COM MANAGEMENT PLAN 30168

INNOCENT UMUHUZA

Introduction and Communications Management Approach

As the project manager, my name is Innocent Umuhuza, and my objective is to guarantee project success
by streamlining communication. The current problems of inconsistent reporting and a lack of
documentation will be addressed by the communications management strategy, which will create an
organized method for information distribution (mplaza, n.d.)

What Information Will Be Distributed?

Project progress updates, milestones, changes, issues, and resolutions.

How Will Information Be Distributed?

Through emails, meetings (face-to-face and virtual), and written reports.

When Will Information Be Distributed?

Weekly, bi-weekly, or monthly depending on the stakeholder and the type of information (youtube,
2022)

To Whom Will the Information Be Distributed?

To key stakeholders including George Cranston, Mary Pearson, Phillip Greenberg, William Scott, and
Shirley Johnson (youtube, 2022)

Potential Communications Constraints:

Time zone differences, availability of stakeholders, and varying levels of technical knowledge (youtube,
2022)

Project Status Report

Project Name: Wilmont’s Drone Delivery Pilot Project

Report Date: 23/05/2024

By: Innocent Umuhuza, Project Manager

1. Project Status Summary:

Current Phase: Integration Testing

Overall Status: On Track

Health Indicators:

Schedule: Green (On schedule)

Budget: Green (Within budget)

Scope: Green (No scope changes)

Quality: Yellow (Minor issues identified, being addressed) (pmi, 2024)

2. Progress Since the Last Report:

Completed Tasks:

50% completion of the online order entry system modification.

Initial customer communication framework set up.

Security framework design completed.

Initial integration testing with DronesTech systems commenced (pmi, 2024)

3. Upcoming Tasks:

Next Steps:

Resolve integration issues with the DronesTech mobile application.

Complete customer communication framework.

Accelerate customer registration approval process.

Continue integration testing.

Begin user training sessions (pmi, 2024)

4. Issues and Risks:

Current Issues:

Delay in the approval process for customer registrations.

Integration challenges with the DronesTech mobile application.

New Risks:

Potential delays in drone delivery testing due to unpredictable weather conditions in San Francisco.

Risk Mitigation:

Increasing the resources allocated to expedite the approval process for customer registration
(eclipsesuite, 2024)
The technical team checks in every day and prioritizes integration difficulties (eclipsesuite, 2024)

Keeping an eye on weather reports and scheduling backup testing date (eclipsesuite, 2024)

5. Budget Status:

Budget Allocated: $1,750,000

Current Expenditure: $850,000

Remaining Budget: $900,000

Forecast vs. Actual: On track to stay within the allocated budget.

6. Key Performance Indicators (KPIs):

Customer Registration Approvals: 60% complete

System Integration: 50% complete

Customer Communication Setup: 40% complete

Security Implementation: 100% complete

Overall Project Progress: 55% complete

7. Milestones Achieved:

The security framework's design is finished.

First interaction with systems from DronesTech.

Establishing the platform for customer communication.

8. Action Items:

Resolve integration issues with the DronesTech mobile application by 24/05/2024 – Assigned to
Phillip Greenberg.

Complete customer communication framework by 25/05/2024 – Assigned to Mary Pearson.

Accelerate customer registration approval process by 26/05/2024 – Assigned to Innocent Umuhuza.

9. Team Member Updates:

Phillip Greenberg (Project Manager, DronesTech): Working on resolving integration issues.

Mary Pearson (Project Lead, Business Operations): Overseeing customer communication

framework setup.

William Scott (Project Lead, Security Team): Completed security framework design.

Shirley Johnson (Change Management Coordinator): Planning user training sessions.

10. Stakeholder Updates:

George Cranston (Operations VP): Emphasized staying within budget and timely project
completion.

James Connor (CIO): Requested regular updates on technical integration progress.

11. Next Steps:

Proceed with integration testing while resolving any difficulties that may arise.

Complete the structure for customer communication.

Expedite the approval procedure for consumer registrations.

Plan for the upcoming testing phase and start user training sessions.

Additional Notes:

Weather Contingency: Monitoring San Francisco weather closely and planning for alternate testing
dates if necessary.

Communication Plan: All stakeholders will be kept informed through monthly executive meetings and
regular biweekly updates.

Well, the project is moving forward, with most activities completed on schedule and under budget.
Important milestones are being met, and minor problems are being resolved quickly. The project will stay
on schedule if integration and client approval procedures are given ongoing attention.
Meeting Agenda

Meeting Title: Project Status Meeting – Wilmont’s Drone Delivery Pilot Project

Date and Time: 22/05/2024

Location: Mariott Hotel

Participants:

Innocent Umuhuza (Project Manager)

George Cranston (Operations VP)

Mary Pearson (Project Lead, Business Operations)

Phillip Greenberg (Project Manager, DronesTech)

William Scott (Project Lead, Security Team)

Shirley Johnson (Change Management Coordinator)

Other relevant team members (list names)

Agenda Items:

Welcome and Introductions (5 minutes)

Introduce all participants

State the purpose of the meeting

Review of Previous Minutes (10 minutes)

Recap key points and actions from the last meeting

Confirm completion of action items

Project Updates (20 minutes)

Progress since the last meeting

Current phase of the project

Key milestones achieved

Discussion on Issues/Risks (20 minutes)

Review identified issues and risks

Discuss new issues and potential risks

Plan for risk mitigation

Action Items and Next Steps (15 minutes)

Outline tasks to be completed before the next meeting

Assign responsibilities and due dates

Any Other Business (10 minutes)

Open floor for additional comments or questions

Conclusion and Adjournment (5 minutes)

Summarize key points and decisions

Confirm next meeting date and time

Meeting Minutes

Meeting Title: Project Status Meeting – Wilmont’s Drone Delivery Pilot Project

Date and Time: 22/05/2024

Location: Mariott Hotel

Participants:

Innocent Umuhuza (Project Manager)

George Cranston (Operations VP)

Mary Pearson (Project Lead, Business Operations)

Phillip Greenberg (Project Manager, DronesTech)

William Scott (Project Lead, Security Team)

Shirley Johnson (Change Management Coordinator)

Summary of Discussions:

Welcome and Introductions:

Innocent Umuhuza welcomed all participants and stated the purpose of the meeting.
Review of Previous Minutes:

Key points and actions from the last meeting were recapped.

All previous action items were confirmed as completed.

Project Updates:

Progress since the last meeting:

Online order entry system modification is 50% complete.

Initial customer communication framework set up.

Current phase:

Integration testing with DronesTech systems.

Key milestones achieved:

Completion of the security framework design.

Discussion on Issues/Risks:

Identified issues:

Delay in the client registration approval process.

Problems integrating the DronesTech mobile app.

New issues and potential risks:

Potential delays in drone delivery testing due to weather conditions.

Risk mitigation plans:

Expediting the acceptance of customer registrations.

Technical group to give integration problems priority.

Action Items and Next Steps:

Tasks to be completed:

Resolve integration issues by [Insert Date] – Assigned to Phillip Greenberg.

Complete customer communication framework by [Insert Date] – Assigned to Mary Pearson.

Responsibilities and due dates:

Action items are assigned to relevant team members with clear deadlines.

Any Other Business

Open floor for comments:

George Cranston emphasized the importance of staying within budget.

Shirley Johnson suggested additional training sessions for the change management team.

Conclusion and Adjournment:

Key points and decisions summarized by Innocent Umuhuza.

Next meeting date and time confirmed: 25/10/2024

Next Meeting:

Date and Time: 25/10/2024

Location: Mariott Hotel

References
Eclipsesuite. (2024). Retrieved from Risk Mitigation: Meaning, Types, Aspects, and Benefits:
https://www.eclipsesuite.com/risk-mitigation/

Mplaza. (n.d.). Retrieved from Communication Management Approach:

https://mplaza.training/templates/prince2/communication-management-approach/

Pmi. (2024). Retrieved from Anatomy of an effective status report:

https://www.pmi.org/learning/library/anatomy-highly-effective-status-report-2198

Youtube. (2022, February 8th). Retrieved from Communication Management | The Five W's of
communication management | Great Learning: https://www.youtube.com/watch?
v=W3kNIwgIqA8