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4 . 0 Communication Plan Using an efficient and effective communication plan is one of the critical success factors of this project . The paragraphs below define the project communication structure of the project for the organization ' s stakeholders and illustrate the methods of delivery of that information . 1 . One lead resource will be responsible for the client and for the vendor ; Advanced Project Manager : Will be named prior to project start Indian River County Utilities Project Manager : Cindy Corrente 2 . Both project managers or designees will attend meetings , conference calls and phone meetings to ensure the correct resources are assigned and project vision and scope are accurately reflected . Once this base is established communication may be passed between project team resources without involvement of the project managers . 3 . All communications will be copied to both project managers . 4 . On a weekly basis or on a schedule as decided by the Project Managers , the Project Managers will have meetings (telephone , in person etc) to review project tasks , status and other items . These meetings are scheduled at the same time weekly or as scheduled . PM ' s will gather information from the Project Team on the status and progress of the project task list for these meetings . 5 . Project Team meetings will be held once monthly . Participant for the meetings will be determined as appropriate for the phase of the Project . Agendas and Minutes will be prepared and distributed to the Project Team for these meeting by the Advanced Project Manager . 6 . Project information will be collated into a written bkmonthly status report and distributed to the respective Project Teams . 7 , MS Project Plan updates — the Advanced Project Manager will be responsible for maintaining and updating the Project Work Plan and will report results/issues for the Project Team meetings . 8 . Communication releases will be provided to stakeholders as outlined in the stakeholder communication plan . Communication Tools 1 . Project Status Report — During the planning phase these reports will be updated bi monthly . During testing and conversion phase reports will be updated weekly . 2 . Project Plan — Updated weekly or more depending of phase of project . Key tool for weekly meetings between project managers . Issues will be logged as part of task list during planning phase of the project . 3 . Meeting Agenda & Minutes template — for use during monthly project team meetings 60