COMMUNICATIONS PLAN
Project Title:
Scientia Upgrade
Date:
24 November 2009
Author:
Katharin Mathias
Project
Manager (s):
Gavin Jones, INSRV
Katharin Mathias, ESTAT
PURPOSE
The purpose of the communication plan is to document how the Project Management Team will
communicate critical information during the project to its stakeholders. The plan will illustrate the
communication objectives; the stakeholders and the information that needs to be communicated.
CONTENTS
Project Description
Page 2
Communication Objectives
Page 2
Interested Parties
Page 2
Information to be Communicated
Page 3
Page 1 of 4
PROJECT DESCRIPTION
This project is to plan and prepare for an upgrade to the Syllabus Plus software. The vendor
(Scientia) has released a major upgrade to the Syllabus Plus software. The new version is called
Enterprise. This new version provides a more powerful room allocation / scheduling tool and will
better support the functionality of the Modern Working Environment.
COMMUNICATION OBJECTIVES
The primary objective of the Communication Plan is to ensure that all stakeholders of the project
understand why the upgrade is taking place; how it will be planned for; and when changes will be
implemented. This will not only keep the stakeholders informed but also enable them to
participate in the project as required.
INTERESTED PARTIES
All individuals or groups noted in this section will either have management responsibility for the
success of the project or have a stakeholder interest. These will be broken down into four areas:
1. Project Management Team
2. Stakeholders
3. Directorate Management
4. Technical
Project Management Team
Gavin Jones
Eric Roderick
Katharin Mathias
Joanne Millard
Trevor Baker
Geraldine Bousie
Tony Caffel
Fiona Kiely
Victoria Reynish
Jacqueline Swift
Project Manager (INSRV)
Project Support (INSRV)
Project Manager and External Sponsor (ESTAT)
External Sponsor (Room Bookings, ESTAT)
System User, School of Health Care Studies
System User, School of City and Regional Planning
System User, Cardiff Law School
System User, School of Dentistry
System User, School of Mathematics
System User, School of Social Sciences
Stakeholders
All School Timetabling Officers
Directorate Management
ESTAT Senior Management Team
INSRV Planning
Mike Davies, Director of PAFRS
Steve Duddridge, Director of Estate Development
Ian Lomer, Director of Estate Development
Katharin Mathias, Administration Manager
Paul Yeoman, Assistant Director
Richard Williams, Assistant Director
Gavin Jones, INSRV
Technical
Andy Skyrme / Noel Evans
Mark Hale
Eric Roderick
Roy Lewis
Page 2 of 4
UIG Team (for databases and web server)
UIG Team (for desktop applications)
USG Team (for BIS Teams)
TEG Team (for TEG other roles)
INFORMATION TO BE COMMUNICATED
The information detailed below is generic in nature; the Project Management Team will take decisions on the detail provided to
individuals. The information to be distributed will be split by type (stakeholders, directorate management and technical).
Type
Information
When
Method
(week commencing)
Stakeholders and
Directorate Management
Communicate project description and objectives, the
project plan and the communication plan.
30 November 2009
ESTAT Web
Email
Stakeholders
Communicate which groups / individuals are assisting
with the testing of the new software.
30 November 2009
ESTAT Web
Email
Stakeholders
Confirm the details of the setting up of the client on
7 December 2009
testing PCs and when training and testing will commence
for these testers.
ESTAT Web
Email
Stakeholders
Communicate details of the Road Shows to demonstrate
the new software to School Timetabling Officers.
1 February 2010
ESTAT Web
Email
Stakeholders and
Directorate Management
Communicate that testing has commenced.
1 February 2010
ESTAT Web
Email
Stakeholders and
Directorate Management
Communicate the details of the training sessions for
users.
2 August 2010
ESTAT Web
Email
Stakeholders and
Directorate Management
Communicate the results of the testing.
4 October 2010
ESTAT Web
Email
Stakeholders and
Directorate Management
Communicate that testing has been signed-off.
4 October 2010
ESTAT Web
Email
Stakeholders and
Directorate Management
Communicate details of the implementation of the live
system to users.
1 November 2010
ESTAT Web
Email
Page 3 of 4
Type
Information
When
Method
(week commencing)
Stakeholders and
Directorate Management
Communicate when the new version of the client
database will be deployed to users.
3 January 2011
ESTAT Web
Email
Stakeholders and
Directorate Management
Communicate that the project has been signed-off.
31 January 2011
ESTAT Web
Email
Stakeholders and
Directorate Management
Communicate a status report on the new system since
implementation, i.e. performance and the resolution of
any technical fixes that might have been necessary since
project sign-off.
Go Live
31 January 2011
And
7 February 2011
ESTAT Web
Email
7 February 2011
ESTAT Web
Email
Stakeholders and
Directorate Management
Page 4 of 4