Communication Management Plan

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



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



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



Date: dd-mmm-yyyy

Role Name/Title/Organization Phone E-mail

Client Manager

Technical Architect

Delivery Manager



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




Date: dd-mmm-yyyy

StakeholderRole

Stakeholder Information Requirement

Stakeholder Information Requirement Description






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


Issues log that can generate several types of reports

Information Provider Project Team


Daily

Collection Method Issue’s Log web page

Reporting/ High impact issues are reported in the weekly Status Report; create ad




Date: dd-mmm-yyyy


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


Status Report that reports on the progress of the project.



Weekly

Collection Method Email, phone and meetings


The Status Report utilizes a standard template that provides information on the progress of the project.

Report/Document Title Project Name Status Report


Document the changes identified by the business and the Project Team.



Daily once a change is identified

Collection Method Changes are reported to the Business Analyst


Change Request document

Report/Document Title Project Name Project Change Request


Risks



Daily when a risk is identified

Collection Method Risk is identified to Project Manager

Reporting/ Documentation

Risk is appended to the Risk document




Date: dd-mmm-yyyy


Risks

Method

Report/Document Title Project Name Project Risks


Requirements/Use Cases

Information Provider Department/Faculty


Scheduled intervals agreed to by Department/Faculty and the Business analyst

Collection Method Meeting


Requirements documented in Use Cases

Report/Document Title Use Case “X”


Project Charter

Information Provider Project Manager


On project initiation

Collection Method Facilitated meetings


Report/Document Title Project Charter


Stakeholders Meetings



After each Stakeholders Meeting

Collection Method Meeting





Date: dd-mmm-yyyy


Stakeholders Meetings

Report/Document Title Stakeholders Meeting Minutes mm-dd-yy


Each meeting associated with the project requires a Meeting Agenda

Information Provider Meeting Owner/Facilitator


Before a meeting is to occur

Collection Method email


Report/Document Title Project Name Meeting Agenda where xxxxx is the purpose/title of the meeting


At key points in a project the delivery manager will facilitate a Project Review

Information Provider Delivery Manager


Scheduled event

Collection Method Reviewing documents and meetings


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


At key points in a project the Delivery Manager will facilitate a Code Review

Information Provider Delivery Manager


Scheduled event

Collection Method Reviewing documents and meetings


This includes the review of the code, coding standards and associated documents.




Date: dd-mmm-yyyy


At key points in a project the Delivery Manager will facilitate a Code Review

Report/Document Title Code Review Phase ?


High Level Project Status Report



As required

Collection Method Based on the Status Reports


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


Project Plan

Information Provider Project manager


Developed at the initiation stage of the project and updated weekly.

Collection Method Meetings




Sign-Offs

Information Provider


Collection Method






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. >


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


Weekly

Storage/Disposition Remove after project is closed.


Business Requirements Meeting

Description Review and provide feedback on the business requirements to developers

Target Audience Business Analyst, Developers and Technical Architect


Email



Weekly

Storage/Disposition

Owner Business Analyst




Date: dd-mmm-yyyy


Change Request

Description Changes to the requirements, scope, plan and objectives must be documented and signed off by various members of the Project Team.



Meeting to discuss the Change


Email Change Request Doc.


As submitted

Storage/Disposition Delete once Project is closed


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


Meeting to review the Charter


Email and retrieve from Project Directory.


Once at the beginning of the project

Storage/Disposition Delete once the project closes


Risk

Description Documents the risks that could impact the project.

Target Audience Executive Sponsor, Technology Sponsor, Functional Manager, Delivery




Date: dd-mmm-yyyy


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


Meeting to discuss the risks


Email the Risk doc.


At the start of the project and anytime a risk is added during the project.

Storage/Disposition Delete once the project closes


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


Meeting


Email, Project Directory


As each Phase complete the Requirements collection process.

Storage/Disposition


Stakeholders Meeting Minutes

Description Captures a summary of what was discussed and actions items.

Target Audience Executive Sponsor, Technology Sponsor, Functional Manager, Delivery




Date: dd-mmm-yyyy


Stakeholders Meeting Minutes


Manager, Technical Architect , Business Analyst’, Department/Faculty Project Stakeholder, UCIT Administration Stakeholder, System Services Stakeholder, Consultant/Contractor Stakeholder


Email


Project Directory


After each Stakeholder Meeting

Storage/Disposition


Project Team Meeting Minutes


Target Audience Meeting Attendees


Email


Project Directory


After each Meeting

Storage/Disposition


Project Reviews

Description Documents the results of a project review .


Primary Notification/ Email




Date: dd-mmm-yyyy


Project Reviews

Distribution Method


Project Directory, Web Site


At scheduled intervals, dependant on the progress of the project.

Storage/Disposition

Owner Delivery Manager


Project Status (High Level)

Description Outline the key successes of the project.

Target Audience Students, Self Service Customers


Email, Project Web Site


Place notification in Student Paper


Bi-weekly

Storage/Disposition On project completion remove files and from project directory and place in project summary CD.

Owner Project Manager


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.


Meetings

Secondary Notification/

Email and Phone




Date: dd-mmm-yyyy


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


As the Crisis occurs

Storage/Disposition



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


Meeting


Email and Project Directory


At the beginning of the project and reviewed weekly.

Storage/Disposition



Stakeholders Meeting Agenda

Description Outlines what is to be discussed at the meeting

Target Audience Stakeholders


Email and/or printed copy at the start of each meeting.

Secondary




Date: dd-mmm-yyyy


Stakeholders Meeting Agenda


Notification/Distribution Method


Distributed prior to the meeting.



Project Team Meeting Agenda


Target Audience Project Team


Email and/or printed copy at the start of each meeting.



Distributed prior to the meeting.


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




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




Date: dd-mmm-yyyy

3.0 Glossary< Define all terms/acronyms required to interpret the Communication Management Plan properly. >




Date: dd-mmm-yyyy

4.0 Appendices< Include any relevant appendices. >
