Communication Plan for Software Project Management

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Project Name:

Beginning Date:

$1^{st}$ July $2020$

Software Development

Project Manager:

Completion Date:

${21}^{st}$ November $2020$

PROJECT OBJECTIVES:

Design a well optimized website

Develop integrated application for clients business

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COMMUNICATION GOAL

COMMUNICATION TOOL

AUDIENCE

FREQUENCY

Requirement gathering

Phone, Video call

Client

Daily

Review website design

In personal meeting

Designer team

weekly

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Case Scenario

You are the project manager of an important office move that includes the following activities:

$$ Coordination of the office remodelling project with an innovative design

$$ Moving staff from two office units into a consolidated space namely COOL Institute of Management Studies $($CIMS$)$

The Proposed Moving Project

COOL Institute of Management Studies $($CIMS$)$ has been awarded a $5$ crore grant for an innovative research project that is scheduled to begin in $6$ months. Your project team is responsible for coordinating the relocation of $78$ people to a new workspace and ensuring that the office space is move$-$in ready.

The office needs to be ready for occupancy in $5$ months to allow the move to occur during the sixth month. This is essential for the official kickoff of the research project.

The $78$ people are currently located in two different buildings. The scope of the project includes overseeing the schedules for demolition and coordinating the ordering of new furniture, computers and construction. It also includes coordinating the move of the staff into the new space.

The design of the new space includes the use of portable cubicle walls and work spaces, laptops, computers, cell phones, and extensive use of electronic storage to maximize the flexibility of the space. Different floor plans and layouts are anticipated throughout the project.

CIMS has already contracted the construction work which includes removing some existing internal walls to open up the space, adding flexible electrical connections and extending wireless access. Based on prior efforts, the estimate for construction is approximately $2$ months. Lead time required for delivery of the modular furniture is $3$ months.

The budget of the project is set at $45$ lakh. The majority of this budget is for remodelling and purchasing office furniture and laptops. If the office design is a success, it is anticipated that other areas of CIMS could be converted and adapted to a similar design in the next $2-5$ years. CIMS foresees that this design could save considerable money and provide additional flexibility for project teams.

However, one month down the line, the business leader casually mentions that he is looking forward to the new sit$-$stand desks which can help everyone cut down on their inactive lifestyle. For your understanding, a sit$-$stand desk is one that allows the user to alternate between sitting and standing by being able to lower or raise the work desk platform. Here$$s an image for better clarity.

You go back to the Project Charter to take a relook at the specifications and don$$t find any specific request for sit$-$stand desks. You then send out a mail to the business leader and clarify the requirement. The business leader accepts that he had missed mentioning the desk specifications earlier, but insists that he would settle for nothing less. He now wants you to ensure that the desks at the new office are all sit$-$stand ergonomic desks. $1.$ What type of change is this? How will you document it$?($Refer to the Change log template that Professor Jyoti walked you through in the segment, $$Project Integrated Change Control$$ in Session $1$ of Module $2)$

$2.$ What impact will it have?

$3.$ Create a communication management plan for the entire project. What template will you use to create the same? Who all will you inform and at what frequency? Will you inform all stakeholders daily or weekly or only when major milestones occur? Cue $-$ Don't forget to communicate the recent change on the specific type of desks required. Decide how you want to go about communicating the same.