Project Communications Plan (CP)

This Communications Plan (CP) is designed to implement a strategy that will promote the success of the project, by meeting the information needs of the project stakeholders. It defines the EduStream project’s structure and methods for sharing information between the team members.

Project Communications Plan (CP) EduStream
1 INTRODUCTION
1.1 Purpose of the Project Communications Plan
This Communications Plan (CP) is designed to implement a strategy that will promote the
success of the project, by meeting the information needs of the project stakeholders. To help
achieve this purpose, this document outlines the understanding among the project team
stakeholders regarding the actions necessary to facilitate critical links among people, and for
sharing ideas and information, which will be necessary for achieving project success.
1.2 Objectives of the Communications Plan Document
This CP defines the EduStream project’s structure and methods for sharing information
between the team members.
2 PROJECT SCOPE
The project, EduStream includes the development of a real-time streaming solution and game
server with security systems for EdMedia International Pvt Ltd. (EdMI).
The project scope will include the initiation and planning activities. These will cover the
high-level project analysis, feasibility determination, and estimation of the project costs,
schedule, and effort. The planning of the other project areas as scope, risk, stakeholder,
communication, and quality will also come under the scope. The design and development of
EduStream, testing, marketing, and deployment activities will be a part of the project scope.
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Project Communications Plan (CP) EduStream
3 PROJECT TEAM ORGANISATIONAL STRUCTURE
4
W
ORKING GROUPS
4.1 Overview of the Working Groups
To facilitate the coordination and management of activities, eight (8) working groups will be
implemented for the EduStream project. These groups will be:
 Project Steering Group (PSG). This working group will be responsible for strategic
coordination of the project. The PSG will be headed by the EdMI Project Manager and
will include the Project Sponsor and Project Managers from the contractors supporting
the development. Additionally, key experts on security and quality assurance will be
members of this working group.
 Quality Group (QG). The QG will focus on coordinating QA (including DC) and QC
issues across the team. Additionally, this group will be responsible for coordinating
risk management in accordance with the Risk Management Plan (see the RMP). This
group will be headed by the EdMI Quality Team Manager (QTM) and will be
supported by Quality Team members and the Project Managers from EdMI,
StreamTech and DemSet. Other members of the project team may be engaged as
necessary.
 Change Control Board (CCB). The CCB will be responsible for authorising project
modifications, in conformance with the mandated Change Management process (see
Topic 3). The president of this working group will be the Project Sponsor and the
members will include the EdMI Project Manager and the Project Managers from each
of the contractors. Additionally, the DemSet Security Manager will be a standing
member, and the EdMI Security Advisor will attend as required. The EdMI Quality
Team Manager will also be a part of the CCB.
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Project manager
Project Steering
Group
Test
Management
Group
Document
Management
Group
Security
Management
Team
Graphic User
Interface (GUI)
Working Group
Quality Group Change Control
Board
Technical
Development
Group

Project Communications Plan (CP) EduStream
 Technical Development Group (TDG). The TDG will provide an open forum for
discussing technical development issues across the whole team, and to allow
information to be exchanged rapidly to all of the key stakeholders involved in the
developments. This working group will be led by the EdMI Project Manager and the
Project Managers from StreamTech and DemSet will be standing members.
Additionally, the DemSet Security Manager and the EdMI Quality Team Manager will
be key members of this group. Other technical team leads, or experts, will be engaged
within this working group as required.
 Graphic User Interface (GUI) Working Group (GUIWG). The GUIWG will be
responsible for designing and developing common visual interfaces across the user
elements of the EduStream system. In particular, this will include both the Client and
web-front-end. Additionally, this working group will have input to other interface
designs for system components such as the Games Server, system health management,
etc. This working group will be headed by the EdMI Project Manager and will include
all stakeholders involved in GUI development. The DemSet Security Manager will
also be a standing member of this group, and the representative from JPMedia will
provide inputs to the team.
 Security Management Team (SMT). The SMT will be responsible for coordinating a
defence-in-depth strategy for implementing security. The DemSet Security Manager
will head this group, and as illustrated in Appendix 1, there will be a range of standing
members within this working group. Additionally, other team members will be
included as required, to help ensure that the security objectives can be achieved
successfully.
 Document Management Group (DMG). The DMG will be responsible for
coordinating all aspects of documentation related to the project. This will include
collating and quality controlling all project documentation and coordinating the storage
and control of these documents within a Wiki/Knowledge Base. Additionally, they will
be responsible for developing the Service Desk Knowledge Base for Level 1 support,
and the Frequently Asked Questions (FAQ) web site (which will be available as a
support for non-organisational users). This working group will be led by the EdMI
Document Controller and will include all other document stakeholders in the team (as
required). The listing of stakeholders is provided in Appendix 1.
 Test Management Group (TMG). The TMG will coordinate and/or implement all
aspects of testing for the EduStream system. This will include unit, integration, system
and acceptance testing. This working group will be headed by the EdMI Test Manager
and will include other stakeholders as outlined in Appendix 1. Additionally, the User
Groups will need to be engaged to participate in acceptance testing for each of the
pilots. This engagement with the User Groups will be coordinated through the
Marketing Team.
4.2 An Explanation of the Approach
More detailed working group membership information is provided in Appendix 1. The
reasons for creating the working groups outlined in Appendix 1 is summarised as follows.
There are several divisions that have been done in the project teams and the working groups
have been established. EdMI CEO, Board, and Sponsor are the senior-level resources
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Project Communications Plan (CP) EduStream
followed by the Project Manager. The classification is done under the teams as delivery
teams, security team, quality management, data centre, service desk, training team, marketing
team, procurement team, and legal.
The project steering group, quality group, and other groups have been formed so that the
project activities are leaded by the experts and there are no gaps encountered in different
project areas. The management of the project knowledge areas will also be simplified with
the aid of these groups and processes.
5 WORKING GROUP REPORTING & COMMUNICATIONS
The mediums discussed in the following subsections will be utilised to coordinate
communications within and between the working groups and other stakeholders.
5.1 Formal Meetings
The working groups will meet with the frequency and using the mediums (e.g.
teleconference, face-to-face meeting, video conference, etc.) as shown in the following table.
Meeting Schedules
Working Group Period Meeting Frequency Medium
Steering Group (EdMI
members only)
29 Apr 19 (Kick off
Meeting) – 24 June 19
Weekly Face-to-Face (Perth)
Steering Group 26 Jun 19 – 4 Sep 19 Weekly Video Conference
Steering Group 11 Sep – 6 May 20 Fortnightly Video Conference
Quality Group 8 May 20 – 27 Jul
20
Weekly Video Conference
Quality Group 30 July 20 – 9 Sep
20
Weekly Video Conference
Change Control
Board
8 May 20 – 27 Jul
20
Weekly Video Conference
Technical
Development Group
30 July 20 – 9 Sep
20
Weekly Video Conference
GUI Working group 11 Sep 20 – 3 Nov
20
Weekly Video Conference
Security
Management Team
4 Nov 20 – 30 Dec
20
Weekly Video Conference
Document
Management Group
11 Sep 20 – 3 Nov
20
Weekly Video Conference
Test Management
Group
4 Nov 20 – 30 Dec
20
Weekly Video Conference
5.2 Formal Reports and Documents
The following project related reports and documents will be required for this project.
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Project Communications Plan (CP) EduStream
Reports & Documents
Report Name Developed By Presented To When Produced
Steering
Group Report
PMs from StreamTech &
EduStream, with sections from
DemSet Security Manager and
EdMI Quality Team Lead
EdMI PM & EdMI
Project Sponsor and
shared with all
Steering Group
members)
Two (2) working days
prior to each Steering
Group Meeting
Quality Group
Report
EdMI Quality Team Lead with
inputs from the other Quality
Group Members
EdMI PM (and shared
with all QG team
members)
Two (2) working days
after each Quality
Group Meeting
Development
Progress
Report
PMs from StreamTech &
EduStream, with sections from
DemSet Security Manager,
EdMI Quality Team Lead &
the Procurement Coordinator
EdMI PM (and shared
with all TDG
members)
Two (2) working days
prior to each TDG
meeting
Design
Documents
Developed by various
stakeholders
For critical review
by the appropriate
working group & the
EdMI Document
Controller
As required by the
WBS schedule
Lessons
Learnt
Report
Developed by various
stakeholders
Steering Group and
Management
Closure phase of the
project
The steering group report shall include the guidelines and highlights of the project. The
quality group report shall include the quality management plan along with the guidelines and
tools to be used. The description of the quality management activities shall be included in the
report. The development progress report shall include the details of the development
processes to be conducted. The design documents shall include the design details and
diagrams. The lessons acquired by various team members shall be included in the lessons
learnt report.
5.3 Informal Meetings and Communications
In addition to the meetings and reports specified in Sections 5.1 and 5.2, the EdMI Project
Manager may initiate others to help ensure visibility of important aspects for key
stakeholders. Formal notifications of such additional reports and meetings will be made at
the earliest opportunity, to allow stakeholders to provide the required support.
Most working group communications should be managed through email. Additionally, if a
phone call or conversation is used to determine any issues, stakeholders must back this up
with an email covering the key content and any decisions that were made through the
discussion.
Specific group email addresses will be developed and distributed for use by stakeholders.
Unless there is a specific reason why pertinent information would not need to be shared
across the entire working group, all group members are to receive that notification. Senders
should, however, ensure that the heading in the email makes the content explicitly clear, so
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Project Communications Plan (CP) EduStream
receivers can readily understand the importance of each communication to their work
elements and packages.
Remaining elements of the CP are not included.
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Project Communications Plan (CP) – Appendix 1 EduStream
# Role Project
Steering
Group
Quality
Group
Change
Control
Board (CCB)
Technical
Development
Group
GUI Working
Group
Security
Management
Team
Document
Management
Group
Test
Management
Group
1 EdMI Board
2 EdMI CEO
3 EdMI Project Sponsor Yes Yes
4 EdMI Project Manager Yes Yes Yes Yes A/R A/R A/R
Delivery Teams
5 StreamTech Project Manager Yes Yes Yes A/R A/R A/R A/R
6
StreamTech OCA Team
Leader A/R A/R Yes
7
StreamTech Games Server
Team Leader A/R Yes Yes
8
StreamTech Client Software
Team A/R Yes Yes
9 PH Project Manager (SHM) A/R A/R A/R Yes A/R A/R
10 DemSet Project Manager Yes Yes Yes A/R A/R A/R
11 DemSet Web Team Leader Yes Yes Yes
12 DemSet User Interface Lead A/R Yes A/R
13
DemSet System Interfaces
Lead A/R A/R
14 DemSet Client DB Team Lead Yes A/R Yes
15
DemSet Development Team
Lead A/R A/R
16
DemSet System Interfaces
Team Lead A/R A/R
17 DemSet DR & Replication A/R A/R
18 Oracle Support Team (A/R)
Security Team
19 EdMI Security Advisor A/R A/R A/R Yes
20 DemSet Security Manager Yes Yes Yes Yes Yes
21 ST Security Lead Yes
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Project Communications Plan (CP) – Appendix 1 EduStream
# Role Project
Steering
Group
Quality
Group
Change
Control
Board (CCB)
Technical
Development
Group
GUI Working
Group
Security
Management
Team
Document
Management
Group
Test
Management
Group
22 ST OCA Security Yes
23
ST Games Server
Security Yes
24 ST Client Software Yes
25 DemSet Web Security Yes
26 DemSet Interface Security Yes
27
DemSet DB Security (inc DR
& Rep) Yes
28 PH Security Lead Yes
29 DCPlus Security Lead Yes
Quality Management
30
EdMI Quality Team Manager
(QTM) Yes Yes Yes Yes Yes A/R
31 EdMI QC Team Leader (QCTL) Yes Yes
32 EdMI Document Controller (DC) Yes Yes Yes
33
EdMI Wiki/Knowledge Base
Lead A/R Yes A/R
34 EdMI FAQ Web Site Lead A/R Yes A/R
35
Service Desk Management
System Lead A/R Yes A/R
36 StreamTech Quality Lead (QL) Yes Yes A/R
37 DemSet Quality Lead (QL) Yes Yes A/R
38 EdMI Test Manager (TM) Yes Yes
39 StreamTech Test Lead A/R Yes
40 DemSet Test Lead A/R Yes
41
User Groups for Beta/Pilot
Testing A/R A/R
42 DCPlus Quality Manager (QM) Yes Yes
43 MBSD Quality Lead (QL) Yes
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Project Communications Plan (CP) – Appendix 1 EduStream
# Role Project
Steering
Group
Quality
Group
Change
Control
Board (CCB)
Technical
Development
Group
GUI Working
Group
Security
Management
Team
Document
Management
Group
Test
Management
Group
Data Centre
44 Client Manager A/R A/R
45 Network Telcos
Service Desk
46 MBSD Implementation Manager A/R
47 MBSD Service Desk (Level 1)
48
EdMI Service Desk Level 2 & 3
Support Yes A/R
49
MBSD Service Desk
Management System
Training Team
50 Training Manager A/R A/R
Marketing
51 Marketing Manager A/R A/R
52 Sales Person
53 JPMedia Yes
Procurement
54 Procurement Coordinator Yes A/R Yes
Legal/Contractual
55 EdMI Lawyer A/R A/R A/R
The symbols in this matrix indicate the following:
Yes = The person fulfilling that role will be a member of that working group and will receive documents, reports and attend the meetings. They
will always be action addressees on emails.
A/R = The person fulfilling that role will be required to participate in the Working Group as necessary to meet the objectives of the group. They
will either be action or information addressees on emails, so they can be kept in the loop.
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Project Communications Plan (CP) – Appendix 1 EduStream
Blank = The person fulfilling that role will not be a standing member of that Working Group but may on some occasions be asked to participate
in the group activities.
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