Communication Plan

Communication Summary
The purpose of this communication plan is to summarize how
communications will be made throughout the project. All the
communications to be made with all the stakeholders for the IIFA Awards,
Miami Project are described in this communication plan. This
communication plan will provide guidance for the the kind of responses to
be given out for any formal/ external requests for information, their
frequency and the person responsible for giving out this information.
Teleconferencing and company server mails will be used to maximize
communication and efficiency between all the stakeholders.

Internal/External Communications
The project manager will take up responsibility for any formal/ internal
communication.Status meeting and status reports form an integral part of
the internal communication. In some events, the project manager may
discuss the information with the finance team before communicating it.
Any external information requests like inquiries from the news and print
media will be sent out from the legal office after interaction with the
project manager.

Project Organizational Structure and

Stakeholders
The committees involved in this project are the IIFA Board, our finance
team and the business development division. The stakeholders are the
IIFA Board of Directors, our Business Analyst and Finance Account
Manager, the Project Manager, and the CEO of our company. They are as
mentioned in the list below.

Name

Title

Program

Contact

Role

Anand
Sharma

IIFA Board of
Director

IIFA Board

anandsharma
@iifabod.com

General
Administrat
ion

Vikas
Khanna

IIFA Board of
Director

IIFA Board

vikaskhanna@
iifabod.com

Administrat
ion
Manageme
nt

Sudarshan
Iyyer

IIFA Board of
Director

IIFA Board

sudharshaniiy
er@iifabod.co
m

Finance
Manageme
nt

Laksh Arora

Business
Analyst

Business
Development
Division

larora@ism.co
m

Analyse
business
and
progress

Amaaya
Raheja

Finance
Account
Manager

Finance
Team

araheja@ism.c Design
om
budget
check
revenues

Tulsi Bhansal

Project
Manager

Project Team

tbhansal@ism
.com

Manager
and take
responsibili
ty for
project

Gaurav
Kapoor

CEO

CEO

gkapoor@ism.
com

Head of all
Operations

Meetings and Reporting

The Expense report will be sent via email bi-weekly to all the stakeholders and will require
approval and reimbursement within 15 days of submission. The Progress report will be sent
electronically as well, expected feedback will be put into action as and when needed. The
Project Final report will be first disclosed in the final meet before closing the project. Hardcopies
of this project will be submitted to all stakeholders.

Communication and Resolution

The communication for this project will be through electronic mail and
submissions, teleconferencing, and meetings. All crucial steps in this
project will be communicated through internal board and stakeholder
meets. The final project meet will include handing over the final report to
all the stakeholders in this project. The resolution to all concerns and
discrepancies will be provided immediately after the meeting. These
meetings can include teleconferencing as well to maximize efficiency.

Escalation and conflict resolution

Board and stakeholder meets will involve resolution to any unforeseen
circumstances. Any escalation or conflicts that may arise will be resolved
after discussing the possible solutions during board meets and
incorporating a solution that best suits everyones interest.

PROJECT COMMUNICATION PLAN

DOCUMENT

AUTHOR

REQUIRED
DATE/
FREQUENCY

RECIPIENTS

ACTION
REQUIRED

COMMENTS

Project Charter

Project
Manager

November 1st,
2015

IIFA Board of
Directors,
CEO

Sign and
approve to go
further with the
project/ Commit
to funding the
project

Approval
requested within
a week of
submission

Project Scope
Document

Project
Planner/
Manager

November 15th, IIFA Board of

2015
Directors,
CEO

Ensure
everything as
per agreed
terms and
requirements

Approve and
Authorise

Work
Breakdown
Structure

Project
Manager

November 15th, Project team

2015

Recognise
individual part

Requesting
commencement
of the work for
individually
assigned role

Responsibility
Assignment
Matrix

Project
Manager

November 15th, Project team

2015

Reach out for

queries
regarding
responsibilities

Commencement
of work

Schedules

Project
Manager

November 25th, Project team

2015

Ensure
schedules are
suitable

Reach out for

changes/
discrepancies in
schedule

Budgets

Finance
Manager
& Project
Manager
& IIFA
Boards

November 25th, Finance

2015
Division

Approve the
resource and
budget
allotment

Approval required
within a week

Activity Network
Diagram

Project
Manager

December 10th, Project team

2015

Complete
allotted work

N/A

Communication
Plan

Project
Manager

December 10th, Project team

2015

Send the
documents to
respective team

Documents to be
sent strictly as per
the dates

Org Chart

Project
Manager

December 20th, Project team

2015

Reach out for

queries

N/A

Quality
Management
Plan

Quality
Analyst &
Project
Manager

May 15th, 2016

Quality
Assurance
Division and
project team

Modify if
needed to
improve quality
and client
requirements

Report to
solutions to within
3 days

Risk
Management
Plan

Risk
Analyst &
Project
Manager

July 30th, 2016

Risk
Assurance
team and IIFA
Board

Acknowledge,
manage and
strategize
reducing/
avoiding risks

Report solutions
within 5 days

Test Plans

Testing
Team

September
30th, 2016

Testing Team,
IIFA Board

Ensure
completion of
tests during the
allotted
schedules,
Request any
additional test

Approve and
Provide feedback

Test Results

Project
Manager
& IIFA
Board

November
201th, 2016

IIFA Board

Check and
approve of the
results/ suggest
changes

Approve results to
close the testing
stage

Formal
Acceptance of
Deliverables

Project
Manager
& CEO

December 1st,
2016

IIFA Board,
CEO

Approve
Deliverables

Signing and
Approval
requested within
a week of
document
submission

Meeting Agenda
Minutes of
meetings

Note Taker Weekly

Project team
and IIFA
Board

Read through
minutes

Provide feedback

Expense
Reports

Finance
and
Project
Manager

Finance
Division and
IIFA Board

Approve and
reimburse the
expenses

Approve and
reimburse within
15 days

Bi-weekly

Progress
Reports

Project
Manager/
Project
Team

Monthly

IIFA Board,
CEO, Project
team

Acknowledge
latest updates
and project
progress

Provide feedback

Invoices

Project
Manager

Bi-weekly

Finance
Division, HR
and IIFA
Board

For reference of
expense
statements

Reference

Final Report

Project
Manager

December 15th, IIFA Board,

2016
Project team,
CEO

Approve/ Close
Project

Approval required
immediately