Communications Management Strategy

Transcription

1 Rail Growth Package Project Reference: DEV 189 Location: T:\DEV000 Projects\DEV189 Leeds growth package\100 project management\project & Programme Management (PPM) Documentation\Communication Plan Date: March 2014 Business Case Owner: Project Manager: Approvals: Chris Mason, Development Rebecca Cheung Version control: Version Number Change Date 1 Inherited version 12/04/ PPM tailored Updated for FA Submission 03/12/ /03/2014

2 CONTENTS 1. INTRODUCTION 1.1 PURPOSE OF THE COMMUNICATIONS PLAN 2. STAKEHOLDER 3. INFORMATION REQUIRED AND PROVIDER 4. METHODOLOGY

3 1. INTRODUCTION 1.1 Purpose of this Communication Plan The objective of the communication plan is to: Increase awareness Ensure stakeholder support Provide evidence of consultation Improve scheme design To define all parties with an interest in the project and the means and frequency of communication between them and the project. Communication among stakeholders is a key element to this project to ensure stakeholder support. The following meetings will be arranged on a regular basis to ensure all parties will receive the information required: Meeting Frequency Stakeholders Lead Design progress meeting Commence at a monthly frequency Northern Rail, City of Bradford politan District Council (CBMDC), Leeds City Council (LCC), Network Rail, C Spenser and CEG Network Rail meeting At least every 4 months and may require more frequent meeting. Frequency to be determined by the. Senior representatives from CBMDC, LCC,, Network Rail, CEG and Northern with support from SDG Legal meeting As when required Legal (), Projects () with support from DLA Portfolio Board Prior to each formal submission to DfT s internal key Portfolio Board Members s Executive Board meeting Prior to each formal submission to DfT or when capital approval is required. Board members Timetabling meeting As when required Northern, Network Rail and

4 2. Stakeholders Stakeholder Contact Name Contact detail Project Manager Senior Responsible Owner/ Business Case Owner: David Hoggarth Director Development Rebecca Cheung Rail Development Team Leader Project Support Phil Wilson ICT Services N/A - Finance Tom Edwards, Assistant Director, Finance Public Relations Gary Taylor, Public Relations Officer, Public Relations Internal Audit Russell Gott Russell.Gott@wypte.gov.uk Legal Nick Winney, Solicitor, Legal PTA N/A - Other Departments Derek Robinson District Councils Richard Gelder, CBMDC Andrew Hall, LCC Andrew.Hall@leeds.gov.uk User Forums Tim Calow, AVRUG (Aire Valley Rail Users Group) The Secretary, Bradford Rail Users Group (BRUG) Keighley & Worth Valley Railway Marion Armstrong, Settle and Carlisle Railway Development Company Peter Johnson (Secretary) WRUG (Wharfedale Rail Users Group) chair@avrug.org.uk Jamesvasey@hotmail.com admin@kwr.co.uk marion@settle-carlisle.co.uk pjhonsecwrug@aol.com Bus Operators Via s Bus Area Coordinator -

5 Stakeholder Contact Name Contact detail Stakeholders Peter Myers, Stakeholder Manager, Northern Rail Russell Bates, Network Rail Charlie Sunderland, DfT Consultants Steve Hunter, SDG Mike Holmes, WSP Information Required and Provider Organisation Information Required (with means and frequency) Information Provider Cost, Risks, timescales Project Manager (via Highlights reports at ) Project Manager Cost information, risks, programme of different work packages (via update at design progress Network Rail and CBMDC to provide meeting) ICT Services N/A - Finance Cost, spending profile and forecast (as required) Project Manager Public Relations Consultation, Press Release and Launch (at major milestones such as secure of FA approval, commencement of construction and completion) Phil Wilson, Projects Internal Audit N/A - Legal Legal cost, contracts and implications Robert Smith, DLA and Nick Winney, Javid Daji PTA Other Departments Timescales, risks and costs (when capital approval is required) Derek Robinson - Any implications on Facilities resources (Before detailed design is finalised) Alison Piling marketing campaign (prior to the opening of the stations) - Project Manager District Councils User Forums Planning information, design details, progress update (as when required) Design specification and progress update (as when required) Project Manager Projects Manager Bus Operators Pedestrian route to and from bus stops Project Support Stakeholders Design, approvals, implications and cost Project Support

6 Consultants Project update, BCR, business case Project Support Public Through website (update on an on-going basis) Project Support

7 4. Methodology The is attended by senior representatives from, CEG, Network Rail, Northern Rail, LCC and CBMDC. The project Board receives information from Project Design meetings. The will meet as and when required to provide strategic direction to the Project Manager and for Project Design meetings. Public Consultation A public consultation event was at Apperley Bridge and Kirkstall in May and June The main objective of the event was to explain the scheme to the general public and local residents and businesses and to gather feedback. Public will continue to be engaged throughout the project via the following: Provide update through PCC meetings Provide update at Neighbourhood Forum or meet with residents (before construction) Update through websites Respond to any project related queries through Customer Responses Management (CRM) system. Letter drops (regarding construction timescales) prior to construction works Project Website Update information of the project will be provided on website on a regular basis. Project A project address was established to allow public feedback and enquiries to be collated during and after the public consultation exercise railprojects@wypte.gov.uk Local Press Further press releases will be prepared for: - Full Approval - Prior to commencing construction

8 - Prior to station opening