Page 13 - VYSNOVA PROGRAM MANAGEMENT GUIDE 20200625
P. 13

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.


               9
   8   9   10   11   12   13   14   15   16   17   18