Introduction
The following HR and communication management plan covers the most essential steps required for the advancement of the project. The first part of the plan outlines the five types of human resources, their number, and key responsibilities. The RACI matrix provides a detailed WBS plan regarding the HR aspect of the company’s search for a new software vendor. Each activity is assigned particular resources with their degree of accountability/ role explained. Further, the plan goes into detail regarding resource acquisition, time management, performance assessment, and rewards. Lastly, a communication table is given that covers the many types of meetings that the company needs to arrange to make sure that every team member stays up to date, and the project is on track.
Project Team, Roles, and Responsibilities
For the present project, five resource types will be needed, including a project manager, product manager, quality manager, technology manager, and a company representative. The responsibilities and the number of resources for every type a described in Table 1 below.
Table 1, Project Team.
Responsible, Accountable, Consulted, and Informed Matrix (RACI)
In order to acquire a better appreciation of responsibilities of resource types listed in Table 1, it is beneficial to utilize RACI matrix. The matrix allows all the stakeholders to understand the exact roles of personnel in all the tasks included in work breakdown structure (WBS). Table 2 presented below can be used for quick reference to ensure that all the members of project team are aware of their role in every task.
Table 2, RACI Matrix.
- R: Responsible for completing the work
- A: Accountable for ensuring task completion/sign off
- C: Consulted before any decisions are made
- I: Informed of when an action/decision has been made
Staffing Management Plan
The staffing plan includes a description of an acquisition plan, a resource calendar, training needs, performance reviews, recognitions, and rewards. Acquisition plan describes the recruitment needs, the resource calendar show which resources will be used during the entire project to estimate how many hours they will need during the three-week period created in Microsoft Project. The section also covers what training activities are needed, includes the procedure for performance assessments, and demonstrates how high performance will be rewarded.
Acquisition Plan
The current project needs the following human resources who will preferably be recruited from within the company:
- project manager – oversees the work and takes responsibility for the project;
- quality manager – ensures compliance with the company’s standards;
- company representative – advocates the company’s needs;
- technology manager – does the design modelling and assesses how the new software will be incorporated into the current infrastructure;
- product manager – guides the development of the new project.
Resource Calendar
Training Needs
As Manoj stated during the meeting, those who will be involved in doing the design modelling will need training to become more familiar with the new encryption protocols and software. As per his request, training sessions need to be cost- and time-efficient. Namely, it means that mentors should gather as many people as possible to communicate the new information. Apart from insights into the technological innovations, some team members also need an update on the internal information. For instance, as the team conducts an extensive analysis of the company’s needs, representatives need to be informed so that they could use the new facts when negotiating. Another idea for human resource training is to hone their communication skills. When choosing a vendor, the human factor still plays a significant role and cannot be dismissed.
Performance Reviews
Performance reviews are conducted in two forms: reports and oral/ written personal feedback. Reports are submitted and distributed during weekly, biweekly, and monthly meetings. They are more formal in structure and contain objective data on the progress and deliverables. Reports are reviewed by managers and stakeholders who later decide on the further course of action. Personal feedback is typically given face-to-face but may also be in the form of an email. A team member receives information on his or her performance and a few suggestions about exactly what they could change to help to advance the project.
Recognition and Rewards
Once the project is completed on time and the regulators accept the proposed RFPs, the chief throws a big party. In the meantime, employees are rewarded in less spectacular but nevertheless meaningful ways. Those who show the most commitment to the project’s deliverables may enjoy more flexible working hours as long as it does not interfere with the project’s agenda. Apart from that, managers and team members receive free tickets to events that match their interests so that they maintain a healthy work-life balance. In order to enhance employees’ engagement, the method of gamification may be introduced in which the whole process is presented in the form of a game and deliverables are seen as accomplishments.
Communication Plan
Communication Matrix
Briefly describe what the matrix covers and how it should be used. Fully and completely fill out the matrix template for each communication type.