dESTINATION : aUSTRALIA
communication plan
The Communication Plan is the basis for practicing professional institutional
communication. Communication is a task that includes a multitude of activi-
ties and is addressed to many types of public with one to multiple objecti-
ves.
The communications plan is an instrument that encompasses the com-
munication program (short, medium and long term), which includes
goals, strategies, target audiences, basic messages, actions, schedu-
le, budget and evaluation methods.
This tool aims to coordinate and supervise the optimization of the
image and communication strategy of the organization, as well
as to design the main lines of information and communication
management specific to the entity.
ATM ID: NAA RFT 2017/1058
Agency: National Archives of Australia
Category: 81110000
Computer services
PREPARED BY STEPHANY LANDINEZ
POSITION PROJECT MANAGER
DATE 22 MARCH 2017
VERSION No. IV
1
DOCUMENT CHANGE CONTROL
DATE : 27 AUG 2015 As this one was the first approach to the project, the lack of
VERSION deinitive information resulted in a vague communication plan.
The tasks and the stakeholders were undefined.
Project Manager, Business Develop-
0 ment Manager, Web Designer
DATE : 13 DEC 2015 The specifications of the knowledge management system for
VERSION the new ads were not completely designed. The information
sharing links between the two companies were not completely
Project Manager, Communications
I officer, Archive Librarian
effective.
DATE : 20 APR 2016
This version was needed to do some modifications to the current
VERSION feedback tool of the data entry system due to late communica-
Project Manager, Communications tions and tasks delayed.
II officer, Archive Librarian
DATE : 17 SEP 2016 The non immediate strategy to link the Systems security manager
VERSION and the Data testing and integrity technician has been causing
Project Manager, Communications some operational problems in the API functioning.
III officer, Archive Librarian
GlosSary
Key Performance Indicator (KPI) Validation Agile
KPIs are performance measu- Validation or Signing off The Out Of Balance action is a
rements that indicate progress demonstrates that the product, corrective action developed to
toward a desirable outcome. service, and/or enterpise as prevent the appearance and
Strategic KPIs monitor the imple- provided, fulfills its intended use. recurrence of a problem. This
mentation and effectiveness of action is based on the identifi-
an organization's strategies, cation of the causes and the
determine the gap between repercussions of the issue.
actual and targeted perfor- Work In Progress (WIP)
mance and determine organi-
zation effectiveness and opera- Any work that has not been
tional efficiency.
Scrum
completed but that has already
incurred a capital cost to the
organization. Any software that Scrum is an agile project mana-
has been developed but not gement methodology or
Administrative Sign Off framework used primarily for
deployed to production can be
considered a work in progress. software development projects
The administrative Sign Off is the with the goal of delivering new
official closure given to a software capability every 2-4
project. This document means OOB Action weeks. It is one of the approa-
the finalization of the process ches that influenced the Agile
and the approval of both parts The Out Of Balance action is a Manifesto, which articulates a
of the contract. It also designa- corrective action developed to set of values and principles to
tes the initialization of the prevent the appearance and guide decisions on how to deve-
warranty period. recurrence of a problem. This lop higher-quality software
action is based on the identifi- faster.
cation of the causes and the
repercussions of the issue.
2
tablet of contentS
Introduction 3
Communication Objectives 4
Communication Purpose and Target Audiences 4
Communication Message and Delivery 3
Communication Message Contents 3
introduction
The National Archives of Australia, with the help of us as service provider, is in the pro-
cess of upgrading the Destination: Australia website with the goal of improving its
functionaluty and interactivity.
The new portal will enable the National Archives of Australia to register the public data
and photographic collections featured on the site.
For this project the Communications Plan will specify crucial links between people and
information, necessary for successful communication. The guide of the Project mana-
ger is to communicate with the project team, stakeholders, client and sponsor. All
people involved in the project must understand how communications affect the pro-
ject as a whole.
Project Components / Stakeholder Groups
administrative design financial database
CEO Web Designer CFO Data Manager
EA Information Finance Officer Database Designer
Architecture Designer
Archive Librarian Interaction Business Analyst Database Programmer
Designer
Assistant Archive Data Entry Clerk
Librarian Social Media Designer
Administration Data Analyst
Manager
Administrative Support marketing programming
Officer
Marketing Manager Technical Developers Security
testing Communications
Officer
Web Master
Systems Security
Manager
Publicist Systems Security
Usability Tester API Platform Guru
Architect
Metrics Analyst Social Media App Integration Privacy Officer
Manager Developer
3
objectives
Specify the way in which the information will be distributed and shared
between the internal and external stakeholders in order to succeed.
Develop a detailed information system to generate a complete data base with
all the documentation and evidence of every step of the project.
Keeping the personnel updated with the progress of the project with the objec-
tive of motivating the work teams throughout their tasks.
Communication Purpose and Target Audiences
Communication Matrix - Purpose and Target Audiences
The communication matrix is an assessment tool designed to
pinpoint exactly how an individual is communicating and to
provide a framework for determining logical communication
goals. It allows you to think through how to communicate
most efficiently and effectively to the various constituents.
STAKEHOLDER
STAKEHOLDER THEME OF CONTENT FORMAT FRECUENCY
GROUP
Progress Reports, Budget Issues, Achiev ed Meetings, Company
CEO Two Months
Goals, Activ ities Stage, External Requirements Emails, Reports
Progress Reports, Budget Issues, Achiev ed Meetings, Company
EA W eekly
Goals, Activ ities Stage, CEO Schedule Emails, Reports
ADMINISTRATIVE
Archiv e Librarian Knowledge Information System Adds Status Reports Three Months
Assistant Archiv e Request of Information Adds, Reminders of
Company Emails Three Months
Librarian Feedback
Administration
Progress Reports, Changes in the Strategies Meetings, Reports Monthly
Manager
Administrativ e
Reminders of W IP Schedule Company Emails Monthly
Support Officer
Meetings, Company
CFO General Budget State Two Months
Emails, Reports
FINANCIAL
Meetings, Company
Finance Officer Current Budget Details, Budget Div ision Monthly
Emails, Reports
Financial Forecast, Correctiv e Financial Meetings, Company
Business Analyst Three Months
Actions Emails, Reports
4
State of the Marketing Processes, New Meetings, Company
Marketing Manager Monthly
Strategies to Apply, External Rquirements Emails, Reports
Communications Reminder of the Commnication Chanels, Meetings, Company
MARKETING
Monthly
Officer Rev iew of the Communication Chanels Emails
Forms, Company
Publicist W IP Reports Three Months
Emails, Meetings
Social Media W IP Reports , Users Feedbak Reports, Next Forms, Company
Monthly
Manager Tasks Emails, Meetings
Company Emails,
W eb Designer W IP Reports , Feedbak Reports, Next Tasks W eekly
Meetings
Information Company Emails,
W IP Reports, Next Tasks W eekly
DESIGN
Architecture Designer Meetings
Forms, Company
Interaction Designer W IP Reports , Feedbak Reports, Next Tasks W eekly
Emails, Meetings
W IP Reports , Users Feedbak Reports, Next Company Emails,
Social Media Designer Monthly
Tasks Meetings
Forms, Company
Technical Dev elopers W IP Reports, Next Tasks W eekly
Emails, Meetings
PROGRAMMING
State of the W eb Production Processes, New Meetings, Company
W eb Master W eekly
Strategies to Apply, External Rquirements Emails, Reports
Forms, Company
API Platform Guru W IP Reports, Next Tasks W eekly
Emails, Meetings
App Integration W IP Reports , Users Feedbak Reports, Next Company Emails,
Monthly
Dev eloper Tasks Meetings
Forms, Company
Data Manager Data Entry State, Timing Forecast Monthly
Emails, Meetings
Modifications Database Report, Feedbacck Company Emails,
Database Designer Monthly
Database Quality Meetings
DATABASE
Modifications Database Report, Feedbacck Company Emails,
Database Programmer Monthly
Database Eficience Meetings
Forms, Company
Data Entry Clerk Data Entry State, Timing Forecast W eekly
Emails, Meetings
Conclusion of the Data Entry, Correctiv e Forms, Company
Data Analyst Monthly
Actions Emails, Meetings
Systems Security Security Protocols, Security Tools Manual, Forms, Company
Two Months
Manager Quality of the Security System Report Emails, Meetings
SECURITY
Systems Security
Security Tools Manual Company Emails Three Months
Architect
Priv acy Officer Security Issues Generated, Correctiv e Actions Forms, Company Emails Two Months
Forms, Company
Usability Tester Testing Protocols Description and Results Two Months
TESTING
Emails, Meetings
Forms, Company
Metrics Analyst Testing Analysis and Correctiv e Actions Two Months
Emails, Meetings
5
COMMUNICATION MANAGEMENT PROCEDRES
