University Project Management: Communication and Information Report

This report provides a comprehensive overview of project communication and information management. It begins with a communication matrix, outlining target audiences, communication methods, and frequencies. The report details communication management procedures, including standards, escalation processes, and version control, alongside a project management information system for efficient data handling. A communication plan is developed, specifying objectives, purposes, target audiences, and message contents. The report includes an example of project communication, using a project charter, and discusses data validation processes. It assesses project performance in terms of information and communication, identifying and resolving issues through an issues log. Key stakeholders and their information needs are defined, addressing communication issues and outlining required resources. The report concludes by discussing pitfalls in stakeholder communication.

Running Head: PROJECT MANAGEMENT
Project Management
Name of the Student
Name of the University

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Task 1 – Project Communications and Information Management
Part 1 – Plan Information and Communication Processes
Communications Matrix:
Target Audience Communication
Needs
Messenger Vehicle (How?) Frequency
Organization
Employees
To let know the
upcoming changes
in the system
Operations
Manager
Face to face
meeting / written
mail
Monthly
Management
Board
To inform about
the shortfalls of
the existing system
and changes
needed
Manager of the IT
Department
Board meeting Once, before
planning of project
IT Team To inform about
starting a project
in incorporate all
the necessary
changes in the
system
Manager of the IT
Department
Face to face
meeting / written
mail
Once, before
planning of project
Public To inform about
upcoming changes
and new features
Marketing
Manager
Advertisements,
leaflets, notices
Daily (starting
from a few days
before completion
of project)

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Communication Management Procedures
For the purpose of communication management during the project, there are several
procedures that need to be followed. These procedures also ensure the communication is
occurring between the stakeholders as per requirements. Some communication management
procedures are as follows.
Standards – Before developing a particular communication plan, setting certain standards
are necessary in order to define the boundaries and limitations of the communication procedure.
The standards define how a specific stakeholder will communicate with a specific other
stakeholder or stakeholder group through the course of the project.
Escalation Process – For informing the authority about an issue encountered or change
required, the escalation process is used so that the identified issue is addressed quickly. For this
project, the escalation will have to be through the project manager i.e. the issue should be
reported to the project manager who will review the issue and then escalate it to the management
board if it is not solvable.
Version Control – In cases of changes made in the communication plan, version control
should be used in order to keep track of the changes and the details in each of the previous
versions that have been changed.
Process to Update Communication Management Plan – Due to some changes in the
project or the project team, the communication management plan is also changed or updated
accordingly. However, for changing the communication plan, there is a specific process that

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needs to be followed. First, the changes are to be proposed and reviewed to determine whether it
follows the pre set standards and other requirements. After approval, a version change document
is to be created to keep track of the changes. Finally, the changes in the communication
management plan are updated.
Project Management Information System
Storing, searching and retrieval of information in the proposed system are to be done
entirely through the computer as the manual process for the same is too slow and inaccurate.
However, these processed are to be executed in a systematic manner in order to ensure the
information is handled correctly. There are several types of information kept in the system and
hence, certain additional measures are required. For example, the public information is free to
access and can be searched through the search engine easily. However, there are certain data and
information related to the organization that is extremely confidential. These data and information
cannot be founded through search engines or any other methods by the public. Another category
of information is “restricted” whose source can be found by the user through search engines but
has to request access for viewing the contents of the document.
Communication Plan
1. Introduction
The purpose of the development of this communication plan is to ensure the right
information is provided to the right stakeholder and at the right time. A communication plan is
an essential component of a project plan and should be developed in order to meet the
requirements of the project.

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2. Communication Objectives
Communication plays a very major role in the project. The communication objectives are
as follows.
To ensure suitable information is transferred between two specific stakeholder
groups
To ensure all the stakeholders are informed about various project information and
data
To ensure there is unity among the project team members
3. Communication Purpose and Target Audiences
Audience Communication Purpose
Organization Employees To let know the upcoming changes in the system
Management Board To inform about the shortfalls of the existing
system and changes needed
IT Team To inform about starting a project in incorporate all
the necessary changes in the system
Public To inform about upcoming changes and new
features
4. Communication Message and Delivery
Audience Message Delivery Method Delivery
Frequency
Communicator
Organization Upcoming system Face to face Monthly Operations

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Employees changes meeting / written
mail
Manager
Management
Board
Changes needed in
the system
Board meeting Once, before
planning of project
Manager of the IT
Department
IT Team Requirements of
the new system
Face to face
meeting / written
mail
Once, before
planning of project
Manager of the IT
Department
Public Upcoming changes
and new features
Advertisements,
leaflets, notices
Daily (starting
from a few days
before completion
of project)
Marketing
Manager
5. Communication Message Contents
The contents of the key communications are:
Specific information regarding project
Relevant information regarding project
Clearly stated changes and requirements
Clearly stated changes that have been already implemented
Part 2 – Implement Project Information and Communication Processes
Example of Project Communication
An appropriate example of project communication about the status of the project is
project charter. A project charter is a document that is prepared during planning and contains all

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relevant information about the project including scope, time and cost. After preparing the charter,
a copy of the same can be sent to the relevant stakeholders who can easily understand the details
of the project and their roles in the project.
Validation to Ensure Quality and Accuracy of Data
In order to ensure quality and accuracy of data, validation process is required. Whenever
some data and information are to be sent to another stakeholder, it is important to determine
whether it actually contains relevant and important information. Hence, an approval process must
be implemented for any kind of document to be sent to the management board or any stakeholder
group. The approval process can be done by the project manager who will review and validate
the document before approving it for sending to the destination person.
Part 3 – Assess Information and Communication Outcomes
Finalize and Archive Records
Finalizing and archiving records are important requirements of the system as it is to be
designed for storing and accessing various records. In order to keep a record in the system, it is
important collect sufficient amount of data regarding a particular record, develop a digital
document containing information of the same including written material, pictures, videos and
others and then enter the record in the archive. However, in the entire process, a control system is
required. Without control, duplication of the data, repeated information on the same topic and
other issues may occur. Hence, after the digital copy of a particular record is developed, it is to
be verified with the existing archive to determine whether there is any existing same or very
similar record already available. If not, the particular record is finalized and archived in the
system.

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Review of Project Performance
In terms of information and communication management, my project performance will
definitely ensure the project is managed in the right way and also the project is moving in the
right direction. Information and communication management is a very important requirement in
this project and it is important to prepare the plans for the management that are best suited for the
project.
Accordingly, I developed the plans that will be highly effective for this particular project.
I considered all the relevant stakeholders that will be associated with this project and the
communication requirements with them.
Information and Communication Issues
Date Description of
Problem / Opportunity
Recommended Action
for Next Time
Lesson Learnt Raised
by
PLEASE FILL Language Barrier Determine common
language for
communication, can use
a translator for the
personnel who do not
speak that language
PLEASE FILL
PLEASE FILL Face to Face Meetings
Not Possible
Use video conference
feature, written mails
PLEASE FILL
PLEASE FILL Personal Conflicts
between Stakeholders
Ensure the stakeholders
are working in a team
without personal rivalry
PLEASE FILL

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or conflicts
Part 4 – Issues Log
The issues log regarding information and communication in the project is shown as
follows.
Date of Issue Main Issue Proposed Resolution
PLEASE FILL One of the IT engineers could
communicate with the project
manager as he did not speak
English
Determine whether all the project
personnel know the common
language before appointing in the
project
PLEASE FILL Team meeting in Week 3 was
postponed as the project manager
was not present
Allow video conference so that
the meeting can be conducted
even if one of the team members
is in a different location
PLEASE FILL The IT Manager and the Finance
Manager conflicted due to some
personal rivalry
Ensure the team members know
about the policy regarding team
work and professional behavior
Part 5 – Reviewing Communications Management Processes
Key Stakeholders
The key stakeholders in the project and their roles in the project are as follows.
Stakeholder Role
Project Manager Management and control of the entire project

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Finance Manager Management and control of the budget of the
project
IT Manager Supervision of the IT changes and reporting to the
project manager
Marketing Manager Informing the public regarding the proposed new
changes that are being incorporated in the system
Specific Information Needs
Each of the stakeholders have specific information needs that are explained in the
following table.
Stakeholder Information Needs
Project Manager Each and every information on the project
including cost, time, changes, human resources,
technical requirements and others
Finance Manager Financial aspects of the project including budget
requirements, net spend, weekly expenses and
others
IT Manager Requirements of the system, proposed new
features, features of the existing system, budget
available for the project and others
Marketing Manager Information that is to be released in public
regarding system changes and updates

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Main Communication Issues Addressed
Some communication issues that have been addressed are as follows.
Diverse Locations – In order to compromise for the diverse locations of the organization
offices, a meeting room in each office was set up with a computer with video calling feature.
Using the video calling feature, the different stakeholders from different offices could conduct
meeting together and communicate accordingly.
Government Reporting – A reporting system was developed where the project log was
updated, compiled and reported to the government.
Different Needs of Customer and Industry – In order to meet different needs of customer
and industry, specific industry standards were chosen that fulfilled the requirements of the
customer.
Types of Communication Resources Required
The communication resources that were required included email access, paper documents
for sending printed reports, devices that supported video conference feature and cellular
networks.
Pitfalls in Communicating with Stakeholders
In communicating with the stakeholders, I was aware of some pitfalls that were as
follows.
Reporting Time – To ensure reporting by each stakeholder is done timely

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Communication Format and Content – To ensure the communicated message is in the
right format and with the right content
Protocols – To ensure the protocols are followed during communication