Project Management - Communications and Information Management

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

1PROJECT MANAGEMENT
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.