Communication Plan for Developing Information System and Upgrading Website Information for Archives Australia

This communication plan outlines the objectives, target audiences, message contents, and management procedures for the project of developing information system and upgrading the website information for Archives Australia. It includes a work in progress report, project conclusion, issues log, and key stakeholders with their specific information requirements.

PART 1
Communication Plan
ATM ID: NAA RFT 2017/1058
Agency: National Archives of Australia
Category: 81110000
Computer services
Template with guidelines
Prepared by: <name of the student>
Position: Project Manager
Date: 24/05/18
Version No: 4.0

Document Change Control
The following is the document control for the revisions of this document:
Version Number Date of Issue Author(s) Brief Description of Change
1.0 15/03/18
Progress Updated, Existing resource utilization, Change in communication plan,
effective utilization of communication medium
2.0 4/04/18
Progress Updated, Existing resource utilization, Change in communication plan,
effective utilization of communication medium
3.0 7/05/18
Progress Updated, Existing resource utilization, Change in communication plan,
effective utilization of communication medium

Definition
The following are definitions of terms, abbreviations and acronyms used in this document.
Term Definition
Key Performance
Indicator (KPI)
These are the factors that can provide the success for the deployment of the information system development for
Archives
Work In Progress (WIP) Work In progress is term referred to the aspect of showing the project progress and the alignment of the improved
operation development
Validation The validation is the process of forming the confirmation of the output by checking the system for any downfall or pit
OOB Action The actions that would not be considered as a part for the project activities and OOB stands for out of bounds
Administrative Sign Off Administrative officials would review and sign off the documents for approving the project communication plan
Agile / Scrum Methodology for developing the complete project plan and it is iterative in nature

Table of Contents
1. Introduction 3
2. Communication objectives 4
3. Communication Purpose and Target Audiences 5
4. Communication Message and Delivery 5
5. Communication Message Contents 5

1. Introduction
Project Communication plan holds an integral role for the installation of the information system update for the
upgrade of the website for Archives Australia. The communication plan would allow the ease of information
transfer and it would provide opportunity for improving the activities of the project. The communication
requirements for the project would be analysed for developing effective updates of the website. The
implication of the effective communication process would be helpful for ensuring that implication would be
helpful for achieving the required standards of final project deliverable. The alignment of the improved
activities would allow the utilization of the effective communication medium.
1.1. Project Components / Stakeholder Groups
The project of developing information system and upgrading the website information for Archives Australia
would consider a number of human resources. The stakeholders of the project are classified based on their
role in project. The stakeholder’s group for the project are Project governance, project management, and
project operation. The three levels of project stakeholders have diverse roles and responsibilities. Moreover,
the alignment of the improved communication would help in forming the major transfer of information to the
required stakeholder.

2. Communication Objectives
The key communication objectives for the project are:
1
Transfer of information is the primary objective for communication in the project of developing information system and upgrading the website
information for Archives Australia
2
Ensuring that the information system developed meets the client’s requirement checklist by providing the developers with the proper
information
3
Transferring the problems faced while executing the project so that appropriate solutions can be developed for the project
4
Aligning the implication of the successful project execution development for the project for overcoming the probable issues

3. Communication Matrix - Purpose and Target Audiences
This section identifies the audiences targeted in this Communication Plan, and the purpose of communicating with each audience.
Stakeholder Group Stakeholder Communication (theme content) Format Frequency
Governance group Client To inform about the progress of the project Report,
Board
Meetings
Monthly
Governance group Investors To inform about the investment usages for the
project
Report,
Board
Meetings
Monthly
Governance group Steering Committee To take the key decisions for the project Report,
Board
Meetings
Monthly
Managerial group Project Manager To manage all activities in the project Reports,
Face to Face
Conversation
Weekly
Managerial group HR Manager To manage human resources for the project Reports,
Face to Face
Conversation
Weekly
Managerial group Contractor To provide external work support to the project Call Weekly
Operation group Supplier To provide required materials for the project Call Once
Operation group End User To provide feedback on the system developed Online
Survey
Once
Operation group Project Team To execute the activities of project Face to Face
Conversation
Daily
Operation group Workers To work the constructional activities of project Face to Face
Conversation
Daily

4. Communication Management Procedures
The following outlines the Stakeholder Group, KPI measurement, Threshold or limit for regular range of performance, Corrective Action for Out of
Range performance, Work In Progress frequency.
Stakeholder
Group
KPI Threshold Corrective action WIP Frequency
Governance group
Stakeholder
Engagement rates
Unable to reach
benchmark Engagement Survey should be used
Twice in a month
Open rates for
communication
Unawareness of activities
Digital tools for communication
Half yearly
Adoption range Lack of Back tracking
Promoting the communication method
Monthly
Responses and
feedbacks
Requirement for
information pushing 2 way communication should be used
Weekly

Contribution to
organization goal
Limited to internal
communication Keeping an eye on the project target
Once

5. Stakeholder Communication (Network links)
This section outlines the links in the project for the key information and communications channels.
To inform about the progress of the project
To inform about the investment usages for the
project
To take the key decisions for the project
To manage all activities in the project
To manage human resources for the project
To provide external work support to the project
To provide required materials for the project
To provide feedback on the system developed
To execute the activities of project
To work the constructional activities of project
Client
Report
Board Meetings
Face to Face Conversation
Call
Online Survey
Project Team

6. Project Information System
This section explains the way that information is documented, accessed, recorded and archived for the project.
Include (WIP Final, Admin Sign Off, Lessons Learned/Archiving/KMS)
The project of developing information system and upgrading the website information for Archives Australia is developed for listing the effective
communication network and it would allow the utilization of the effective development model. The process of information system includes,
Step 1: Development of effective plan
Step 2: Designing the information system
Step 3: Developing integrated database and migrating all information in the database
Step 4: Implication of authorization for access
Step 5: Completion of System Development (User interface for access, modify, login, and record data)
Step 6: Approval of the system (WIP final, Admin Sign off)
Step 7: Maintenance and Monitoring (Incorporating lesson learnt)

6. Project Information System
This section explains the way that information is documented, accessed, recorded and archived for the project.
Include (WIP Final, Admin Sign Off, Lessons Learned/Archiving/KMS)
The project of developing information system and upgrading the website information for Archives Australia is developed for listing the effective
communication network and it would allow the utilization of the effective development model. The process of information system includes,
Step 1: Development of effective plan
Step 2: Designing the information system
Step 3: Developing integrated database and migrating all information in the database
Step 4: Implication of authorization for access
Step 5: Completion of System Development (User interface for access, modify, login, and record data)
Step 6: Approval of the system (WIP final, Admin Sign off)
Step 7: Maintenance and Monitoring (Incorporating lesson learnt)

6. Project Information System
This section explains the way that information is documented, accessed, recorded and archived for the project.
Include (WIP Final, Admin Sign Off, Lessons Learned/Archiving/KMS)
The project of developing information system and upgrading the website information for Archives Australia is developed for listing the effective
communication network and it would allow the utilization of the effective development model. The process of information system includes,
Step 1: Development of effective plan
Step 2: Designing the information system
Step 3: Developing integrated database and migrating all information in the database
Step 4: Implication of authorization for access
Step 5: Completion of System Development (User interface for access, modify, login, and record data)
Step 6: Approval of the system (WIP final, Admin Sign off)
Step 7: Maintenance and Monitoring (Incorporating lesson learnt)

6. Project Information System
This section explains the way that information is documented, accessed, recorded and archived for the project.
Include (WIP Final, Admin Sign Off, Lessons Learned/Archiving/KMS)
The project of developing information system and upgrading the website information for Archives Australia is developed for listing the effective
communication network and it would allow the utilization of the effective development model. The process of information system includes,
Step 1: Development of effective plan
Step 2: Designing the information system
Step 3: Developing integrated database and migrating all information in the database
Step 4: Implication of authorization for access
Step 5: Completion of System Development (User interface for access, modify, login, and record data)
Step 6: Approval of the system (WIP final, Admin Sign off)
Step 7: Maintenance and Monitoring (Incorporating lesson learnt)

6. Project Information System
This section explains the way that information is documented, accessed, recorded and archived for the project.
Include (WIP Final, Admin Sign Off, Lessons Learned/Archiving/KMS)
The project of developing information system and upgrading the website information for Archives Australia is developed for listing the effective
communication network and it would allow the utilization of the effective development model. The process of information system includes,
Step 1: Development of effective plan
Step 2: Designing the information system
Step 3: Developing integrated database and migrating all information in the database
Step 4: Implication of authorization for access
Step 5: Completion of System Development (User interface for access, modify, login, and record data)
Step 6: Approval of the system (WIP final, Admin Sign off)
Step 7: Maintenance and Monitoring (Incorporating lesson learnt)

PART 2
1. Work In Progress Report
This section provides a sample WIP Report for the project.
WIP Report
Project name: Developing information system and upgrading the website information for Archives Australia
Dated: 24/05/18
WIP Element: Designing of the information system
WIP Description: A draft of the preliminary design for the information system is developed and approved. The complete system design is still required
to be completed
Work Completed: 35% of the total work
Expected Days for completion: 15 days
Sign off:
Name of the client
Owner, Archives Australia

PART 3
1. Project Conclusion
This section explains the way that the project is concluded and includes the sign off for the project so hand over can be correctly managed.
The project of developing information system and upgrading the website information for Archives Australia would result in forming the alignment of
the effective use of information system processing. The completion of the project would result in forming the alignment of the successive development
of the project activities. The review of the project would be achieved with the help of the feedbacks from the end users and the final approval of the
project client.
Sign off:
Name of the client
Owner, Archives Australia

PART 4
1. Project Issues Log
This section provides an example of the Issues Log used for the project.
The various possible issues of the project of developing information system and upgrading the website information for Archives Australia are,
Incompatible System
Loss of data
Network Errors
Violation of Scope triangle factors
Human Mistakes

PART 5
1. Who were the key stakeholders to the project?
The key stakeholders of the project include the project client, investors/sponsors, project steering committee, project managers, state government,
contractor, suppliers, and project team members. The key stakeholders of the project have various roles and responsibilities towards the project of
developing information system and upgrading the website information for Archives Australia,
Stakeholders Roles
Project Client In charge of approval of the project for developing information system and upgrading the website information for Archives
Australia
Investors/sponsors Would be responsible for providing the money for developing the effective roles and responsibilities for developing the project
activities
Steering
committee
Would ensure that the project meets the required quality criteria for the development of the effective operations
Project Managers Would ensure that the project activities are executed successfully and project is completed in the estimated time
State Government In charge of the inspection for ensuring that the system developed and website content are family friendly and in accordance to
the system development
Contractor Providing external support to the project team in carrying out the activities of project

Supplier Supplying required materials for the project activities and aligning it to the implication of the successive development
Project Team Executing all the activities of the project and complete the project in time
2. What specific information needs did they have?
The key stakeholders of the project include the project client, investors/sponsors, project steering committee, project managers, state government,
contractor, suppliers, and project team members and they require information for executing their roles and responsibilities such as,
Stakeholders Information Requirements
Project Client Progress of the project for ensuring it is going as per requirements
Investors/sponsors Utilization of the resources in the project
Steering committee Project status for taking key decisions of the project
Project Managers Progress of the project to convey it to the project managers
State Government website content and development norms
Contractor Work requirements for the project
Supplier Work resources required in the project
Project Team Required deliverable for the project

3. What were the main communication issues?
The major communication issues that would be faced for the project of developing information system and upgrading the website information for
Archives Australia are,
o Lack of communication methods
o Absence of stakeholders
o Noises disrupting the communication like lack of channel
4. What types of communication resources required?
Reports and documents, communication channel, receiver end user, sender, equipments (or method), and probable activities are required for the
communication plan implementation of the project of developing information system and upgrading the website information for Archives Australia .
The completion of the project would be supported by the implication of the effective activity development and utilization of the resources for
completing project successfully.
5. What pitfalls were you aware of in communicating with the stakeholders?
The probable delay, technology requirements, implication issues were the major factors of issues for the project that were presumed while making
project communication plan with stakeholders.

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