ICT-Governance-Framework-Application

Communication Schedule

ICT Governance Framework Implementation Project

Document Control Information

Document Information
Document Title	Communication Schedule
Project	ICT Governance Framework
Version	1.0
Date	August 11, 2025
Author	Project Manager
Reviewer	Communications Lead
Approver	Project Sponsor
WBS Code	1.1.2.1.4
Activity ID	A012
Status	Baselined

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Executive Summary

This Communication Schedule provides a detailed timeline and framework for all project communications throughout the ICT Governance Framework implementation. It defines specific communication events, frequencies, responsibilities, and deliverables to ensure consistent and effective stakeholder engagement.

Key Features:

• Structured Timeline: Phase-based communication schedule with specific dates and milestones
• Role Clarity: Clear assignment of communication responsibilities (R&Rs)
• Stakeholder Alignment: Communications mapped to stakeholder needs and preferences
• Baseline Control: Formal baseline with change control procedures

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Communication Schedule Overview

Schedule Principles

1. Stakeholder-Centric: All communications designed around stakeholder needs and preferences
2. Frequency Optimization: Balanced frequency to maintain engagement without overwhelming
3. Escalation Pathways: Clear escalation routes for urgent communications
4. Feedback Integration: Regular feedback collection and schedule adjustments
5. Quality Assurance: Review and approval processes for all formal communications

Communication Phases

Phase	Duration	Focus	Key Communications
Initiation	Weeks 1-4	Project launch and stakeholder alignment	Kickoff, charter approval, initial briefings
Planning	Weeks 5-12	Detailed planning and stakeholder buy-in	Planning reviews, requirement validation, resource confirmation
Execution	Weeks 13-40	Implementation and progress tracking	Status reports, milestone updates, issue resolution
Monitoring	Weeks 13-44	Continuous oversight and adjustment	Performance dashboards, risk reviews, change communications
Closure	Weeks 41-44	Project completion and transition	Final reports, lessons learned, handover communications

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Detailed Communication Schedule

Phase 1: Initiation (Weeks 1-4)

Week 1

| Day | Communication Item | Audience | Owner | Format | Duration | |—–|——————-|———-|——-|——–|———-| | Mon | Project Kickoff Meeting | All Stakeholders | Project Manager | In-person/Virtual | 2 hours | | Wed | Executive Sponsor Briefing | Executive Sponsors | Project Manager | Presentation | 1 hour | | Fri | Team Formation Meeting | Core Project Team | Project Manager | In-person | 1.5 hours |

Week 2

| Day | Communication Item | Audience | Owner | Format | Duration | |—–|——————-|———-|——-|——–|———-| | Mon | Stakeholder Registration Confirmation | All Stakeholders | Communications Lead | Email | N/A | | Wed | Steering Committee Formation | Steering Committee | Project Sponsor | Meeting | 1 hour | | Fri | Department Manager Briefings | Department Managers | Change Manager | Presentation | 45 min each |

Week 3

| Day | Communication Item | Audience | Owner | Format | Duration | |—–|——————-|———-|——-|——–|———-| | Mon | Technical Team Orientation | Technical Team | Technical Lead | Workshop | 3 hours | | Wed | First Steering Committee Meeting | Steering Committee | Project Manager | Meeting | 2 hours | | Fri | Stakeholder Feedback Session | Key Stakeholders | Communications Lead | Survey/Interviews | Ongoing |

Week 4

| Day | Communication Item | Audience | Owner | Format | Duration | |—–|——————-|———-|——-|——–|———-| | Mon | Project Charter Review | Executive Sponsors | Project Manager | Document Review | N/A | | Wed | Communication Plan Approval | Steering Committee | Communications Lead | Presentation | 30 min | | Fri | Phase 1 Completion Report | All Stakeholders | Project Manager | Email/Portal | N/A |

Phase 2: Planning (Weeks 5-12)

Weekly Recurring Communications

| Communication Item | Frequency | Day | Time | Audience | Owner | Format | |——————-|———–|—–|——|———-|——-|——–| | Project Status Meeting | Weekly | Monday | 9:00 AM | Core Team | Project Manager | Virtual Meeting | | Technical Working Group | Weekly | Wednesday | 2:00 PM | Technical Team | Technical Lead | Virtual Meeting | | Stakeholder Check-ins | Bi-weekly | Friday | Various | Key Stakeholders | Communications Lead | Phone/Email |

Monthly Communications

| Communication Item | Week | Audience | Owner | Format | |——————-|——|———-|——-|——–| | Steering Committee Meeting | Week 1 | Steering Committee | Project Manager | Meeting | | Executive Dashboard Update | Week 2 | Executive Sponsors | Project Manager | Dashboard | | Department Manager Briefing | Week 3 | Department Managers | Change Manager | Presentation | | All-Hands Project Update | Week 4 | All Stakeholders | Project Manager | Email/Intranet |

Phase 3: Execution (Weeks 13-40)

Daily Communications

| Communication Item | Frequency | Time | Audience | Owner | Format | |——————-|———–|——|———-|——-|——–| | Team Stand-up | Daily | 8:30 AM | Core Team | Scrum Master | Virtual Meeting | | Issue Escalation (as needed) | As needed | Immediate | Relevant Stakeholders | Issue Owner | Phone/Email |

Weekly Communications

| Communication Item | Day | Time | Audience | Owner | Format | |——————-|—–|——|———-|——-|——–| | Project Status Report | Friday | 5:00 PM | All Stakeholders | Project Manager | Email/Portal | | Risk Review Meeting | Thursday | 10:00 AM | Risk Committee | Risk Manager | Virtual Meeting | | Technical Progress Review | Tuesday | 3:00 PM | Technical Team | Technical Lead | Virtual Meeting |

Bi-weekly Communications

| Communication Item | Week | Audience | Owner | Format | |——————-|——|———-|——-|——–| | Executive Briefing | Odd weeks | Executive Sponsors | Project Manager | Presentation | | Change Impact Assessment | Even weeks | Affected Departments | Change Manager | Report |

Monthly Communications

| Communication Item | Week | Audience | Owner | Format | |——————-|——|———-|——-|——–| | Steering Committee Meeting | Week 1 | Steering Committee | Project Manager | Meeting | | Milestone Review | Week 2 | Key Stakeholders | Project Manager | Presentation | | Training Updates | Week 3 | End Users | Training Lead | Email/Intranet | | Vendor Coordination | Week 4 | External Vendors | Procurement Lead | Meeting |

Phase 4: Monitoring (Weeks 13-44)

Continuous Monitoring Communications

| Communication Item | Frequency | Audience | Owner | Format | |——————-|———–|———-|——-|——–| | Performance Dashboard | Real-time | All Stakeholders | System Administrator | Online Dashboard | | Automated Alerts | As triggered | Relevant Stakeholders | Monitoring System | Email/SMS | | Health Check Reports | Weekly | Technical Team | Operations Lead | Report |

Phase 5: Closure (Weeks 41-44)

Week 41

| Day | Communication Item | Audience | Owner | Format | |—–|——————-|———-|——-|——–| | Mon | Project Closure Initiation | Core Team | Project Manager | Meeting | | Wed | Final Deliverable Review | Steering Committee | Project Manager | Presentation | | Fri | Transition Planning Meeting | Operations Team | Operations Lead | Meeting |

Week 42

| Day | Communication Item | Audience | Owner | Format | |—–|——————-|———-|——-|——–| | Mon | Lessons Learned Session | Project Team | Project Manager | Workshop | | Wed | Final Executive Briefing | Executive Sponsors | Project Manager | Presentation | | Fri | Knowledge Transfer Sessions | Support Teams | Technical Lead | Training |

Week 43

| Day | Communication Item | Audience | Owner | Format | |—–|——————-|———-|——-|——–| | Mon | Project Closure Report | All Stakeholders | Project Manager | Document | | Wed | Final Steering Committee | Steering Committee | Project Manager | Meeting | | Fri | Celebration Event | All Stakeholders | Project Manager | Event |

Week 44

| Day | Communication Item | Audience | Owner | Format | |—–|——————-|———-|——-|——–| | Mon | Final Documentation Handover | Operations Team | Documentation Lead | Meeting | | Wed | Project Archive Completion | PMO | Project Manager | Process | | Fri | Post-Project Review | Steering Committee | Project Sponsor | Meeting |

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Roles and Responsibilities (R&Rs)

Communication Roles

Project Manager

Primary Responsibilities:

• Overall communication strategy execution
• Stakeholder relationship management
• Status reporting and dashboard maintenance
• Escalation management
• Communication plan adherence

Communication Deliverables:

• Weekly status reports
• Executive briefings
• Steering committee presentations
• Project closure communications

Authority Level: Full authority for routine communications; requires sponsor approval for external communications

Communications Lead

Primary Responsibilities:

• Communication plan development and maintenance
• Stakeholder engagement coordination
• Communication quality assurance
• Feedback collection and analysis
• Communication metrics tracking

Communication Deliverables:

• Communication plan updates
• Stakeholder feedback reports
• Communication effectiveness metrics
• Engagement strategy recommendations

Authority Level: Authority for communication process and quality; escalates content decisions to Project Manager

Technical Lead

Primary Responsibilities:

• Technical communication coordination
• Technical documentation oversight
• Technical stakeholder engagement
• Integration communication management

Communication Deliverables:

• Technical status reports
• Architecture documentation
• Integration updates
• Technical risk communications

Authority Level: Full authority for technical communications; coordinates with Project Manager for business impact

Change Manager

Primary Responsibilities:

• Change communication strategy
• Impact communication management
• Training communication coordination
• Adoption communication support

Communication Deliverables:

• Change impact assessments
• Training announcements
• Adoption progress reports
• Resistance management communications

Authority Level: Authority for change-related communications; coordinates with Project Manager for timing

Risk Manager

Primary Responsibilities:

• Risk communication coordination
• Issue escalation management
• Risk reporting and dashboards
• Mitigation communication support

Communication Deliverables:

• Risk registers and reports
• Issue escalation notifications
• Mitigation status updates
• Risk dashboard maintenance

Authority Level: Authority for risk communications; escalates critical risks to Project Manager

Approval Matrix

Communication Type	Preparer	Reviewer	Approver	Timeline
Executive Communications	Project Manager	Communications Lead	Project Sponsor	3 business days
External Communications	Communications Lead	Project Manager	Project Sponsor	5 business days
Technical Documentation	Technical Lead	Subject Matter Expert	Technical Lead	2 business days
Status Reports	Project Manager	Communications Lead	Project Manager	1 business day
Change Communications	Change Manager	Project Manager	Change Manager	2 business days
Risk Communications	Risk Manager	Project Manager	Risk Manager	1 business day
Training Materials	Training Lead	Subject Matter Expert	Training Lead	3 business days
Meeting Minutes	Meeting Scribe	Meeting Chair	Meeting Chair	1 business day

Escalation Procedures

Level 1: Team Level

• Trigger: Routine issues, standard communications
• Response Time: Same day
• Authority: Team leads and managers
• Communication: Direct contact, email, team meetings

Level 2: Project Level

• Trigger: Project impact, stakeholder concerns, schedule issues
• Response Time: 24 hours
• Authority: Project Manager, Steering Committee
• Communication: Formal reports, escalation meetings

Level 3: Executive Level

• Trigger: Strategic impact, major risks, external issues
• Response Time: 4 hours
• Authority: Project Sponsor, Executive Sponsors
• Communication: Executive briefings, emergency meetings

Level 4: Crisis Level

• Trigger: Critical issues, project failure risk, external crisis
• Response Time: Immediate
• Authority: Executive Leadership, Board
• Communication: Crisis communications, emergency protocols

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Communication Quality Assurance

Quality Standards

Content Quality

• Accuracy: All information verified and fact-checked
• Relevance: Content appropriate for audience and purpose
• Clarity: Clear, concise, and understandable language
• Completeness: All necessary information included
• Timeliness: Delivered according to schedule

Format Standards

• Consistency: Standardized templates and formats
• Professional Presentation: High-quality visual design
• Accessibility: Compliant with accessibility standards
• Version Control: Proper versioning and change tracking
• Archive Management: Systematic storage and retrieval

Review Process

Pre-Distribution Review

1. Content Review: Subject matter expert validation
2. Quality Check: Communications lead review
3. Approval Process: Appropriate authority approval
4. Final Check: Distribution list and format verification
5. Distribution: Controlled release to stakeholders

Post-Distribution Follow-up

1. Delivery Confirmation: Verify receipt by key stakeholders
2. Feedback Collection: Gather stakeholder responses
3. Effectiveness Assessment: Measure communication impact
4. Improvement Identification: Document lessons learned
5. Process Refinement: Update procedures as needed

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Communication Metrics and KPIs

Engagement Metrics

Metric	Target	Measurement Method	Frequency
Stakeholder Response Rate	>85%	Email responses, meeting attendance	Weekly
Communication Satisfaction	>4.0/5.0	Stakeholder surveys	Monthly
Information Accuracy	>95%	Feedback analysis, error tracking	Monthly
Timeliness Compliance	>90%	Schedule adherence tracking	Weekly
Stakeholder Engagement Score	>4.2/5.0	Engagement assessment surveys	Quarterly

Effectiveness Metrics

Metric	Target	Measurement Method	Frequency
Decision Speed	<3 days average	Decision tracking system	Monthly
Issue Resolution Time	<5 days average	Issue management system	Weekly
Change Request Processing	<7 days average	Change management system	Monthly
Stakeholder Alignment	>80% agreement	Alignment surveys	Quarterly
Communication ROI	Positive trend	Cost-benefit analysis	Quarterly

Reporting Dashboard

Real-time Metrics

• Communication delivery status
• Stakeholder response rates
• Active issues and escalations
• Upcoming communication events

Weekly Reports

• Communication effectiveness summary
• Stakeholder engagement trends
• Quality metrics dashboard
• Schedule compliance status

Monthly Analysis

• Comprehensive communication assessment
• Stakeholder satisfaction analysis
• Process improvement recommendations
• Strategic communication planning

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Risk Management and Contingency Planning

Communication Risks

Risk	Probability	Impact	Mitigation Strategy	Contingency Plan
Stakeholder Disengagement	Medium	High	Regular check-ins, personalized approach	Escalation to sponsor, direct intervention
Information Overload	High	Medium	Targeted communications, summary formats	Simplified communications, key message focus
Technical Communication Gaps	Medium	High	Technical liaison roles, translation support	Expert briefings, simplified documentation
Geographic/Time Zone Challenges	High	Medium	Multiple time slots, recorded sessions	Asynchronous communication, regional coordinators
Communication System Failures	Low	High	Backup systems, multiple channels	Manual processes, alternative platforms

Contingency Procedures

System Failure Response

1. Immediate: Switch to backup communication channels
2. Short-term: Implement manual processes
3. Medium-term: Restore primary systems
4. Long-term: Review and improve system resilience

Stakeholder Crisis Response

1. Assessment: Evaluate stakeholder concerns and impact
2. Response: Develop targeted response strategy
3. Communication: Implement crisis communication plan
4. Recovery: Rebuild stakeholder confidence and engagement

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Change Control and Baseline Management

Baseline Information

Baseline Element	Version	Date	Approver
Communication Schedule	1.0	August 11, 2025	Project Sponsor
Stakeholder Register	2.0	August 7, 2025	Project Sponsor
Communication Plan	1.0	August 7, 2025	Project Sponsor
R&R Matrix	1.0	August 11, 2025	Project Sponsor

Change Control Process

Change Request Procedure

1. Identification: Change need identified by stakeholder or team member
2. Documentation: Formal change request submitted
3. Assessment: Impact analysis conducted
4. Review: Change control board evaluation
5. Decision: Approval or rejection with rationale
6. Implementation: Approved changes implemented
7. Communication: Change notification to stakeholders
8. Update: Baseline documentation updated

Change Authority Matrix

Change Type	Authority	Approval Required
Minor Schedule Adjustments	Project Manager	Communications Lead
Stakeholder Contact Updates	Communications Lead	Project Manager
Communication Method Changes	Communications Lead	Steering Committee
Major Schedule Changes	Steering Committee	Project Sponsor
Stakeholder Role Changes	Project Manager	Project Sponsor
Communication Plan Revisions	Steering Committee	Project Sponsor

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Implementation Guidelines

Schedule Activation

Pre-Implementation Checklist

• All stakeholders identified and registered
• Communication tools and systems tested
• Team roles and responsibilities confirmed
• Templates and standards finalized
• Baseline approval obtained
• Training completed for communication team
• Backup procedures established
• Metrics collection systems ready

Go-Live Process

1. Week -1: Final preparation and system checks
2. Day 1: Schedule activation and initial communications
3. Week 1: Monitor and adjust based on initial feedback
4. Month 1: Comprehensive review and optimization

Success Factors

Critical Success Factors

• Executive Sponsorship: Strong leadership support and participation
• Stakeholder Buy-in: Active engagement from key stakeholders
• Resource Availability: Adequate resources for communication activities
• System Reliability: Robust communication infrastructure
• Team Competency: Skilled communication team members

Success Indicators

• High stakeholder satisfaction scores
• Consistent meeting attendance
• Timely response to communications
• Effective issue resolution
• Positive project momentum

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Appendices

Appendix A: Communication Templates

• Status Report Template
• Executive Briefing Template
• Meeting Agenda Template
• Meeting Minutes Template
• Stakeholder Update Template
• Issue Escalation Template

Appendix B: Contact Directory

• Complete stakeholder contact information
• Emergency contact procedures
• Time zone reference guide
• Communication preferences matrix

Appendix C: Technology Guide

• Communication platform instructions
• System access procedures
• Troubleshooting guide
• Technical support contacts

Appendix D: Compliance Requirements

• Regulatory communication requirements
• Data privacy considerations
• Security protocols
• Audit trail procedures

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Document Status: BASELINED
Approved By: [Project Sponsor Name]
Date: August 11, 2025
Next Review: September 11, 2025

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This Communication Schedule supports Activity A012 (WBS 1.1.2.1.4) and provides the detailed framework for stakeholder communication throughout the ICT Governance Framework implementation project.

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