Assignment Provide a communication management plan for project (communication Matrix)

Assignment Provide a communication management plan for project (communication Matrix)

Communication management procedures

Standards of Part information and Communication Processes

To maintain the main quality of the project and also improvement in the project deliverables

Escalation processes of Part information and Communication Processes

To minimize the number of risk in the project. Take valuable steps to overcome different kind of risks in the whole project.

Version control of Part information and Communication Processes

For version control two types of methods will be used. The first one is local and the next one is distributive.

Process to update the communication management plan

By just defining the purpose of the project properly. The next step is choosing the communication method. In the last step identify the main stakeholders of the project.

Glossary of Part information and Communication Processes

Advertising, capacity building, communication about the project, analyzing the communication plan or strategy. Analyzing the main communication objectives

Flow charts for communication

Communication constraints and policies

There are some communication constraints and policies for this project. Improve the project management elements properly. Overcome the physical barriers of the project. Work according to the project deliverables. Relate the policies with the project managers.  

Roles and responsibilities of Part information and Communication Processes

Responsibilities of project manager

Managing and leading project team, recruiting project staff & consultants, developing and maintaining detailed project plan, project deliverable management, management of project scope, providing regular status reports to the program board of IPSC, change control and removing issues where they are essential to be removed, providing status reports, monitoring the whole project and progress, resolving cross functional issues from the project, management of consultancy input into the defined budget as well as final approval of design specification,

Communication review of Part information and Communication Processes

Check the communication plans outcome and discuss with the manager. Also relate the future outcomes of the project and update communication plan about it.

Timelines of Part information and Communication Processes

See the project Gantt chart.

Project management information system

In this section, there is proper details about the information system of the project.

Access authority levels

According to this project, there are about three authority levels.

Ownership consideration

The whole ownership is in the hand of CEO of the company. He can easily make required changes in the information system of the project. The owner can change the password according to the demand.

Privacy consideration

According to the information system, there are some privacy consideration.  There will be no disclosure of the information about the data. Moreover, unauthorized person is not able to access the system of information. There will be huge plenty for the person who is breaching the legal requirements of the system.

Roles and responsibilities

Responsibilities of project developer and information system

This person will define development requirements, data migration, interfaces with other systems, reporting configuration and deployment, maintenance of security rights, development of testing programs, technical document development, reporting on issues to management and users

Version control

The distributed version control method will be used for the information system. For that case, the manager will disclose the information to different authorizes related to the control of version.

Templates

Follow the main templates for the information system of a project.

Part 2: implement project information and communication process

1.      Provide an example of project communication about status of project including scope, time and the cost.

The project communication is an effective tool or procedure that can provide the key information related to the project to the clients and the related stakeholders. Furthermore, it is also very effective for the communication among project teams and the departments. In the development project of the Client management system, the project communication process is used to communicate effective almost every project stakeholder. During project, the project manager needed to get information about the project budget and clear requirements or amendments in the project requirements. So, the email was sent to key stakeholders to exchange of requirements information between. A kickoff meeting was held between project development team and theclient of the website in which the requirements are discussed and the created documents was also checked and issues were logged into the project document requirements. In these meeting in the start of the project, every area of the project was discussed including layout design, panels, operations as well as the platforms.

Furthermore, such kind of meetings was held to discuss and estimate the project scope, the time as well as the cost of the project. The project management team along with the development team leaders have estimated the client’s requirements which were used to determine the actual scope of the project by internal meetings and the successfully created the proper timeline in the form of Gantt chart that shows every activity and it time from start to completion of the activities. Furthermore, the internal meetings among the development staff and the project management team estimated the expected (Burke, 2013) cost on the project. The all meeting held internally and externally were informed by the project management through sending the emails to particular stakeholders of the company and project. The proper communication method for communication in the project was emails sending, documenting as well as the meetings.

·         Communication Management Procedures

Communication is a process that is being used in the specific behaviors and to select techniques and methodologies to delegate the information about the projects to the stakeholders of the company. The procedure is based on the ideas that used to communicate and refers to the meaning of information that is used to provide important and effective communication to undertake the project on right time. Frequently the way toward arranging venture correspondences is attempted ahead of schedule at the task advancement stage and routinely explored all through the undertaking course so as to guarantee proceeded with pertinence of the picked interchanges channels. The task manager assumes liability of building up a communication plan and choosing interchanges ways to deal with run the procedure and set up smooth data trading and human communications all through the project executing.

·       Project Management Information System

It is an information system that is being used in the project management with different kinds of tools and techniques to integrate the output in the project management process. It is implemented in on the project to check the techniques and process in manual and automated system. The optimum consumption of resources depends on the process of information that are available to the stakeholders.

2.      Describe the Validation processthat you used to ensure quality and accuracy of data report.

Every document in the company will have a larger number of content as well as the data in the reports revealing several aspects of the project. It is highly possible that the report which is created and written for the project may have issues, errors as well as ambiguities into the content or the data of the report. It is essential to remove all kind of ambiguities form the project document. For this purpose, the data report validation process is discussed in this report that can be very useful and effective to (Gray, Cook, Natera, Inglis, & Dodge., 2008) check the quality as well as the accuracy of the content of the report. In the process of validation of information, the information should be managed and organize to access all the specific parties.

In the validation process;

·         Identify the scope of the validation presented by the stakeholder or system.

·         Identification of the constraints related to the origin that put limit or the enhance the validation activities potential.

·         Defining several possible verification or validation technique to inspect, analyze, review and test the data or the requirements of data.

·         While taking all constraints, the tradeoff must be validated in the process.

·         Using tools to check the content of the report and then perform the configuration to identify the risks.

Part 3 –Assess information and communication outcomes

1.      How would you finalize and archive records? How would this reflect ownership of information and control requirements?

In the project, I as the project developer will maintain records of the project from the start of the project. These records are also managed as well as indexed in account of the development of the project. The project developer or the software developer will organize the different types of records which are related to the project documents construction organization from the development award to the final closeout. It is also further explained in this documents that the records would be finalized and archived by following different ways which are purging unnecessary files first, verification of the retention of the record timeframes, allocating appropriating storage space, ensuring the accurate retrieval as well as digitizing the active files. Furthermore, the project history file (Kerzner, 2017) at the time of completion of the project is archived by the project team and the selected project records, the project charter, the project communication plan, the risk management plan as well as the project records are included by the project file. Moreover, all the letters, reports memos and other related documents are also included which will be effectively useful for the subsequent project. After performing these things, theorganized directory structure will be created where the documents will be saved digitally in the system and only authorized persons will be allowed to access those documents.

2.      Review the project performance in terms of information and communication management. Would your information and communication management processes and procedures be considered effective? Why/why not?

The project is reviewed in terms of the communication and information management. For the performance review of the project, the critical path method for the activities as well as the trend analysis was performed to review the project performance over time as well as to identify the schedule of project. It is determined that the project is going in the right direction towards completion in the given and defined time. In this project, there are several types of information and the communication procedures followed. The most common procedure of the communication is to send the emails, creation of the documents including errors logs as well as hold the meetings internally or externally. The information and communication management processes which are proposed in this project can be effective but they have some important constraints. The sending email technique for the management of the communication has some limits that some of the stakeholders may receive the email and not have the time read the newsletters. Furthermore, some documents or the reports may have some errors in the quality that the project developers, the software testers or the quality assurance peers may face difficulties to identify the actual reasons of the fluctuations into the project or sometime they can face difficulties to determine actual reason of the risks because of some constraints into the project.

3.      List all information and communication issues you may have experienced on the project including recommendation for future projects

Part 4 – Issues Log

Part 5 – Reviewing Communications Management Process

1.      Who were the key stakeholders of the project?

There are many project stakeholders which were performing different types of roles and responsibilities to make the project management team more productive, having the clear vision as well as to make the project successful and complete on time. They key stakeholders in this project are: project manager, the project sponsor, the senior supplier or consultant, project administration, system developers, program manager as well as the project team members. On the other side, the client organization and the management are also the key stakeholders of the project.

2.      What specific information needs did they have?

The stakeholders in this project will need the key information related to the project requirements and some instructions. Every stakeholder and his activity in this project depend on others activities and in some cases, they need some additional information form the clients to complete the project phase.Every project stakeholder needs about the clear requirements and the issues information in the project in the documented form which will help them to deal with such kind of issues by managing teams in better way (Schwaber, 2004).

3.      What were the main communication issues addressed?

The main communication issues addressed in the cased study are low engagement of the stakeholders, planning of the project, hold the meeting and sending, as well as lack of digital tools or medium for maintaining communications among the project development teams and the client including their management. The documents sent to clients and given to developers were not peer reviewed.

4.      What types of communication resources were required?

The communication resources which were required in this project related to the information technology as well as phones to make a link among the stakeholder for ongoing email sending. The tool are: any kind of email sending medium such as Gmail, Yahoo, Hotmail etc, for video calling Skype, and smart phones.

5.      What pitfalls were you aware of in communicating with stakeholders?

·         Not adhering to the communication matrix

·         Using technology when it is necessary

·         No giving respect to the stakeholders requirements for communication

·         Holding meeting with unclear information and lack of document material needed in the meeting

Communication plan of Part information and Communication Processes

Communication objectives

The main objective of the communication plan is to communicate with the internal and external stakeholders of the project.

The main aim of this project to improve project management. For that case, the project manager will discuss pros and cons of the team with perfection.

Communication message and delivery

Communication message contents

Goal of the project of Part information and Communication Processes

The main goal of this project is to improve the management process of the whole project.

Project status

The project is at the initial stage

Project problems and issues of Part information and Communication Processes

The main communication issues addressed in the cased study are low engagement of the stakeholders, planning of the project, hold the meeting and sending, as well as lack of digital tools or medium for maintaining communications among the project development teams and the client including their management.

References of Part information and Communication Processes

Burke, R. (2013). Project management: planning and control techniques. New Jersey, USA 26 .

Gray, R. M., Cook, M. B., Natera, M. T., Inglis, M. M., & Dodge., M. L. (2008). Project Management: The." In Managerial Process. McGraw-Hill .

Kerzner, H. (2017). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Schwaber, K. (2004). Agile project management with Scrum. Microsoft press.