ad643-sophia-communication-matrix

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					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.

				
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