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
Information Requirement
At key points in a project the Delivery Manager will facilitate a Code Review
Report/Document Title Code Review Phase ?
Information Requirement
High Level Project Status Report
Information Provider Project Manager
Collection Timeframe/Frequency/Trigger
As required
Collection Method Based on the Status Reports
Reporting/ Documentation Method
The University population has an interest in the project and at scheduled intervals the project manager will provide a high level summary
Report/Document Title
Information Requirement
Project Plan
Information Provider Project manager
Collection Timeframe/Frequency/Trigger
Developed at the initiation stage of the project and updated weekly.
Collection Method Meetings
Reporting/ Documentation Method
Report/Document Title
Information Requirement
Sign-Offs
Information Provider
Collection Timeframe/Frequency/Trigger
Collection Method
Reporting/ Documentation Method
Report/Document Title
Document ID: 99008010 Page 10 of 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
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 Title
Status Report
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/Distribution Method
Email Document
Secondary Notification/Distribution Method
Retrieve document from project directory
Timeframe/Frequency/Trigger
Weekly
Storage/Disposition Remove after project is closed.
Report/Document Title
Business Requirements Meeting
Description Review and provide feedback on the business requirements to developers
Target Audience Business Analyst, Developers and Technical Architect
Primary Notification/Distribution Method
Secondary Notification/Distribution Method
Timeframe/Frequency/Trigger
Weekly
Storage/Disposition
Owner Business Analyst
Document ID: 99008010 Page 11 of 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
Report/Document Title
Change Request
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/Distribution Method
Meeting to discuss the Change
Secondary Notification/Distribution Method
Email Change Request Doc.
Timeframe/Frequency/Trigger
As submitted
Storage/Disposition Delete once Project is closed
Report/Document Title
Project Charter
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/Distribution Method
Meeting to review the Charter
Secondary Notification/Distribution Method
Email and retrieve from Project Directory.
Timeframe/Frequency/Trigger
Once at the beginning of the project
Storage/Disposition Delete once the project closes
Report/Document Title
Risk
Description Documents the risks that could impact the project.
Target Audience Executive Sponsor, Technology Sponsor, Functional Manager, Delivery
Document ID: 99008010 Page 12 of 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
Report/Document Title
Risk
Description Documents the risks that could impact the project.
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/Distribution Method
Meeting to discuss the risks
Secondary Notification/Distribution Method
Email the Risk doc.
Timeframe/Frequency/Trigger
At the start of the project and anytime a risk is added during the project.
Storage/Disposition Delete once the project closes
Report/Document Title
Requirements
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/Distribution Method
Meeting
Secondary Notification/Distribution Method
Email, Project Directory
Timeframe/Frequency/Trigger
As each Phase complete the Requirements collection process.
Storage/Disposition
Report/Document Title
Stakeholders Meeting Minutes
Description Captures a summary of what was discussed and actions items.
Target Audience Executive Sponsor, Technology Sponsor, Functional Manager, Delivery
Document ID: 99008010 Page 13 of 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
Report/Document Title
Stakeholders Meeting Minutes
Description Captures a summary of what was discussed and actions items.
Manager, Technical Architect , Business Analyst’, Department/Faculty Project Stakeholder, UCIT Administration Stakeholder, System Services Stakeholder, Consultant/Contractor Stakeholder
Primary Notification/Distribution Method
Secondary Notification/Distribution Method
Project Directory
Timeframe/Frequency/Trigger
After each Stakeholder Meeting
Storage/Disposition
Report/Document Title
Project Team Meeting Minutes
Description Captures a summary of what was discussed and actions items.
Target Audience Meeting Attendees
Primary Notification/Distribution Method
Secondary Notification/Distribution Method
Project Directory
Timeframe/Frequency/Trigger
After each Meeting
Storage/Disposition
Report/Document Title
Project Reviews
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
Primary Notification/ Email
Document ID: 99008010 Page 14 of 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
Report/Document Title
Project Reviews
Distribution Method
Secondary Notification/Distribution Method
Project Directory, Web Site
Timeframe/Frequency/Trigger
At scheduled intervals, dependant on the progress of the project.
Storage/Disposition
Owner Delivery Manager
Report/Document Title
Project Status (High Level)
Description Outline the key successes of the project.
Target Audience Students, Self Service Customers
Primary Notification/Distribution Method
Email, Project Web Site
Secondary Notification/Distribution Method
Place notification in Student Paper
Timeframe/Frequency/Trigger
Bi-weekly
Storage/Disposition On project completion remove files and from project directory and place in project summary CD.
Owner Project Manager
Report/Document Title
Crisis
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/Distribution Method
Meetings
Secondary Notification/
Email and Phone
Document ID: 99008010 Page 15 of 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
Report/Document Title
Crisis
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.
Distribution Method
Timeframe/Frequency/Trigger
As the Crisis occurs
Storage/Disposition
Owner Project Manager
Report/Document Title
Project Plan
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/Distribution Method
Meeting
Secondary Notification/Distribution Method
Email and Project Directory
Timeframe/Frequency/Trigger
At the beginning of the project and reviewed weekly.
Storage/Disposition
Owner Project Manager
Report/Document Title
Stakeholders Meeting Agenda
Description Outlines what is to be discussed at the meeting
Target Audience Stakeholders
Primary Notification/Distribution Method
Email and/or printed copy at the start of each meeting.
Secondary
Document ID: 99008010 Page 16 of 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
Report/Document Title
Stakeholders Meeting Agenda
Description Outlines what is to be discussed at the meeting
Notification/Distribution Method
Timeframe/Frequency/Trigger
Distributed prior to the meeting.
Owner Project Manager
Report/Document Title
Project Team Meeting Agenda
Description Outlines what is to be discussed at the meeting
Target Audience Project Team
Primary Notification/Distribution Method
Email and/or printed copy at the start of each meeting.
Secondary Notification/Distribution Method
Timeframe/Frequency/Trigger
Distributed prior to the meeting.
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
Document ID: 99008010 Page 17 of 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
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
2.5 MeetingsMeeting 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 18 of 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: 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 19 of 20
Information TechnologiesProject Communication Management Plan
Client: Client NameProject: Project Name
Date: dd-mmm-yyyy
4.0 Appendices< Include any relevant appendices. >
Document ID: 99008010 Page 20 of 20
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