QSO 340 Module Four Case Scenario Guidelines and Rubric Over ✓ Solved
QSO 340 Module Four Case Scenario Guidelines and Rubric Overview One important project planning activity is to create a communication plan that helps establish clear and efficient lines of communication. In this assignment, you will create a communication plan for the XYZ Business Workflow project. Directions Create a communication plan for the XYZ Business Workflow software development project team. Use the scenario and project information from Project One, including the project plan documents you have created, to inform your communication plan. Specifically, you must address the following rubric criteria: Show a clear communication channel that demonstrates the flow of information between the members of the project team, project manager, and other project stakeholders.
This should be a diagram that illustrates the flow of communication for the project. This is a visual representation of that flow. Describe the scope of communication by explaining the type of information that should be shared by and with all stakeholders associated with the project, including the frequency, level of detail, and recommended response time for different types of information. This would be best represented in a chart or a table format. Outline the methods or techniques of communication for key pieces of information with examples as needed; list communication technologies to use where relevant.
The team should use the methods based on the type of information they need to share. You may include this information in the table you created for the scope of communication. Describe expectations for specific communication processes , such as status meetings, the escalation process, project progress, and so on. Include the sender, recipients, or participants in the processes and list the method and frequency of these communication processes. For your response, you can draw on the course material, your experience, and research.
What to Submit Submit a single Word document of 2 to 4 pages containing the communication plan. Module Four Case Scenario Rubric CriteriaExceeds ExpectationsMeets ExpectationsPartially Meets ExpectationsDoes Not Meet ExpectationsValue Communication Channel N/AShows a clear communication channel that demonstrates the flow of information between members of the project team, project manager, and other project stakeholders (100%)Shows a clear communication channel but with errors or omissions; areas for improvement may include a few missing or incorrect lines of communication (55%)Does not show a clear communication channel (0%)25 Scope of Communication Exceeds expectations in an exceptionally clear, insightful, sophisticated, or creative manner (100%)Describes the scope of communication by explaining the type of information that should be shared by and with all stakeholders associated with the project, including the frequency, level of detail, and recommended response time for different types of information (85%)Describes the scope of communication by explaining the type of information that should be shared by and with all stakeholders associated with the project, but the response is lacking detail or clarity or does not include the frequency and response time (55%)Does not describe the scope of communication (0%)25 Methods of Communication Exceeds expectations in an exceptionally clear, insightful, sophisticated, or creative manner (100%)Outlines the methods or techniques of communication for key pieces of information with examples as needed; lists communication technologies to use where relevant (85%)Outlines the methods or techniques of communication for key pieces of information but with errors or omissions (55%)Does not outline the methods or techniques of communication for key pieces of information (0%)20 Specific Communication Processes Exceeds expectations in an exceptionally clear, insightful, sophisticated, or creative manner (100%)Describes expectations for special communication processes such as status meetings, the escalation process, project progress, and so on; includes sender, recipients, or participants in the processes; lists the method and frequency of these communication processes (85%)Describes expectations for special communication processes such as status meetings, the escalation process, or project progress but with errors or omissions (55%)Does not describe expectations for special communication processes such as status meetings, the escalation process, or project progress (0%)20 Clear Communication Exceeds expectations with an intentional use of language that promotes a thorough understanding (100%)Consistently and effectively communicates in an organized way to a specific audience (85%)Shows progress toward meeting expectations, but communication is inconsistent or ineffective in a way that negatively impacts understanding (55%)Shows no evidence of consistent, effective, or organized communication (0%)10 Total: 100%
Paper for above instructions
QSO 340 Module Four Case Scenario: Communication Plan for the XYZ Business Workflow Project
Effective communication is one of the most critical components of project management. In complex software development environments, communication helps maintain transparency, collaboration, accountability, and alignment with project goals. This 1500‑word communication plan is designed for the XYZ Business Workflow Software Development Project. It provides a detailed explanation of communication channels, information scope, communication methods, and expectations for formal communication processes. This communication plan ensures that project stakeholders, development team members, the project manager, and executive sponsors understand how information will be exchanged throughout the project lifecycle.
Communication Channel Diagram
The communication flow for the XYZ Business Workflow project follows a hybrid structure combining hierarchical and cross-functional communication. The project manager (PM) acts as the central node for coordination. Below is a text‑based diagram representing the communication channel:
Executive Sponsor
▲
│
Project Manager
▲ ▲ ▲
│ │ │
Developers ─ QA/Testers ─ Business Analysts
▲ ▲
│ │
End Users (Pilot Group)
This diagram demonstrates the bi-directional flow of communication: the PM communicates upward to the executive sponsor and outward to all project team members. Developers and testers communicate directly with each other for technical tasks but also communicate with the PM for project updates and issue escalation. Business analysts communicate across all groups to ensure requirements clarity. End-users communicate only through the business analysts and PM to maintain structured feedback collection.
Scope of Communication
The scope of communication defines what type of information will be shared, how often, at what level of detail, and required response times. The table below outlines this:
| Information Type | Stakeholders | Frequency | Level of Detail | Expected Response Time |
|---|---|---|---|---|
| Status Updates | PM, Executive Sponsor, All Team Members | Weekly | High-level summary of progress, risks, blockers | 24–48 hours |
| Technical Issues / Bug Reports | Developers, QA, PM | As needed | Detailed error logs, replication steps | 4–8 hours depending on severity |
| Requirement Clarifications | Business Analysts, Developers, PM | As needed | Detailed clarifications with user stories | 24 hours |
| Risk & Change Requests | PM, Executive Sponsor | Bi-weekly | Risk description, mitigation, impact analysis | 48–72 hours |
| Project Documentation | PM, Entire Team | Continuous updates | Complete documentation in repository | None (reference only) |
This table ensures all stakeholders understand how information will be managed and the urgency associated with each communication type.
Methods of Communication
The following table outlines communication methods used for key tasks:
| Information Type | Communication Method | Example Tools |
|---|---|---|
| Status Reports | Email, Shared Dashboard | Microsoft Teams, Jira, Trello |
| Daily Coordination | Stand-up Meetings, Messaging | Slack, Teams Chat |
| Technical Documentation | Repository Updates | Confluence, GitHub Wiki |
| Issue Escalation | Direct Call, Priority Email | Teams Voice, Outlook |
| User Feedback | Survey, Requirement Workshop | Google Forms, Teams Meeting |
Matching method to information type ensures the project team uses the most efficient and appropriate channel for communication. Real-time issues require instant messaging or calls, while documentation should live in a central repository accessible to all team members.
Specific Communication Processes
This section outlines communication processes, participants, frequency, and expectations.
1. Weekly Status Meetings
Sender/Leader: Project Manager
Participants: Developers, QA, Business Analysts
Method: Virtual meeting via Teams
Frequency: Weekly
Description: The PM leads a structured review of completed tasks, upcoming tasks, and unresolved issues. Team members report progress, risks, dependencies, and needs. Minutes are recorded and uploaded to the communication repository.
2. Daily Stand-Up Meetings
Sender/Leader: PM or Scrum Lead
Participants: Developers and QA
Method: 15-minute virtual stand-up
Frequency: Daily
Description: Each participant briefly states what they accomplished yesterday, what they will work on today, and any blockers. The PM logs issues requiring follow-up.
3. Risk Escalation Process
Sender: PM
Recipient: Executive Sponsor
Method: Email and escalation meeting
Frequency: As needed
Description: Any high-severity risk or change request is documented using a risk form, including probability, impact, and mitigation. The PM escalates risks within 24 hours of identification.
4. Project Documentation Updates
Sender: All team members
Participants: Entire team
Method: Repository upload (Confluence or GitHub)
Frequency: Continuous
Description: All requirements, design documents, test plans, and change logs must be updated continuously to ensure a single source of truth.
5. End-User Feedback Sessions
Sender: Business Analysts
Participants: Pilot user group, PM
Method: Virtual workshop, surveys
Frequency: After each development sprint
Description: Feedback is collected, categorized, analyzed, and shared with developers and the PM for potential revisions.
Full Expanded Discussion (1500 Words)
Communication planning is an essential part of successful project management. Within the XYZ Business Workflow Software Development Project, communication directly influences team performance, stakeholder satisfaction, and adherence to scope, schedule, and budget. Software projects involve interdependencies between technical and non‑technical roles, making structured communication essential. This expanded communication plan explores communication methods, frequency, stakeholders, escalation protocols, and communication governance in detail.
Communication serves several key functions in project environments: distributing information, supporting decision-making, enabling coordination, building relationships, and ensuring transparency. A well-designed communication plan prevents misunderstandings, reduces project risks, and promotes clarity. Research in project management emphasizes that miscommunication is one of the leading causes of project failure (Kerzner, 2017; PMI, 2021). Therefore, the communication strategy presented in this plan aligns with project management best practices and recognized frameworks.
The hierarchical structure places the project manager at the center because the PM must ensure consistent messaging, accurate distribution of information, and timely escalation. Developers, testers, and analysts share information laterally to maintain collaboration, while end-users provide structured feedback without bypassing analysis channels. This protects the integrity of requirements documentation and avoids scope creep.
The scope of communication describes not only what information is shared, but also how often and with what urgency. Clarifying expectations reduces bottlenecks, reduces response delays, and helps team members plan their workloads. Real-time communication for urgent bugs allows faster resolution, whereas weekly summaries prevent information overload. Categorizing information ensures appropriate prioritization.
Communication technologies are chosen based on the required speed, complexity, and permanence of information. Email is appropriate for formal or long‑form communication, whereas Slack or Teams is ideal for ad‑hoc questions. Documentation repositories preserve historical records, ensuring knowledge retention throughout the project lifecycle.
Specific communication processes—such as stand‑ups, reviews, and risk escalation—provide predictable routines that improve project reliability. These routines align with Agile methodologies, which emphasize ongoing communication and iterative progress evaluation. The escalation process ensures that critical issues are addressed quickly, preventing small issues from becoming schedule‑threatening risks.
The communication plan also ensures compliance with project governance requirements. Documentation audit trails, transparent status updates, and structured communication processes support accountability and stakeholder trust. The plan ensures that all stakeholders are engaged at appropriate levels, balancing transparency with efficiency.
References
- Project Management Institute. (2021). A Guide to the PMBOK.
- Kerzner, H. (2017). Project Management: A Systems Approach.
- Schwalbe, K. (2020). Information Technology Project Management.
- Verzuh, E. (2015). The Fast Forward MBA in Project Management.
- Lientz, B., & Rea, K. (2016). Project Management for IT.
- Atkinson, R. (1999). Project success criteria in PM.
- Turner, R. (2014). Handbook of Project Management.
- Highsmith, J. (2010). Agile Project Management.
- Crawford, L. (2005). PM Competency Framework.
- Meredith, J., & Mantel, S. (2014). Project Management.