Plan Communications Management

Purpose:

Identifies and documents the approach to communicate most effectively and efficiently with stakeholders.

Objective:

Developing an appropriate approach and plan for project communications based on stakeholder’s information needs and requirements, and available organizational assets.

Description:

Planning the project communications is important to the ultimate success of any project. Inadequate communications planning may lead to problems such as delay in message delivery, communication of information to the wrong audience, or insufficient communication to the stakeholders and misunderstanding or misinterpretation of the message communicated.

On most projects, communication planning is performed very early, such as during project management plan development. This allows appropriate resources, such as time and budget, to be allocated to communication activities. Effective communication means that the information is provided in the right format, at the right time, to the right audience, and with the right impact. Efficient communication means providing only information that is needed.

While all projects share the need to communicate project information, the information needs and methods of distribution may vary widely. In addition, the methods of storage, retrieval, and ultimate disposition of the project information need to be considered and appropriately documented during this process. Important considerations that may need to be taken into account include, but are not limited to:

    • Who needs what information, and who is authorized to access that information
    • When they need the information
    • Where the information should be stored
    • What format the information should be stored in
    • How the information can be retrieved
    • Whether time zone, language barriers, and cross-cultural considerations need to be taken into account.
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The results of the Plan Communications Management process should be reviewed regularly throughout the project and revised as needed to ensure continued applicability.

RASIC:

Inputs:

  • Project Management Plan
  • Stakeholder Register

Outputs:

  • Communications Management Plan
  • Updated Project Documents

Controls:

  • Communication Requirements Analysis
  • Communication Technology
  • Communication Models
  • Communication Methods
  • Meetings

Task Instructions:

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    1. Using the <?>, [the ?] with support from <?> is responsible for …

Document Configuration  Management

    1. Using the <?>, [the Project Manager] is responsible for identifying the Configuration Management tool for the project.
    2. Using the Manual Configuration Management Guidelines, [the Project Manager] is responsible for creating a Manual Version Control when a Configuration Management Tool is not available for the project.
    3. Using the Manual Configuration Management Guidelines, [the Project Manager] is responsible for training the Team Members on the procedures and the guidelines defined for the project. 

Document Project Data Management

    1. Using the <?>, [the ?] with support from <?> is responsible for …

The Project Manager shall plan for Data Management in the project and shall use the Project Data Management Plan section of the Project Plan. The project may have to modify the template based on the life cycle phase and project specific needs. The Project Data Management Plan section may have to be tailored for the project based on the life cycle selected and tailoring decisions. Any deviations to the data management activities and the standard shall be documented in the Project Plan. The QA Analyst and IO SEPG Manager shall review and approve the deviations as per Deviation Process.

Document Storage and Accessing Data

    1. Using the <?>, [the ?] with support from <?> is responsible for …

The Configuration Management (CM) Lead shall create appropriate directory structure for the project, in the master or controlled CM system. Refer to Configuration Management Process for details on types of CM systems.

The SDP-21 template formats shall be followed for all project documents. The QA Analyst and IO SEPG Manager shall approve any tailoring to the format of the templates. Approval mails and e-mail correspondence that serve as Process Verification Records (PVRs) may reside in the e-mail system in appropriate mail folders. It is recommended that Project Manager keep folder on the e-mail system to archive and store the e-mails. When required, these mails may be produced as evidence.

The CM Lead shall store and retrieve data from the CM repository. The directory structure to be followed in the projects shall be documented in the Project Data Management Plan.

Document Control Process shall be followed to prepare and modify documents, which helps to maintain consistency in format and standards for SDP-21 documents.

Monitoring Data Management Activities

    1. Using the <?>, [the ?] with support from <?> is responsible for …

The Data Management review activities shall be monitored in the Project’s Progress Review meetings as per the frequency documented in the Project Plan. For more details, refer to Project Monitoring and Control Process. The project’s adherence to the planned procedures and plans for data management shall be verified during Configuration Management (CM) Audits, as per Configuration Management Process.