3. COMMUNICATION MATRIX Audience Vehicle of Communication Frequency Medium Source Delivered by Sensitivities Date Due Expected Results Sophia project Staff progress meetings Weekly Face-to-face/verbal Weekly status Each team For internal use only. Fridays, Update team members on status, team, IT specialist conversation & note reports member (we will Sensitivities depend on 10:00am to coordinate any project changes. taking take turns being agenda. 11:00am in charge of this meeting) Sophia project Common web site Every day Web pages and Important forms, Every team For internal use by Sophia team will have clear team (intranet) discussion board forum reports, contracts, member. Sophia project team understanding of project and discussions. members only. progress, and centralized access Password-protect site. to documents. Sophia project Mailing list Every day E-mail Project status Every team For internal use by Information shared quickly team, IT specialist reporting, member. Sophia project team among team members. customer members only. information, and any problems encountered. BPS and Gates Project plan review At project Formal face-to-face Project plan John S., Sophia Janie Ortega has final 2/22/2005 Educate BPS and Gates Foundation. meeting initiation presentation, followed project team authority at BPS. Foundation on services we are by discussion. member leading, Others may request agreeing to provide. Sign Distribute hardcopy via other team changes to scope, agreement on facilities that BPS e-mail. members although those will provide. Discuss all areas of attending. requests should be plan, and any requested changes directed towards her. from BPS. Take written meeting notes. Written sign-off from BPS on project plan, including any changes. E-mail meeting notes, including agreed upon changes. BPS Milestone meetings When facility Face-to-face meetings, Project plan John S., Sophia Any problems or scope 2/2/2005 & Sophia team will gain is ready, and and verbal follow-up project team changes should be 4/11/2005 understanding of facilities layout when discussions. member leading, reported to John S. and furniture setup. Educate equipment is other team BPS of progress. Gather scope installed members changes. attending. Audience Vehicle of Communication Frequency Medium Source Delivered by Sensitivities Date Due Expected Results BPS teachers Deliver face-to-face Daily Face-to-face, hands-on Microsoft Project Robert G., Jen J., 45 days, Comfortable knowledge of all training on Macromedia tutorials. schedule, training IT specialist starting programs for BPS teachers. software books 5/13/2005, ending 7/14/2005, for four hours a day. BPS teachers Deliver face-to-face Daily Face-to-face, hands-on Microsoft Project Alejandro G., 45 days, Comfortable knowledge of all training on Adobe software tutorials. schedule, training Takehiro H., IT starting programs for BPS teachers. books specialist 7/15/2005, ending 9/15/2005, for four hours a day. BPS teachers and Occasional lunch or dinner Occasionally Informal conversations. Sophia project Any member of the Gather feedback and develop administrators, with BPS teachers and , team Sophia project team healthy communication with the Gates Foundation administrators approximatel can schedule informal BPS and the Gates Foundation. y once every gatherings. two weeks, during training BPS teachers Feedback forms Weekly Handed out in class, Stock form Jen Do not share Starting Learn of any requests for and also via e-mail. comments on feedback 5/13/2005, changes to our training. forms with anyone ending other than Sophia 9/15/2005 project team. Gates Foundation Financial progress Bi-weekly Face-to-face meetings, Reports from Takehiro Hara Do not share reports of Establish and maintain trust with meetings and e-mail accountant and accountant money being spent with Gates Foundation. Keep them correspondence. BPS teachers. informed of how grant money is being spent. Audience Vehicle of Communication Frequency Medium Source Delivered by Sensitivities Date Due Expected Results Freelance Marketing brochure Weekly Face-to-face meetings Old brochures John S. 4/18/2005 to Detailed and attractive brochures designer, BPS, specifications meetings and e-mail from Sophia 6/9/2005 for the Sophia Multimedia Center. Gates Foundation, Technology, John S. written specifcations from BPS and from Gates Foundation. IT specialist Job responsibility updates Daily Face-to-face meetings, Project plan Jen J., Alejandro IT specialist reports to From project Clear understanding with IT e-mail, telephone G. Jen J. and Alejandro G. launch to specialist about what her job project responsibilities are. completion, 2/22/2005 to 9/20/2005 Lawyer Contract and liability At project Face-to-face, Project plan, work Robert G. All members of Sophia From project Legal advising throughout meetings initiation, as telephone, e-mail breakdown Technology should not launch to project, acceptance contract for needed structure discuss contract and project BPS and Gates Foundation to liability information with completion, sign project completion. outside people. 2/22/2005 to 9/20/2005 Accountant Give receipts, bills to Weekly hardcopy, e-mail, fax Project team Takehiro Hara Do not share reports of From project Communicate costs with accountant members money being spent with launch to accountant. Get weekly reports BPS teachers. project from accountant. completion, 2/22/2005 to 9/20/2005 Broadband LAN system dialy face-to-face, Progress of LAN Takehiro Hara 3/1/2005 to Exact Installation company telephone, and e-mail system installtion 3/31/2005 BPS Acceptance criteria review Once, at Face-to-face/verbal Project Plan Takehiro Hara BPS may disagree that 9/21/2005 Review acceptance criteria in meeting project we have met our project plan, and our progress. completion agreed upon Get sign-off from Janie Ortega, responsibilities. assistant superintendent.
Pages to are hidden for
"ad643-sophia-communication-matrix"Please download to view full document