Common use of Communications Plan Clause in Contracts

Communications Plan. The Contractor’s Project Manager shall, during SVP and as further required, prepare a formal communication plan and will monitor and track Deliverables performance, customer interfacing accomplishments, and other com- munications activities to ensure compliance with the communications plan, the schedule and scope of the Project. The Project Manager shall update the plan as necessary to ensure the State requirements are satisfied and that communications between the Contractor, the State and Project stakeholders are effective. The communications plan shall include the following information: (a) Project customers and stakeholders, their role or interest in the project, their potential influence or impact on the project, and their information needs to ensure the most effective, positive support; (b) Deliverables, such as monthly status reports, and descriptions of the required information content, format, required delivery times and frequencies, and assignments of responsibilities for collecting and reporting the information; (c) Points of contact with DMV, DOIT and other project stakeholders; (d) The Contractor’s approach to conducting meetings, such as using well-planned agendas and meeting objectives, recording and distributing meeting minutes, and assigning and tracking action items; (e) The Contractor’s approach to distributing information, including the use of SAIC’s SharePoint web site for providing electronic access to reports and information; and, (f) A project calendar on the SharePoint web site to inform project staff, State, and stakeholders of project activities and meetings, such as project kickoff meeting, weekly and monthly status meetings, monthly project steering committee meetings, planning and joint application design (JAD) sessions, training sessions, and demonstration and user acceptance tests.