Statement of Work

Statement of Work
Project Name: Conversion of PasswordConnect Training to AdobeCaptivate Version 7
Date: July 6, 2014
Project Manager: Jimmy Pack
Project Tracking Number: 001
Project Purpose/Justification: Currently, all internal applications trainings are done via
face-to-face or using a web based technology such as Go to Meeting or Webinar.
These trainings involve considerable time and effort for a limited training staff. Since
the department budget is not sufficient for hiring additional training, current training
resources must be used more efficiently. Also, there has recently been an increase in
the number of training requests. There is now an increased interest in implementing
more courses on-line in order to reduce instructor involvement and thereby freeing up
trainers for other projects.
The conversion of current instructor led applications training to an online self-study
approach will be accomplished by designing course content using Adobe Captivate
Version 7. PasswordConnect will be the initial course that will be available in Adobe
Captivate. The online course will contain course objectives, a thorough description of
the application and its primary uses, an interactive course activity, and a quiz at the end
of the course. The course effectiveness will be evaluated by sending each trainee a
course evaluation using Survey Monkey.
The Senior Trainer will have the primary responsibility of developing the course.
Additional input will be sought from the Junior Trainer as well as the department
manager. The first part of the implementation will involve a review of the online tutorials
for using Adobe Captivate. After obtaining a working knowledge of the application,
course content, activities, a quiz, and a follow-up evaluation will be developed. A
presentation will be made by the Senior Trainer to the training department when the
first draft of the course has been completed. Upon acceptance of the training team,
the course will be rolled out to pre-determined users for beta testing. When beta testing
has been completed, the course will be finalized and posted to the company learning
center website and made available for all company personnel.
Project Objectives/Success Criteria:
The primary objective of this project is to reduce trainer involvement in courses that are
frequently repeated to both new and existing staff. The online trainings will be learner
centric with relevant course content supplemented with interactive course activities. The
course evaluations should demonstrate that the online trainings will be at least as
effective as the prior instructor led training.
Constraints:
The biggest constraint to successful project implementation will be competing priorities
of instructor time. It is estimated that approximately 20 hours per week for a four week
period will be needed to bring PasswordConnect online. Adobe Captivate has already
been purchased and loaded on the instructor pc in the training room. Since only one
software license has been approved, all course development work must be done on the
same computer. This means that if the training room computer must be used for other

trainings, Adobe Captivate course design will not take place. Therefore, staff and
equipment availability are critical to the projects successful implementation.
Assumptions:
The training department manager has devised a timeline for completion of this project.
Also, the Adobe Captivate software has been purchased and installed. Therefore, the
assumption is made that this is a viable project with support by primary stakeholders
including the department manager and senior staff (department Vice President). Any
reduction in project work hours (less than 20 hours per week for the next four weeks)
due to competing priorities or trainer unavailability due to sickness or other unforeseen
circumstances, host computer unavailability, etc will result in project delays.

Project Scope Document

Project Scope Statement & WBS
Project Name: Conversion of PasswordConnect Training to AdobeCaptivate Version 7
Date: July 20, 2014
Project Manager: Jimmy Pack
Project Tracking Number: 001
Project Purpose/Justification: The purpose of this project is to implement an online
PasswordConnect course using Adobe Captivate. Currently, all internal applications
trainings are done via face-to-face or using a web based technology such as Go to
Meeting or Webinar. These trainings involve considerable time and effort for a limited
training staff. Since the department budget is not sufficient for hiring additional training,
current training resources must be used more efficiently. Also, there has recently been
an increase in the number of training requests. There is now an increased interest in
implementing more courses on-line in order to reduce instructor involvement and
thereby freeing up trainers for other projects.
Overview of Deliverables:
An analysis will be done of the audience that the new PasswordConnect course will be
delivered to. A detailed project plan will be developed which will outline a description of
the project, project scope, resources needed, cost estimates, quality measures, and a
project schedule showing due dates and important project milestones. In addition, a
testing and implementation schedule will be delivered with testing strategies including a
listing of users for beta-testing prior to full project implementation. Course content will
be delivered using phased learning modules that will include course content, learner
activities, and a post-course evaluation. When beta testing has been completed, the
course will be finalized and an action step will be developed to post the course to the
company learning center website and made available to applicable personnel.
Project Objectives/Success Criteria:
The primary objective of this project is to reduce trainer involvement in courses that are
frequently repeated to both new and existing staff. The online trainings will be learner
centric with relevant course content supplemented with interactive course activities. The
course evaluations should demonstrate that the online trainings will be at least as
effective as the prior instructor led training.

Scope Management Issues:

Any changes outside the scope of the project must be approved by the Director of
Software Support. The new PasswordConnect course is intended for internal staff only.
External parties to the organization wishing to take this course must have written
approval of the Director of Software Support. The PasswordConnect course is the sole
property of the corporate Training Department. Other staff outside the training
department may not make revisions to any part of the course without written consent of
the Director of Software Support. This project will initially focus on PasswordConnect
only. Any additional requests for Adobe Captivate course development is beyond the
scope of this project and must be approved by the Director of Software Support.
Primary Stakeholders and Roles:
The Senior Trainer will have the primary responsibility of developing the course.
Additional input will be sought from the Junior Trainer as well as the department
director. The first part of the implementation will involve a review of the online tutorials
for using Adobe Captivate. After obtaining a working knowledge of the application,
course content, activities, a quiz, and a follow-up evaluation will be developed by the
training team. A presentation will be made by the Senior Trainer to the training team
including the junior trainer, the Director of Software Support and the Vice President of
Learning and Development. Other stakeholders include staff who will participate in beta
testing and company personnel who may enroll in the course at some point in the
future.
Signatures:
As the primary lead of this project, the Senior Trainer will be responsible for the initial
project signoff. This signoff will be made in consultation with the Junior Trainer. After
initial signoff, the Director of Software Services must then approve the project. Upon
approval of the Director of Software Services, the Vice President of Learning and
Development will then signoff for final project approval.
Assumptions:
The Director of Software Services training has devised a timeline for completion of this
project. Also, the Adobe Captivate software has been purchased and installed.
Therefore, the assumption is made that this is a viable project with support by primary
stakeholders including the Director of Software Services and the Vice President of
Learning and Development. Any reduction in project work hours (less than 20 hours per
week for the next four weeks) due to competing priorities or trainer unavailability due to
sickness or other unforeseen circumstances, host computer unavailability, etc will result
in project delays.

Project Schedule (Dr. Pastore, I was having issues with copying and pasting of
my schedule.
Resource Allocation Plan
Resource Allocation Table

Activity

Sr. Trainer (effort)

Jr. Trainer (effort)

Project Goals Doc

Audience Analysis
Project Materials
(User and
Facilitator Guides
Project Description
Project Schedule

2 Hours
4 Hours
2 Weeks

2 Weeks

Management Staff
(effort)
-

2 Hours
1 Day

Cost Estimates
Learn Adobe
Captivate
Develop Course
Content
Present Initial
Demo
Collect Feedback
from Management
Present Final
Demo
Identify Beta
Testers
Train Beta Testers
Conduct Beta
Testing
Gather Feedback
from Beta Testers
Secure Signoff
from Mgmt
Post to LMS

1 Week
2 Weeks

2 Weeks

2 Weeks

2 Weeks

1 Hour

4 days

4 days

4 days

1 Hour

1 Day

1 Week
2 Weeks

1 Week
-

1 Week

1 Week

1 day

Conduct Lessons
Learned Meeting
Develop Course
Evaluation

1 Hour

1 Hour

1 Hour

1 Hour

1 Hour

1 Hour

Communication Plan

COMMUNICATIONS MANAGEMENT PLAN

PASSWORDCONNECT TO ADOBE CAPTIVATE

INSTRUCTIONAL DESIGN BY JIMMY

123 MAIN STREET
ANYWHERE, VA 20000

AUGUST 17, 2014

TABLE OF CONTENTS
INTRODUCTION ................................................................................................................................ 2
COMMUNICATIONS MANAGEMENT APPROACH ................................................................................ 2
ROLES .............................................................................................................................................. 2
PROJECT TEAM DIRECTORY ............................................................................................................. 3
COMMUNICATIONS MATRIX............................................................................................................. 4
GUIDELINES FOR MEETINGS............................................................................................................. 5
GLOSSARY OF COMMUNICATION TERMINOLOGY ............................................................................. 6

INTRODUCTION
The purpose of the Communication Management Plan is to explain the projects
communication requirements and how/when the information will be distributed. The
Communications Management Plan defines the following:
Communication requirements based on roles
What information will be communicated
How the information will be communicated
When will information be distributed
Who does the communication
Who receives the communication

COMMUNICATIONS MANAGEMENT APPROACH

The Senior Trainer, who will also be the Project Manager, will take a proactive role in
ensuring effective communications on this project. The communications requirements are
documented in the Communications Matrix presented in this document. The
Communications Matrix will be used as the guide for what information to communicate,
who is to do the communicating, when to communicate it and to whom to communicate.

ROLES
Senior Trainer (Project Manager)
The Senior Trainer will also serve as the Project Manager. The Senior Trainer is
responsible for learning the Adobe Captivate application and building an online content for
PasswordConnect. This person will be responsible for training the Junior Trainer, keeping
the project team apprised of project status as well as project impediments. The Senior
Trainer will also be responsible for training a beta test group on the Adobe Captivate
application and will oversee the beta testing. The Senior Trainer will also be responsible
for evaluating the overall success of this training initiative.
Junior Trainer
The Junior Trainer, under the direction of the Senior Trainer, will assist in content develop.
The Junior Trainer will also participate in beta testing and will assist the Senior Trainer in
evaluating the projects effectiveness.
Department Director
The Department Director will have general oversight of the project. This individual will be
responsible for final project approval and will assist the Senior Trainer with issues that
arise that are beyond the authority and project scope for the Senior Trainer to resolve.
Department Vice President
The Department Vice President will provide executive level support. This individual may
approve additional project funding and will intervene in cases where the Department
Director has escalated a project issue.

Beta Testers
Beta Testers will take the initial PasswordConnect trainings They will provide feedback to
the Senior Trainer on course content and ease of use. They will also participate in a
summative evaluation of the course.
Company Employees
Company Employees are internal staff who will take the PasswordConnect course and then
provide feedback to the Senior Trainer.

PROJECT TEAM DIRECTORY

The following table presents contact information for all persons identified in this
communications management plan. The email addresses and phone numbers in this table
will be used to communicate with these people.
Role
Department Vice
President
Department
Director
Project Manager
Junior Trainer
Beta Testers
Company
Employees

Name
John Doe

Email
jdoe@aol.com

Phone
703-999-9999

Sally Smith

ssmith@aol.com

703-888-8888

Jimmy Pack
Mary Wells
Wilson Inc.
Jimmy Pack

jpack@aol.com
mwells@aol.com
wilsoninc@aol.com
jpack@aol.com

703-777-7777
703-666-6666
703-444-4444
703-333-3333

COMMUNICATIONS MATRIX
The following table identifies the communications requirements for this project.
Communicati
on Type
Kickoff
Meeting

Project Team
Meetings
Training
Content
Meetings
Monthly
Project Status
Meetings
Project Status
Reports

Objective of
Communication
Introduce the project
team and the project.
Review project
objectives and
management approach.
Review status of the
project with the team.

Medium
Face to Face

Face to Face
Conference
Call
Face to Face

Discuss and develop

content design solutions
for the project.
Report on the status of
Face to Face
the project to
Conference
management.
Call
Report the status of the Email
project including
activities, progress,
costs and issues.

Frequen Audience
Owner
cy
Once
Junior Trainer Senior Trainer
Senior Trainer (also the PM)
Training
Director
Weekly

Project Team

Project
Manager

Weekly

Senior and
Junior Trainer

Senior Trainer

Monthly

Project
Trainers
Manager
Department
Director
Senior Trainer Senior Trainer
Junior Trainer
Training
Director
Department
VP

Weekly

Deliverable
Agenda
Meeting
Minutes
Agenda
Meeting
Minutes
Agenda
Meeting
Minutes
Agenda
Meeting
Minutes
Project Status
Report

GUIDELINES FOR MEETINGS

Meeting Agenda
Meeting Agenda will be distributed 5 business days in advance of the meeting. The
Agenda should identify the presenter for each topic along with a time limit for that
topic. The first item in the agenda should be a review of action items from the
previous meeting.
Meeting Minutes
Meeting minutes will be distributed within 2 business days following the meeting.
Meeting minutes will include the status of all items from the agenda along with new
action items and the Parking Lot list.
Action Items
Action Items are recorded in both the meeting agenda and minutes. Action items
will include both the action item along with the owner of the action item. Meetings
will start with a review of the status of all action items from previous meetings and
end with a review of all new action items resulting from the meeting. The review of
the new action items will include identifying the owner for each action item.
Meeting Chair Person
The Chair Person is responsible for distributing the meeting agenda, facilitating the
meeting and distributing the meeting minutes. The Chair Person will ensure that
the meeting starts and ends on time and that all presenters adhere to their allocated
time frames.
Note Taker
The Note Taker is responsible for documenting the status of all meeting items,
maintaining a Parking Lot item list and taking notes of anything else of importance
during the meeting. The Note Taker will give a copy of their notes to the Chair
Person at the end of the meeting as the Chair Person will use the notes to create the
Meeting Minutes.
Time Keeper
The Time Keeper is responsible for helping the facilitator adhere to the time limits
set in the meeting agenda. The Time Keeper will let the presenter know when they
are approaching the end of their allocated time. Typically a quick hand signal to the
presenter indicating how many minutes remain for the topic is sufficient.
Parking Lot
The Parking Lot is a tool used by the facilitator to record and defer items which
arent on the meeting agenda; however, merit further discussion at a later time or
through another forum.

A parking lot record should identify an owner for the item as that person will be
responsible for ensuring follow-up. The Parking Lot list is to be included in the
meeting minutes.

GLOSSARY OF COMMUNICATION TERMINOLOGY

SPONSOR ACCEPTANCE
Approved by the Project Sponsor:

__________________________________________
<Project Sponsor>
<Project Sponsor Title>

Date: ___________________

This free Project Communications Management Plan Template is brought to you by

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Project Monitoring Matrix
Activity/Deliverable
Project Goals Document
Audience Analysis
Project Materials
(facilitator and user
guides)

Scheduled Start/End
Dates
8/3/14 8/3/14
8/3/14 8/3/14
8/3/14 8/14/14

Develop Project Desc

Develop Project Schedule
Develop Cost Estimates
Learn Adobe Captivate

8/3/14 8/3/14
8/3/14 8/3/14
8/3/14 8/7/14
8/3/14 8/15/14

Develop Course Content

8/3/14 8/15/14

Present Demo to Trainer,

Director of Support Svcs,
and VP of Support Svcs
Collect Feedback from
Demo and Revise
Presentation
Present Final Demo to
Mgmt
Identify Beta Testers
Train Beta Testers on
Adobe Captivate
Beta Testing in Progress
Gather Feedback from
Beta Testers and Revise
Training where necessary

Actual Start/End
Dates
8/3/14 8/3/14
8/3/14 8/3/14
8/3/14 8/3/14

Status
Complete
Complete
Complete

Complete
Complete
Open
Open

8/17/14

8/3/14 8/3/14
8/3/14 8/3/14
8/3/14 8/7/14
8/3/14
8/15/14
8/3/14
8/15/14
Not yet started

8/18/14 8/21/14

Not yet started

Open

8/24/14 8/24/14

Not yet started

Open

8/24/14 8/24/14
8/24/14 8/28/14

Not yet started

Not yet started

Open
Open

8/31/14 8/31/14
9/14/14 9/18/14

Not yet started

Not yet started

Open
Open

Open
Open

Notes

Post to LMS
9/21/14 9/21/14
Conduct Lessons Learned 9/24/14 9/24/14
Meeting
Develop Course Evaluation 9/27/14 9/27/14

Not yet started

Not yet started

Open
Open

Not yet started

Open

Project Closeout Checklist

Stakeholder
Senior Trainer
Senior Trainer
Senior Trainer and Junior Trainer

Closeout Action
Project Goals Document
Audience Analysis
Project Materials
(facilitator and user
guides)

Senior Trainer
Senior Trainer

Develop Project Desc

Develop Project
Schedule
Develop Cost Estimates
Learn Adobe Captivate
Develop Course Content
Present Demo to Trainer,
Director of Support Svcs,
and VP of Support Svcs
Collect Feedback from
Demo and Revise
Presentation
Present Final Demo to
Mgmt
Identify Beta Testers
Train Beta Testers on
Adobe Captivate
Beta Testing in Progress
Gather Feedback from
Beta Testers and Revise
Training where necessary
Post to LMS
Conduct Lessons
Learned Meeting
Develop Course
Evaluation

Senior Trainer
Senior Trainer and Junior Trainer
Senior Trainer and Junior Trainer
Senior Trainer

Senior Trainer and Junior Trainer

Senior Trainer
Senior Trainer
Senior Trainer and Junior Trainer
Selected Employees
Senior Trainer and Junior Trainer

Department Director
Department Director, Vice
President, Trainers
Senior Trainer and Junior Trainer

Final Signoff & Date Approved

Yes/8/4/14
Yes/8/5/14
No/Pending Approval

No/Pending Approval
No/Pending Approval
No/Pending Approval
No/Pending Approval
No/Pending Approval
No/Pending Approval

No/Pending Approval

No/Pending Approval
No/Pending Approval
No/Pending Approval
No/Pending Approval
No/Pending Approval

No/Pending Approval
No/Pending Approval
No/Pending Approval