Week 6 Discussion Question Initial Response The Communication plan is definitely one of the most important aspects in the

project management plan. Creating the project communication plan and generating the project needed information in a timely fashion is definitely important for the project success. Without any doubts, the project communication plan is very critical and very important aspect and a common methodology that been used during all the project lifecycle and phases, its guarantee a well integration and sharing information between all these phases. Additionally, the communication plan depend on the project natural, some projects different natural and that may require different and specific way of communications to adapt with the project natural. At this case study, we must take into considerations that there are different procedures may require at the communication plan due to the different types of stakeholders that involved at this project. For example, this project involved The State Governor and The Ministry of the Environment, these kind of stakeholders will definitely affect the kind of communications that need to be designed. The Communication Plan for the Project Lifecycles 1. Initiation Phase: This phases is very important, during this phase all the stakeholders must be involved at all the communication plan level and share with them all the required information to guarantee they well known about the project aspects. Due to the scale of this project and its influence upon the community, the project manager must ensure that the state governor, ministry of environment and the Public Works Department and Road Development Authority are involved at the project in efficient ways which will not affect the project sequences and progress.

The followings are some methodologies and type of informations that could be used to communicate and share different kinds of information with all the stakeholders at this phase: The Main Stakeholders (Client, project manager, sponsors, affected citizens and project team): The Project conceptual Design The Project Charter Project Budget Weekly meeting minutes about the project progress Conceptual relation between the exits and citizens neighbourhoods Concept Design approval to be able to move to the planning phase Weekly meeting Monthly meeting with external stakeholders The resentment citizens projections

State Governor: The Project conceptual Design Weekly meeting minutes about the project progress Conceptual relation between the exits and citizens neighbourhoods Monthly meeting resentment citizens situation

Ministry of Environment: The Project conceptual Design Environmental conceptual studies about the project impact upon the environment Environmental conceptual studies clearance to be able to move to the planning phase Monthly meeting

Public Works Department and Road Development Authority The Project concept Design Tunnel, bridges and highway Structural design concept Concept Design approval to be able to move to the planning phase Monthly meeting

2. Planning Phase: During this stage, the client and the project sponsor need to be involved to the construction time schedule, the whole project budget, expected deliverables and meetings, this involvement will the help the project team to have all the needed information at the execution stage. Also, the project team must discuss with the project sponsor the risk management plan and all the expected risks could happen to the project. The followings are some methodologies and type of information that could be used to communicate and share different kinds of information with all the stakeholders at this phase: The Main Stakeholders (Client, project manager, sponsors, affected citizens and project team): Create the Project management plan Create the risk management plan Final budget estimate Final project schedule estimate The project final design Execution start date Alternative traffic flow Quality control requirements Monthly meeting with external stakeholders Weekly meetings Weekly meeting minutes about the project progress The resentment citizens projections

State Governor: The project final design The project management plan Alternative traffic flow Monthly meeting Weekly meeting minutes about the project progress resentment citizens situation Execution start date

Ministry of Environment: The project final design The final environmental studies about the project impact upon the environment The final environmental studies approval to be able to move to the execution phase Execution start date Monthly meeting Weekly meeting minutes about the project progress

Public Works Department and Road Development Authority Tunnel, bridges and highway Structural final design drawings Design drawings approval to be able to move to the execution phase Alternative traffic flow Monthly meeting Weekly meeting minutes about the project progress Execution start date

3. Execution Phase: During this stage, the senior management and the project sponsor must have the updated information about the status update, progress report, risks response projections and quality requirements, the project manager is responsible to review and collect all the mentioned topics and give to the project sponsor and senior management. At this stage, its important that all the stakeholders must know its responsibilities and what is expected from each others at the end of the project. Weekly meeting minutes about the project progress must be performed at this stage to be able to evaluate the project progress, time schedule and budget. The project sponsor must have the enough information about the project progress to ensure that the funding will not be a main problem.

The followings are some methodologies and type of information that could be used to communicate and share different kinds of information with all the stakeholders at this phase: The Main Stakeholders (Client, project manager, sponsors and project team): The updated project management plan The updated risk management plan Risks responses projections Quality control plan Monthly meeting with external stakeholders Weekly meetings Monitoring the alternative traffic flow Weekly meeting minutes about the project progress The resentment citizens condition Project performance

State Governor: The updated project management plan Quality control plan Monthly meetings The resentment citizens condition Project performance Monitoring the alternative traffic flow Weekly meeting minutes about the project progress

Ministry of Environment: Monthly meeting Weekly meeting minutes about the project progress Environmental plan inspection Quality control plan

Public Works Department and Road Development Authority Monitoring the alternative traffic flow Project performance Request for inspection for the structural elements

4.

Monitoring and Controlling Phase: This stage is testing the project performance according to the time schedule, project budget, WBS and project quality. All the communications at this stage must containing informations and control charts from risk management plan, quality control plan, quality assurance findings. In addition, the resentment citizens must be reviewed and check them acceptance about the exits location.

The followings are some methodologies and type of informations that could be used to communicate and share different kinds of information with all the stakeholders at this phase: The Main Stakeholders (Client, project manager, sponsors and project team): The updated project management plan The updated risk management plan Risks responses results Request for Inspection Results Project performance Monthly report Weekly meeting minutes about the project progress Quality management plan report Report about the resentment citizens Weekly meetings

State Governor: Monthly meeting Quality management plan report Weekly meeting minutes about the project progress Report about the resentment citizens Request for Inspection Results

Ministry of Environment: Monthly meeting Quality management plan report Report about the resentments regarding the environmental issues The updated environmental plan Weekly meeting minutes about the project progress

Public Works Department and Road Development Authority: 5. Monthly meeting Quality management plan report Structural inspections Weekly meeting minutes about the project progress Request for Inspection Results

Closing Phase: At this project phase, the project stakeholders must ensure that all the problems regarding the resentment citizens, quality control, inspection results and project performance had been solved.

The followings are some methodologies and type of informations that could be used to communicate and share different kinds of information with all the stakeholders at this phase: The Main Stakeholders (Client, project manager, sponsors and project team): Project performance results Final report Final budget report to the planned one Compliance inspections Final completion certificate Warranty certificate Project documentations Project As built drawings Final quality control report Final completion date Maintenance guide

State Governor: Final report Final completion date Final quality control report Final completion certificate Project performance results

Ministry of Environment: Final Report about the resentments regarding the environmental issues Final completion date Environmental certificate

Public Works Department and Road Development Authority Final completion date Final structural inspection report Structural design certificate Expansion joints maintenance guide

Conclusion

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a05d9aeccb0b8f0f%40sessionmgr4005&vid=1&hid=4102&bdata=JnNpdGU9ZWRzLWxpdmUmc2NvcGU9 c2l0ZQ%3d%3d#db=bth&AN=86027451 (Accessed 21 Feb. 2014) Sai On, C., Tak Wing, Y. & Man Chung, L. (2013), Interweaving Trust and Communication with Project Performance *online+. Journal of Construction Engineering & Management. Vol. 139 Issue 8, p941-950. 10p. Available From: http://eds.a.ebscohost.com.ezproxy.liv.ac.uk/eds/detail?sid=34b66e55-a9d6-49eb-9081b6707b08fd4c%40sessionmgr4002&vid=1&hid=4102&bdata=JnNpdGU9ZWRzLWxpdmUmc2NvcGU9 c2l0ZQ%3d%3d#db=bth&AN=88958316 (Accessed 21 Feb. 2014). Project Management Institute (2000), A guide to the project management body of knowledge [online]. 2000 Edition, Newtown Square, Pennsylvania USA. Available from: http://www.cs.bilkent.edu.tr/~cagatay/cs413/PMBOK.pdf (Accessed 21 Feb. 2014)