Project Communication Plan

MATC Blackboard PROJECT METHODOLOGY -- PROJECT COMMUNICATION PLAN (rev. 08/03/2011) A well planned project has a well planned Communication strategy. Below are the guidelines:

What Who/Target Purpose When/Frequency Type/Method(s) Resource Delivery Date/Archive Initiation CETL, Technology Gather information FIRST /As needed before Meeting/Send written Bb Advisory Team 04/03/2011 Meeting Services, Learner for Initiation Plan project kick off (before documentation(hardco Success, Help Project Start Date) py or electronic) from Desk, Bb Core the meeting(s) Team, Bb Advisory Team Distribute CETL, Technology Distribute Plan to Before Kick Off Meeting Document distributed PM, Bb Core Team 06/15/2011 Project Services, Learner alert stakeholders of Before Project Start Date via hardcopy or Initiation Plan Success, Help project scope and to electronically. Post on Desk, Bb Core gain buy in. project website or Team, Bb Blackboard site. Advisory Team Project Kick CETL, Technology Communicate plans At or near official Project Meeting PM, Bb Core Team, 06/29/2011 Off Services, Learner and stakeholder Start Date Bb Professional Success, Help roles/responsibilities. Services Desk, Bb Core Encourage Team, Bb communication Advisory Team among stakeholders. Status Executive Update stakeholders As Needed. Distribute PM Web site update Reports sponsor, sponsor, on progress of the electronically 08/04/2011 Bb Core Team, project. (newsletters and email Matters Update: key stakeholders blasts) and post via 07/28/2011 web site.

Team Entire Project To review detailed Weekly Regularly Meeting PM, Bb Core Team, 08/03/2011 Meetings Team. plans (tasks, Scheduled. Bb Professional 07/27/2011 Individual assignments, and Services, Others as 07/20/2011 meetings for sub- action items). needed 07/13/2011 teams, technical 07/06/2011 team, and 06/29/2011 Functional teams 06/23/2011 as appropriate. 06/15/2011

What Who/Target Purpose When/Frequency Type/Method(s) Resource Delivery Date/Archive Project Bb Advisory Update Project Monthly Regularly Meeting Andrea Deau 07/18/2011 Advisory Group and Project Advisory Group on Scheduled. Group Manager status and discuss Meetings critical issues. Work (this may through issues and apply only to change requests here larger before escalating to projects) the Sponsor(s). Sponsor Sponsor(s) and Update Sponsor(s) on Weekly meeting Meeting PM, Sponsors 08/01/2011 Meetings Project Manager status and discuss 07/25/2011 critical issues. Seek 07/18/2011 approval for changes 07/11/2011 to Project Plan. 07/05/2011 06/27/2011 06/20/2011 Executive Executive Update Sponsor(s) on Not regularly scheduled. Meeting PM, Sponsors 06/26/2011 Sponsor Sponsor(s) and status and discuss As needed when issues Meetings Project Manager critical issues. cannot be resolved or (this may changes need to be made apply only to to Project Plan. larger projects)

Post Project Project Manager, Identify improvement End of Project or end of Meeting/Report PM, Bb Core Team, Review key stakeholders, plans, lessons major phase Project Office will Sponsors and sponsor(s). learned, what worked produce report. and what could have gone better. Review accomplishments. Quarterly Project Manager Review overall health Quarterly Regularly Meeting/Report PM Project and key of the project and scheduled Review stakeholders. highlight areas that need action. Presentations Leadership To update external At project milestones so as Presentation/Demonst PM, Bb Core Team to Special groups to promote to communicate with other ration members as Interest communication a interested parties of necessary Groups create awareness of changes that will be project introduced outside of the interdependencies. Project Team. Blackboard ALL Central location to Update Weekly Electronic Mary Jo Black 08/04/2011 Login Site house Communications announcements and Venue links. What Who/Target Purpose When/Frequency Type/Method(s) Resource Delivery Date/Archive Periodic Groups or End To gain input from Once product has enough Presentation/Discussio PM, Bb Core Team Demos and Users. special groups and to “show”. As you n members as Target keep them abreast of complete critical phases or necessary Presentations the Project’s status. make major enhancements. Branding, Marketing/Genera Work with marketing As necessary. Will start the Electronic image(s), Marketing, Mary Jo Logo and l Audience to create a new week of July 18, 2011 to PR, emails and Black, Lawrence and official branding for the Bb create the branding and newsletter. Andrea communiqués 9.1 environment. logo. Coordinate general communications to the general audience. Create a new logo. Other… To be determined General As needed PAW, PWB, Lunch n TBD by the Project communications Learns, email lists, PU Team home page announcements, etc. *MATC Blackboard Project Methodology (MBPM) describes stakeholders as: “…any person or group, who has a vested interest in the success of the project, i.e. either provides services to the project, or receives services from the project. A key stakeholder is defined as: A person who supports the critical path of the project – if the support of a key stakeholder was to be withdrawn, the project would fail.”