Sawhi Electronics 17 km raiwind road Lahore Tel: 03400417294 [email protected] Installation of Electronics Lab Project Communication Management Plan This project communication management plan is a component of the project management plan that describes how project communication will be planned, structured, monitored, and controlled for electronics lab establishment at superior university Lahore. Distribution Release date Client Consultant Suppliers 20/12/2017 Superior university lahore HR manager SU Abc suppliers company AmendmentsAnyamendment to this plan shall be informed to the change control board of SAWHIelectronics by use of the change request form and approved by the projectchange control board prior to distribution. Only revised parts of the plan willbe distributed along with the approval and shall be accompanied by instructionshow to implement the changes.Theinitial page numbering system (to be added upon initial approval) will be anormal continuous numbering displayed in the lower right corner of each page.
In the event that pages have to be added, characters shall be added to thenumber. In case entire pages are deleted, the corresponding page shall bereplaced by a blank page stating “page removed”.Each added/changed pageshall have the revision number and date of approval displayed on the bottom of thepage.ProjectSponsor Approval Prepared by: Reviewed by: Approved by Proj. Sponsor: Place ,dd/mm/yyyy Place ,dd/mm/yyyy Place ,dd/mm/yyyy Shahdra lahore, 20/12/2017 Araian raiwind, 21/12/2017 Thokr lahore, 23/12/2017 rai saf PROJECT MANAGER SAWHI ABUBAKER Ali Khan Senior Manager Hadiqa Nazir Project sponsor Table of Contents Project Communication Management Plan. 1 Distribution. 2 Project Sponsor Approval 3 Communication Management Approach.
5 Communication Modes & Standards. 6 Internal 6 External (client) 6 Formal Communication. 6 Submittals. 6 Transmittals. 7 Informal Communication. 7 Meetings. 7 Meeting Schedule.
8 Other Informal Communication Modes. 8 Email & Fax. 8 Verbal Instrucotins. 9 Reports.
9 CommunicationManagement ApproachCommunicationfor the use of this document and project shall be defined as the meaningfulexchange of information horizontal or vertical between two or more partiesformal or informal through the exchange of ideas, concepts, expectations,instructions, and the like. It is the responsibility of the sender ofinformation to ensure that the information is received by the recipient andthat the information is encoded properly in a way that allows the recipient todecode it without misunderstanding.Allsenders and recipients at any time shall take a pro-active approach in order toensure an efficient and smooth communication.Other Project PlansThisproject communication management plan forms part of the overall projectmanagement plan. Further project plans to be read in conjunction to thisproject quality management plan are:· Project ManagementPlan,· Project ScopeManagement Plan,· ProjectRequirements Management Plan,· Project ScheduleManagement Plan,· Project CostManagement Plan,· Project QualityManagement Plan,· ProcessImprovement Plan,· Project HumanResource Management Plan,· (this Project Communication Management Plan),· Project RiskManagement Plan,· ProjectProcurement Management Plan,· ProjectStakeholder Management Plan,· Project FinancialManagement Plan,· Project Health andSafety Management Plan,· ProjectEnvironmental Management Plan,· Project Claim Management Plan. Communication Modes & StandardsInorder to ensure efficiency of communication, all formal communication shall bethrough document control.
The document controller registers all incoming andoutgoing documents, plans or whatsoever and distributes them as determined.Alldocuments, plans or whatsoever must have a unique reference number. In case ofmulti-page documents, the number on each single page shall be repeated in theheader or footer.Drawingswill use a defined title block containing certain standard information. Thetitle block will be determined by the respective department head.Alldocuments shall be signed and stamped by the authorized person.Flow of Formal Communication Disseminationof formal information, with implications on scope, time, cost, and qualityshall be through predefined and fixed lines of communication.
InternalWithinthe company information shall be circulated from department heads to departmentheads and registered by document controller if appropriate. Eachdepartment head for his area of responsibility controls and ensures thatcurrent, valid information, plans, etc. – whether at site or in the office -are at the disposal of executing staffs and workers, and that only validversions of a document are in use.
He provides his team with controlled copies and carries concern thatold, or superseded versions are collected and stamped accordingly or be takenotherwise out of circulation. External (client)Outgoingdocuments addressed to the client will be transmitted or submitted (whateverapplicable) as a hard copy to his office address.All documents are to be registered bydocument controller and reception of the transmittal/submittal will beacknowledged by the recipient.Formal CommunicationSubmittalsSubmittalsfor the use of this document and project shall be non-verbal exchange ofinformation including everything which the contract requires the contractor topresent for the purpose of review and illustrating some aspects of works or todemonstrate adherence to requirements and specifications and includes:- All drawings,- Product data,- Designs,- Diagrams,- Illustrations,- Schedules,- Samples,- Catalogue cuts,- Testing certificates,- Approvals,- Hand-over documents and- Other information prepared to illustrate someportion of work.TransmittalsTransmittalsfor the use of this document and project shall be non-verbal exchange ofinformation that provides information to another attached formal document.
Thetransmittal serves as a record of delivery and provides the recipient withinformation to identify the context in which to view the document.Typicaltransmittals include:- Letters,- Meeting minutes,- Requests,- Quotations,- Invoices, claims and the like,- Reports,- Change orders,- Response(s) to any of the above, and- Other formal correspondence.Informal CommunicationMeetingsMeetingsare gatherings of two or more people being convened for the purpose ofachieving a common goal through verbal sharing of information or reachingagreement.Meetingsusually occur face to face, in special cases telephone or Skype conferencecalls may be agreed upon.Meetingsshall be time well spent and therefore usually shall be hold periodically innot to short intervals and following specific rules, which in detail must bedetermined by the respective chair person. Common general rules are thedistribution of the meeting agenda not less than 1 working day in advance ofthe meeting and meeting minutes within 2 working days after the meeting.Further general rules are usage of sign-in sheets, the adherence to speakingtimes, etc.Meetingagendas shall define the date and venue of the meeting, the requiredparticipants, the topics for discussion and the presenter.
The first topicgenerally shall be a review of action items from the previous meeting.Meetingminutes are a summary/record of the meeting and at least comprise of the dateand duration of the meeting, the venue, a list of participants, the topics(item by item) along with actions to be taken, the owner of that action itemand the schedule. Meeting minutes shall be distributed to the meetingparticipants within 48 working hours after the meeting was finished. Anyclarifications or comments must be transmitted to the chair person, within 48hours after circulation of the meeting minutes.MeetingSchedule Type of meeting Chaired by (name & role or designation) Frequency Attendance 01 Project Team Meeting Project manager weekly – Project team 02 Design Meeting Technical lead As needed – Project team/parts thereof 03 Project Status Meeting Project manager Monthly – Project sponsor, – Key stakeholders, – Project team/part thereof, – PMO (if any) 04 Quality Meeting Quality manager Weekly – Project team, – Stakeholders as appropriate, – 05 HSE Meeting Safety manager Weekly – Project team/part thereof, – Stakeholders as appropriate, – OtherInformal Communication ModesEmail& FaxIn particular cases, where the above-described communication channels for obvious reasons are unsuited or would delay unnecessarily the exchange of information, the use of common communication methods such as email, fax or othersmay be agreed upon and be accepted in exceptional cases.Thiscommunication however usually shall be intended to be “for informationor advance information only” and must not replace the formal exchange of information. This means consequently that all information with impact on scope, cost,schedule or quality must be submitted/transmitted formally subsequently.
VerbalInstructionsVerbalinstructions with impact on scope, cost, schedule or quality are unacceptablein general. If in a particular case a verbal statement for reason of time isunavoidable, it must be submitted/transmitted formally within one hour.Itis up to the respective head of department or his superior manager observingtheir level of authority to follow the received verbal instruction or not.
ReportsReportsare formal communication and shall be prepared, registered and transmitted tothe various stakeholders. The frequency of transmission, level of details, andnature of the information contained therein depend on the stakeholder type, hislevel of influence, and the stakeholder requirements. Such requirements shallbe collected and a reporting format shall be developed accordingly.Althoughreports constitute formal communication, certain low-level reports depending ontheir content (e.g.
daily manpower), the frequency and in coordination with therecipient can be sent electronically. SN Type of report Responsible communicator Communication . method Frequency Addressees 01 Quality Assurance reports Quality Officer By Hand weekly Office of quality manager 02 Managerial repots Project management team By email Weekly Office of the project manager 03 Safety reports Safety Supervisor By email Weekly Office of the safety manager