PRINCE2 Communication Management Strategy Template

Name Signature Title Date of Issue Version DISTRIBUTION This document has been distributed to: Name Title Date of issue Version CONTENT COMMUNICATION PLAN 1 PLAN OVERVIEW 1 REVISION HISTORY 1 APPROVALS 1 DISTRIBUTION 1 CONTENT 2 SITUATION ANALYSIS 2 STAKEHOLDER ANALYSIS 2 OBJECTIVES 2 KEY MESSAGES 3 STRATEGIES AND TACTICS 3 IMPLEMENTATION 3 Timings/ schedule 3 Roles and responsibilities 3 Budget 3 EVALUATION 3 Appendix A 0

VERSION0.0
DATE
COMMUNICATION PLAN
UNISA/ MAVTECH HOLOPORTATION PROJECT
PREPARED BY: INSERT NAME
PREPARED FOR: PROJECT TEAM LEADER
Note: this template has been adapted from the PRINCE2 CommunicationManagementStrategy
document and incorporates Public Relations planning criteria.
It is for use within COMM 5081 Professional communication and can be adapted as required. All advice
in italics should be removed before the document is finalised.
Reminder - Each organization will have it’s own template.

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COMMUNICATION PLAN
PLAN OVERVIEW
Project Name:
Date: 04/10/2018
Author: NAGARJUN BALAMURUGAN
Owner: UniSA IT Department
REVISION HISTORY
Revision Date
Previous Revision
Date Summary of Changes Changes Marked
APPROVALS
This document requires the following approvals. A signed copy should be placed in the project files.
Name Signature Title Date of Issue Version
DISTRIBUTION
This document has been distributed to:
Name Title Date of issue Version
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CONTENT
COMMUNICATION PLAN..............................................................................................................................1
PLAN OVERVIEW......................................................................................................................................1
REVISION HISTORY...................................................................................................................................1
APPROVALS..............................................................................................................................................1
DISTRIBUTION..........................................................................................................................................1
CONTENT.................................................................................................................................................2
SITUATION ANALYSIS................................................................................................................................2
STAKEHOLDER ANALYSIS..........................................................................................................................2
OBJECTIVES..............................................................................................................................................2
KEY MESSAGES.........................................................................................................................................3
STRATEGIES AND TACTICS........................................................................................................................3
IMPLEMENTATION...................................................................................................................................3
Timings/ schedule................................................................................................................................3
Roles and responsibilities....................................................................................................................3
Budget.................................................................................................................................................3
EVALUATION............................................................................................................................................3
Appendix A..............................................................................................................................................0
Stakeholder analysis............................................................................................................................0
Remember to update the content table before finalising the document. Right click on the table and
update the entire field.
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SITUATION ANALYSIS
The analysis of the situation states that the IT Department at the University of South Australia
has implemented a small project team for the last 6 months that includes it for the teaching and the
administrative staff who has been working for the organization Maverick Technology Pty Ltd. The
project team at University of South Australia probably deployed the entire project team to specialize in
the development of holograms that would be utilized for the in businesses and this has been causing
huge success since business organizations are getting assisted with virtual conferencing due to this
technology. Recently the project has been working for the technology called holoportation which has
been successful in producing an economic product feasible to be used by individuals. This technology
allows an individual to receive a moving holographic image at any time possible, even at private
situations like home. The entire project with Maverick Technology and the University of South Australia
is to be bound to with a world first deal agreement to develop a similar Technology to help in the
virtual teaching of students in remote areas. The technology would further have the applications
including the projection of the guest lecturers from a distance location into a class going on campus.
The application would even hold the potential of projecting the lecturers into a class in another
company with the use of country campus site called UniSA Whyalla. The Lecturer and their teaching
would be projected in a moving image for the online students even at their home location in real time.
The technology would help in conducting of small group tutorials for the participants even in different
very locations and at the same time in multiple places. The face to face consultation between a student
and a lecturer would also be provided although both the student and the Lecturer be resided in
different locations. In order to make a feasible public announcement of this partnership between
Maverick Technologies and the University of South Australia, a feasible communication plan needs to
be set up as discussed in the report as follows.
STAKEHOLDER ANALYSIS
The stakeholders an individual who would be affected by the project as a whole. In the entire
project there would be several stakeholders involved within the project internally and externally. The
internal stakeholders are the one who would be directly affected by the progress of the project and
external stakeholders are the one who would be in reckless acted by the progression of the project.
The internal stakeholders who would be directly associated with the project would first and foremost
be the students. The students would be thoroughly affected by the progression of the entire project
since, new technology of holoportation would affect them the most. Next would be the lecturers are
assigned for stating the letters to the students and the technical staff would make it happen. The
management board will conduct the entire holoportation and the administrative staff and IT
Department would also be a part of the management, directly associated with the entire project. The
alumni of the University of South Australia are also part of the internal stakeholders of the project.
In the external stakeholders the public, media, the government, the organization of Maverick
Technology and different other Universities that would be benefited by the holoportation technology
are included.
OBJECTIVES
Describe your desired outcomes in terms of awareness, attitudes and actions. Ensure all objectives are
SMART.
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To increase awareness of current students’ understanding of the learning benefits of
holoportation. (60% of current students to be aware of benefits within six months)
KEY MESSAGES
Describe the key message or messages that you want the stakeholders to take away from this
campaign.
 The University of South Australia will be offering remote and virtual teaching of students. We
are extremely focused to be leader on online teaching and technology for student.
 The virtual projection of lecturers, tutorial and consultation will be administrated by well
qualified teaching and administrative staff and focused to be highly interactive.
 Partnered with MavTech, first university in South Australia to provide sophisticated
holoportation innovative technology to student for providing astonishing student experience.
 The staffs are committed to creating, supporting and interactive learning opportunities for
learners on campus and beyond. We are facilitating ‘face-to-face’ consultation between a
student and lecturer in different locationsthroughout many stages of their lives and careers.
 The entire project is a positive approach of language and basic learning to be spread around all
the people irrespective of their places. The organization of Maverick Technology with the
collaboration to the University of South Australia would like to spread literacy as much as
possible.
 The collaboration is not just happening between organization of Maverick Technologies and the
University of South Australia, but it is also a positive step towards the collaboration of
Advanced Technologies and learning methodologies. This would be a great example of
enhancing the methodologies of learning through proper utilization of Advanced Technologies.
STRATEGIES AND TACTICS
List the strategies and tactics that you will use to communicate the messages and the channels through
which they will be communicated.
You may wish to consider the tactics and channels in terms of Paid, Earned, Owned and Shared media.
Strategy:Partnering with high-tech company Maverick Technology Pty Ltd (MavTech) to build
out holoportation for remote as well as virtual teaching and consultation into students’ location in real
time from different locations. This technology allows an individual to receive a moving holographic
image at any time possible, even at private situations like home. The entire project with Maverick
Technology and the University of South Australia is to be bound to with a world first deal agreement to
develop a similar Technology to help in the virtual teaching of students in remote areas. The
technology would further have the applications including the projection of the guest lecturers from a
distance location into a class going on campus. The application would even hold the potential of
projecting the lecturers into a class in another company with the use of country campus site called
UniSA Whyalla. With the analysis of the entire situation on the technology it can be said that the
company would like to implement the Holoportation Technology to enhance the ways in which
education can be spread. This is a known fact that due to distance and unavailability of resources many
students cannot get through there desired education and this is a strategy implemented by the
organization to fulfill this disability. The implementation of the holoportation technique would be a
positive strategy to teach and consult student in different locations and also make sure that students
coming from the third world country can also be benefited with this technology for enhancing
education.
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To achieve our objectives we aligned with below strategic priorities.
 projecting guest lecturers from another location into an on-campus class,
 projecting lecturers into a class in a country campus site such a UniSA Whyalla,
 projecting a lecturer into online students’ home location in real time,
 conducting small group tutorials with participants in multiple locations, and
 providing ‘face-to-face’ consultation between a student and lecturer in different locations.
TECHNIQUE AUDIENCE INFLUENCE DESIRED ACTION
PAID Advertising to
reach millions
Students and
Parents
Able to attract
the attention of
several
universities
worldwide
Applying to the classes
offering holoportation
methodology
EARNED Pitching the
latest
technology
Students and
Parents
Make them
understand the
utility of the
entire project
Applying to the classes
offering holoportation
methodology
SHARED Students and
their
participation
in the
learning
techniques
Other
universities
Make them
realize how
students will be
benefitted, even
in remote areas.
Applying to the classes
offering holoportation
methodology
OWNED Holoportation
technology
and university
platform
alumni
Students and
the
universities
and the
parents of the
students
Make them
understand the
utility of the
entire
technology
Applying to the classes
offering holoportation
methodology
IMPLEMENTATION
TIMINGS/ SCHEDULE
The task that would be mostly focused on for this project would be the project communication
plan. This has been taken up with the help of the key milestones that have been achieved in the
process for the introduction of the communication plan in using the holoportation techniques in all the
colleges and educational institutions in collaboration with the University of South Australia. The Key
Milestones for the work would be described as below:
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 Overview of Plan
 Reviewing the history
 Approvals and distributions
 Analysis of situation
 Stakeholder Analysis
 Jotting out the objectives
 Sharing of the Key Messages
 Strategizing the process
 Implementation
 Explaining the budget plan
 IT Implementation
 Managing the business
 Implementing the project team
 Media sharing
This would be scheduled as per the entire project plan and described in the appendix below.
ROLES AND RESPONSIBILITIES
Describe who will be responsible for what aspects of the communication process, including any
corporate or program management roles involved with communication.
Resource Role
Estimated Work
Hours
Program management They would authorize the entire
program and watch over the scheduling
and key milestones of the task to check
if they are being achieved at the
desired outcomes and if any changes
are required.
8
Marketing Team Their role is to make sure that the
universities are well informed about the
progression of the project as well as the
outcomes and success of the project
implementations. They would also
require contacting different universities
those who have not yet been contacted
and explain the technology and the
project to them as well.
8
IT personnel team Their role is to develop the
holoportation technology as flawless as
possible within the budget and make
sure that the project is accepting
changes and being developed as per
the requirement of the clients
10
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BUDGET
Compile a list of pertinent items that you will use to create your budget line items (for example, booth
rental, amenities, travel). Attach the details in an appendix but include a broad description of the main
budget issues and figures here.
The budget would be not just including the communication plan between different stakeholders
of the entire project but would also include all the constrains of communicating the new technology of
learning acquired for the people who are not privileged enough to receive proper education. The
technology would further have the applications including the projection of the guest lecturers from a
distance location into a class going on campus. The application would even hold the potential of
projecting the lecturers into a class in another company with the use of country campus site called
UniSA Whyalla. The Lecturer and their teaching would be projected in a moving image for the online
students even at their home location in real time. The technology would help in conducting of small
group tutorials for the participants even in different very locations and at the same time in multiple
places. The budget plan would include all these interactions and communication, in addition, would also
have a proper budget plan for marketing the entire product or technology to the larger audience and
other universities that would be helpful for the people unknown to the project be aware of the
holoportation technology.
EVALUATION
The entire plan for the evaluation of the entire project would be presented by constant
monitoring and reviewing the entire project at every milestone. The milestones that would be reached
as a result of the planning of the project and make sure that the project is being proceeded as per the
planned outcomes. With the analysis of the entire situation on the technology it can be said that the
company would like to implement the Holoportation Technology to enhance the ways in which
education can be spread. This is a known fact that due to distance and unavailability of resources many
students cannot get through their desired education and this is a strategy implemented by the
organization to fulfill this disability. The constant monitoring of the project would provide information if
the project has some impending risk in the progressions and this would help both the organization of
Maverick Technologies and the university of South Australia to make sure if any changes are required
within the entire project. The evaluation process would thus be completed.
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APPENDIX A
STAKEHOLDER ANALYSIS
Interested Party Current Attitudes/
Relationship
Desired Attitudes/
Relationship
Interfaces
Internal
Students Excellent Excellent Email
Lectures Excellent Excellent Email, meeting
Technical Staffs Excellent Excellent Email
Management board Excellent Excellent Email, meeting
IT department Excellent Excellent Email, meeting
Administrative staffs Excellent Excellent Email, meeting
Alumni Excellent Excellent Email, meeting
External
Media Excellent Excellent Meeting, social media
Public Excellent Excellent Social media
Government Excellent Excellent Email, meeting
MavTech Excellent Excellent Email, meeting
Other Universities Excellent Excellent Email, meeting
Table 1: Stakeholder Analysis
(Source: Created by Author)

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Task Name Duration Start Finish
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Preliminary Material 6 days Thu 01-11-18 Wed 07-11-18
Overview of Plan 2 days Thu 01-11-18 Fri 02-11-18
Reviewing the history 3 days Sun 04-11-18 Tue 06-11-18
Approvals and distributions 1 day Wed 07-11-18 Wed 07-11-18
Analysis of situation 1 day Thu 01-11-18 Thu 01-11-18
Stakeholder Analysis 12 days Thu 01-11-18 Thu 15-11-18
Jotting out the objectives 3 days Thu 01-11-18 Sun 04-11-18
Sharing of the Key Messages 2 days Thu 01-11-18 Fri 02-11-18
Strategizing the process 1 day Wed 07-11-18 Wed 07-11-18
Implementation 2 days Thu 08-11-18 Fri 09-11-18
Explaining the budget plan 2 days Thu 01-11-18 Fri 02-11-18
IT Implementation 2 days Thu 01-11-18 Fri 02-11-18
Managing the business 11 days Fri 02-11-18 Thu 15-11-18
Implementing the project team 3 days Thu 01-11-18 Sun 04-11-18
Media sharing 1 day Thu 01-11-18 Thu 01-11-18
Table 2: Project Scheduling
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Figure 1: Gantt chart for the Plan Schedule
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Marketing Communications Budget Plan
Category Estimated
Quantity
Estimated
Cost per Unit
Estimated
Subtotal
Research
Research firm fees 2 $2,300.00 $4,600.00
Web research 1 $1,100.00 $1,100.00
Independent research 3 $300.00 $900.00
Other research 2 $250.00 $500.00
Research Costs Total $7,100.00
Communications
Promotional brochures 5,000 $0.15 $750.00
Television 5 $4,000.00 $20,000.00
Radio 13 $350.00 $4,550.00
Web 1 $350.00 $350.00
Communications Costs Total $25,650.00
Networking
Memberships 3 $50.00 $150.00
Affiliations 2 $20.00 $40.00
Subscriptions 2 $32.00 $64.00
Networking Costs Total $254.00
Event
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Number of attendees 50
Meal (breakfast, lunch, or dinner)
Food $23.00 $1,150.00
Tax (10%) $2.30 $115.00
Food and beverage gratuity (20%) $5.06 $253.00
Meal Costs Subtotal $1,518.00
List Services
Valet services 1 $300.00 $300.00
Entertainment #1 1 $800.00 $800.00
Entertainment #2 1 $1,200.00 $1,200.00
Other services 1 $200.00 $200.00
List Service Costs Subtotal $2,500.00
Audio/Visual Services
Basic PA system and podium 1 $0.00 $0.00
Screen 1 $0.00 $0.00
XGA data/video projector rental 1 $45.00 $45.00
Wireless mouse 1 $12.00 $12.00
Power strips 1 $0.00 $0.00
Extension cords 1 $0.00 $0.00
Lavalier microphone 1 $0.00 $0.00
Labor and AV technicians 1 $300.00 $300.00
Tax (8.8%) $31.42 $31.42
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Audio/Visual Services Subtotal $388.42
Additional Costs
Invitation
(printing and postage costs)
$834.00 $834.00
Time & Expense (T&E) $600.00 $600.00
Company staff T&E $200.00 $200.00
Customer testimonial T&E $100.00 $100.00
Additional Costs Subtotal $1,734.00
Giveaways 0
Giveaway #1 25 $10.00 $250.00
Giveaway #2 25 $5.00 $125.00
Giveaway Subtotal $375.00
Event Costs Total $6,515.42
Event Price per Person $130.31
Promotions
Product giveaways 50 $8.00 $400.00
Product discounts 300 $3.00 $900.00
Special offers 200 $2.50 $500.00
Promotions Costs Total $1,800.00
Advertising
Brochures (development and production) 5,000 $0.15 $750.00
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Mailings 15,000 $0.04 $600.00
Postcards 15,000 $0.03 $450.00
Television 2 $600.00 $1,200.00
Radio 4 $300.00 $1,200.00
Newspapers 6 $220.00 $1,320.00
Billboards 2 $556.00 $1,112.00
Bus sides 3 $125.00 $375.00
Advertising Costs Total $7,007.00
Public Relations
Charity events 3 $200.00 $600.00
Advertising 4 $200.00 $800.00
Employee promotions 6 $200.00 $1,200.00
Sponsorships 3 $200.00 $600.00
Public Relations Costs Total $3,200.00
ESTIMATED MARKETING GRAND TOTAL $51,526.42
Table 3: Marketing Communications Budget Plan
(Source: Created by the Author)
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