Project Name Project Plan Appendices E to F
Project name
Project plan
appendices E to F
Project Name – Project Plan – Appendices E to F
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Project Name – Project Plan – Appendices E to F
Appendix E – Communication management plans – internal and external
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Project Name – Project Plan – Appendices E to F
Monthly Reports
Consider reports to: project advisory group, Minister, Premier, Governor, hot issues, + give headings.
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Exception reports
Consider raising an exception report when task achievement is say 10% out of bounds and costs are, say 10% above budget.
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Meetings
Detail monthly and weekly meetings. See format for minutes attached.
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Internal communications management
See attached internal communications management matrix.
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Project office procedures
Specify how correspondence, files and e–mails will be handled.
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Control mechanisms
Specify for example, project plan, P3e, issues register, learnings register.
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Minutes
XYZ project/branch/committee meeting
Date / Date of meeting in full / Time / Insert from and to timePlace / Insert place of meeting
Chair / Insert name of chairperson
Minute taker / Insert name of minute taker
Attendees / Presence
Attendee name 1 / Present or apologies
Attendee name 2 / Present
Attendee name 3 / Present
Approval of minutes from the last meeting
Minutes of the last meeting held on (date) were agreed as a true and accurate record of the meeting.
Items arising from last minutesInsert details of any items that arose from the last minutes. This is body text style.
Agenda item 1 / Insert agenda item here, if required. This is table text style.Detail a summary of the discussions, issues, decisions made, actions and future topics.
Agenda item 2 / Insert agenda item here, if required. This is table text style.To create new agenda item copy the single row table and the paragraph below and paste it into a new line.
Other issues raisedDetail a summary of other issues raised outside the agenda items.
Date of next meetingThe next meeting will take place on date, time and place of meeting.
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Project Name – Project Plan – Appendices E to F
Internal communications management matrixProject Title: / C=Consult
A = Assist / S= Sign off/approval
P = Prime responsibility for preparation / D = Added to database for reference
R = Receives minutes or reports / T = Attends meetings and received minutes
Task / Resource Group / Project Team / Management / Support / Advisors / Other Stakeholders
Individuals / PM / Project Officer / Director / Business Manager
Meetings
Fortnightly (Project)
Monthly (Project)
Quarterly (Program)
Executive Briefings
Reports
Monthly
2 Months
Quarterly
Exception
Milestone
Project Completion
Newsletter / 2 Months
C/R / C/R / C/R / C/R / C/R / D
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Project Name – Project Plan – Appendices E to F
External communications plan
This Plan should take as its starting point the Communications strategy developed as part of the Business Case.
External communications plan
If a separate stand alone document is needed then an introduction would be required followed by:
–Relevant sections copied from the project plan such as:
–project stakeholders.
–project background.
–project current situation.
–project purpose or objectives.
–project scope.
–Sections as required from the communications strategy prepared as part of the business
case. Alternatively, just refer to this document.
–activities to be undertaken.
–communication tools to be used such as:
–frequently asked questions and responses
–project website
–free call 1800 telephone enquiry line
–fact sheets/information kit
–display material
–project contact cards
–Communications management
–project team
–schedule
–cost/budget
–risk identification and risk response protocols
–communication approval process
–role of consultants
–communication and consultation reporting
–Communications evaluation
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Stakeholder contact details
Project: ……………………………………………
Date: ………………………………………………
Prepared by: ……………………………………...
Stakeholder area / Stakeholder representative / Responsibility / Contact detailsPhone / Fax / Mobile / Email
Project …………………………………………
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Project Name – Project Plan – Appendices E to F
Communication requirements of stakeholders
Stakeholder / What information does this stakeholder require? / Why would they require this information? / How do we get this information to the stakeholder? / When should they get this information / How frequently? / Who will be responsible for ensuring this will happen? / Is this in the responsibility assignment matrix?Consultancy list
Number / Consultant / WBS element/internal order no / Purchase order no1
2
3
4
5
6
Variation log
No / Date / Variation / Source of funds / Amount / Time extension / Completion dateDepartment of Transport and Main RoadsGeneric OnQ templatePage 1 of 11
Project Name – Project Plan – Appendices E to F
Appendix F – Risk management plan
Broad strategy for risk management
Explain how the risks to the achievement of the project objectives will be managed, for example the process to identify, rate, manage, reduce and monitor risks and who is responsible.
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Summary of significant risk factors
–A risk workshop was conducted on …….
–Further risks will be identified as issues arise.
–Value management workshops will also be conducted as necessary for each of the
major remaining sections.
–Option: to list major risks here, or go directly to the risk register.
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Overall assessment of project risk
–Assess the likelihood and consequence of each risk, and then rate each risk, for
inclusion in the risk register.
–Then, summarise the significant risks on this project, for example they could
particularly relate to key stakeholder and community involvement.
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Detailed risk assessment
See attached risk register
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Project Name – Project Plan – Appendices E to F
Risk reference / Objective or activity(*refer to note) / Description of risk(s)
(source of the risk(s), likely to effect the objective or activity) / Risk owner / Existing controls / Risk assessment / Risk treatment or reporting
Likelihood of risk occurring(almost certain, likely, possible, unlikely, rare) / Consequence of risk occurring (severe, major, moderate, minor, negligible) / Risk rating(extreme, high, medium, low) / Risk control measures (evaluation or treatment or mitigation or actions)
Example: System stewardship / Changes to project scope as detailed in this document may delay the completion of this stage of the project / Special Projects Office / Possible / Severe / High
*Note: Risks that are identified must be linked to the key result areas and their objectives within the Strategic Plan
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