Communications plan for Mom and Pop Shop virtual machine disaster recovery

Communications Plan VMDR

Virtual Machine Disaster Recovery for Mom and Pop Shop. LLC

Project Manager

Banyon Jarvis

Madeleine Coleman

Yolanda Stephens

Prioritization

Owner(s)

Banyon Jarvis Madeleine Coleman Yolanda Stephens

General Information

Authorized By:

Project Description (Summary): Virtual Machine Disaster Recovery Site will be installing the tier 1, "cold site" back up scheme for Mr. And Mrs. Huntsman of Mom and Pop LLC. The company now needs to survey the location and set up of Mom and Pop, LLC in order to install and configure the back up plan appropriately.

Stakeholder List

Not all Stakeholders are located in the same geographical location

Stakeholder Name / Title

Project Role

Elysia and Mario Hunstman

The customer who will work with the tier 1 of the Virtual Machine Disaster Recovery backup project. They are ultimately the final ones to sign off on the completion of the project and need to see the process of their data recovery done easily and within the time frame.

Banyon Jarvis

Owner of VM Disaster Recovery and one of the three project managers. Banyon is in charge of contacting Mr. And Mrs. Hunstman and working with them to get project steps approved.

Madeleine Coleman

Another owner and project manager of VM Disaster Recovery. Will be working with the IT team to solidify the plans and train them to provide guidance to Mom and Pop, LLC in the event of software issues.

Yolanda Stephens

Third owner and project manager. Will be working on providing the VM data recovery service from the back end, ensuring that the in-house servers are working properly with Mom and Pop, LLC system set up.

C. Communication

Document Description

Audience

Expected Action

Comm. Class Input Method

Output Method

Frequency

Responsible Resource

Project Status Report

All members of project team and Mr. And Mrs. Hunstman

Status submitted by each individual every Friday

Mandatory

Status Update Form

Combined Status-e-mailed every Friday at the end of the day

Weekly until completion of project

Banyon

Project Status Web

Yolanda Stephens and in-house technicians

Update at project escalation

Mandatory

Web Input

Update via e-mail

Weekly

Yolanda

Project Status Meeting

All team members

Interaction at weekly meetings

Mandatory

In-person

Meeting Notes in Memo format

Weekly until project completion

Madeleine

Executive Status Update

Project Managers and Owners

Update project status and any potential risk issues as they appear

Mandatory

Formal Status Report Template

Executive Summary

Weekly or when issues arise

Madeleine

Issue Management Database

All project team members

When issues occur during the project

Optional

Issues Database

Issues Report Template

Weekly when issues arise

Yolanda

Phase Review Signoff

All project managers

End of phase completion

Mandatory

Phase Review Checklist

Phase Review Report

Weekly, one for each of the four phases

Madeleine

Customer Signoff

Project managers and owners

At the completion of entire project

Mandatory

Completion of 3 day tutorial classes for the system

Customer Signoff Form

Customer Review Report

Banyan

E. Existing Systems

Mom and Pop, LLC. Currently do not have weekly status meetings, as VM Data does. However, the company does have an online system of notifying employees of all changes in procedures that can be used to issue notifications about when training days will occur and when the project is expected to be completed, within the given one month time frame.

F. Escalation Process

When issues arise, they will immediately be put into the Issue Management Database Report and reported to the senior members of the project team. These will then be brought up in the weekly status meetings, with special escalation assignments tagged to them if they are not immediately resolved within the context of those weekly status meetings. Senior members will be notified of issue progress and can step in at any time to ensure that is resolved within a timely manner.