You are in the tenth week of the XYZ Business Workflow project, and things havent quite gone according to plan. At the end of the requirements analysis phase, your team told yo

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4-1 Case Scenario: Communication Plan

Cole Staats

Southern New Hampshire University

QSO-340 Project Management

Timothy Brecheen

May 28, 2023

4-1 Case Scenario: Communication Plan

Successful project management is more than allocating resources and delegating tasks. It is about communicating appropriately and effectively to minimize misunderstandings, keep everyone on the same page, and lay the foundation for achieving desired outcomes. That is why having a communication plan is crucial. A project communication plan is a document outlining how important project information will be communicated to key stakeholders. A good communication plan will determine who should be getting the information, how they will get it, and when they will receive it. A good communication plan will also keep the project on track, on time, and within budget. Further, a project communication plan will ensure every stakeholder is informed of the project's progress. Without a good project communication plan, the project team can easily face issues, leading to project failure. In this paper, I will create a communication plan for the XYZ Business Workflow project.

Line of Communication

A line of communication is the channel through which the project manager, the project team, and other stakeholders share information. The project manager will communicate with the project team through meetings. Regular meetings facilitate leadership, collaboration, and top-quality decision-making (A. Allen, 2014). Additionally, a well-organized project meeting at every critical phase of the project can help ensure the project stays on track. The team will cover different topics in the meeting, including the project schedule, issue log, the project progress, and project risk management.

The project manager will use email when there is a need to communicate with the team before the project meeting. Communicating via email is instantaneous. This can help disseminate information quickly and facilitate faster response (Acevedo, 2019). Email can also facilitates faster problem-solving and more efficient project processes.

Besides meetings and emails, the project manager will use instant messaging to communicate with the project team and other key stakeholders. Instant messaging allows immediate communication between two or more individuals in real time (Maina, 2013). Further, instant messaging can facilitate short conversations between the project team, enabling individuals to share important information quickly. For instance, the project team can share information about the project milestones. These are important events that occur during a project’s lifecycle.

Scope of Communication

The project manager will regularly communicate basic project information with the project team. Basic information about the project includes project description, the project’s start and end date, project status, and project category and priority. The most preferred communication channels would be emails and instant messaging. The project team will have approximately twenty-four hours to respond to emails and two to three minutes to respond to instant messages.

Once in a while, the project manager will communicate sensitive and classified information with the most important stakeholders, including the management team, project sponsor, software systems architect, software developers, and technical team leads. Communication channels may include meetings and emails. The project manager will identify the most preferred channel based on the conditions of the information to be communicated. Whatever the case, the project manager should communicate all the details consistently and effectively to ensure clarity and transparency. Adhering to a consistent and effective communication system can also prevent delays and misunderstandings. The response time will depend on the conditions of the message.

Methods or Techniques of Communication

The most common communication methods and techniques are verbal communication, written communication, and visual communication. The team can use verbal communication when they want to convey sensitive information. Verbal communication may include face-to-face meetings, phone calls, video conferences, and teleconferences. If the message to be communicated is not connected to any sensitive situation, written communication would be the better way to go. Sometimes, the team can use visual communication to convey complex information. Visuals, such as diagrams, pictures, drawings, graphs, and charts, can effectively communicate complex information about the project.

Specific Communication Processes

The communication process comprises steps or actions taken to communicate successfully. The project manager will hold regular status meetings with the team members to discuss the latest updates on the project. A good status meeting will help the team overcome challenges and answer important questions. The project manager can also use the escalation project to alert the company’s top management about challenges and issues that need immediate attention (Winch, 2013). For instance, if a key stakeholder cannot perform a certain task, it would be necessary to alert the top management about the issue. The project manager should communicate the escalation via phone or face-to-face. It is not advisable to use emails as they can delay the resolution.

References

Acevedo, L. (2019). The Advantages of Email in Business Communication. Chron.

A. Allen, J., Beck, T., W. Scott, C., & G. Rogelberg, S. (2014). Understanding workplace meetings: A qualitative taxonomy of meeting purposes.  Management Research Review,  37(9), 791-814.

Maina, T. M. (2013). Instant messaging an effective way of communication in workplace.  arXiv preprint arXiv:1310.8489.

MindEdge Inc. (2023). Project Management. Mindedge, INC.

https://doi.org/https://snhu.mindedgeonline.com/content.php?cid=159546

Winch, G. M. (2013). Escalation in major projects: Lessons from the Channel Fixed Link.  International Journal of Project Management,  31(5), 724-734.

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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
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