Project Communications Plan (CP)

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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