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
Initiation
Meeting
Distribute
Project
Initiation Plan
Project Kick
Off
Status
Reports
Team
Meetings
Who/Target
Purpose
When/Frequency
Type/Method(s)
Resource
Delivery
Date/Archive
CETL, Technology
Services, Learner
Success, Help
Desk, Bb Core
Team, Bb
Advisory Team
CETL, Technology
Services, Learner
Success, Help
Desk, Bb Core
Team, Bb
Advisory Team
CETL, Technology
Services, Learner
Success, Help
Desk, Bb Core
Team, Bb
Advisory Team
Executive
sponsor, sponsor,
Bb Core Team,
key stakeholders
Gather information
for Initiation Plan
FIRST /As needed before
project kick off (before
Project Start Date)
Meeting/Send written
documentation(hardco
py or electronic) from
the meeting(s)
Bb Advisory Team
04/03/2011
Distribute Plan to
alert stakeholders of
project scope and to
gain buy in.
Before Kick Off Meeting
Before Project Start Date
Document distributed
via hardcopy or
electronically. Post on
project website or
Blackboard site.
PM, Bb Core Team
06/15/2011
Communicate plans
and stakeholder
roles/responsibilities.
Encourage
communication
among stakeholders.
Update stakeholders
on progress of the
project.
At or near official Project
Start Date
Meeting
PM, Bb Core Team,
Bb Professional
Services
06/29/2011
As Needed.
Distribute
electronically
(newsletters and email
blasts) and post via
web site.
PM
Web site update
08/04/2011
Matters Update:
07/28/2011
Entire Project
Team.
Individual
meetings for subteams, technical
team, and
Functional teams
as appropriate.
To review detailed
plans (tasks,
assignments, and
action items).
Weekly Regularly
Scheduled.
Meeting
PM, Bb Core Team,
Bb Professional
Services, Others as
needed
08/03/2011
07/27/2011
07/20/2011
07/13/2011
07/06/2011
06/29/2011
06/23/2011
06/15/2011
What
Who/Target
Purpose
Project
Advisory
Group
Meetings
(this may
apply only to
larger
projects)
Sponsor
Meetings
Bb Advisory
Group and Project
Manager
Update Project
Advisory Group on
status and discuss
critical issues. Work
through issues and
change requests here
before escalating to
the Sponsor(s).
Update Sponsor(s) on
status and discuss
critical issues. Seek
approval for changes
to Project Plan.
Monthly Regularly
Scheduled.
Meeting
Andrea Deau
07/18/2011
Weekly meeting
Meeting
PM, Sponsors
Executive
Sponsor
Meetings
(this may
apply only to
larger
projects)
Executive
Sponsor(s) and
Project Manager
Update Sponsor(s) on
status and discuss
critical issues.
Not regularly scheduled.
As needed when issues
cannot be resolved or
changes need to be made
to Project Plan.
Meeting
PM, Sponsors
08/01/2011
07/25/2011
07/18/2011
07/11/2011
07/05/2011
06/27/2011
06/20/2011
06/26/2011
Post Project
Review
Project Manager,
key stakeholders,
and sponsor(s).
End of Project or end of
major phase
Meeting/Report
Project Office will
produce report.
PM, Bb Core Team,
Sponsors
Quarterly
Project
Review
Project Manager
and key
stakeholders.
Quarterly Regularly
scheduled
Meeting/Report
PM
Presentations
to Special
Interest
Groups
Leadership
PM, Bb Core Team
members as
necessary
ALL
At project milestones so as
to communicate with other
interested parties of
changes that will be
introduced outside of the
Project Team.
Update Weekly
Presentation/Demonst
ration
Blackboard
Login Site
Identify improvement
plans, lessons
learned, what worked
and what could have
gone better. Review
accomplishments.
Review overall health
of the project and
highlight areas that
need action.
To update external
groups to promote
communication a
create awareness of
project
interdependencies.
Central location to
house
announcements and
links.
Electronic
Communications
Venue
Mary Jo Black
Sponsor(s) and
Project Manager
When/Frequency
Type/Method(s)
Resource
Delivery
Date/Archive
08/04/2011
What
Who/Target
Purpose
When/Frequency
Type/Method(s)
Once product has enough
to “show”. As you
complete critical phases or
make major
enhancements.
As necessary. Will start the
week of July 18, 2011 to
create the branding and
logo.
Presentation/Discussio
n
PM, Bb Core Team
members as
necessary
Electronic image(s),
PR, emails and
newsletter.
Marketing, Mary Jo
Black, Lawrence and
Andrea
Periodic
Demos and
Target
Presentations
Groups or End
Users.
To gain input from
special groups and
keep them abreast of
the Project’s status.
Branding,
Logo and
official
communiqués
Marketing/Genera
l Audience
Other…
To be determined
by the Project
Team
Work with marketing
to create a new
branding for the Bb
9.1 environment.
Coordinate general
communications to
the general audience.
Create a new logo.
General
communications
As needed
Resource
Delivery
Date/Archive
PAW, PWB, Lunch n
TBD
Learns, email lists, PU
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.”