Project Change Management and Communication Plan

The project plan outlines the procedures for requesting and approving changes to the project. The process involves a five-step approach, starting with submitting the request to the Steering Committee, which reviews and discusses the change based on specific criteria. If consensus is not reached, the request is forwarded to the Project Sponsor, who renders a final decision. The project also includes a communications plan that focuses on informing, involving, and obtaining buy-in from all participants throughout the project duration. The plan utilizes three directions: top-down, bottom-up, and middle-out, and outlines various communication events such as monthly status reports, Steering Committee meetings, and bi-monthly Project Team status meetings. Additionally, the plan includes a sign-off sheet for approvals and attachments/appendices that may be included in a hardcopy form.

ODESSA MOBILE TECHNOLOGY PROJECT
Project Plan
Odessa Mobile
Technology Project
Author: Debbie Whitson
Creation Date: 7/10/03
Last Revised: 7/10/03
Version: 1.0

ODESSA MOBILE TECHNOLOGY PROJECT
TABLE OF CONTENTS
INTRODUCTION................................................................................................................................................. 2
PURPOSE OF PLAN................................................................................................................................................ 2
BACKGROUND INFORMATION/AVAILABLE ALTERNATIVES........................................................................................2
PROJECT APPROACH............................................................................................................................................. 3
PHASE X: SECURE EQUIPMENT............................................................................................................................. 3
GOALS AND OBJECTIVES.............................................................................................................................. 4
BUSINESS GOALS AND OBJECTIVES....................................................................................................................... 4
PROJECT GOALS AND OBJECTIVES........................................................................................................................ 4
SCOPE................................................................................................................................................................. 5
SCOPE DEFINITION................................................................................................................................................. 5
ITEMS BEYOND SCOPE.......................................................................................................................................... 6
PROJECTED BUDGET............................................................................................................................................. 6
RISK ASSESSMENT................................................................................................................................................. 7
INITIAL PROJECT RISK ASSESSMENT...................................................................................................................... 8
MILESTONES........................................................................................................................................................ 11
ASSUMPTIONS................................................................................................................................................ 12
PROJECT ASSUMPTIONS...................................................................................................................................... 12
CONSTRAINTS................................................................................................................................................. 13
PROJECT CONSTRAINTS....................................................................................................................................... 13
RELATED PROJECTS............................................................................................................................................ 13
CRITICAL PROJECT BARRIERS.............................................................................................................................. 13
PROJECT MANAGEMENT APPROACH....................................................................................................... 14
PROJECT TIMELINE.............................................................................................................................................. 14
PROJECT ROLES AND RESPONSIBILITIES.............................................................................................................. 14
ISSUE MANAGEMENT............................................................................................................................................ 16
COMMUNICATIONS PLAN...................................................................................................................................... 17
ATTACHMENTS/APPENDICES...................................................................................................................... 19
APPROVALS..................................................................................................................................................... 20
Sign-off Sheet.................................................................................................................................................... 20
1

INTRODUCTION
Purpose of Plan
The Odessa Mobile Technology Project Plan will provide a definition of the
project, including the project’s goals and objectives. Additionally, the Plan will
serve as an agreement between the following parties: Project Sponsor, Steering
Committee, Project Manager, Project Team, and other personnel associated with
and/or affected by the project.
The Project Plan defines the following:
 Project purpose
 Business and project goals and objectives
 Scope and expectations
 Roles and responsibilities
 Assumptions and constraints
 Project management approach
 Ground rules for the project
 Project budget
 Project timeline
 The conceptual design of new technology
Background Information/Available Alternatives
Debbie: This section should describe the work you have done to date, the
choices you had with regard to hardware/software, and an explanation of how
you arrived at the decision to use L3 and Tiburon.
2

Project Approach
This section should outline the way you will roll out the technology, including the
highest level milestones.
For example:
Phase I: Secure agreement with vendors (L3 and Tiburon)
Phase II: Order/Install Equipment
Phase III: Install/Test Software
Phase IV: Conduct Hardware/Software Testing
Phase V: Conduct Training
Phase VI: Implement ARS/AFR
Phase X: Secure Equipment
Define the phases in more detail.
3

GOALS AND OBJECTIVES
Business Goals and Objectives
The business goals and objectives for this project will focus on implementing
mobile technology that:
 Improves officer, firefighter and citizen safety.
 Facilitates coordination and information sharing both internal and external to
the participating organizations.
 Enhances the ability and effectiveness of staff to perform their jobs.
 Facilitates coordinated crime prevention and reduction.
 Provides high levels of data security.
 Provides an open, flexible, reliable technology base for the future.
 Facilitates the electronic capture of data at its source.
 Is easy to use.
 Eliminate redundant data entry throughout the organization.
Project Goals and Objectives
Sample project goals and objectives:
 Ensure that end users have input into the design process.
 Accomplish project business goals and objectives within defined budget and
time parameters.
 Minimize impact to standard business operations within the affected units.
 Craft a favorable and secure agreement between the Department and the
selected vendor.
4

SCOPE
Scope Definition
The Project will introduce new mobile technology; including the following:
 35 mobile devices
 Digital CAD dispatch software
 Car to car messaging
 Internet access (?)
 Automated field reporting software
 GPS/AVL for automated dispatch
Including the following interfaces:
 CAD
 RMS
 AFR
 TLETS/NCIC/NLETS
Desired Enhancements
 Any?
5

Items Beyond Scope
The project does not include the following:
 Devices in supervisor vehicles
 Desktop hardware upgrade or replacement
 Printers
Projected Budget
Define the project budget and insert it here:
6

Risk Assessment
The initial Risk Assessment (following page) attempts to identify, characterize,
prioritize and document a mitigation approach relative to those risks which can
be identified prior to the start of the project.
The Risk Assessment will be continuously monitored and updated throughout
the life of the project, with monthly assessments included in the status report
(see Communications Plan) and open to amendment by the Project Manager.
Because mitigation approaches must be agreed upon by project leadership
(based on the assessed impact of the risk, the project’s ability to accept the risk,
and the feasibility of mitigating the risk), it is necessary to allocate time into each
Steering Committee meeting, dedicated to identifying new risks and discussing
mitigation strategies.
The Project Manager will convey amendments and recommended contingencies
to the Steering Committee monthly, or more frequently, as conditions may
warrant.
7

Initial Project Risk Assessment
Risk Risk Level
L/M/H
Likelihood
of Event
Mitigation Strategy
Project Size
Person Hours H: Over 20,000 Certainty Assigned Project Manager,
engaged consultant,
comprehensive project
management approach and
communications plan
Estimated Project
Schedule
H: Over 12 months Certainty Created comprehensive
project timeline with frequent
baseline reviews
Team Size at Peak H: Over 15
members
Certainty Comprehensive
communications plan,
frequent meetings, tight
project management
oversight
Number of Interfaces to
Existing Systems
Affected
H: Over 3 Certainty Develop interface control
document immediately
Project Definition
Narrow Knowledge
Level of Users
M: Knowledgeable
of user area only
Likely Assigned Project Manager(s)
to assess global implications
Available
documentation clouds
establishment of
baseline
M: More than 75%
complete/current
Likely Balance of information to be
gathered by consultant
Project Scope Creep L: Scope generally
defined, subject to
revision
Unlikely Scope intially defined in
project plan, reviewed
monthly by three groups
(Project Manager and
Steering Committee) to
prevent undetected scope
creep
Consultant Project
Deliverables unclear
L: Well defined Unlikely Included in project plan,
subject to amendment
Vendor Project
Deliverables
M: Estimated, not
clearly defined
Somewhat
likely
Included in project plan,
subject to amendment
Cost Estimates
Unrealistic
L: Thoroughly
predicted by
industry experts
using proven
practices to 15%
margin of error
Unlikely Included in project plan,
subject to amendment as
new details regarding project
scope are revealed
Timeline Estimates
Unrealistic
M: Timeline
assumes no
derailment
Somewhat
likely
Timeline reviewed monthly
by three groups (Project
Manager and Steering
Committee) to prevent
undetected timeline
departures
8

Risk Risk Level
L/M/H
Likelihood
of Event
Mitigation Strategy
Number of Team
Members
Unknowledgeable of
Business
L: Team well versed
in business
operations impacted
by technology
Unlikely Project Manager and
consultant to identify
knowledge gaps and provide
training, as necessary
Project Leadership
Steering Committee
existence
L: Identified and
enthusiastic
Unlikely Frequently seek feedback to
ensure continued support
Absence of
Commitment
Level/Attitude of
Management
L: Understands
value & supports
project
Unlikely Frequently seek feedback to
ensure continued support
Absence of
Commitment
Level/Attitude of Users
L: Understands
value & supports
project
Unlikely Frequently seek feedback to
ensure continued support
Absence of Mid-
Management
Commitment
L: Most understand
value & support
project
Unlikely Frequently seek feedback to
ensure continued support
Project Staffing
Project Team
Availability
M: Distributed team
makes availability
questionable
Somewhat
likely
Continuous review of project
momentum by all levels.
Consultant to identify any
impacts caused by
unavailability. If necessary,
increase committmment by
participants to full time status
Physical Location of
Team prevents
effective management
M: Team is
dispersed among
several sites
Likely Use of Intranet project
website, comprehensive
Communications Plan
Project Team’s Shared
Work Experience
creates poor working
relationship
M: Some have
worked together
before
Somewhat
likely
Comprehensive
Communications Plan
Weak User Participation
on Project Team
L: Users are part-
time team members
Unlikely User Group Participants
coordinated by full time
employee
Project Management
Procurement
Methodology Used
foreign to team
L: Procurement
Methodology
familiar to team
Unlikely N/A
Change Management
Procedures undefined
L: Well-defined Unlikely N/A
Quality Management
Procedures unclear
L: Well-defined and
accepted
Unlikely N/A
Software Vendor
Number of Times Team
Has Done Prior Work
with Vendor Creates
Foreign Relationship
H: Never Certainty A comprehensive vendor
evaluation and selection
process (incorporated into
Project Plan) will be employed
to predict and define the
9

Risk Risk Level
L/M/H
Likelihood
of Event
Mitigation Strategy
relationship between the
department and the vendor
Team’s Lack of
Knowledge of Package
M: Conceptual
understanding
Somewhat
likely
Comprehensive vendor
evaluation and selection
process incorporated into
Project Plan will assist the
team in better understanding
the package offering(s)
Poor Functional Match
of Package to Initial
System Requirements
L: Minimal
customization
required
Unlikely Although a package has not
yet been selected, the
Consultant has compared the
initial requirements with
available functionality and
determined that a functional
match to the initial
requirements is very likely.
Vendor selection will be
based, in part, on how well the
proposed application matches
defined functional
specifications.
Team’s Involvement in
Package Selection
Impacts Success of
Implementation
L: High involvement
in selection
Unlikely Comprehensive vendor
evaluation and selection
process incorporated into
Project Plan
10

Milestones
The following represent key project milestones, with estimated completion dates:
Milestone Estimated Completion Date
Phase I: XXX
Initial Steering Committee Meeting 00/00/2003
11

ASSUMPTIONS
Project Assumptions
The following assumptions were made in preparing the Project Plan:
 OPD employees are willing to change business operations to take advantage
of the functionality offered by the new mobile technology.
 Management will ensure that project team members are available as needed
to complete project tasks and objectives.
 The Steering Committee will participate in the timely execution of the Project
Plan (i.e., timely approval cycles and meeting when required).
 Failure to identify changes to draft deliverables within the time specified in the
project timeline will result in project delays.
 Project team members will adhere to the Communications Plan.
 Mid and upper management will foster support and “buy-in” of project goals
and objectives.
 The City will ensure the existence of a technological infrastructure that can
support the new mobile technology.
 All project participants will abide by the guidelines identified within this plan.
 The Project Plan may change as new information and issues are revealed.
12

CONSTRAINTS
Project Constraints
The following represent known project constraints:
 Project funding sources are limited, with no contingency.
 Due to the nature of law enforcement, resource availability is inconsistent.
Related Projects
None known.
Critical Project Barriers
Unlike risks, critical project barriers are insurmountable issues that can be
destructive to a project’s initiative. In this project, the following are possible
critical barriers:
 Removal of project funding
 Natural disasters or acts of war
Should any of these events occur, the Project Plan would become invalid.
13

PROJECT MANAGEMENT APPROACH
Project Timeline
Insert here
Project Roles and Responsibilities
Role Responsibilities Participant(s)
Project
Sponsor
 Ultimate decision-maker and tie-breaker
 Provide project oversight and guidance
 Review/approve some project elements
Insert Name
Steering
Committee
 Commits department resources
 Approves major funding and resource
allocation strategies, and significant
changes to funding/resource allocation
 Resolves conflicts and issues
 Provides direction to the Project Manager
 Review project deliverables
Insert Names
Project
Manager
 Manages project in accordance to the
project plan
 Serves as liaison to the Steering Committee
 Receive guidance from Steering
Committee
 Supervises consultants
 Supervise vendor(s)
 Provide overall project direction
 Direct/lead team members toward project
objectives
 Handle problem resolution
 Manages the project budget
Debbie Whitson
Project
Participants
 Understand the user needs and business
processes of their area
 Act as consumer advocate in representing
their area
 Communicate project goals, status and
progress throughout the project to
personnel in their area
 Review and approve project deliverables
 Creates or helps create work products
 Coordinates participation of work groups,
individuals and stakeholders
 Provide knowledge and recommendations
 Helps identify and remove project barriers
 Assure quality of products that will meet
To be identified by Steering
Committee
14

Role Responsibilities Participant(s)
the project goals and objectives
 Identify risks and issues and help in
resolutions
Subject
Matter
Experts
 Lend expertise and guidance as needed To be identified by Steering
Committee
15

Issue Management
The information contained within the Project Plan will likely change as the project
progresses. While change is both certain and required, it is important to note that
any changes to the Project Plan will impact at least one of three critical success
factors: Available Time, Available Resources (Financial, Personnel), or Project
Quality. The decision by which to make modifications to the Project Plan
(including project scope and resources) should be coordinated using the
following process:
Step 1: As soon as a change which impacts project scope, schedule,
staffing or spending is identified, the Project Manager will
document the issue.
Step 2: The Project Manager will review the change and determine the
associated impact to the project and will forward the issue, along
with a recommendation, to the Steering Committee for review and
decision.
Step 3: Upon receipt, the Steering Committee should reach a consensus
opinion on whether to approve, reject or modify the request based
upon the information contained within the project website, the
Project Manager’s recommendation and their own judgment.
Should the Steering Committee be unable to reach consensus on
the approval or denial of a change, the issue will be forwarded to
the Project Sponsor, with a written summation of the issue, for
ultimate resolution.
Step 4: If required under the decision matrix or due to a lack of consensus,
the Project Sponsor shall review the issue(s) and render a final
decision on the approval or denial of a change.
Step 5: Following an approval or denial (by the Steering Committee or
Project Sponsor), the Project Manager will notify the original
requestor of the action taken. There is no appeal process.
16

Communications Plan
Disseminating knowledge about the project is essential to the project’s success.
Project participants desire knowledge of what the status of the project is and how
they are affected. Furthermore, they are anxious to participate. The more that
people are educated about the progress of the project and how it will help them
in the future, the more they are likely to participate and benefit.
This plan provides a framework for informing, involving, and obtaining buy-in
from all participants throughout the duration of the project.
Audience This communication plan is for the following audiences:
 Project Sponsor
 Steering Committee
 Project Manager
 User Group Participants
 Subject Matter Experts
Communications Methodology The communications methodology utilizes
three directions for effective communication:
Top-Down It is absolutely crucial that all participants in this project sense
the executive support and guidance for this effort. The executive
leadership of the organization needs to speak with a unified, enthusiastic
voice about the project and what it holds for everyone involved. This will
be 'hands-on' change management, if it is to be successful. Not only will
the executives need to speak directly to all levels of the organization, they
will also need to listen directly to all levels of the organization, as well.
The transition from the project management practices of today to the
practices envisioned for tomorrow will be driven by a sure and convinced
leadership focused on a vision and guided by clearly defined, strategic,
measurable goals.
Bottom-Up To ensure the buy-in and confidence of the personnel
involved in bringing the proposed changes to reality, it will be important to
communicate the way in which the solutions were created. If the
perception in the organization is that only the Steering Committee created
the proposed changes, resistance is likely to occur. However, if it is
understood that all participants were consulted, acceptance seems more
promising.
17

Middle-Out Full support at all levels, where the changes will have to be
implemented, is important to sustainable improvement. At this level (as
with all levels), there must be an effort to find and communicate the
specific benefits of the changes. People need a personal stake in the
success of the project management practices.
Communications Outreach The following is a list of communication events that
are established for this project:
Monthly Status Reports The Project Manager shall provide monthly
written status reports to the Steering Committee. The reports shall include
the following information tracked against the Project Plan:
- Summary of tasks completed in previous month
- Summary of tasks scheduled for completion in the next month
- Summary of issue status and resolutions
Monthly Steering Committee Meeting These status meetings are held
at least once per month and are coordinated by the Project Manager.
Every member of the Steering Committee participates in the meeting. The
Project Manager sends the status report to each member of the team
prior to the meeting time so everyone can review it in advance.
Bi-Monthly Project Team Status Meeting These status meetings are
held every other month. Every member of the Project Team will be invited
to participate in the meeting. Project Manager sends the status report to
each member of the team prior to the meeting so everyone can review it
in advance.
Website Use User Group Participants and Subject Matter Experts may be
updated monthly at the discretion of the Project Manager. Information will
be posted to the project’s website.
18

ATTACHMENTS/APPENDICES
Appendices/Attachments may be included in a hardcopy form
19

APPROVALS
Sign-off Sheet
I have read the above Project Plan and will abide by its terms and conditions
and pledge my full commitment and support for the Project Plan.
Project Sponsor:
Date
Project Manager:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
20

Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
21