4-1 case scenario: communication plan

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Overview

One important project planning activity is to create a communication plan that helps establish clear and efficient lines of communication. In this assignment, you will create a communication plan for the XYZ Business Workflow project.

Prompt

Create a communication plan for the XYZ Business Workflow software development project team. Use the scenario and project information from Project One, including the project plan documents you have created to inform your communication plan.

Specifically, you must address the following rubric criteria:

  • Show the line of communication between the members of the project team, the project manager, and the other stakeholders.
  • Describe the scope of communication for all stakeholders, including the frequency, level of detail, and recommended response time.
  • Outline the methods or techniques of communication the team should use based on the type of information they need to share.
  • Describe any specific communication processes, such as status meetings, escalation process, and so on.

For your response, you can draw on the course material, your experience, and research.

Guidelines for Submission

Submit a document of 2 to 4 pages containing the communication plan.

I have attached the Project Plan for Reference. 

3-2 Project One: Project Plan

Cole Staats

Southern New Hampshire University

QSO-340 Project Management

Timothy Brecheen

May 21, 2023

Stakeholder register

Several parties are involved in the software development project designed to give XYZ Financial Services a custom software solution to optimize workflows and procedures. The following people and groups are included on the stakeholder registry.

1.
XYZ Financial Services Management Team: The management team consists of key decision-makers and executives who have a vested interest in the successful implementation of the software solution. They provide strategic direction, allocate resources, and ensure alignment with organizational goals.

2.
Project Sponsor: The project sponsor is a senior-level executive responsible for championing the project within the organization. They provide the necessary support, secure funding, and help overcome any organizational barriers that may arise during the project.

3.
Project Manager: The project manager is responsible for overall project coordination, planning, and execution. They communicate with stakeholders, manage project timelines, and ensure the successful delivery of the software solution.

4.
Software Architect: A software architect develops the general framework and technical components of a particular software solution. To guarantee the system’s scalability, dependability, and adherence to industry best practices, they collaborate closely with the development team.

5.
User Interface (UI) Designer: The UI designer oversees making user-friendly and aesthetically pleasing interfaces. The company’s brand colors, and visual identity are included in the UI design in collaboration with stakeholders to achieve the desired appearance and feel.

6.
UI Developer: The UI developer brings the UI design to life by implementing it using programming languages, technologies, and frameworks. They focus on ensuring the functionality, responsiveness, and seamless user experience of the software solution’s interface.

7.
Technical Team Leads: Technical team leads oversee specific areas of the software development process. They provide technical guidance to developers, conduct code reviews, and ensure adherence to coding standards and project requirements.

8.
Software Developers: The custom software solution must be coded and programmed by the software developers. To put the needed features and functionality into place, they collaborate closely with the software architect and UI designer.

9.
Software Testers: The software testers perform quality assurance and testing activities to identify and resolve any issues or bugs in the software solution. They verify that the solution meets the specified requirements and ensure its overall reliability and performance.

10.
End Users: The end users are the individuals within XYZ Financial Services who will utilize the software solution to perform their day-to-day tasks and workflows. Their feedback and input are crucial in ensuring that the solution meets their needs and improves their efficiency and productivity.

11.
External Consultants: External consultants with specific knowledge may be involved, depending on the project’s complexity. They offer direction, market knowledge, and best practices to guarantee the software solution is delivered successfully.

Name

Position

Role in the project

Influence on the project

Outcome

Dennis Morgan

Project sponsor

Financing the project

High

necessary support, secure funding

John Goodwill

PM

overall project coordination

Moderate

Overall Project Manager

Sarah Whiteston

Team lead

Lead the project team

Moderate

Well-coordinated Team management

Michael Burton

Software systems architect

design layout of software

High

a software application with well described specs

Wendy Sam’s

User interface designer

Designing software interface

moderate

A well implemented UI with clearly stated specifications

Anderson Kins

UI developer

Developing software interface

Moderate

A UI that meets the proposed deliverables

Abbas Stevens

Alexis Fremon

Harrison Fobs

Developers

Implement software through coding

High

Software that meets the overall design requirements

Neil Kimber

Technical team lead

Ensure quality of technical deliverables

High

All client concerns are well taken care of

TBD

Software testers

Software System Testing

Moderate

Ensure software runs as intended

TBD

IT Team

provides technical infrastructure

Moderate

successful implementation and maintenance of the software

TBD

External consultants

provide guidance, industry insights, and best practices

moderate

ensure the successful delivery of the software solution

Risk register

The risk register identifies potential project risks that may have a negative impact on the desired outcomes of the software development project. Mitigation measures will be implemented to reduce the likelihood of these risks occurring or eliminate them entirely. The risk register includes the following risks.

Risk Description

Frequency of occurrence (1-5)

Impact

Response strategy

Personnel responsible

Status

Inadequate Requirements Gathering

3

Delays in development, rework, dissatisfaction among stakeholders

Conduct thorough interviews and workshops with stakeholders

Project Manager

In progress

Inadequate software developers

2

Misalignment of expectations, resistance to change, potential project delays

Establish a clear communication plan, assign dedicated stakeholder engagement member

Project Manager

Ongoing

Technical Challenges

4

Delays in development, compromised functionality, increased project costs

Conduct technical feasibility assessment, involve technical experts

Technical Team Leads

ongoing

Insufficient User Adoption and Training

3

Damage to reputation, legal and regulatory implications, loss of customer trust

Implement robust security measures, regular security assessments

Technical Team Leads

Ongoing

Data Security and Privacy Breaches

2

A software that does not meet client needs

Hire qualified individuals to be part of the project team

Technical team lead

Ongoing

Resource Availability

4

Delays in project timelines, compromised quality, increased costs

Conduct thorough resource assessment, plan resource requirements

Project Manager

Ongoing

Unrealistic Timelines

3

Increased stress on the project team, compromised quality, and delayed project completion

Conduct project timeline analysis, involve key stakeholders

Project Manager

Ongoing

Work breakdown structure

The work breakdown structure provides a hierarchical representation of the tasks involved in the software development project. Each task should be completed in the order specified, and dependencies between tasks should be considered. This structure helps in organizing and managing the project activities, ensuring a systematic and efficient approach to project execution.

Responsibility Assignment Matrix

The responsibility assignment matrix clarifies the roles and responsibilities of each project team member for different tasks involved in the software development project. It ensures clear communication and accountability throughout the project lifecycle.

Note

R: Responsible – The team member or role responsible for completing the task.

A: Accountable – The team member or role is ultimately accountable for the task’s completion and overall project success.

C: Consulted – Team members or roles that will provide input or expertise for the task.

I: Informed – Team members or roles that need to be kept informed about the progress or outcomes of the task.

Project manager

Software Architect

UI designer

UI developer

Technical Team Leads

Software developer

Software testers

Requirements Gathering

A

R

C

C

C

C

I

Project Planning

R

C

C

C

C

C

I

Software Design

R

A

C

C

C

C

I

UI Design

C

C

A

C

C

C

I

Software Development

R

R

C

A

C

C

I

Testing and Quality Assurance

R

C

C

C

A

C

R

User Acceptance Testing

R

C

C

C

C

C

A

Deployment and Implementation

A

C

C

C

C

C

R

User Training

A

C

C

C

C

C

R

Project Review and Documentation

A

C

C

C

C

C

C

References

MindEdge Inc (2023). Project Management. Mindedge, INC.
https://doi.org/https://snhu.mindedgeonline.com/content.php?cid=159546

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