CommonWay Communication Plan

Transcription

1 Values - Goals Communication Plan ITD Project Management Project Kathy Cibotti 10/06/09 Sample 1 of 8 10/26/2009

2 Values - Goals Version History Date Version Author Change & Section "Tab to add rows" Sample 2 of 8 10/26/2009

3 Values - Goals Table of Contents 1 Project Definition Project Identification Communication Management Approach Communication Work Session Management Reporting and Escalation Process Project Repository... 8 Sample 3 of 8 10/26/2009

4 Values - Goals Guidelines: All sections must be complete for all projects, regardless of level. The provides a framework for capturing the communication approach. This plan is created during the Planning Stage and updated throughout the life of the project because communication needs change over time. The is comprised of 3 templates:, Register, and Stakeholder Analysis. For all project levels, and Register are required whereas Stakeholder Analysis template is an optional template. This highlights the following: o Strategy and constraints o Project stakeholders and information needs o Meeting schedules and purpose o Escalation workflow o Content Management logistics Document Filling Instructions: Fill the information in the Text boxes. Do not leave any section blank. If a section is not applicable, then type Not Applicable in that section The cells in the table may be filled in by clicking in the corresponding row/column and typing. To add additional rows to the table, TAB after placing the cursor in the last row and last column. [Text enclosed in quotes and displayed in red such as "Tab to add rows" should be deleted before saving the document] When inserting an image, such as a workflow or chart: 1) only insert the image in the appropriate text box, 2) save the image as a Word document; and, 3) insert the image as a file. [To insert an image as a file: 1) from the menu bar, select Insert, 2) select File, 3) select the Word file document; and, 4) click Insert. ] After finishing the document, please re-generate the complete Table of Contents to reflect the correct page numbering. (Select the Table of contents; right-click; select update fields and select update page numbers only command). Sample 4 of 8 10/26/2009

5 Values - Goals 1 Project Definition 1.1 Project Identification This section provides background information about the organization of the project and project participants. Project Title Project Manager 1.2 Communication Management Approach Project Management Methodology Kathy Cibotti Describe the communication strategy. Consider core and extended team member (help desk, support teams, user community) and internal and external stakeholders (other agencies, vendors). List any communication constraints that could complicate communications (i.e. decentralized project team, conflicts within the group, access to document repository). The development and implementation of the Project Management Methodology requires a multitiered approach to communication. The initial strategy is to build support for the methodology by engaging respective stakeholders or early adopters who traditionally welcome and support new technologies and process improvements. The core team is responsible for: identifying, reaching out and finding ways to engage these early adopters at all levels of the organization. While there is no mandate to use the methodology, the team can build support by demonstrating the value of the methodology on actual projects. Initially, a group of influential project managers will be identified to participate in the pilot of new processes, templates, and training. Individual mentoring sessions will be offered to help the project managers apply the process on their projects. Our goal is to demonstrate the benefits the methodology brings to actual projects with the expectation that influential project managers will help to build support for the methodology within the organization. Since the project managers will not be able to implement the PM process without management support, key stakeholders (managers, sponsors) will be pulled in to help build support. The pilot project managers, sponsor and project manager will help to identify these important stakeholders. Different messages and approaches will be taken with the various stakeholders depending upon their role and interests. A host of tools will available to communicate information on. The particular medium selected will depend upon the message and audience. Communication tools include: Clarity, WIKI, Team Meetings, and Mentoring sessions. The team is confronted with a number of constraints including: Decentralized teams (Boston/Chelsea) Some sense that the Boston team is unaware of the challenges faced by the front-line project managers Mixed support for the methodology. Some view it as non-value added overhead - especially when projects are struggling to meet a date. Despite the challenges, the team believes that by piloting the methodology and showing some successes, it will be easier to implement the methodology and expand its use over time. Sample 5 of 8 10/26/2009

6 Values - Goals 1.3 Communication Work Session Management Describe the types of session (i.e., Kick-off, Planning, Management Reviews, Status, Lessons Learned, Transition Planning, Risk & Issues Management); their purpose and logistics. Meeting Type Weekly Pilot Group meeting Team Meetings PM Forum PGB Meetings Training Sessions Mentoring Sessions Agency Review Sessions Clarity Team Purpose Assist in design of new templates/processes/training Test and refine templates/processes. Provide updates on progress of deliverables and risks and issues. Assist in communicating the benefits of the PM process to interested stakeholders. Review progress and status of : action items, risks and issues Communicate Releases. Provide forum for Project Managers to share knowledge Discussion on escalation items on status reports. Build support for methodology by providing practical consulting services to projects in their organizations Instructor led project management related courses. 1-on-1 work sessions with Project Managers on the topics of their choice to support use of the methodology for actual projects. Presentations to agency project teams. Assistance in understanding enhanced capabilities. Supporting test environment. Providing consulting assistance on tool. Frequency Weekly Weekly Quarterly Monthly Weekly dependent on tasks delivered On-demand On-demand On-demand Publications of results Clarity Wiki Wiki Clarity Clarity Wiki Wiki Comments This team will grow as the project evolves Sample 6 of 8 10/26/2009

7 1.4 Reporting and Escalation Process Values - Goals Describe the formal reporting structure and escalation process. Alternatively, insert a chart and workflow. Escalation Procedure: 1. Project and pilot teams attempt to resolve risks & issues locally. 2. Risks /Issues which cannot be resolved are escalated to the Project Manager via: meetings, phone calls, or Project Manager escalates un-resolvable risks /issues to the project sponsors & PGB Group. Sample 7 of 8 10/26/2009

8 1.5 Project Repository Values - Goals Briefly describe where project documentation is stored (include link if available) i.e., SharePoint, Clarity etc. All Project Documentation is stored at Clarity (Clarity Apex Projects Collaboration Folder). The Templates, Process Flows, and Training material are maintained in Wiki so they can be accessed by anyone in the wealth. Sample 8 of 8 10/26/2009