Communication Management strategy report 1.0.0

Scope

(Managing stakeholders through reports and scheduled meetings)

This document serves for capturing and managing all the key information describing the people who has an interest in the project. For delving in this subject see the following posts:

http://www.magnone.eu/archives/2607

http://www.magnone.eu/archives/2620

Process description

This process starts with the very beginning of the project itself. The register needs to be kept updated as soon as any new “confirmed” information has been received.

People and roles

It depends upon the project’s management structure for deciding which is the best strategy. It could be a centralized register, accessed by PMs and PMO or leaving to each PM a “personal” version, where some specific details are added (e.g. production time or personal note about contacting key people). Nevertheless, the technical sections (Project and Reports) need to be tuned with the PMO for functional reasons.

Distribution list

It is a highly sensitive document. The accesses and updates should be limited to the PM/PMO levels and then the Sponsor.

Document structure

Item	Options / Values	Notes
Registrar section
Personal details	(e.g. name, title)
Company		Link to contract[i]
Contact details		How and when call him/her
Department
Company’s role
Project’s role	e.g. PM
Validity dates	From	Any expected variation will be marked in the Availability
OBS	ID	This value will be used as Key
Position	Strategic	He/she determines the strategy which this system underpins – may sponsor the project
	Managerial	He/she executes managerial control over elements of the system being implemented
	Operational	He/she is involved in operating the system or parts of it
Dependencies	Report to / Manage	They could be many other stakeholders
Availability	e.g. Holidays	Upcoming in the stage
Project section
Functions (business side)	Product Breakdown	They could be many codes
Activities (operational)	WBS codes	They could be many codes
Impact on output (power)	From -2 to +2	Zero means not traced
Influence	Direct/Indirect	It is related to the impact
Interest on output	From -2 to +2	Including links to the specific functions
Group set	List of av. groups	Profiling reports see post
Reports section
Report required	List of av. reports	They could be many templates
Report produced	List of av. reports	They could be many templates
Production scheduling	Time-frame	When it has to be ready for checking
Quality assurance (see post)	Criteria and time	Reference to RACI
Delivery	date/time	Making reference to the Calendar
Main sources	Listing what/when information are produced	e.g. Meetings, automated procedures, official declarations, technical reviews
Format	Tools and media (e.g. printable, web)	Detailing any technical constraint for viewing/commenting the document (e.g. MS Project)

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[i] In accordance with HR rules