Communication Management

OP-PR-001

Issue No.
Prepared by Reviewed by Approved by
Issue date
(1.0) Name: Name: Name:
31/08/2012 Signature: Signature: Signature:

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Procedure Name :
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Project Management
COMMUNICATION MANAGEMENT Information System
Procedure No. : OP-PR-001 (PMIS)
Issue date : 31/08/2012 Issue no.: (1.0) Page no.: 2 of 5

Table of Contents

1-
32T 32T Purpose: ..................................................................................................... 3
32T 32T

2-
32T 32T Scope: ........................................................................................................ 3
32T 32T

3-
32T 32T Definitions: ................................................................................................ 3
32T 32T

4-
32T 32T Procedures: ................................................................................................ 3
32T 32T

5-
32T 32T Inputs/Outputs: ......................................................................................... 4
32T 32T

6-
32T 32T Tools, Personnel, Reference, Control (TPRC) Chart .................................... 4
32T 32T

7-
32T 32T Responsibility Assignment Matrix (RAM) ................................................... 4
32T 32T

8-
32T 32T Key Performance Indicators (KPI) ............................................................... 5
32T 32T

9-
32T 32T Forms list ................................................................................................... 5
32T 32T

10- Appendices

o Appendix 1: Flowchart
o Appendix 2: Forms
o Appendix 3: Checklists

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Project Management
COMMUNICATION MANAGEMENT Information System
Procedure No. : OP-PR-001 (PMIS)
Issue date : 31/08/2012 Issue no.: (1.0) Page no.: 3 of 5

1- Purpose:
This Communications Plan outlines the overall approach for communicating with stakeholders
the relevant project information and related issues, including the proper channels and
protocols. It outlines key messages, describes key stakeholders, and describes
communications activities.
The communication goal of the Project is to give Project participants the correct information
they need as soon as possible and by the most direct route. A system to achieve this is
comprised of the following:
 Well-defined lines of communication and action
 Informative and easy-to-understand forms and reports
 Storage systems, soft and hard copy, for easy storage and retrieval of information.
The Owners of this procedure are the Post Contract Supervision Consultant (PCSC) and QREIC
Project Manager (PM).

2- Scope:
This plan covers External communications [Between QREIC and other parties including
external stakeholders and contracted parties such as (End User, Post Contract Supervision
Consultant, General Contractor, etc.)]. Its scope encompasses all project phases up to close-
out.

3- Definitions:
Stakeholders: key individuals, groups of people, or institutions that may significantly
influence the success of the project, or any of its main deliverables.

4- Procedures
The PCSC will manage project communication according to the following systematic steps:
4-1 Identify Stakeholders, their role[s], their requirements, and the appropriate Strategies
for Obtaining Support or Reducing Obstacles (Refer to form no. OP-FR-001.01).
4-2 Identify and establish communication modes, channels and protocols
4-3 Identify and establish communication matrix (OP-FR-001.03) and notify project
participants (End User, Post Contract Supervision Consultant, General Contractor, etc.)
of the same.
4-4 Establish a Calendar for a project meetings and reports (OP-FR-001.02)
4-5 Implement the communication plan (modes, frequency, distribution, etc.) and log
communication transactions in [Correspondence status log (Sent – Received)] (OP-LG-
001.01)

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Project Management
COMMUNICATION MANAGEMENT Information System
Procedure No. : OP-PR-001 (PMIS)
Issue date : 31/08/2012 Issue no.: (1.0) Page no.: 4 of 5

4-6 Ensure timely and complete project data acquisition, sorting, dissemination, and
storage.
4-7 Upon project completion, archive documents and correspondence and extract and
disseminate lessons learned and best practices.

5- Inputs/Outputs:
5-1 Inputs
• Project Charter
• Contract Documents

5-2 Outputs
• Communication Plan
• Stakeholders’ Analysis
• Meetings/Reports Calendar
• Communication register [Correspondence logs (Sent – Received)]

6- Tools, Personnel, Reference, Control (TPRC) Chart

Tools Personnel
- Verbal communication - QREIC Project Manager (PM)
- Progress meetings - Post Contract supervision Consultant (PCSC)
- E-mails - General Contractor(GC)
- Correspondence - Stakeholders
- Primavera Contract Manager (PCM) - Government Authorities
Reference Control
- Communication Plan - Communication plan
- Contract Documents - Contract Documents

7- Responsibility Assignment Matrix (RAM)

A Approve
LA Lead Action
P Prepare / Perform
PIA Participate In Action
R Review
I Information

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Project Management
COMMUNICATION MANAGEMENT Information System
Procedure No. : OP-PR-001 (PMIS)
Issue date : 31/08/2012 Issue no.: (1.0) Page no.: 5 of 5

Topic: Communication Plan Responsibility

PCSC
PCM
COO
Activity

PM

GC
1. Identify Stakeholders and Modes of
I PIA I P PIA
Communication
2. Establish communication Matrix and notify I A R P PIA
project participants
3. Implement plan and log communication I I I P PIA
4. Ensure communication sorting, I I I P PIA
dissemination and storage
5. Archive completed project and generate I A PIA P PIA
lessons learned
8- Key Performance Indicators (KPI)
8-1 Communication cycle time efficiency =
Planned cycle time / Actual cycle time

8-2 Communication response ratio =

Number of open correspondence / Total number of correspondence

9- Forms list
Form no. Form Name Issue no.
OP-FR-001.01 Stakeholder Analysis Form 1.0
OP-FR-001.02 Meetings & Reports Calendar 1.0
OP-FR-001.03 Communication Matrix 1.0
OP-LG-001.01 Correspondence log (Sent – Received) 1.0

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