20090923communications Planv1.0
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Project Communications Plan Project Acronym: ERIS Version:1.0
Contact: James Toon Date:23/09/2009
Project Information Project Acronym
ERIS
Project Title
Enhancing Repository Infrastructure in Scotland
Start Date
1/04/2009
Lead Institution
University of Edinburgh on behalf of SCURL (Scottish Confederation of University and Research Libraries)
Project Director
Name: Sheila Cannell Position: Director of Library Services, University of Edinburgh Email: [email protected] Tel: 0131 650 3383; Fax: 0131 650 3380 Address: 5 Buccleuch Place, University of Edinburgh, Edinburgh, EH8 9LJ
Project Manager contact details
&
End Date
31/03/2011
Name: James Toon Position: ERIS Project manager, University of Edinburgh Email: [email protected] Tel: 0131 650 3850; Fax: 0131 650 3380 Address: 5 Buccleuch Place, University of Edinburgh, Edinburgh, EH8 9LJ
Partner Institutions
Primary Partners: University of Edinburgh (lead institution); CDLR (Centre for Digital Library Research, University of Strathclyde); DCC (Digital Curation Centre); National Library of Scotland; OCLC / RLG; SAC (Scottish Agricultural College); SCURL (Scottish Confederation of University and Research Libraries); SLIC (Scottish Library and Information Council); University of Glasgow; Secondary Partners: Research pools: SAGES (Scottish Alliance for Geoscience, Environment and Society), SICSA (Scottish Informatics and Computer Science Alliance); SIRE (Scottish Institute for Research in Economics); SULSA (Scottish Universities Life Sciences Alliance) SCURL members: Heriot-Watt University; RGU (The Robert Gordon University); UWS (University of the West of Scotland); University of Aberdeen; University of Dundee; University of St Andrews; University of Stirling; The project also enjoys the full support of Universities Scotland.
Project Web URL
TBC
Programme (and number)
Name
Programme Manager(s)
Document title: JISC Project Plan
Information Environment Programme 2009-11
Name: Andrew McGregor Position: Programme Manager, Digital Repositories Email: [email protected] Telephone: +44 (0) 203 006 6067; Mobile: +44 (0) 7989 356 452 Fax: +44 (0) 207 240 5377 Address JISC Executive, Brettenham House (South Entrance), 5 Lancaster Place, London, WC2E 7EN
22683807.doc
Project Communications Plan Project Acronym: ERIS Version:1.0
Contact: James Toon Date:23/09/2009 Document Name
Document Title
Communications Plan
Reporting Period
N/A
Author(s) role
James Toon
&
project
Date
Filename
22683807.doc
URL
if document is posted on project web site
Access
Project and JISC internal
General dissemination
Document History Version
Date
Comments
0.1 Initial Draft
28/07/2009
Initial draft for comment
0.4 Draft
22/09/2009
Include specific research pool communications
1.0 Release
24/09/2009
Release version
Table of Contents 1. ERIS Project Communications Plan..................................................................... ....................3 i. Context............................................................................................................. ..................3 ii. Stakeholders............................................................................................................. .........3 iii. Summary of communication documents......................................................... ..................3 iv. Other communications with stakeholders...................................................................... ....3 v. Information providers...................................................................................... ...................4 vi. Frequency of communication................................................................................... .........4 vii. Communication Plan............................................................................................ ............5
Document title: JISC Project Plan
22683807.doc
Project Communications Plan Project Acronym: ERIS Version:1.0
Contact: James Toon Date:23/09/2009
1. ERIS Project Communications Plan i. Context The Communications Plan identifies all parties interested in the project - i.e. the stakeholders and contains a description of the means and frequency of communications between them and the project team. Details of communications will include the specifics about the project, its progress and its outputs. The Communications Plan is to be regularly reviewed for effectiveness and completeness. It is a working document for review and revision during the project.
ii. Stakeholders The stakeholder list for the project is based on those identified in the agreed Project Plan plus appropriate partners and contributors identified by the work packages. This list will be reviewed and revised as the project progresses.
iii. Summary of communication documents Apart from the Communications Plan, there are other formal documents which provide information out from the project. These are shown in the table below. Document Mid term and Final Reports Highlight Reports Project Plan Risk/Issue Log Work Package Plan defined as required)
(to be
Project quality plan
Formative reviews Project Closure Report
Use Default 2 per year mid term report schedule with Programme Manager, final report as expected NB. Proposed schedule December 2009, June 2010, December 2010 and final report March 2011 To provide a concise report on project progress. To identify what is being proposed and when it will be done. To identify risks that might affect the project and proposed responses. To identify what activities will be undertaken to deliver the project’s products. To describe the current position of completion against product descriptions (i.e. objective evidence of completion). This will take place at ‘stage points’ which correspond to key delivery points of the project, which broadly correspond to 6 monthly review points (Sept-March 09 and 10) To review progress against the project objectives and identify areas of potential change/issue. To notify completion of the project. and identify any lessons learned and ongoing actions.
Not all of the above documents will be circulated widely, but all have the potential to communicate with stakeholders on the project’s progress or otherwise.
iv. Other communications with stakeholders Other ‘informal’ communications with stakeholders will include (NB. marked in blue shading below):
Direct communications to individuals on issues affecting them.
General Publicity about the Project. This is planned to be undertaken via the project website and project blog).
Document title: JISC Project Plan
22683807.doc
Project Communications Plan Project Acronym: ERIS Version:1.0
Contact: James Toon Date:23/09/2009
Reports to those directly affected by project activity (such as the repository community, research pools etc), including timescale of implementations.
Project presentations and participation in related events (repository, JISC and researcher led)
v. Information providers The communications from the project will be mainly undertaken by the Project Manager (James Toon) however some communications activities may be delegated as required to specific workpackages. For more detail see the Communications Plan at the end of this document. Where appropriate, briefings prepared by the Project Manager may be published under the name and authority of the Project Director and/or Project Board. The project will also seek to establish communications to partner members through their own internal channels such as newsletters, blogs and other circulars
vi. Frequency of communication The proposed frequency of each communication is indicated in the Communications Plan. Some communications may be issued “as and when”. A number of communications documents will not be formally issued, but are available for review. These will me maintained via the ERIS Project Basecamp site which is to be used for joint working and to maintain copies of key project documents.
Document title: JISC Project Plan
22683807.doc
Role
Project Board Project Delivery Team Project Steering Group Project implementers X X X X X X X X X X X
Formative reviews
ERIS Project news updates
General publicity via partner presentations/familiarisation
X
Project Closure Report
Work Package plans
Project Plan
Update briefing on Project
Product Descriptions / Quality plan
Risk and Issue Log
Stakeholder Mid term Reports
Highlight Report
Method
Duration of project – see dissemination plans
As and when – via project blog /website and via partner institutions
Once
Revised at each mid term review
To coincide with project board meetings
Generally Available
Monthly
Refined each Stage
Available
Default 2 per year mid term report schedule with Programme Manager
Every two months with delivery team
Frequency
vii. Communication Plan
X X X X X X
Project Communications Plan Project Acronym: ERIS Version:1.0 Project Management Team SCURL SLIC Secondary Partners (Research Pools) JISC Institutional stakeholders (library staff/repository managers) Researcher stakeholders
Document title: JISC Project Plan
Contact: James Toon Date:23/09/2009 Project approach and administrative maintenance Project Sponsor Project Sponsor Project Sponsor Funding agency Influenced/affected by the project outcomes
X X
X
x
X
X
X
X
X X
X X
X X
X X
x
X
X
X
X
x
X
X
X
X
X
X
X
X
X
X
X X x
X
Influenced/affected by the project outcomes
22683807.doc
X
X
X
Contact: James Toon Date:23/09/2009
Project Information Project Acronym
ERIS
Project Title
Enhancing Repository Infrastructure in Scotland
Start Date
1/04/2009
Lead Institution
University of Edinburgh on behalf of SCURL (Scottish Confederation of University and Research Libraries)
Project Director
Name: Sheila Cannell Position: Director of Library Services, University of Edinburgh Email: [email protected] Tel: 0131 650 3383; Fax: 0131 650 3380 Address: 5 Buccleuch Place, University of Edinburgh, Edinburgh, EH8 9LJ
Project Manager contact details
&
End Date
31/03/2011
Name: James Toon Position: ERIS Project manager, University of Edinburgh Email: [email protected] Tel: 0131 650 3850; Fax: 0131 650 3380 Address: 5 Buccleuch Place, University of Edinburgh, Edinburgh, EH8 9LJ
Partner Institutions
Primary Partners: University of Edinburgh (lead institution); CDLR (Centre for Digital Library Research, University of Strathclyde); DCC (Digital Curation Centre); National Library of Scotland; OCLC / RLG; SAC (Scottish Agricultural College); SCURL (Scottish Confederation of University and Research Libraries); SLIC (Scottish Library and Information Council); University of Glasgow; Secondary Partners: Research pools: SAGES (Scottish Alliance for Geoscience, Environment and Society), SICSA (Scottish Informatics and Computer Science Alliance); SIRE (Scottish Institute for Research in Economics); SULSA (Scottish Universities Life Sciences Alliance) SCURL members: Heriot-Watt University; RGU (The Robert Gordon University); UWS (University of the West of Scotland); University of Aberdeen; University of Dundee; University of St Andrews; University of Stirling; The project also enjoys the full support of Universities Scotland.
Project Web URL
TBC
Programme (and number)
Name
Programme Manager(s)
Document title: JISC Project Plan
Information Environment Programme 2009-11
Name: Andrew McGregor Position: Programme Manager, Digital Repositories Email: [email protected] Telephone: +44 (0) 203 006 6067; Mobile: +44 (0) 7989 356 452 Fax: +44 (0) 207 240 5377 Address JISC Executive, Brettenham House (South Entrance), 5 Lancaster Place, London, WC2E 7EN
22683807.doc
Project Communications Plan Project Acronym: ERIS Version:1.0
Contact: James Toon Date:23/09/2009 Document Name
Document Title
Communications Plan
Reporting Period
N/A
Author(s) role
James Toon
&
project
Date
Filename
22683807.doc
URL
if document is posted on project web site
Access
Project and JISC internal
General dissemination
Document History Version
Date
Comments
0.1 Initial Draft
28/07/2009
Initial draft for comment
0.4 Draft
22/09/2009
Include specific research pool communications
1.0 Release
24/09/2009
Release version
Table of Contents 1. ERIS Project Communications Plan..................................................................... ....................3 i. Context............................................................................................................. ..................3 ii. Stakeholders............................................................................................................. .........3 iii. Summary of communication documents......................................................... ..................3 iv. Other communications with stakeholders...................................................................... ....3 v. Information providers...................................................................................... ...................4 vi. Frequency of communication................................................................................... .........4 vii. Communication Plan............................................................................................ ............5
Document title: JISC Project Plan
22683807.doc
Project Communications Plan Project Acronym: ERIS Version:1.0
Contact: James Toon Date:23/09/2009
1. ERIS Project Communications Plan i. Context The Communications Plan identifies all parties interested in the project - i.e. the stakeholders and contains a description of the means and frequency of communications between them and the project team. Details of communications will include the specifics about the project, its progress and its outputs. The Communications Plan is to be regularly reviewed for effectiveness and completeness. It is a working document for review and revision during the project.
ii. Stakeholders The stakeholder list for the project is based on those identified in the agreed Project Plan plus appropriate partners and contributors identified by the work packages. This list will be reviewed and revised as the project progresses.
iii. Summary of communication documents Apart from the Communications Plan, there are other formal documents which provide information out from the project. These are shown in the table below. Document Mid term and Final Reports Highlight Reports Project Plan Risk/Issue Log Work Package Plan defined as required)
(to be
Project quality plan
Formative reviews Project Closure Report
Use Default 2 per year mid term report schedule with Programme Manager, final report as expected NB. Proposed schedule December 2009, June 2010, December 2010 and final report March 2011 To provide a concise report on project progress. To identify what is being proposed and when it will be done. To identify risks that might affect the project and proposed responses. To identify what activities will be undertaken to deliver the project’s products. To describe the current position of completion against product descriptions (i.e. objective evidence of completion). This will take place at ‘stage points’ which correspond to key delivery points of the project, which broadly correspond to 6 monthly review points (Sept-March 09 and 10) To review progress against the project objectives and identify areas of potential change/issue. To notify completion of the project. and identify any lessons learned and ongoing actions.
Not all of the above documents will be circulated widely, but all have the potential to communicate with stakeholders on the project’s progress or otherwise.
iv. Other communications with stakeholders Other ‘informal’ communications with stakeholders will include (NB. marked in blue shading below):
Direct communications to individuals on issues affecting them.
General Publicity about the Project. This is planned to be undertaken via the project website and project blog).
Document title: JISC Project Plan
22683807.doc
Project Communications Plan Project Acronym: ERIS Version:1.0
Contact: James Toon Date:23/09/2009
Reports to those directly affected by project activity (such as the repository community, research pools etc), including timescale of implementations.
Project presentations and participation in related events (repository, JISC and researcher led)
v. Information providers The communications from the project will be mainly undertaken by the Project Manager (James Toon) however some communications activities may be delegated as required to specific workpackages. For more detail see the Communications Plan at the end of this document. Where appropriate, briefings prepared by the Project Manager may be published under the name and authority of the Project Director and/or Project Board. The project will also seek to establish communications to partner members through their own internal channels such as newsletters, blogs and other circulars
vi. Frequency of communication The proposed frequency of each communication is indicated in the Communications Plan. Some communications may be issued “as and when”. A number of communications documents will not be formally issued, but are available for review. These will me maintained via the ERIS Project Basecamp site which is to be used for joint working and to maintain copies of key project documents.
Document title: JISC Project Plan
22683807.doc
Role
Project Board Project Delivery Team Project Steering Group Project implementers X X X X X X X X X X X
Formative reviews
ERIS Project news updates
General publicity via partner presentations/familiarisation
X
Project Closure Report
Work Package plans
Project Plan
Update briefing on Project
Product Descriptions / Quality plan
Risk and Issue Log
Stakeholder Mid term Reports
Highlight Report
Method
Duration of project – see dissemination plans
As and when – via project blog /website and via partner institutions
Once
Revised at each mid term review
To coincide with project board meetings
Generally Available
Monthly
Refined each Stage
Available
Default 2 per year mid term report schedule with Programme Manager
Every two months with delivery team
Frequency
vii. Communication Plan
X X X X X X
Project Communications Plan Project Acronym: ERIS Version:1.0 Project Management Team SCURL SLIC Secondary Partners (Research Pools) JISC Institutional stakeholders (library staff/repository managers) Researcher stakeholders
Document title: JISC Project Plan
Contact: James Toon Date:23/09/2009 Project approach and administrative maintenance Project Sponsor Project Sponsor Project Sponsor Funding agency Influenced/affected by the project outcomes
X X
X
x
X
X
X
X
X X
X X
X X
X X
x
X
X
X
X
x
X
X
X
X
X
X
X
X
X
X
X X x
X
Influenced/affected by the project outcomes
22683807.doc
X
X
X
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