University Website Upgradation Project Management Report

This project management report focuses on the website upgradation project within an organization, emphasizing effective communication strategies to ensure optimal value and functionality. The report details the project's policies, governance, and communication management procedures, including a communication flowchart and project timeline. It also covers work-in-progress reporting, a communication matrix, quality management protocols, and an information system overview. Furthermore, the report addresses the project's issues log, lessons learned, and project closure procedures, including a communication review. The project employs various tools and techniques such as version control, glossary, policies, communication matrix, quality management, and issue logs to ensure the project's success.

Running head: PROJECT MANAGEMENT
Project- Upgradation of website
Name of the Student
Name of the University
Author’s Note

1
PROJECT MANAGEMENT
Table of Contents
1. Version Control......................................................................................................................2
2. Project introduction................................................................................................................2
3. Glossary..................................................................................................................................3
4. Policies, Governance, communication management procedures...........................................4
5. Communications Flowchart...................................................................................................5
6. Timeline.................................................................................................................................6
7. Work in progress reporting....................................................................................................8
8. Communication matrix.........................................................................................................11
9. Quality management............................................................................................................14
10. Information system.............................................................................................................15
11. Issues Log...........................................................................................................................15
11.1 Lessons to resolve issues..............................................................................................17
12. Project closure....................................................................................................................17
12.1 Lessons learned............................................................................................................18
12.2 Communication review................................................................................................19
Bibliography.............................................................................................................................20

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PROJECT MANAGEMENT
1. Version Control
Title: Upgradation of the website
Description: The project “upgradation of the website” is required to be done within
the organization in Australia.
Created by: Project manager < Please fill your name >
Date created: 13-06-2018
Maintained by:
Version
number
Modified by Modifications
made
Date modified Status
1 Technical
engineer
Upgradation of
the website
13-06-18 In-progress
2. Project introduction
The paper mainly focusses on the project that involves in website upgradation for
ensuring best value of money as well as for optimal functionality. It is identified that the main
aim of this paper is to highlight the proper communication strategy as well as techniques in
order to communicate effectively with various stakeholders of the project so that the project
can be effectively executed.
The paper focusses on the policies, governance as well as communication
management procedures. The paper reflects on the communication flowchart as well as
timeline of the project. In addition to this, the paper also elaborates quality management as
well as issues log that are associated with the project.

3
PROJECT MANAGEMENT
3. Glossary
Word Meaning
Issue log Issue log is considered as one of the
documentation element of project
management that generally comprises of a
list of on-going issues and challenges of the
project
Quality management Quality management generally helps in
ensuring that the plan that is created for
proper communication is of proper quality
or not.
Flowchart Flowchart is one type of diagram that
generally represents workflow or any other
processes. It is identified that the flowcharts
generally comprise of boxes and the boxes
are generally connected with the help of the
boxes.
Communication matrix Communication matrix is considered as one
of the assessment tool that is mainly
designed for pinpointing the entire
information about communication. It also
assists in providing a framework in order to
identify the communication goals that are
associated with the project.
Project closure Project closure is the last step of the project

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PROJECT MANAGEMENT
in which the stakeholder sign off the entire
project.
4. Policies, Governance, communication management procedures
The policies that are utilized by the organization in order to finish the project are listed
below:
 Sharing information as well as issues in a proper timely as well as accurate manner
with other stakeholders of the project
 Holding regular volunteer as well as staff meetings
 Providing accurate information on the status of the project on a weekly basis
 Utilization of consistent as well as open methodologies in order to deliver information
and for obtaining the views of the staffs and volunteers.
It is identified that good governance strategy is quite essential for appropriate
governance within the project. It is identified that communication is quite helpful in fostering
support for the governance reform with the help of influence, attitude as well as behavioural
change. It is found that proper communication processes are quite helpful in addressing the
demands as well as supply of governance with the help of targeted as well as combined
approaches.
The procedures that are generally utilized within the project in order to manage the
project are listed below:
Planning project communication: Planning project communication is generally
done in the initial stage of the project after proper identification of stakeholder’s requirement
After analysis of type and format of communication, appropriate schedule for the project is
developed.

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PROJECT MANAGEMENT
Disseminating information: It is identified that disseminating information generally
helps in ensuring that the communication plan that is implemented generally helpful for the
project. Creating communication matrix as well as variation of responsibility matrix helpful
in defining the flow of project from the receiver to the sender.
Reporting effectiveness and measurements: It is found that effective reporting as
well as measurements generally helps in keeping the project stakeholders informed with the
help of latest updates on the performance of the project.
Closing project communications: After the end of each of the processes, the project
closure generally documents results and generally receives proper sign off from the project
stakeholders and customers.
5. Communications Flowchart
The communication flowchart for this project is generally provided below:

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PROJECT MANAGEMENT
Board of
directors
CEO
IT team
members
Project
manager
Project
PlannerStaffs
Clients/
customers
Figure 1: Communication Flowchart
(Source: Created by Author)
6. Timeline
The timeline for development of communication plan for the website upgradation is
provided in the table below:
Task Name Duration Start Finish Predecessors
Development of
communication plan for
upgradation of website
18 days
Wed 13-06-
18
Fri 06-07-18
Performing situation
analysis
3 days
Wed 13-06-
18
Fri 15-06-18

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PROJECT MANAGEMENT
Brainstorming with the staff 1 day
Wed 13-06-
18
Wed 13-06-
18
Conducting surveys and
focus groups
1 day Thu 14-06-18 Thu 14-06-18 2
Talking with other
department of the company
1 day Fri 15-06-18 Fri 15-06-18 3
Defining objectives 2 days
Mon 18-06-
18
Tue 19-06-18
Collecting and evaluating
information
1 day
Mon 18-06-
18
Mon 18-06-
18
4
Utilizing SMART
objectives
1 day Tue 19-06-18 Tue 19-06-18 6
Defining key audiences 3 days
Wed 20-06-
18
Fri 22-06-18
Identifying whom messages
are delivered
2 days
Wed 20-06-
18
Thu 21-06-18 7
Listing all the key
audiences
1 day Fri 22-06-18 Fri 22-06-18 9
Identification of media
channels
7 days
Mon 25-06-
18
Tue 03-07-18
Delivering messages to key
recipients
1 day
Mon 25-06-
18
Mon 25-06-
18
10
Deciding effective media
channels
2 days Tue 26-06-18
Wed 27-06-
18
12

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PROJECT MANAGEMENT
Establishing timetables 1 day Thu 28-06-18 Thu 28-06-18 13
Achieving communication
objectives
1 day Fri 29-06-18 Fri 29-06-18 14
Solid timing strategy 1 day
Mon 02-07-
18
Mon 02-07-
18
15
Executing the steps of
communication
1 day Tue 03-07-18 Tue 03-07-18 16
Evaluation of the results 3 days
Wed 04-07-
18
Fri 06-07-18
Measuring the result 1 day
Wed 04-07-
18
Wed 04-07-
18
17
Understanding achieved
objectives
1 day Thu 05-07-18 Thu 05-07-18 19
Undergoing necessary
adjustments
1 day Fri 06-07-18 Fri 06-07-18 20
7. Work in progress reporting
The work in progress report for the project communication plan is provided in the
table below:
Task Name Duration Start Finish Predecessors % Complete
Development of
communication plan for
upgradation of website
18 days
Wed 13-
06-18
Fri 06-
07-18
33%

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PROJECT MANAGEMENT
Performing situation
analysis
3 days
Wed 13-
06-18
Fri 15-
06-18
100%
Brainstorming with
the staff
1 day
Wed 13-
06-18
Wed 13-
06-18
100%
Conducting surveys
and focus groups
1 day
Thu 14-
06-18
Thu 14-
06-18
2 100%
Talking with other
department of the
company
1 day
Fri 15-06-
18
Fri 15-06-
18
3 100%
Defining objectives 2 days
Mon 18-
06-18
Tue 19-
06-18
100%
Collecting and
evaluating information
1 day
Mon 18-
06-18
Mon 18-
06-18
4 100%
Utilizing SMART
objectives
1 day
Tue 19-
06-18
Tue 19-
06-18
6 100%
Defining key audiences 3 days
Wed 20-
06-18
Fri 22-
06-18
33%
Identifying whom
messages are delivered
2 days
Wed 20-
06-18
Thu 21-
06-18
7 50%
Listing all the key
audiences
1 day
Fri 22-06-
18
Fri 22-06-
18
9 0%
Identification of media
channels
7 days
Mon 25-
06-18
Tue 03-
07-18
0%
Delivering messages 1 day Mon 25- Mon 25- 10 0%

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PROJECT MANAGEMENT
to key recipients 06-18 06-18
Deciding effective
media channels
2 days
Tue 26-
06-18
Wed 27-
06-18
12 0%
Establishing
timetables
1 day
Thu 28-
06-18
Thu 28-
06-18
13 0%
Achieving
communication objectives
1 day
Fri 29-06-
18
Fri 29-06-
18
14 0%
Solid timing strategy 1 day
Mon 02-
07-18
Mon 02-
07-18
15 0%
Executing the steps of
communication
1 day
Tue 03-
07-18
Tue 03-
07-18
16 0%
Evaluation of the
results
3 days
Wed 04-
07-18
Fri 06-
07-18
0%
Measuring the result 1 day
Wed 04-
07-18
Wed 04-
07-18
17 0%
Understanding
achieved objectives
1 day
Thu 05-
07-18
Thu 05-
07-18
19 0%
Undergoing necessary
adjustments
1 day
Fri 06-07-
18
Fri 06-07-
18
20 0%

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PROJECT MANAGEMENT
8. Communication matrix
The communication matrix for the project is provided in the table below:
Type Description Frequency Vehicle Responsible
person
Owner
Project
status report
Project
status report
is generally
needed to
make sure
that the
entire project
is properly
progressing
and it will
get finished
within the
expected
time and
budget.
Monthly Email, face
to face
Project
manager
Project
planner
Monthly
meeting
Monthly
meeting is
generally
arranged to
know about
Monthly Email, face
to face
Technical
analyst
Project
manager