Author s Author s telephone number T/L

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1 Communications Management Plan for Rest Easy Hotels Training Subproject Version number 1 Draft/Final as of Printed on 01/Mar/2001 dd/mmm/yy Author Student 123 Address: Student/PMF/IBM Owner Document source Author s Student@us.ibm.com Author s telephone number T/L Student Document information Document source This document is maintained as an online document. Contact the author for the latest version. Revision history Version Date Summary of changes Revision number marks n.n dd/mmm/yy First version No Copyright IBM Corp All rights reserved. Rest Easy Hotel Solution Page 1 of 8

2 Approvals This document has been approved by the following people. The signed approval forms are filed in the Project Control Book. Name Function Date of approval Signature Distribution This document has been distributed to: Name Function Copyright IBM Corp All rights reserved. Rest Easy Hotel Solution Page 2 of 8

3 1 Preface The Communications management plan defines the regular meetings and reporting, and the other communications activities that take place during the project. Its purpose is to help ensure that all the project stakeholders and team members receive all the information they need in a timely manner. 2 Overview Summarize the principles and key aspects of the plan under the following subheadings. 2.1 Communications with the sponsor 2.2 Communications with functional management (for the Rest Easy Hotel this would be the IBM team working on the project) 2.3 Communications with subcontractors 2.4 Communications within the team 3 Media Describe any important aspects of the communications media and technology that is used. 4 Scheduled meetings Complete one block of the following table for each type of regular meeting, e.g. Subproject, Subcontractor, Project, Change board, Project steering committee, Executive steering committee. Copyright IBM Corp All rights reserved. Rest Easy Hotel Solution Page 3 of 8

4 MEETING MEETING Purpose Location Frequency Chairperson Minutes by Attendees Agenda Minutes copied to Media Provide a short, meaningful title for the meeting. Briefly define the objectives of the meeting. Specify where the meeting is held. Specify how often the meeting is held, the day and start time, and the planned duration. Name the person who runs the meeting. Name the person who takes the minutes. Name all the other regular attendees. List the standard agenda items. Name anyone other than the attendees who receives a copy of the minutes. Specify how the minutes are produced and distributed. 1 Reporting Complete one row of the following table for each type of regular report, e.g. Individual, Sub-project/team, Subcontractor and Project status reports. REPORT Purpose Frequency Author Distributed to Media Name the work product Briefly define the objectives of the report. Specify how often and when the report is produced. Name the person who writes the report. Name the people to whom the report is distributed. Specify how the report is produced and distributed. 1 Other communications Describe any other planned communications such as: News bulletins to all the people impacted by the project Presentations to senior management 2 Schedule Attach a Gantt chart, prepared with a suitable project planning tools, showing the activities and timescales to implement the plan. 3 Assumptions, dependencies and risks 3.1 Assumptions List any important assumptions upon which the plan is based. 3.2 Dependencies List any important factors upon which the plan depends. Copyright IBM Corp All rights reserved. Rest Easy Hotel Solution Page 4 of 8

5 3.3 Risks List any important risks inherent in the plan. Copyright IBM Corp All rights reserved. Rest Easy Hotel Solution Page 5 of 8

6 4 Costs Itemize any costs, not accounted for in any other plan, that must be incurred to implement the communications management plan. Communications Management Plan for Rest Easy Hotels Training Subproject Owner Student Student 123 Address: Student/PMF/IBM Author s Student@us.ibm.com Author s telephone number T/L Author Printed on dd/mmm/yy Draft/Final as of 01/Mar/2001 Version number 1 Document information Document source This document is maintained as an online document. Contact the author for the latest version. Revision history n.n dd/mmm/yy First version No Revision marks Version Date Summary of changes number Approvals This document has been approved by the following people. The signed approval forms are filed in the Project Control Book. Date of Signature approval Name Function Distribution This document has been distributed to: Name Function 1 Preface The communications management plan defines the regular meetings, reporting, and other communications activities that take place during the project. Its purpose is to help ensure that all project stakeholders and team members receive all the information they need in a timely manner. 2 Overview Summarize the principles and key aspects of the plan under the following subheadings. Copyright IBM Corp All rights reserved. Rest Easy Hotel Solution Page 6 of 8

7 2.1 Communications with the sponsor The project manager (PM) of the training project needs to communicate regularly with the training coordinator for each hotel. The PM will write a document of understanding (DOU) that describes what will be delivered and the timeframe in which it will be delivered. The document will be approved by both the PM and the training coordinator for each hotel. Those commitments will be added to the project management schedule for the entire Rest Easy Hotel project. The PM of the training project will have weekly status calls with each of the training coordinators to track the status of the project for that one hotel. They will track the status against the DOU. 2.2 Communications with functional management (for the Rest Easy Hotel project, this is the IBM team working on the project) The PM of the training project will have a regular status call with Tom Smith, the project executive, to review issues relative to training. Tom Smith will have a weekly status call with all of his project managers to review the entire Rest Easy Hotel project status. Tom Smith will also have a weekly meeting with all of his project managers to review change requests that have been submitted. 2.3 Communications with subcontractors The PM of the training project will have a regular status call with the Sleep Away software vendor to discuss the status of the training materials that are being developed. 2.4 Communications within the team The PM of the training project will have weekly meetings with the teams that are developing the training and with the teams that are working on the delivery of the training. 3 Media Describe any important aspects of the communications media and technology that is used. 4 Scheduled meetings Complete one block of the following table for each type of regular meeting, e.g. Sub-project, Subcontractor, Project, Change board, Project steering committee, Executive steering committee. Media Specify how the minutes are produced and distributed. Minutes copied to Name anyone other than the attendees who receives a copy of the minutes. Agenda List the standard agenda items. Attendees Name all the other regular attendees. Minutes by Name the person who takes the minutes. Chairperson Name the person who runs the meeting. Specify how often the meeting is held, the day and start time, and the planned duration. Frequency Location Specify where the meeting is held. Purpose Briefly define the objectives of the meeting. Meeting Provide a short, meaningful title for the meeting. 5 Reporting Complete one row of the following table for each type of regular report; for example, Individual, Subproject or Team, Subcontractor, and Project status reports. Distributed to Name the people to whom the report is distributed. Author Name the person who writes the report. Copyright IBM Corp All rights reserved. Rest Easy Hotel Solution Page 7 of 8

8 Frequency Specify how often and when the report is produced. Purpose Briefly define the objectives of the report. Report Name the work product Media Specify how the report is produced and distributed. 6 Other communications Describe any other planned communications such as: News bulletins to all the people impacted by the project Presentations to senior management 7 Schedule Attach a Gantt chart, prepared with a suitable project planning tool, that shows the activities and timeframes to implement the plan. 8 Assumptions, dependencies and risks 8.1 Assumptions List any important assumptions upon which the plan is based. 8.2 Dependencies List any important factors upon which the plan depends. 8.3 Risks List any important risks inherent in the plan. 9 Costs Itemize any costs not accounted for in any other plan that must be incurred to implement the communications management plan. Copyright IBM Corp All rights reserved. Rest Easy Hotel Solution Page 8 of 8