Communication Plan

Template
--Document Control Section
This page reflects the changes made to this template/form. It is not to be printed with the completed template,
because it is not part of the template/form. The guidelines should be deleted prior to filling the form.
Approval Record
Name Title Signatures
Developed By Muhammad Asif a!ir "rocess #ngineering $ead Muhammad Asif a!ir
Reviewed By Adnan %ameed Manager &ualit' Assurance Adnan %ameed
Approved By uman Ahmad (ice "resident Software De)elopment uman Ahmad
Revision Chart
Version Author(s) Description of hange !ffective Date
* Muhammad Asif
a!ir
Initial draft created for distribution and re)iew comments April *+, ,--.
Distribution Record
"rgani#ation $ %erson Name $ &ocation 'd urrent Revision Distri(ution Date
--Document Control Section #nd
COMMUNICATION PLAN
<CUSTOMER NAME>
<PROJECT NAME>
<PROJECT CODE>
This is the controlling document for managing a software pro/ect, and defines the technical and managerial
processes necessar' to deli)er the pro/ect re0uirements.
All comments should also be deleted before the document is finali!ed as these are also for the benefit of the person
writing the document
VERSION: <>
<DATE>
%repared (y)
Revision Chart
This chart contains a histor' of this document1s re)isions. The entries below are pro)ided solel' for illustration
purposes. Those entries should be deleted until the re)ision the' refer to ha)e actuall' been created.
Version Primary Author(s) Description of Version Date
Completed
-.* T2D Initial draft3 created for distribution and re)iew
comments
To be decided
4T2D5
-., T2D Second draft3 incorporating initial re)iew comments,
distributed for final re)iew
T2D
*.- T2D 6irst complete draft3 to be placed under change
control
T2D
*.* T2D 7e)ised draft3 re)ised according to the change control
process and maintained under change control
T2D
*., T2D 7e)ised draft3 re)ised according to the change control
process and maintained under change control
T2D
T2D T2D T2D T2D
8"ro/ect ame9 Communication "lan, (ersion 89 "age + of *-
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Preface
The preface contains an introduction to the document. It is optional and can be deleted if desired.
8"ro/ect ame9 Communication "lan, (ersion 89 "age : of *-
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Contents
! INTRODUCTION.............................................................................................................................................6
1.1 PROJECT OVERVIEW........................................................................................................ 6
1.2 REERE!CE "#TERI#$%................................................................................................... 6
1.& 'EI!ITIO!% #!' #CRO!("%...........................................................................................6
"! PROJECT OR#ANI$ATIONAL STRUCTURE......................................................................................7
2.1 OR)#!I*#TIO! C+#RT.................................................................................................... ,
2.2 OR)#!I*#TIO!#$ -O.!'#RIE% #!' I!TER#CE%...................................................................,
2.& CO"".!IC#TIO! PROTOCO$............................................................................................./
%! REPORTIN# PROCESS.............................................................................................................................10
8"ro/ect ame9 Communication "lan, (ersion 89 "age ; of *-
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! INTRODUCTION
This section should describe the pro/ect. o te<t is necessar' between the heading abo)e and the heading below
unless otherwise desired.
! P&o'ect O(e&(ie)
=i)e a short summar' of the pro/ect, ob/ecti)es, and the software to be deli)ered and ma/or acti)ities. The problem
statement can be gi)en here too but it should be brief, comprising of appro<imatel' ;- words.
Describe the relationship of this pro/ect to other pro/ects, if appropriate. If Techlogi< has completed similar pro/ects
in the past then that rele)ant e<perience can be stated and references to the related clients/sites can be gi)en.
!" Re*e&ence Mate&ial+
$ist all the documents and other materials referenced in this document. This section will resemble a bibliograph'
in a published boo>.
!% De,nition+ an- Ac&on.m+
"ro)ide definitions or references to all the definitions of the special terms and acron'ms used within this
document.
6or e<ample3 "M" is the "ro/ect Management "lan, %DD is the %igh-le)el Design Document, etc.
"referabl', use a bulleted list.
8"ro/ect ame9 Communication "lan, (ersion 89 "age ? of *-
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*+ PROJECT OR#ANI$ATIONAL STRUCTURE
"! O&/ani0ation C1a&t
A sample organi!ational chart is shown below. The names can be left blan>, if not >nown, but should be updated.
Director
Consulting
Offsite
Project
Manager
Onsite
Project
Manager
Quality
Team
ead
Development
Team ead
Organi!ational Chart
Client
Director
Development
egend
Italics
ocated
onsite
ocated
offsite
Resource
Available
Part time
Technical
"riter
Developer
Offsite Development Team
Quality
#ngineer
Quality Team
Onsite
Technical
Consultant
Manager
Project Team
Quality
#ngineer
Developer
Developer
Developer
Manager$
Quality
Assurance
"!" O&/ani0ational 2oun-a&ie+ an- Inte&*ace+
Describe the relationships between the pro/ect and each of the following organi!ations3
"arent organi!ation 4upper management5
Customer organi!ation 4internal or e<ternal5
Subcontracting organi!ation4s5 4if an'5
&A organi!ation 4if separate5
Documentation organi!ation 4if separate5
#nd-user support organi!ation 4if separate5
An' other organi!ations the pro/ect team interacts with
8"ro/ect ame9 Communication "lan, (ersion 89 "age . of *-
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An e<ample from an e<isting Techlogi< pro/ect is gi)en below3
Parent organization
Techlogi< Inc 4@nsite5
Techlogi< "a>istan 4@ffsite5.
Customer organization
Aaman Industrial Technologies 4AIT5
Partner organization
Ascential Software
6ollowing people/pro/ect roles are responsible for maintaining the interface between the pro/ect and each of these
other organi!ations.
Techlogix Inc. (Onsite) Techlogix Pakistan (Osite)
The following people could interface, with all communication CC1ed to the rest of the names mentioned.
Adil 2ashir, Abdul 7afa', Ahurram Il'as, Imran Ahmad, Mateen Ashraf
Techlogix Inc (Onsite) !IT
Abdul 7afa', 2rian $ombardo
Abdul 7afa', 7ichard Aandet!>i
Ahurram Il'as, 2rian $ombardo
Ahurram Il'as, 7ichard Aandet!>i
Adil 2ashir, 2rian $ombardo
Adil 2ashir, 7ichard Aandet!>i
Adil 2ashir, Carlos Ingram
Techlogix Pakistan. (Osite) !IT
Imran Ahmad, 2rian $ombardo
Imran Ahmad, 7ichard Aandet!>i
All emails to be CC1ed to Adil 2ashir, Abdul 7afa', Ahurram Il'as
Techlogix Inc. (Onsite) "scential #ot$are
Abdul 7afa', 2rian $ombardo
Ahurram Il'as, 2rian $ombardo
Adil 2ashir, 2rian $ombardo
The %erson $ho has ultimate &ecision'making authorit( o)er the %ro*ect
Adil 2ashir
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"!% Communication P&otocol
This is a mandator' section for Software De)elopment "ro/ects. "urpose is to co)er the details of communication
protocol with pro/ect sta>eholders. It can be added here or Communication "lan Template can be used.
This section pro)ides guidelines for communication between team members, on both sides and with the client with
reference to responsi)eness, fre0uenc' and handling troublesome issues. Some e<amples are gi)en below. Modif'
these as suitable to the pro/ect.
7esponsi)eness
Answer or ac>nowledge emails within a da'.
Answer or ac>nowledge phone calls within : hours.
%andling Trouble
%ow to handle the problems related to communicationC
Senior Management 7epresentati)e will be the final arbitrator and will resol)e an' problems on this issue.
#mail lists should be clearl' defined
@nsite "ro/ect Manager will send 0ueries to the de)elopment team through the "ro/ect Manager and the
Team $ead onl'. It would be the Team $ead1s responsibilit' to filter the issues and communicate them to
the rest of the team.
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,+ REPORTIN# PROCESS
This is a mandator' section for Software De)elopment "ro/ects. "urpose is to communicate pro/ect status, important decisions and change management to rele)ant
sta>eholders of the pro/ect.
A few e<amples are filled in the table below. Table header should not be modified.
Type of Report Objective Audience Responsibility re!uency Comments
"ro/ect Status
7eport
To communicate
pro/ect status
Techlogi<
Management
"rocess #ngineering
$ead will generate
these from Aintana
Eee>l'
&A Status 7eport To communicate
status of pro/ect
related &A acti)ities
Techlogi<
Management
"rocess #ngineering
$ead will generate
these from Aintana
Eee>l'
"ro/ect Status
7eport
To communicate
pro/ect status
Customer "ro/ect Manager Monthl'
Team Meeting
Minutes
To resol)e team
Issues
"ro/ect Team "ro/ect Manager Twice a Eee>
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