Document Change Control
The following is the document control for the revisions to this document.
| Version Number | Date of Issue | Author(s) | Brief Description of Change |
| Version 1.0 | August 15, 2005 | Name1 – Project Manager | Initial version for review and comment |
| Version 1.1 | Pending | Name1 – Project Manager | Incorporated changes from leadership review |
| Version 1.2 | Pending | Name3 | Reformatting for Project Management Framework example |
Definition
The following are definitions of terms, abbreviations and acronyms used in this document.
| Term | Definition |
| CIO | Chief Information Officer |
| DoIT | UW-Madison – Division of Information Technology |
| DoITnet | DoIT Intranet |
| MTeam | DoIT – Management Team |
| Op Directors | DoIT Operations Directors |
| PSST | Project Startup and Status Tool |
Table of Contents
- Introduction.. 1
- Communication Objectives. 1
- Communication Purpose and Target Audiences. 1
- Communication Message and Delivery. 2
- Communication Message Contents. 3
Target Audience Participants. 4
The purpose of the communication plan is to ensure the Project Management Improvement Project provides relevant, accurate, and consistent project information to project stakeholders and other appropriate audiences. By effectively communicating the project can accomplish its work with the support and cooperation of each stakeholder group.
The communication plan provides a framework to manage and coordinate the wide variety of communications that take place during the project. The communication plan covers who will receive the communications, how the communications will be delivered, what information will be communicated, who communicates, and the frequency of the communications.
Effective and open communications is critical to the success of the project.
The key communication objectives for the project are:
- Promote and gain support for the Project Management Improvement Project
- Encourage use of project management best practices
- Give accurate and timely information about the project
- Ensure a consistent message
This section identifies the audiences targeted in this Communication Plan, and the purpose of communicating with each audience. A complete list of the participants in each audience can be found in the Appendix.
| Audience | Communication Purpose |
| Project Sponsor | Project plans, project progress, project issues |
| Project Core Team | Project direction, project deliverables, clear direction and delegation of tasks |
| Project Review Team | Project direction, project deliverables, changes in work processes |
| DoIT CIO Office | Project Strategy, changes to business operations and policy, project deliverables, project progress |
| DoIT Management Groups: DoIT Tech Directors DoIT Op Directors DoIT Roundtable DoIT Mteam | Project Strategy, changes to business operations and policy, project deliverables, project progress |
| DoIT project managers | Project Strategy, impact due to changes in procedures or policies, project deliverables, project progress |
| DoIT staff | Impact due to changes in procedures or policies, changes in business procedures and policies, project progress |
The following outlines the targeted audiences, the key communication messages to be delivered, and the method for delivering the information, the communicator, and the frequency of the delivery.
| Audience | Message | Delivery Method | Delivery Frequency | Communicator |
| Project Sponsor | Project Plans
Status Reports | Meeting
Report published in My Webspace with DoITnet and PSST link | Weekly
Biweekly | Project Manager
Project Manager
|
| Project Core Team | Project Plans
Status Reports | Meeting
Report published in My Webspace with DoITnet and PSST link
| Weekly
Biweekly | Project Manager
Project Manager
|
| Project Review Team
| Project Briefing
Status Reports | Meeting: Oral briefing and presentation slides
Report published in My Webspace with DoITnet and PSST link
| Monthly
Biweekly | Project Manager
Project Manager |
| DoIT CIO Office | Status Reports
Project Briefing | Report published in My Webspace with DoITnet and PSST link
Meeting: Oral briefing and presentation slides
| Biweekly
Quarterly | Project Manager
Project Sponsor Project Manager
|
| DoIT Management Groups · DoIT Tech Directors · DoIT MTeam · DoIT Op Directors · DoIT Roundtable
· DoIT Tech Directors · DoIT MTeam · DoIT Op Directors · DoIT Roundtable
| Status Reports
Project Briefing | Report published in My Webspace with DoITnet and PSST link
Meeting: Oral briefing and presentation slides (briefings held more frequently as requested) | Biweekly
Quarterly Quarterly Semi-annually Annually | Project Manager
Project Sponsor Project Manager
|
| DoIT project managers | Project Briefing | DoIT Project Management Forum Meeting: Oral briefing and briefing notes | Monthly | Project Manager Project Core Team
|
| DoIT staff | Project Briefing | DoIT All Staff Meeting: Oral briefing and presentation slides | Annually | Project Sponsor Project Manager |
The section outlines the contents of the key communications.
Project Plans
- Current and Future Plans
- Project Issues and Problems
– Planned Project Deliverables for Next Period
Status Report
- Status Summary
- Status of Schedule
- Status of Budget
- Status of Scope
- Accomplishments Achieved
- Concerns/Issues
- Next Steps
- Project Team Members
Project Briefing
– Goals of Project Management Improvement
- Project Status
- Project Problems and Issues
- Project Checklist
