Assignment 2 - CP EduStream

1 INTRODUCTION

1.1 Purpose of the Project Communications Plan

This Communications Plan (CP) is designed to implement a strategy that will promote the
success of the project, by meeting the information needs of the project stakeholders. To help
achieve this purpose, this document outlines the understanding among the project team
stakeholders regarding the actions necessary to facilitate critical links among people, and for
sharing ideas and information, which will be necessary for achieving project success.

1.2 Objectives of the Communications Plan Document

This CP defines the EduStream project’s structure and methods for sharing information
between the team members.

2 PROJECT SCOPE
Edustream will leverage the latest best-of-breed technologies and technical standards
available to deliver a flexible, stable and high-quality media and games streaming solution to
position EdMI with the ability to provide its content library to the mass-market to stop the
current market-share erosion faced by EdMI in its traditional markets.

The phased deployment of the project pilot sites will first take place in Perth, Sydney and
Melbourne consecutively. The system setup will be consisting of open connect appliance
(OCA), Web server, Game server, Client database, System health management and the client
application. Adding to that, all the setup will be implemented in each location in order to
ensure the load balancing as well as the redundancy when streaming.

THE Content Delivery Network (CDN) will be designed to provide load-sharing and
automated failover to redundant servers to these different locations that will also ensure the
system will not be overworked to ensure a high-quality user experience.

The project workstream deadline will be marked as follows; The commencement date of the
project will be on 30th Sep 2019. The engagements meeting s of all the contractors will take
place in November 2019. Designing of the prototype as well as finalizing the design and
testing will be between January to March 2020. The first Beta will go live in May thereafter
all the acceptance test will immediately take place in June. The next Beta will go live in July
followed by the last Beta to go live in September.

Mumbai Service Desk (MBSD) will be hired in order to provide level one tech support to our
help desk. Adding to that, Streamtech has been engaged to do the implementation of video
streaming as well as the game server. The database and the web front-end will be provided by
DemSet. The datacentre will be monitored and designed by DCPlus. Furthermore, JPMedia
will provide key support for marketing. Finally, EdMI will take the rest of the
responsibilities.

3 ORGANISATIONAL STRUCTURE AND COORDINATION

The organisational structure for the EduStream project team is illustrated in . Key aspects of
the implications of this organisational structure are discussed below.

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Figure 1: The EduStream Project Team

Additionally, the geographic locations of the various key stakeholders are illustrated in Figure
2.

Figure 2: The Geographic location of key EduStream Project Stakeholders

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This organisational structure and the locations of key stakeholders present some considerable
challenges for the team’s coordination. The key issues that need to be addressed include the
following…

A key issue identified to be addressed in the stakeholder & communications strategy is that
the contractors engaged to deliver EduStream are located across a wide geographic area.
MBSD is located in Mumbai, India and the PH development teams, subcontracted by
StreamTech to deliver the System and Health Monitoring component of the EduStream
solution, is headquartered in Palo Alto, California. As Indian Standard Time is 2.5 hours
behind Perth and California is 15 hours behind Perth and as the PH Project Manager and
DemSet and StreamTech Project Management and Development Teams located in Melbourne
and Sydney, 2 hours ahead of Perth (excluding Daylight Saving times) co-ordination for
project related meetings and reporting cycles have undergone extended planning.

The reporting and formal meeting planning cycles detailed within section 5.1 and 5.3 of the
communication plans have factored in the public holiday cycle that is frontloaded over much
of the first half of the year in Australia. The project team has also been assured by Mr Singh,
Project Manager of MBSD that that the state and national public holidays observances of
Mumbai India will not affect MBSD’s meeting attendance and project reporting delivery
cycles, particularly over the late March and April public holiday cycle.

Additionally, EdMI will need to develop & implement processes and controls for
collaboration and the sharing of project materials that make it both easy as well as secure for
teams across geographic regions and time zones to share information. To ensure stakeholders
do not get meeting and reporting fatigue, as well as to ensure project information flows to the
correct development teams, we have divided stakeholders into Working Groups. The
alignment of stakeholders to Working Groups will bring together the stakeholders with the
correct skillsets and professional knowledge to execute the many technologies that are
required to successfully design, implement and support the EduStream project. The Working
Groups are dynamic, stakeholder membership of each Working Group does change over the
EduStream project timeline as knowledge & expertise is required. Section 4.1 of this
communications plan contains and overview of each of the eight Working Groups
implemented and 4.2 contains the detailed implementation & justifications for Working
Group & stakeholder alignment.

As the development of the EduStream product is across distributed regions, the project team
has procured and implemented a cloud-based instant messaging, virtual meeting room and
VoIP and Video Conferencing system using Microsoft Skype for Business for the
stakeholders, that will be used during the EduStream project lifecycle. This cloud solution
allows for the recording of meetings so Working Group members who are unable to or have
missed a scheduled meeting can review the meeting at a later point. It is also intended that the
instant messaging component of the solution will be used as an informal communication tool
between Project Managers as well as Quality Management teams, however as detailed in
Section 5.3, should the Instant Message, video conference or phone call used on the platform
does determine there is an issue, a formal email must be produced detailing the issue
identified and solution to address the issue, or if necessary raise a change request for Change
Control Board consideration.

Andrew Gray will be reaching out informally via the Skype for Business platform to each
Project Manager daily to touch-base with each team to communicate any issues affecting or
discovered by each team and what is being done to solve the problem. If a project team

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requires urgent support or a solution from another project team a formal meeting will be
scheduled to discuss the issue item, else if the issue is not-urgent and will not affect project
delivery timelines, the issue item will be added to the next scheduled formal meeting as an
agenda item.

The EduStream Project Office Document Control team has also developed and implemented
a project WiKi to allow project teams to share informal technical information and
documentation within teams and Working Groups. All Controlled Project Documentation and
formal meeting minutes, technical issues and client support solutions to be uploaded to the
project KnowledgeBase by the Document Control team to facilitate the dissemination and
collaboration of project documentation and technical knowledge areas. Stakeholder access to
the KnowledgeBase is managed by the Document Control team and secured by primarily by
Working Group membership. The EduStream WiKi is open to all project stakeholders during
the project lifecycle. As part of the project closure process the Document Control team will
archive both WiKi and KnowledgeBase off, and as well as to supplement operational support
documentation using KnowledgeBase material.

While initial EduStream deployment sites are located in Perth, Sydney and Melbourne,
DCPlus also has facilities in Adelaide, Darwin, Brisbane and Launceston. DCPlus have
agreed that during the rollout of EduStream they will provide VPN access to EdMI and
contractors StreamTech, DemSet and MBSD to each facility to hosted test client access on
hosted Virtual Machines and client emulators running in Adelaide, Darwin, Brisbane and
Launceston as well as Perth, Melbourne and Sydney so client access in the implemented and
secured WAN can be tested and troubleshooting can be performed to see real world access
client via multiple WAN carriers and DataCentre failover can be simulated. Stephen Paul the
EduStream Test Manager has developed a test planning matrix incorporating unit testing from
StreamTech and DemSet hosted on the WiKi so multiple teams can access and update testing
results as the roll-out takes place across the Pilot sites.

A significant opportunity and been identified during contract negotiations and exists for
continued EduStream and EdMI success if we are able to penetrate the remote Aboriginal
communicaty learning and skills development market-space. By providing particularly trade-
based skills learning materials such as Electrical and Motor Mechanic Trade Apprentice skills
for the community and future employment for community members with job skills aligned to
the Mining sector of the north of Western Australia and coal mining area of Queensland.

The project team has already received some feedback both positive and negative from some
Aboriginal community elders. A very vocal critic of EduStream is Blue Peters, an elder from
a community located in the very remote Tanami Desert on the border of Western Australia
and the Northern Territory. Andrew Gray and EdMI staff Doris Sykes and content expert Jill
Mars have planned to travel to the community to listen to Blue Peters specific concerns
around the cultural sensitivity of EduStream content for his community.

We believe if we can successfully address his issues, we will have greater sway with
Education Manager Mike Watson in the Aboriginal Affairs Department and the Minister to
secure a long-term Federal and State funding for EduStream access for Aboriginal
communities across Australia. The EduStream project team will leverage the existing eastern
states EdMI sales team to engage and liaise with the Department of Aboriginal Affairs in
Canberra. Further to this Doris’ team will also be the primary liaison with aligned school
principals to feed and report Principal feedback into the KnowledgeBase.

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The following document Section 4 presents the Working Groups that will be used to
streamline communications and knowledge sharing during the project's lifecycle. Section 5
presents the formal meeting and reporting strategy and justifications.

4 WORKING GROUPS

4.1 Overview of the Working Groups

To facilitate the coordination and management of activities, eight (8) working groups are
being implemented for the EduStream project. These groups will be:

 Project Steering Group (PSG). This working group will be responsible for the
strategic coordination of the project. The PSG will be headed by the EdMI Project
Manager and will include the Project Sponsor and Project Managers from the
contractors supporting the development. Additionally, key experts on security and
quality assurance will be members of this working group.

 Quality Group (QG). The QG will focus on coordinating QA (including DC) and QC
issues across the team. Additionally, this group will be responsible for coordinating
risk management in accordance with the Risk Management Plan (see the RMP). This
group will be headed by the EdMI Quality Team Manager (QTM) and will be supported
by Quality Team members and the Project Managers from EdMI, StreamTech and
DemSet. Other members of the project team may be engaged as necessary.

 Change Control Board (CCB). The CCB will be responsible for authorising project
modifications, in conformance with the mandated Change Management process (see
the Topic 3 lecture notes). The chair of this working group will be the Project Sponsor
and the members will include the EdMI Project Manager and the Project Managers
from each of the contractors. Additionally, the DemSet Security Manager will be a
standing member, and the EdMI Security Advisor will attend as required. The EdMI
Quality Team Manager will also be a part of the CCB.

 Technical Development Group (TDG). The TDG will provide an open forum for
discussing technical development issues across the whole team, and allow information
to be exchanged rapidly to all of the key stakeholders involved in the developments.
This working group will be led by the EdMI Project Manager and the Project Managers
from StreamTech and DemSet will be standing members. Additionally, the DemSet
Security Manager and the EdMI Quality Team Manager will be key members of this
group. Other technical team leads, or experts, will be engaged within this working
group as required.

 Graphic User Interface (GUI) Working Group (GUIWG). The GUIWG will be
responsible for designing and developing common visual interfaces across the user
elements of the EduStream system. In particular, this will include both the Client and
web-front-end. Additionally, this working group will have input to other interface
designs for system components such as the Games Server, system health management,
etc. This working group will be headed by the EdMI Project Manager and will include
all stakeholders involved in GUI development. The DemSet Security Manager will
also be a standing member of this group, and the representative from JPMedia will
provide inputs to the team.

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 Security Management Team (SMT). The SMT will be responsible for coordinating a
defence-in-depth strategy for implementing security. The DemSet Security Manager
will head this group, and as illustrated in Appendix 1, there will be a range of standing
members within this working group. Additionally, other team members will be
included as required, to help ensure that the security objectives can be achieved
successfully.

 Document Management Group (DMG). The DMG will be responsible for

coordinating all aspects of documentation related to the project. This will include
collating and quality controlling all project documentation and coordinating the storage
and control of these documents within an integrated Wiki/Knowledge Base framework.
Additionally, they will be responsible for developing the Service Desk Knowledge Base
for Level 1 support, and the Frequently Asked Questions (FAQ) web site (which will be
available as a support for non-organisational users). This working group will be led
by the EdMI Document Controller and will include all other document stakeholders in
the team (as required). The listing of stakeholders is provided in Appendix 1.

 Test Management Group (TMG). The TMG will coordinate and/or implement all
aspects of testing for the EduStream system. This will include unit, integration, system
and acceptance testing. This working group will be headed by the EdMI Test Manager
and will include other stakeholders as outlined in Appendix 1. Additionally, the User
Groups will need to be engaged to participate in acceptance testing for each of the
pilots. This engagement with the User Groups will be coordinated through the
Marketing Team.

4.2 An Explanation of the Approach

More detailed working group membership information is provided in Appendix 1. The

reasons for allocating the members to the various working groups outlined in Appendix 1 are
summarised in the following subsections.

4.2.1 Project Steering Group

These are the roles that we included in this group:
 To make strategic decisions in this EdMI project.
 To lead the group which will be taken by the EdMI project manager.
 Project sponsor, Demset security manager, stream tech project manager, and team
leaders will handle their respective responsibilities for the subcontractors in this
group.
 To ensure security and quality assurance which should be done by quality project
manager.
 EdMI security advisor, PH project Manager (SHM), DemSet Project Manager, ST
Security Lead, PH Security Lead, DCPlus Quality Manager, MBSD quality leader,
Client manager, MBSD implementation Manager, training manager should be added
in this group to ensure realistic performance of the group.
 EdMI CEO and board should be added in this group so that CEO can get the updated
information in this group and can pass it to board in order to maintain a clear
reporting relationship within the group.

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 JPMedia and Content expert should be removed from this group as the assigned role
will be clearly undertaken by the other added members of this group.

4.2.2 Quality Group

These are the roles that we included in this group:
 To ensure the product quality.
 To deal with the risk management plan.
 Verification and validating monitoring.
 To handle QA and QC issues which will be handled by the EdMI quality team leader
and supported by the test team members, EdMI project managers.
 StreamTech Quality Leader, EdMI project manager and Demset Quality Leader and
user groups for Beta/Pilot testing must be added in this group by replacing the role for
ensuring the quality testing.

4.2.3 Change Control Board

These are the roles that we included in this group:
 To authorise any necessary changes/upgrade for project progress.
 To provide authorization for correcting the things which goes in a wrong direction
before making the necessary changes.
 EdMI test manager, PH Project manager, DCPlus Quality Manager (QM), MBSD
implementation manager must be added and the role of the EdMI Project Manager
should be replaced with a view to making the changes.

4.2.4 Technical Development Group (TDG)

These are the roles that we included in this group:
 To conduct an open discussion board for the technical developers.
 To share the progress of each work groups with other groups.
 StreamTech Project Manager and training manager should be added in this group for
successful planning and for mitigating technical risks.
 StreamTech OCA team leader, StreamTech Games Server team leader, StreamTech
Client software team, PH project manager, DemSet system interfaces leader must be
added by replacing their role. As stand by members because for identifying technical
issues, collaborating and repairing technical issues.

4.2.5 GUI Working Group (GUIWG)

These are the roles that we included in this group:

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 To design and develop visual interfaces for EduStream. They will work the user
interface along with the web front end.
 To create the game server and system health control.
 Stream Tech test leader, DemSet Test leader, Stream Tech Games Server Team Leader
should be added as standby members.
 EdMI test manager, user groups for beta/pilot testing group and EdMI quality team
manager must be added in this group for controlling the GUI system of the group.

4.2.6 Security Management Group (SMG)

These are the roles that we included in this group:
 To coordinate and implement a defence-in-depth strategy for this project.
 To take the lead of the group which will be conducted by the DemSet Security
Manager.
 EdMI test manager (TM), StreamTech Test Leader, DemSet Test Leader should be
added for the successful implementation of this project.
 Oracle support team(A/R) can be removed and placed as standby members if
required.

4.2.7 Document Management Group (DMG)

These are the roles that we included in this group:
 To keep track of the work progress.
 To maintain documentation for the quality control and security aspects.
 EdMI QC team leader (QCTL) and MBSD Service Desk manager should be added in
this group.
 EdMI Test Manager (TM), StreamTech Test Leader, DemSet Test Leader, DCPlus
Quality Manager (QM), MBSD Quality Leader (OL) should be added in this group as
standby members.
 Content expert should be added by replacing the removal.

4.2.8 Test Management Group (TMG)

These are the roles that we included in this group:
 To conduct all required testing for this Edu Stream project.
 To lead this project which is the responsibility of the EdMI Test Manager.
 User groups for beta/pilot testing and the marketing manager of the marketing team
should be added in this group to conduct testing and sales person must be added in
this group.

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5 WORKING GROUP REPORTING & COMMUNICATIONS

The approaches and mediums discussed in the following subsections will be utilised to
coordinate communications within and between the working groups and other stakeholders.

5.1 Formal Meetings

The working groups will meet with the frequency and using the mediums (e.g.
teleconference, face-to-face meeting, video conference, etc.) as shown in Table 1. Some of
the key reasons for this are explained in the following paragraphs.
Table 1: EduStream Project – Formal Meetings Listing

Meeting Schedules
Working Group Period Meeting Frequency Medium
Steering Group (EdMI 2 October 19 (Kick-off Weekly (Wednesdays) Face-to-Face (F2F)
members only) Meeting) – (Perth)
20 November 2019
Steering Group (Full 27 November 19 – 5 Weekly (Wednesdays) F2F & Video
Steering Group) February 2020 Conference
Steering Group (Full 5 February – 7 May 20 Fortnightly F2F & Video
Steering Group) (Wednesdays) Conference
Steering Group (Full 11 May – 7 June 2020 Weekly (Wednesdays) F2F & Video
Steering Group) Conference
Steering Group (Full 10 June – 12 July 20 Fortnightly F2F & Video
Steering Group) (Wednesdays) Conference
Steering Group (Full 15 July – 2 August Weekly (Wednesdays) F2F & Video
Steering Group) 2020 Conference
Steering Group (Full 5 August – 20 Fortnightly F2F & Video
Steering Group) September 20 (Wednesdays) Conference
Steering Group (Full 23 September – 3 Weekly (Wednesdays) F2F & Video
Steering Group) October 2020 Conference
Steering Group (Full 2 November 20 Wednesday F2F & Video
Steering Group) (Project Final Report) Conference

Quality Group (EdMI 2 October 19 (Kick-off Fortnightly Face-to-Face (F2F)

members only) Meeting) – (Wednesdays) (Perth)
2 November 2019
Quality Group (EdMI 3 November 19 – 29 Weekly (Wednesdays) Face-to-Face (F2F)
members only) November 2019 (Perth)
Quality Group (Full 3 December 19 – 1 Weekly (Wednesdays) F2F & Video
Quality Group) March 20 Conference
Quality Group (Full 5 March – 5 April 20 Monthly F2F & Video
Quality Group) (Wednesdays) Conference
Quality Group (Full 8 April – 7 June 20 Weekly (Wednesdays) F2F & Video
Quality Group) Conference
Quality Group (Full 10 June – 15 July 20 Fortnightly F2F & Video
Quality Group) (Wednesdays) Conference

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Meeting Schedules
Working Group Period Meeting Frequency Medium
Quality Group (Full 20 July – 15 August Weekly (Wednesdays) F2F & Video
Quality Group) 20 Conference
Quality Group (Full 14 September – 1 Weekly (Wednesdays) F2F & Video
Quality Group) November 2020 Conference

Change Control 5 February – 5 June 20 Weekly (Thursdays) F2F & Video

Board(EDMI only) Conference
Change Control 7 June – 13 July 20 Fortnightly F2F & Video
Board(EDMI only) (Thursdays) Conference
Change Control Board 15 July – 15 August Weekly (Thursdays) F2F & Video
20 Conference
Change Control Board 12 Dec – 20 Fortnightly F2F & Video
September 20 (Thursdays) Conference
Change Control Board 23 September – 3 Weekly (Thursdays) F2F & Video
October 2020 Conference

Technical 2 October 19 – 3 Weekly (Thursdays) Face-to-Face (F2F)

Development Group December 20 (Perth)
(EdMI Only)
Technical 9 December 19 – 20 Bi-Weekly (Tuesdays F2F & Video
Development Group March 20 Thursday) Conference
(Full Technical
Development Group)
Technical 23 March – 1 June 20 Weekly (Thursdays) F2F & Video
Development Group Conference
(Full Technical
Development Group)
Technical 8 June 20 Monday F2F & Video
Development Group Conference
(Full Technical
Development Group)
Technical 9 June – 13 July 20 Weekly (Thursdays) F2F & Video
Development Group Conference
(Full Technical
Development Group)
Technical 15 July – 15 August Bi-Weekly (Tuesdays F2F & Video
Development Group 20 Thursdays) Conference
(Full Technical
Development Group)
Technical 17 August – 25 Weekly (Thursdays) F2F & Video
Development Group September 20 Conference
(Full Technical
Development Group)
Technical 28 September – 3 Bi-Weekly (Tuesday F2F & Video
Development Group October 2020 Thursdays) Conference
(Full Technical

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Meeting Schedules
Working Group Period Meeting Frequency Medium
Development Group)

GUI Working Group 2 October 19 – 3 Fortnightly Face-to-Face (F2F)

(EdMI Only) December 20 (Thursdays) (Perth)
GUI Working Group 9 December 19 – 20 Weekly (Thursdays) F2F & Video
(Full GUI Group) March 20 Conference
GUI Working Group 23 March – 7 May 20 Fortnightly F2F & Video
(Full GUI Group) (Thursdays) Conference
GUI Working Group 10 May – 13 July 20 Weekly (Thursdays) F2F & Video
(Full GUI Group) Conference
GUI Working Group 15 July – 11 Fortnightly F2F & Video
(Full GUI Group) September 20 (Thursdays) Conference
GUI Working Group 14 September – 3 Weekly (Thursdays) F2F & Video
(Full GUI Group) October 20 Conference

Security Management 2 October 19 – 3 Weekly (Tuesdays) Face-to-Face (F2F)

Group (EdMI Only) December 20 (Perth)
Security Management 9 December 19 – 20 Bi-Weekly (Tuesday F2F & Video
Group (Full Secuity March 20 Thursdays) Conference
Management Group)
Security Management 23 March – 13 July 20 Weekly (Tuesdays) F2F & Video
Group (Full Secuity Conference
Management Group)
Security Management 15 July 20 – 15 Bi-Weekly (Tuesdays F2F & Video
Group (Full Secuity August Thursdays) Conference
Management Group)
Security Management 17 August – 25 Weekly (Tuesdays) F2F & Video
Group (Full Secuity September 20 Conference
Management Group)
Security Management 28 September – 3 Bi-Weekly (Tuesdays F2F & Video
Group (Full Secuity October 20 Thursdays) Conference
Management Group)

Document 2 September 19 (Kick- Fortnightly Face-to-Face (F2F)

Management Group off Meeting) – (Wednesdays) (Perth)
(EdMI members only) 3 December 2019
Document 5 December 19 – 28 Fortnightly F2F & Video
Management Group February 2020 (Wednesdays) Conference
(Full Document
Management Group)
Document 3 March – 18 April Monthly F2F & Video
Management Group (Wednesdays) Conference
(Full Document
Management Group)
Document 20 April – 5 June 20 Fortnightly F2F & Video

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Meeting Schedules
Working Group Period Meeting Frequency Medium
Management Group (Wednesdays) Conference
(Full Document
Management Group)
Document 7 June – 13 July 20 Monthly F2F & Video
Management Group (Wednesdays) Conference
(Full Document
Management Group)
Document 15 July – 5 August 20 Fortnightly F2F & Video
Management Group (Wednesdays) Conference
(Full Document
Management Group)
Document 10 August – 18 Monthly F2F & Video
Management Group September 20 (Wednesdays) Conference
(Full Document
Management Group)
Document 19 September – 3 Bi-Weekly (Tuesday F2F & Video
Management Group October 2020 Thursday) Conference
(Full Document
Management Group)

Test Management 2 October 19 – 3 Fortnightly (Tuesdays) Face-to-Face (F2F)

Group (EdMI Only) December 20 (Perth)
Test Management 9 December 19 – 5 Weekly (Tuesdays) F2F & Video
Group (Full Test February 20 Conference
Management Group)
Test Management 10 February – 6 March Fortnightly (Tuesdays) F2F & Video
Group (Full Test 20 Conference
Management Group)
Test Management 9 March – 15 August Weekly (Tuesdays) F2F & Video
Group (Full Test 20 Conference
Management Group)
Test Management 17 August – 2 Fortnightly (Tuesdays) F2F & Video
Group (Full Test September 20 Conference
Management Group)
Test Management 3 September – 3 Weekly (Tuesdays) F2F & Video
Group (Full Test October 20 Conference
Management Group)

The designed formal Project Steering Group meeting schedule is recommended as it is

aligned with Steering Group input requirements with key milestone events engaging
contractors, technical design finalisation, as well as Pilot Go-Live and acceptance testing
events, full market opening and Formal Pilot Close.

The Quality Group meeting schedule is aligned to periods where the bulk of the project risks
and QA & QC documentation will be produced. The fortnightly, monthly and break periods
from 5 March 20 to project close are due to the anticipated very high volume of ‘catchup’

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processing that will be needed to be performed and documentation needing to be produced

for the project KnowledgeBase during this time.

The Change Control Board will be meeting have technical design has been completed. It is
intended that during System Testing and Go Live Milestone events after Pilot 1 is completed
there will be few changes needing to be approved for the Sydney and Melbournet sites
requiring Change Control Board input. The Change Control Board also requires guidance that
will be taken from the Steering Group meetings.

The Technical Development Group will have the most frequent meeting during the project,
especially during the initial development period and the technical nature of the project
frequent formal collaboration is required. The group is also scheduled to have a meeting on 8
June 20 following the Acceptance Testing of the Pilot 1 site for a lesson learned to guide the
remainder Pilot sites implementations.

The GUI Working Group will be meeting weekly and fortnightly aligned to development and
testing milestones. The bulk of the GUI design will be completed prior to the Pilot 1 Go-Live,
but many platform specific bugs, and testing will be found as EduStream is tested on wider
audiences. Developing GUI’s also takes a long time with layout considerations as well as art
needing to be developed, so more frequent meeting cycles will provide little project benefit.

Security Management is an integral part of the project and is tightly coupled and aligned the
with Technical Development Groups milestones, and as most members are a part of both
working groups meetings can be streamlined to incorporate both Working Groups.

The Document Management Working group are expected to collaborate informally on a very
frequent (daily) basis, however once formal documentation standards and outputs are are
agreed upon, the working group will for the bulk of the project after contractors are engaged
meet fortnightly in a formal meeting setting. There will be very frequent formal meetings as
the project winds up to ensure all parties produce the documentation that is expected before
project closure. Members of this group are not part of the Steering Group or their role in the
the Document Management Working Group has ended (such as EdMI Project Manager) so it
is not expected to have meeting overlap with timeslots.

The Test Management Group will be meeting weekly for the bulk of the project during the
rollout the Pilot sites. There are a few breaks where fortnightly meetings will take place to
give contractors breaks from meetings during the Development and Test phases of the project
rollouts as well as to prepare for the final GoLive events during September.

5.2 Formal Reports and Documents

Table 2 lists the formal reports that will be utilised to share key performance information
within the EduStream project. The key reasons for implementing this reporting cycle are
explained in the paragraphs below the table.
Table 2: EduStream Project – Standard Reports

Reports & Documents

Report Name Developed By Presented To When Produced
EdMI Board PMs from EduStream, EdMI Board First Tuesday of the
Report StreamTech and DemSet. Month prior to EdMI

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Reports & Documents

Report Name Developed By Presented To When Produced
Board Meeting
Steering PMs from StreamTech & EdMI PM & EdMI Two (2) working days
Group Report EduStream, with sections from Project Sponsor and prior to each Steering
DemSet Security Manager and shared with all Group Meeting
EdMI Quality Team Lead Steering Group
members.
Project Round-Robin Minute Taker EdMI PM & EdMI Recorded during the
Steering for the meeting (a member of Project Sponsor, all meeting and
Group the Steering Group) Steering Group distributed same-day
Meeting Members. of meeting.
Minutes
Quality Group EdMI Quality Team Leader EdMI PM and QTM Two (2) working days
Report with inputs from the other key (and shared with all after each Quality
Quality Group Members QG team members) Group Meeting
Quality Group Round-Robin Minute Taker EdMI PM & EdMI Recorded during the
Meeting for the meeting (a member of Project Sponsor, all meeting and
Minutes the Quality Group) Steering & Quality distributed same-day
Group Members. of meeting.
Change Change Control Board, EdMI PM & EdMI Following working
Control Board Document Management Project Sponsor, all day after each Change
Approved Group Steering Group & Control Board
Change Change Control Board Meeting.
Requests Members.
Technical Round-Robin Minute Taker EdMI PM all Recorded during the
Development for the meeting (a member of Technical meeting and
Group the Quality Group) Development & distributed same-day
Meeting Quality Group of meeting.
Minutes Members.
GUI Working Round-Robin Minute Taker EdMI PM, all GUI Recorded during the
Group for the meeting (a member of Working Group meeting and
Meeting the GUI Working Group) Members. distributed same-day
Minutes of meeting.
Security Round-Robin Minute Taker EdMI PM, PMs from Recorded during the
Management for the meeting (a member of DemSet, StreamTech meeting and
Group the Security Management & EduStream, EdMI distributed same-day
Meeting Working Group) Quality Team of meeting.
Minutes Manager, all Security
Management Group
Members
Document Round-Robin Minute Taker EdMI Quality Team Recorded during the
Management for the meeting (a member of Manager & All meeting and
Group the Document Management Document distributed same-day
Meeting Working Group) Management Working of meeting.
Minutes Group members.
Test Round-Robin Minute Taker EdMI Quality Team Recorded during the
Management for the meeting (a member of Manager & All Test meeting and
Group the TEst Management Management Working distributed same-day
Meeting Working Group) Group members. of meeting.

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Reports & Documents

Report Name Developed By Presented To When Produced
Minutes

The EdMI Board Report will provide a very high-level overview of how the project is
progressing with a Gantt Chart and a few slides on Key Project actions completed during the
month and any milestones achieved. Only real ‘show-stopper’ issues are to be addressed in
the report. A focus slide will be produced outlining progress with deploying EduStream to
remove Aboriginal Communities and progress with the Department of Aboriginal Affairs.

Steering Group Report will contain project progress with more detail than contained within
the EdMI Board Report. Upcoming milestones are included as well as problems with the
project and decisions on how to resolve the problems. This report will feed into and produce
the bulk of the EdMI Board Report. This will be report that has lower level reports fed into it,
such as the Quality Group Report and the Change Control Board Report.

Change Control Board Approved Change Requests will be a formal report of collated Change
Requests collected by the Document Control team during each Change Control Board
meeting period. The Change Control Board will produce a list of all approved changes to the
Document Management Group who will distribute the report to relevant Project Managers.

Quality Group Report will contain project progress in high detail. It will contain a Defect
Tracking Log for each of the software deliverables for EduStream and progress to resolution.
The report will also contain system test cases and user acceptance testing for each software
deliverable and if the system passed/failed the test cases and user acceptance testing.

5.3 Informal Meetings and Communications

In addition to the meetings and reports specified in Sections 5.1 and 5.2, the EdMI Project
Manager may initiate others to help ensure visibility of important aspects for key
stakeholders. Formal notifications of such additional reports and meetings will be made at
the earliest opportunity, to allow stakeholders to deliver the required participation.

Most working group communications should be managed through email or through the Wiki.
Additionally, if a phone call, video conference, or conversation is used to determine any
issues, stakeholders must back this up with an email covering the key content discussed and
any decisions that were made through the dialogue.

Specific group email addresses will be developed and distributed for use by stakeholders.
Unless there is a specific reason why pertinent information would not need to be shared
across the entire working group, all group members are to receive that notification. Senders
should, however, ensure that the heading in the email makes the content explicitly clear, so
receivers can readily understand the importance of the communication in relation to their
work elements and packages.

Apart from Appendix 1, the remaining sections of the CP are not included.

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Assignment 2 CP – Appendix 1 EduStream

Project Change
Qualit Technical GUI Security Document Test
Steerin Control
# Role y Developmen Working Managemen Managemen Managemen
g Board
Group t Group Group t Team t Group t Group
Group (CCB)

1 EdMI Board A/R

2 EdMI CEO A/R A/R

3 EdMI Project Sponsor Yes A/R

4 EdMI Project Manager Yes Yes Yes Yes A/R A/R A/R A/R

Delivery Teams

5 StreamTech Project Manager Yes Yes Yes Yes A/R Yes A/R A/R

6 StreamTech OCA Team Leader A/R Yes A/R Yes A/R

7 StreamTech Games Server Team Leader A/R Yes A/R Yes A/R

8 StreamTech Client Software Team A/R Yes Yes Yes A/R

9 PH Project Manager (SHM) Yes A/R Yes Yes A/R Yes A/R A/R

10 DemSet Project Manager Yes Yes Yes Yes Yes Yes A/R A/R

11 DemSet Web Team Leader A/R A/R Yes Yes A/R

12 DemSet User Interface Lead A/R A/R Yes A/R A/R

13 DemSet System Interfaces Lead A/R Yes A/R A/R A/R

14 DemSet Client DB Team Lead A/R A/R A/R Yes A/R

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15 DemSet Development Team Lead A/R A/R A/R A/R A/R

16 DemSet System Interfaces Team Lead A/R A/R A/R A/R A/R

17 DemSet DR & Replication A/R A/R A/R A/R

18 Oracle Support Team (A/R) A/R A/R A/R A/R

Security Team

19 EdMI Security Advisor Yes A/R A/R A/R Yes

20 DemSet Security Manager Yes A/R Yes Yes Yes

21 ST Security Lead Yes A/R Yes

22 ST OCA Security A/R Yes

23 ST Games Server Security A/R Yes

24 ST Client Software A/R Yes

25 DemSet Web Security A/R Yes

26 DemSet Interface Security A/R Yes

27 DemSet DB Security (inc DR & Rep) A/R Yes

28 PH Security Lead Yes A/R Yes

29 DCPlus Security Lead Yes A/R Yes

Quality Management

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30 EdMI Quality Team Manager (QTM) Yes Yes Yes Yes Yes Yes A/R

31 EdMI QC Team Leader (QCTL) Yes Yes A/R A/R Yes Yes

32 EdMI Document Controller (DC) Yes Yes Yes

33 EdMI Wiki/Knowledge Base Lead A/R Yes A/R

34 EdMI FAQ Web Site Lead A/R Yes A/R

35 Service Desk Management System Lead A/R A/R A/R Yes A/R

36 StreamTech Quality Lead (QL) Yes Yes A/R Yes A/R

37 DemSet Quality Lead (QL) Yes Yes A/R Yes A/R

38 EdMI Test Manager (TM) Yes Yes Yes A/R Yes A/R A/R Yes

39 StreamTech Test Lead Yes A/R A/R A/R A/R Yes

40 DemSet Test Lead Yes A/R A/R A/R A/R Yes

41 User Groups for Beta/Pilot Testing A/R A/R Yes A/R Yes

42 DCPlus Quality Manager (QM) Yes Yes Yes A/R A/R Yes

43 MBSD Quality Lead (QL) Yes Yes A/R A/R

Data Centre

44 Client Manager Yes A/R A/R

45 Network Telcos A/R

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Service Desk

46 MBSD Implementation Manager Yes A/R Yes A/R A/R A/R

47 MBSD Service Desk (Level 1) Yes

48 EdMI Service Desk Level 2 & 3 Support Yes A/R

49 MBSD Service Desk Management System A/R

Training Team

50 Training Manager Yes A/R Yes Yes A/R A/R

Marketing

51 Marketing Manager A/R Yes

52 Sales Person A/R

53 JPMedia A/R A/R A/R Yes A/R

Procurement

54 Procurement Coordinator Yes A/R Yes

Legal/Contractual

55 EdMI Lawyer A/R A/R A/R

Educational Content

56 Content Expert A/R A/R A/R Yes

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The symbols in this matrix indicate the following:

Yes = The person fulfilling that role will be a member of that working group and will receive documents, reports and attend the meetings. They
will always be action addressees on all group related emails.
A/R = The person fulfilling that role will be required to participate in the working group as necessary to meet the objectives of the group. They
will either be action or information addressees on all group related emails, so they can be kept properly informed.
Blank = The person fulfilling that role will not be a standing member of that working group, but may on some occasions be asked to participate
in the group activities.

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