Sawhi of the plan will be distributed along with

 

Sawhi Electronics

17 km raiwind road
Lahore

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 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

Amendments

Any
amendment to this plan shall be informed to the change control board of SAWHI
electronics by use of the change request form and approved by the project
change control board prior to distribution. Only revised parts of the plan will
be distributed along with the approval and shall be accompanied by instructions
how to implement the changes.

The
initial page numbering system (to be added upon initial approval) will be a
normal 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 the
number. In case entire pages are deleted, the corresponding page shall be
replaced by a blank page stating “page removed”.

Each added/changed page
shall have the revision number and date of approval displayed on the bottom of the
page.

Project
Sponsor 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
 

Communication
Management Approach

Communication
for the use of this document and project shall be defined as the meaningful
exchange of information horizontal or vertical between two or more parties
formal or informal through the exchange of ideas, concepts, expectations,
instructions, and the like. It is the responsibility of the sender of
information to ensure that the information is received by the recipient and
that the information is encoded properly in a way that allows the recipient to
decode it without misunderstanding.

All
senders and recipients at any time shall take a pro-active approach in order to
ensure an efficient and smooth communication.

Other Project Plans

This
project communication management plan forms part of the overall project
management plan. Further project plans to be read in conjunction to this
project quality management plan are:

·        
Project Management
Plan,

·        
Project Scope
Management Plan,

·        
Project
Requirements Management Plan,

·        
Project Schedule
Management Plan,

·        
Project Cost
Management Plan,

·        
Project Quality
Management Plan,

·        
Process
Improvement Plan,

·        
Project Human
Resource Management Plan,

·        
(this Project Communication Management Plan),

·        
Project Risk
Management Plan,

·        
Project
Procurement Management Plan,

·        
Project
Stakeholder Management Plan,

·        
Project Financial
Management Plan,

·        
Project Health and
Safety Management Plan,

·        
Project
Environmental Management Plan,

·        
Project Claim Management Plan.

 

Communication Modes & Standards

In
order to ensure efficiency of communication, all formal communication shall be
through document control. The document controller registers all incoming and
outgoing documents, plans or whatsoever and distributes them as determined.

All
documents, plans or whatsoever must have a unique reference number. In case of
multi-page documents, the number on each single page shall be repeated in the
header or footer.

Drawings
will use a defined title block containing certain standard information. The
title block will be determined by the respective department head.

All
documents shall be signed and stamped by the authorized person.

Flow of Formal Communication    

Dissemination
of formal information, with implications on scope, time, cost, and quality
shall be through predefined and fixed lines of communication.

Internal

Within
the company information shall be circulated from department heads to department
heads and registered by document controller if appropriate.

Each
department head for his area of responsibility controls and ensures that
current, valid information, plans, etc. – whether at site or in the office –
are at the disposal of executing staffs and workers, and that only valid
versions of a document are in use. He provides his team with controlled copies and carries concern that
old, or superseded versions are collected and stamped accordingly or be taken
otherwise out of circulation.

External (client)

Outgoing
documents addressed to the client will be transmitted or submitted (whatever
applicable) as a hard copy to his office address.

All documents are to be registered by
document controller and reception of the transmittal/submittal will be
acknowledged by the recipient.

Formal Communication

Submittals

Submittals
for the use of this document and project shall be non-verbal exchange of
information including everything which the contract requires the contractor to
present for the purpose of review and illustrating some aspects of works or to
demonstrate 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 some
portion of work.

Transmittals

Transmittals
for the use of this document and project shall be non-verbal exchange of
information that provides information to another attached formal document. The
transmittal serves as a record of delivery and provides the recipient with
information to identify the context in which to view the document.

Typical
transmittals 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 Communication

Meetings

Meetings
are gatherings of two or more people being convened for the purpose of
achieving a common goal through verbal sharing of information or reaching
agreement.

Meetings
usually occur face to face, in special cases telephone or Skype conference
calls may be agreed upon.

Meetings
shall be time well spent and therefore usually shall be hold periodically in
not to short intervals and following specific rules, which in detail must be
determined by the respective chair person. Common general rules are the
distribution of the meeting agenda not less than 1 working day in advance of
the meeting and meeting minutes within 2 working days after the meeting.
Further general rules are usage of sign-in sheets, the adherence to speaking
times, etc.

Meeting
agendas shall define the date and venue of the meeting, the required
participants, the topics for discussion and the presenter. The first topic
generally shall be a review of action items from the previous meeting.

Meeting
minutes are a summary/record of the meeting and at least comprise of the date
and 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 item
and the schedule. Meeting minutes shall be distributed to the meeting
participants within 48 working hours after the meeting was finished. Any
clarifications or comments must be transmitted to the chair person, within 48
hours after circulation of the meeting minutes.

Meeting
Schedule

 

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,
–   
 

Other
Informal Communication Modes

Email
& Fax

In 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 others
may be agreed upon and be accepted in exceptional cases.

This
communication however usually shall be intended to be “for information
or 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.

Verbal
Instructions

Verbal
instructions with impact on scope, cost, schedule or quality are unacceptable
in general. If in a particular case a verbal statement for reason of time is
unavoidable, it must be submitted/transmitted formally within one hour.

It
is up to the respective head of department or his superior manager observing
their level of authority to follow the received verbal instruction or not.

Reports

Reports
are formal communication and shall be prepared, registered and transmitted to
the various stakeholders. The frequency of transmission, level of details, and
nature of the information contained therein depend on the stakeholder type, his
level of influence, and the stakeholder requirements. Such requirements shall
be collected and a reporting format shall be developed accordingly.

Although
reports constitute formal communication, certain low-level reports depending on
their content (e.g. daily manpower), the frequency and in coordination with the
recipient 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

 

 

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