Page 13 - VYSNOVA PROGRAM MANAGEMENT GUIDE 2020

FREQUENCY OF
REF/ID RISK RISK RATING IMPACT CONTROL MEASURES OWNER
MONITORING
Cannot complete any Reached out to the COR to resolve
Have not been other invoices until the this issue. The issue lies within the
0743-02 paid for June June invoice is paid. STAR FL system and how the money Weekly F&A
invoice Cannot pay the in-country was entered onto the incorrect
subcontractors/partners. contract number.

Communications Management
Open engagement and communications, particularly with critical client stakeholders (e.g., the COR)
and local partners, is a key success factor. At the program level, Vysnova conducts a stakeholder
analysis to identify which stakeholders require communication and the type, mode, frequency, depth,
and criticality of the communications. Based on this analysis, we develop a program-level
Communications Management Plan (CMP) as part of the Program Management Plan that defines how
and when the Vysnova team engages and communicates with internal and external program
stakeholders. In addition to the program-level plan, Vysnova defines project-level Communications
Plans as part of the Project Charter that primarily include project-specific client actors, Vysnova staff,
and subcontractors. These plans provide granular tactics for engaging, communicating, and informing
all relevant stakeholders with a goal of driving awareness and promoting open communication.

Another aspect of the CMP is to determine how information is shared among team members and with
the client, as well as standardization rules and responsibilities. For example, a CMP should contain a
matrix for what types of communication are required internally (i.e. among Vysnova team members)
and externally (e.g. with the client or other external stakeholders); how often this communication
occurs; who is responsible for communicating; and what templates, naming conventions, or methods
it follows.
One of the first things a PM should determine as part of the CMP, is where all program documentation
should be stored. A PM should create a Program shared folder using Vysnova’s document sharing
application (currently ShareSync) and share with the program management team, Vysnova
Leadership, and the COO’s Executive Assistant. A sample folder structure named “PgM Folder
Structure” can be found in the Vysnova Standard PgM Docs folder. PMs may copy this folder structure
over to their newly created program folder and then tailor it to their program’s needs. At a minimum,
the folder should contain folders for the following documents:

PM Leadership Briefings
Original Proposal
Contracts, Subcontracts, and Consulting Agreements (and Modifications)
Deliverables (Prime and Sub Deliverables)
Finance (budgets, PRs, and Procurement documentation)
Human Capital (CVs, Position Descriptions, training certifications; team member Performance
Evaluations, bonus letters, or other HR-sensitive personnel documents should not be kept in
this folder. PMs may save those in a separate folder on ShareSync.)
Meetings & Presentations (Meeting Minutes & client/partner briefings)

Copyright 2020 Vysnova Partners Inc. All rights reserved.

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