ABC Consultancy: Project Communication Plan for IS Implementation

The assignment presents a Project Communication Plan developed for ABC Consultancy's Information System design and implementation project. The plan outlines key components including project communication documents, team structure, goals, and assignments. It details roles and responsibilities of team members like the project manager, finance manager, and system developer. The plan includes a risk and issues management section, identifying potential risks such as resource over-allocation and budget overruns, along with mitigation strategies. A change management process is also defined, including steps and a change control board. The document emphasizes proactive planning, communication, and control to ensure project success, considering factors like budget, timeline, and resource management.

VERSION 0.0
DATE
PRESENTED BY: <PLEASE FILL>
ABC CONSULTANCY LIMITED
NETHARLANDS

Confidential
PROJECT COMMUNICATION PLAN
PROJECT COMMUNICATION DOCUMENTS
PROJECT COMMUNICATION TABLE
Document Recipients Responsibilities Update frequency
Executive status report Jim Jim is responsible to
check the current
status of the project
and make sure that
all the it is governing
towards the
assumed objectives
and goals
2
Risk management document Sam Sam is responsible
to identify the
potential risks that
may interrupt the
project success,
their impact,
possibilities of
occurrences and
mitigation strategies
2
Issue management document Jim The issue
management
document identifies
the possible issues
and strategies to
manage them
1
Change control document Gloria Based on the issues
some change
management
programs are
evolved by Sam. The
change control
document identifies
all changes that may
bring back the
project to the
correct track
1
Project schedule Jim Jim’s responsibility is
to prepare the
project schedule
based on individual
1
Date Project Communication Plan 1

Confidential
Document Recipients Responsibilities Update frequency
task complexity.
After that, Sam and
Jim must ensure
that each task is
completed within
assigned schedule
Document 1 Gloria The content of the
document must hold
all updated
information
2
Document 2 Jim This document
ensure different
information security
mechanism that are
used to keep all
information secured
from the external
attackers
2
TEAM STRUCTURE
Identify the key roles of members of your marketing team and the normal patterns of communication
between roles. You can create a diagram or table to illustrate communication relationships.
TEAM GOALS
 To meet the project scope statement, objectives, goals and aim
 To accomplish the project within assigned timeline and budget
 To design the Information System in such a way so that it can store all data, access information
and manage them
 To increase the overall business efficiency and gain 15% of ROI within coming 5 years
 To ensure the confidentiality of all financial and organizational information
TEAM ASSIGNMENTS
Project name: Information System design and implementation project
The project team: The project team is comprises of project manager, finance manager, operation
manager, system developer and system tester
Name of team Team goals Team leads Team roles
Project manager To complete the IS
developed project
within the assigned time
of 8 months and budget
of $80,000
Sam Control and monitoring
Date Project Communication Plan 2

Confidential
Name of team Team goals Team leads Team roles
Finance manager To accomplish the design
and implementation of IS
within assigned budget
of $80,000
Gloria Conduct a feasibility
study
Operation manager To check that the
system is operating
successfully
Jim To make sure that the
system is operating
accurately
System developer To develop the IS in
$80,000 and 8 months
Steven Lee To develop the system
considering
requirement
specifications and
consumer’s expectation
Tester To test the Information
System to ensure its
operational and
application success
Andrew Watson To conduct nit,
integrated and user
acceptance testing
before launching the
project
TEAM ROLES AND RESPONSIBILITIES
Name Responsibility
Jim To check that all the system operations are
running appropriately
Steven lee To develop the system considering the primary
objectives and consumer’s expectation
Andrew Watson To test the Information System before launching it
Sam The Responsibility of Jim is to control and monitor
the project flow and check the progress of the
project
Gloria To conduct a feasibility study to check that
whether the project will be successful or not
RISKS AND ISSUES MANAGEMENT
POTENTIAL EXCEPTIONS AND PROBLEMS
 Over allocation of resource
 Over running project budget
 Over allocation of project timeline
 Lack of operational and managerial skill among the project team members
Date Project Communication Plan 3

Confidential
APPROPRIATE CORRECTIVE MEASURES
In order to resolve the identified risks mentioned above the project manager and other associates need
to undertake proper risk management approaches in terms of risk transfer, risk mitigation, risk
acceptance and risk avoidance.
TRACKING RISKS AND ISSUES
In the following table, track the risks and issues that you identified.
Date
recorded Risk description Probability Impact Mitigation plan
5/10/2019 Over allocation of
resource
Possible High In order to resolve the
issues of over allocation of
resource the project
manager needs to identify
accurate resources based on
the project requirements
5/12/2019 Over running budget Very likely High Before initiating, the project
head needs to conduct a
feasibility study to make sure
that no additional budget is
being associated to this
project. It will help the
project associate to avoid
over allocation of budget
5/20/2019 Lack of operational skills
among the project
associates
Rare Medium Before assigning members
to each project phase the
project manager needs to
measure individual’s
performance their previous
skills and knowledge
CHANGE MANAGEMENT PROCESS
CHANGE MANAGEMENT PROCESS STEPS
CHANGE MANAGEMENT PROCESS FLOW
Create a flow diagram of your change process.
Date Project Communication Plan 4

Confidential
CHANGE CONTROL BOARD (CCB)
Sam, Gloria and Jim all three of them will serve in the change control board. Apart from that, the other
members who will take part in the project change control board are project system developer, system
tester, finance manager, Information System tester.
Date Project Communication Plan 5
Identification of
the current
process that
needs to be
changed
Presenting a solid
business case to the
project stakeholders
Proper
planning to
implemnet
chnage
Providing
resources and use
data for final
evaluation
Propoer
communication
plan
Monitoring and
managing
resistance
Dependemcy
and budget
risk
identification
Review and
final reporting
Implementing
change