1806283274_05_OLSA_SSBM_MBA_PM_Template_1

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Machakos University *

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Communications

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Nov 24, 2024

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Communication Plan Overview ▪ Educate program team members and stakeholders on the following topics: What is Project A? What is an Integrated Tax System? What is the timing and scope of the Project A project? How will Project A be delivered - approach and methodology? What processes will be affected through this program? ▪ Gain acceptance and buy-in to the program ▪ Develop a forecast for the demands to be placed upon the Client X environment Stakeholder Assessm Matrix Analysis Document Log This document is meant to serve as a framework and tracking tool for the Communication Plan for Project A Program. The primary objectives of the Communication Plan are to: The following tabs within this workbook are meant to serve as tools in developing, implementing, and monitoring the Communication Plan. A short explanation of each can be found below: The Stakeholder worksheet serves as a "living" list of all people viewed as stakeholders in the Project A Program. An initial assessment of identified stakeholders using a stakeholder matrix, will assess stakeholder groups by their level of potential impact on the program's success and their level of support to the program The Matrix Analysis worksheet describes the communication objectives of each stakeholder group. Included within this worksheet are the media types used to convey the information, the communication documents to be delivered, and the date the documents are needed The Documents worksheet serves as a log of all communication pieces developed for Project A Communication purposes. The documents range in both scope and depth, depending on the audience for which they were created. The log should also serve as a version-control mechanism for all Communication documents
Meeting Log Status Report Project A Team The Meetings worksheet records all Project A Communication related meetings and/or presentations that take place. This document serves as a quick reference for all meetings that have taken place, the attendees of those meetings, and any outcomes The Status Report worksheet serves as the standard template for collecting and reporting weekly program status updates The Project A Team worksheet contains the contact information for each member of the core Project A team as well as the extended team
Stakeholder Assessment Definition / Objective Keep Informed Influencers Name Role Liz Vice President, Operations Yes David Chief Information Officer Yes Emily Carter HR Department Head Yes Type Address Concerns and Engage Design ways to engage these individuals who do not support the program. Help to build ownership, increase involvement, and suppress negative notions. Enlist Help, Support, and Lead These individuals become the Champions. They should be enlisted to be leaders in communicating key messages. These individuals need only to be kept abreast of the Project A Program, or respond to inquiries as appropriate. Involve as Needed This group should be called on as needed to rally support for the program. These individuals have demonstrated a leadership role during change and have the potential to greatly influence the program. Influencer (Yes/No) Addr ess Concerns & Enga ge Keep Informed HI G H L O W succes s Level of support to
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Alex Smith IT Infrastructure Lead Yes Michael Lee Senior HR Analyst No Sarah Brown Legal Counsel No Alex Reed HRMS Implementation Consultant Yes Rachel Green Head of Employee Relations Yes Daniel Martinez Lead Project Manager Yes Jessica Pearson Chief Financial Officer Yes Sophia Chang Marketing Director No Aaron Wallace External Vendor Representative Yes Maria Gonzalez Payroll Specialist No Ethan Hunt Operations Analyst No
Enlist Help, Support, and Lead Enlist Help, Support, and Lead Enlist Help, Support, and Lead Stakeholder Type (Current) Enlist Help, Support & Lead Involve As Need ed Potential impact on Project A o program HI G H
Enlist Help, Support, and Lead Keep Informed Involve as Needed Address Concerns and Engage Address Concerns and Engage Enlist Help, Support, and Lead Enlist Help, Support, and Lead Keep Informed Address Concerns and Engage Keep Informed Keep Informed
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Stakeholder Matrix Analysis Definition / Objective Keep Informed Stakeholder Type Individuals Communication Objectives Media Stakeholder Type Address Concerns and Engage Design ways to engage these individuals who do not support the program. Help to build ownership, increase involvement and suppress negative notions. Enlist Help, Support, and Lead These individuals become the Champions. They should be enlisted to be leaders in communicating key messages. These individuals need only to be kept abreast of the Project A Program, or respond to inquiries as appropriate. Involve as Needed This group should be called on as needed to rally support for the program. General Audience This includes all Client X Employees that need to be informed on the Project A program regardless of stakeholder type. General Audience All Bitech's employees Introduce Bitoech's employees to Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth; Explain why Biotech is implementing the project (the benefits of Project); Overview of the Project Implementation Program; Describe expectations and manage misinformation Broadcast email; Announcement on Client X Intranet
Keep Informed Address Concerns and Engage Alex Reed (HRMS Implementation Consultant), Rachel Green (Head of Emplyee Relations) and Aaron Wallace (External Vendor Representative) Introduction to and the benefits of the project: Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth; Explain why Biotech is interested in this Project; Explain the vendor selection process (why was chosen); Introduce the technology (Vendor) and its advantages; Reinforce the rationale for the effort; Describe the business value of the project; Describe what other companies are doing; Identify opportunities for efficiencies (Catalyst for change within the business); Describe how Project A is starting and why; Describe what they should not be worried about and manage misinformation Face to face meetings; Phone Enlist Help, Support, and Lead Liz (VP), David (CIO), Emily Carter (HR Department), and Alex Smith (IT Infrastucture lead) Present an overview of the program; Describe expectations and manage misinformation; Introduce the project and its benefits; Explain why Biotech is interested in the Project; Describe the Vendor Selection process (explain why Workday, Inc. was chosen); Introduce the technology (Workday HCM) and the advantages of Workday HCM; Reinforce the rationale for the effort; Describe what other companies are doing; Opportunities for efficiencies (Catalyst for change within the business); Describe how Project A is starting and why; Describe what they should not be worried about; Keep informed of the overall program status Road Show Presentation; Program Status Reports; Focus Groups; Face-to- face meetings as needed (Legal Counsel), Liz (VP), Maria Gonzales (Payrrol Specialist), Sophia Chang (Marketing Present an overview of program; Inform of overall program status; Describe expectations and manage misinformation Broadcast email; Articles on Client X Intranet Involve as Needed (Head of Employee Relations), Daniel Martinez (Lead Project Present an overview of the Project A Program; Keep informed of non-sensitive program plans and status; Present demos if possible; Describe expectations and manage Broadcast email; Articles on Client X Intranet; Department
(Lead Project Manager), Sarah Brown Describe expectations and manage misinformation Department Meetings
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Communication Documents Date Required Creator What is Biotech Inc.? 15.09.2023 PMO 18.09.2023 PMO 20.09.2023 PMO Announcement - General 22.09.2023 PMO Announcement - Detailed 28.09.2023 PMO Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth Implementation Program - Overview Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth - Business Case
16.10.2023 PMO 19.10.2023 PMO Technology Overview 20.10.2023 PMO Project's Next Phases 22.10.2023 PMO Technology Proof of Concept 28.10.2023 PMO 29.10.2023 PMO Business Value Proposition 30.10.2023 PMO What is the Project? 10.11.2023 PMO Business Value Proposition 15.11.2023 PMO 18.11.2023 PMO Technology Overview 20.11.2023 PMO 23.11.2023 PMO Technology Proof of Concept 24.11.2023 PMO Project's Next Phases 30.11.2023 PMO What is the Project? 01.12.2023 PMO 10.12.2023 PMO What is Biotech Inc.? 13.12.2023 PMO 15.12.2023 PMO What is Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth? Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth - Business Case Project's Vendor Selection Process Project's Implementation Project - Overview Project's Vendor Selection Process Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth Implementation Program - Overview Biotech Inc. X Implementation Project - Overview
17.12.2023 PMO Technology Overview - Business Activity Monitoring
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Document Log Document Purpose Description Status File Name(s) Informative Informative Incomplete Informative Incomplete Incomplete Informative Incomplete Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth - Governance Model A model to define the decision making structure for Project A, how information will flow across the program as well as define program roles and accountabilities Under Review Biotech_HRM S_Governanc e_Model What is Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth? A high-level overview of Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth from a business and technology perspective. Particular emphasis is placed on the business benefits of the solution (e.g. process automation, business integration, etc). Informative_B iotech_Projec t Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth's Roadmap This document is meant to provide a high-level overview of the work that will be completed during the subsequent phases of the Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth Program. This document is meant to provide high-level information only, as specific documentation describing level of effort, deliverable descriptions, resource requirements, and program timelines is included in further documentation Roadmap_Bio tech_HRMS_U pgrade Biotech Inc. X Implementation Program Kick Off Program Kick Off The formal Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth Implementation Program Kick Off is split into two sessions. The purpose of the first session is to define the projects, explain how the project can benefit Biotech Inc., and give a brief demonstration of the Workday HSM software. The second half of the presentation has a more technical focus on the project. Biotech_Progr am_Kick_Off Intranet Announcement - General A brief one-page introduction to the project and the long-term benefits of Biotech Inc. expects to receive from its implementation. Biotech_Intra net_Announc ement_Gener al
Informative Incomplete Informative Incomplete Informative Incomplete Informative Incomplete Incomplete Intranet Announcement - Detailed A more detailed introduction to the Project: Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth, the benefits Biotech will receive from its implementation, the Project's vendor selection process, Workday HCM technology solution, and the entire Implementation Program . Biotech_Intra net_Announc ement_Detail ed Project's Vendor Selection Process A detailed explanation of the Project's vendor selection process including an analysis of the software market, the RFP evaluation and scoring, a description of the Proof of Concept (PoC) scenarios, the PoC evaluation, and the final vendor selection. HRMS_Vendor _Selection Technology Overview This presentation was created by Alex Smith (IT Infrastructure Lead) to provide an overview of Workday HCM technology solutions. Workday_Ben efits Technology Proof of Concept A presentation created by Aaron Wallace for Biotech Inc.. This document describes Wallace's Proof of Concept for the Project vendor selection process. Technology_P roof_Concept Biotech's Implementation Program Kick Off Program Kick Off Integrating Workday HCM for Growth Implementation Program Kick Off is split into two sessions. The purpose of the first session is to define the project, explain how the Project can benefit Biotech, and give a brief demonstration of the Workday HCM software. The second half of the presentation has a more technical focus on the Project. Biotech_Impl ementation_P rogram
Meeting Date Stakeholders/Attendees Facilitator Goal 2/7/2023 1 Liz 2/8/2023 2 2/9/2023 3 Aaron Wallace, Emily Carter 2/20/2023 4 2/21/2023 5 Entire Project Team David 2/26/2023 6 Alex Smith, Emily Carter Alex Smith 2/26/2023 7 Liz, Daniel, Jessica Liz 3/1/2023 8 Aaron Wallace, Michael Lee 3/15/2023 9 Rachel Green Discussing training and support plans 3/22/2023 10 David, Jessica Pearson David 4/1/2023 11 Emily Carter 4/15/2023 12 Entire Project Team Liz Pre-go-live review and final questions NOTES: Meeting # Liz, David, Emily, Alex, Daniel and Jessica Introduction to HRMS Upgrade and Governance Model Alex Smith, Rachel Green, Sarah Brown Rachel Green Overview of HRMS Upgrade from a business and technology perspective Aaron Wallace Review of HRMS Upgrade roadmap and project timelines Jessica Pearson, Michael Lee, Maria Gonzalez Jessica Pearson Discuss vendor selection process and Proof of Concept for HRMS Upgrade Project Kickoff and detailed overview of Workday HCM Detailing Workday HCM implementation phases Review of HR department's readiness for upgrade Aaron Wallace Finalizing integration strategies for Workday HCM Rachel Green, Sarah Brown, Maria Gonzalez Review of security protocols in HRMS upgrade Alex Smith, Emily Carter, Aaron Wallace Planning for system go-live and contingency plans
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g Log Document Reviewed Outcome Stakeholder Type Enlist Help, Support, and Lead Enlist Help, Support, and Lead Roadmap Biotech HRMS Upgrade Enlist Help, Support, and Lead HRMS Vendor Selection Enlist Help, Support, and Lead Biotech Program Kick Off Enlist Help, Support, and Lead Biotech Intranet Announcement General Keep Informed Biotech Intranet Announcement Detailed Involve as Needed HRMS Vendor Selection Enlist Help, Support, and Lead Workday Benefits Keep Informed Technology Proof of Concept Address Concerns and Engage Biotech Program Kick Off Enlist Help, Support, and Lead HRMS Vendor Selection Enlist Help, Support, and Lead Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth - Governance Model Governance model understood, decision on review process agreed upon. What is Biotech Inc.'s HRMS Upgrade: Integrating Workday HCM for Growth? Key business benefits identified, feedback on technology approach provided. Roadmap timelines adjusted, resource allocations discussed. Vendor selection criteria finalized, PoC approach agreed. Project officially initiated, roles and responsibilities clarified. Implementation phases defined, project schedule updated. HR readiness confirmed, additional training scheduled. Integration strategies approved, IT tasks assigned. Training plan refined, support roles designated. Security protocols approved, implementation scheduled. Go-live plan confirmed, contingency measures established. All pre-go-live items checked, team readiness confirmed.
Status Report The Program Status Report will include the following points, though more may be added ▪ ▪ ▪ ▪ ▪ Program/Project Status Report Template Project/Program Name The Program Status Report is a document that Project Managers and Program Leadership will use as a means of formal regular reporting on the status of the program/projects to key stakeholders, including the Strategic Committee, Program Sponsors and Project A Executive Status of project/program: project/program description; milestone deliverables for the last reporting period; program impact of success or failure of milestone deliverables for remaining period of program Budget Report: write with respect to planned expenditure, actual expenditure and deficit/surplus Risk Management Report: specify any changes to the major risks identified since the previous report and modification to strategies put in place to manage them, if appropriate Issues Report: include areas of concern, specific problems and any action/decision that needs to be taken by the Strategic Committee Program recommendations to ensure success including lessons learned Prepared By: Olsa Hoti Date 07.12.2023 Reporting Period: 07.12.2023 to 06.12.2024 Project/Program Overall Status Summary: The Workday HCM Integration for Growth project is going on schedule with key deliverables met and of course within the allocated budget. As of December 2023, the project has successfully completed initial phases, reflecting strong stakeholder engagement and in compliance to the strategic timeline.
Milestone Deliverables Performance Reporting Over Last Period Milestone Deliverables Due Date % Complete Deliverable Status Milestone 1 - Project Initiation and Planning Project Charter 21.09.2023 100% Completed Stakeholder Register 21.10.2023 100% Completed Risk Log 21.11.2023 100% Completed Milestone 2 - Design and Requirements Specification 15.12.2023 60% On schedule HRMS Design Documents 17.12.2023 55% On schedule Resource Allocation Matrix 17.12.2023 90% On schedule Project/Program Impact on Milestone Success or Failure for Program Remainder Project Budget/Financial Status Budget Item Planned Budget Actual Cost Variance/Explanation Hardware 179 180 HRMS Requirements Specification Initial milestones of the project have been already achieved. What could be a possible challenge to the project is the deliverables that may be dependent on many review participants. In other words, it may take more time to finish. Given that some core milestones are not yet achieved, up until this point no changes were needed. The difference is because of more servers needed.
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Software 630 635 Project Risk Management Status Risk & Descripti Risk Likelihood Risk Impact Risk Priority Change From Last Review Medium High High Medium Medium Medium High High High Project Issue Management Status Issue & Descript Project Impact Target Due Date Issue status Issue Resolution Medium 17.12.2023 High - - The offer for the software expired, so the price changed. Integration of new HRMS with legacy systems. Integration of new HRMS with legacy systems. Vendor dependency for HRMS customization New risk identified due to vendor delays in response times. Compliance with international employment Increased - New regulations introduced in multiple countries. Delays in finalizing HRMS Design Documents Open - Awaiting completion of HRMS requirements specification. Assign additional design resources to expedite the process. Inadequate stakeholder engagement. This is a continuous issue. The project manager is constantly checking for adequate Project/Program Recommendations: The HRMS Integration for Growth project is on track to be completed within the time frame and its budget. Objectives For Next Project/Program Review: For the next review, stakeholders should expect updates on the HRMS requirements specification and design document completion, in order for the project to stay on track. We will review the management of potential changes and the effectiveness of risk mitigation strategies, especially for system integration and training. The focus will be on aligning continued efforts with the strategic goals to deliver the project on time and of
Project A Implementation Team Name Role Company Office Phone Office Location Cell Phone Alex Smith IT Infrastructure Lead Biotech Inc. +1 123 456 7890 HQ - Building A +1 555 101 2020 Daniel Martinez Lead Project Manager Biotech Inc. +1 234 567 8901 HQ - Building A +1 555 202 3030 Jessica Pearson Chief Financial Officer Biotech Inc. +1 345 678 9012 HQ - Building B +1 555 303 4040 Emily Carter HR Department Head Biotech Inc. +1 456 789 0123 HQ - Building C +1 555 404 5050 Sarah Brown Legal Counsel Biotech Inc. +1 567 890 1234 HQ - Building C +1 555 505 6060 Michael Lee Senior HR Analyst Biotech Inc. +1 678 901 2345 Office Park - Building D +1 555 606 7070 Sophia Chang Marketing Director Biotech Inc. +1 789 012 3456 Office Park - Building E +1 555 707 8080 John Doe Software Developer Biotech Inc. +1 890 123 4567 Annex - Building F +1 555 808 9090 Jane Doe ality Assurance Specia Biotech Inc. +1 901 234 5678 Annex - Building G +1 555 909 0101 Chris Johnson Training Coordinator Biotech Inc. +1 012 345 6789 Remote - Home Office +1 555 010 1112 Extended Team
Email alex.smith@biotechinc.com d.martinez@biotechinc.com j.pearson@biotechinc.com e.carter@biotechinc.com s.brown@biotechinc.com m.lee@biotechinc.com s.chang@biotechinc.com john.doe@biotechinc.com jane.doe@biotechinc.com c.johnson@biotechinc.com
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