Wk 4 - Project Communication Management Plan [due Mon] Wk 4 - Project Communication Management Plan

Communication Management Plan

CPMGT/301

May 27, 2019

Purpose

Effective communication is a key to successful project management and project completion. The purpose of this Communication Management Plan is to define the communication requirements for the Shipping/Receiving Software Upgrade Project throughout the project’s lifecycle. This Communication Management Plan defines the communication requirements, media, frequency, and distribution in order to ensure that information is conveyed through proper channels in a timely and consistent fashion.

Roles and Responsibilities

To ensure the successful completion of the Software Upgrade Project, the roles and responsibilities of all key project personnel must be clearly defined with regards to project communication. In order to prevent overlap or gaps in project communication, the following roles and responsibilities have been identified:

Project Sponsor

Director of Operations, John D.: The Project Sponsor serves as the Software Upgrade Project’s oversight authority and is the ultimate authority of approving budgets and funding requests. As a sitting member of the executive committee, the Project Sponsor is also responsible for providing project status updates in the monthly executive committee meetings as required.

Project Team

Project Manager, Paul S.: The Project Manager is responsible for day to day management Project Manager is responsible for establishing communication requirements for the project, chairing all project meetings, and submission of all written reports. The Project Manager may delegate communication tasks to appropriate technical representatives or subject matter experts (SMEs) but is responsible for the timely completion of such tasks. The Project Manager is responsible for all information dissemination.

Deployment Team Member, Paul D & Jenn H: The deployment team is the SME on all information technology (IT) matters as well as capital equipment and procurement. As such, the technical representative is responsible for providing the Project Manager with all related feedback for use in project communications. The deployment team will participate in all project team meetings, status meetings, and will be included on the project’s distribution list. For project meetings the deployment team will act as the timekeeper ensuring that the meeting proceeds in accordance with the agenda.

Project Stakeholders

With numerous stakeholders involved, they are responsible for providing requested information to the Project Manager for use in project communications. The project stakeholders listed below are required to attend the monthly status meetings and will be courtesy-copied, when appropriate, on all project communications.

Director of Production, Vimaris G.

Vice President of Technology, Carlos M.

Director of Human Resources, Mike P.

Communication Flow

As the project proceeds, key forms of communication must be presented to the project participants and stakeholders.

Communication Type	Description	Frequency	Format	Participants/ Distribution	Deliverable	Owner
Weekly Status Report	E mail summary of project status	Weekly	E mail	Project Sponsor, Team and Stakeholders	Status Report	Project Manager
Weekly Project Team Meeting	Meeting to review action register and status	Weekly	In Person	Project Team	Updated Action Register	Project Manager
Monthly Project Review	Present metrics and status to team and sponsor	Monthly	In Person	Project Sponsor, Team, and Stakeholders	Status and Metric Presentation	Project Manager
Weekly Status	Report outlining weekly progress and issues	Weekly	E Mail	Project Team	Machine Upgrade Status Update	Team Lead
Project Gate Reviews	Present closeout of project phases and kickoff next phase	As Needed	In Person	Project Sponsor, Team and Stakeholders	Phase completion report and phase kickoff	Project Manager
Technical Design Review	Review of any technical designs or work associated with the project	As Needed	In Person	Project Team	Technical Design Package	Project Manager

Communication Conduct

This section provides guidance to all project participants for conduct expected in meetings and other forms of communication. All participants are always expected to adhere to these guidelines to prevent unnecessary or ineffective communication.

Meetings

The Project Manager will distribute a meeting agenda at least 2 days prior to any scheduled meeting. All participants are expected to review the agenda prior to the meeting. During project meetings the timekeeper will ensure that the group adheres to the time allotted for a given topic and the recorder will take all notes to be distributed to the team upon completion of the meeting. It is imperative that all participants arrive to each meeting on time and prepared. Meeting minutes will be distributed no later than 24 hours after each meeting is completed.

Electronic Mail (Email)

All email pertaining to the Software Upgrade Project should be professional, free of errors, and provide brief communication. If the email is to provide a status report, it should be distributed to the correct project participants in accordance with the communication flow matrix above. All attachments should be in one of the organization’s standard software suite programs and adhere to established company formats. If the email is to bring an issue forward then it should discuss what the issue is, provide a brief background on the issue, and provide a recommendation to correct the issue. The Project Manager should be included on any email pertaining to the project.

Informal Communication

Informal communication is a part of every project and is necessary for successful project completion. However, any issues, concerns, or updates that arise from informal discussion between team members must be communicated to the Project Manager so the appropriate action may be taken.

Approvals

The signatures of the people below indicate an understanding in the purpose and content of this document by those signing it. By signing this document, you agree to this as the formal Communication Management Plan for the project.

Approver Name	Title	Signature	Date
John D.	Project Sponsor
Paul S..	Project Manager

References:

Lucidchart. (n.d.). How to Write a Foolproof Project Management Communication Plan. Retrieved from https://www.lucidchart.com/blog/project-management-communication-plan

Ray, S. (2019, March 01). What is a Project Management Communication Plan? Retrieved from https://www.projectmanager.com/blog/project-management-communication-plan