PMP-9015 (002-000-PMT-128) 014890 Corporate Standard Page 1

Rev 2 (7-Jan-08)
Health, Safety &
Environment
Project
Management
Capital Cost Estimating
Project Controls
Project Assurance
Engineering
Procurement
Construction
Commissioning

Related documents:
(Task sheets procedures, guidelines,
templates, etc.)
Preparation of Project Execution
Plan Guideline













Related forms:
(Forms, checklists, etc.)



Go-Bys:
Links to WPMP area in WKS

Lessons Learned:
Link to Lessons Learned site

Contact / Support:
WPMP Intranet
Task Sheet No PMP-9015
Task
Administration and Communications Plan
Purpose
Every project requires a series of
administrative procedures that will facilitate the
orderly start-up, day-to-day operations and
closeout of the project. This includes the
communication of project information which
must be administered efficiently among project
team members, clients and other project
stakeholders.
This task sheet primarily concerns contractual
communication between project team
members and the client or third parties. Other
communication protocols (e.g., interface
management, stakeholder communication,
etc.), while equally a part of overall
communications planning, are covered
separately in other task sheets. The Project
Manager must ensure that there is consistency
among these associated plans.
Principles
Key principles of an effective Administration
and Communications Plan include:
Administration and project communication
requirements are initially derived from the
prime contract.
Client agreement on information
requirements and communications strategy
is established early.
Requirements are clearly communicated to
all mobilizing personnel and documented in
the Project Execution Plan.
Administrative issues include:
o Necessary project information (e.g.,
project title, project number(s), project
locations, contact information, etc.)
o Working hours, timesheets, overtime
approvals, etc.
o Travel & business expense policy &
procedures
o Office services (office furniture &
equipment, supplies, mail & courier
services, etc.)
o Authority levels matrix formalising the
approvals required for communications,
documents and project commitments.
Communication issues include:
o Lines of communication, including the
person/role authorized to make the
communication
o Types of communication (letters, action
advices, minutes, emails, transmittals,
etc.)
o Key recipients and their addresses
o Presentation formats
o Protocols for meetings, action advices,
emails, etc.
o Project web site
o Project filing system
o Document control and transmittals
Key Elements
Key elements of the Administration and
Communications Plan include:
Working hours, time sheets, overtime rules,
including required approvals.
Travel and business expense policy and
procedures, including required approvals
Letters to the Client and third parties, including
protocols, those authorized to sign, formats, etc.
The use of Action Advice Notices to manage
otherwise informal communication with the
Client that may have contractual implications.
Email protocols to be followed, clearly
indicating that email shall not take the place of
Action Advice Notices for communicating
information/direction/decisions.
The frequency of routine meetings, including
the participants, the purpose a pre-set agenda,
and the chairperson. Also define the protocol
regarding Minutes of Meetings, including the
preparation, approval, distribution and filing.
Definition of the requirement for a project web
page and how it is to be structured, including
who will use it and what access rights are
required.
A project approved distribution matrix should be
prepared showing:
o All types of documents
o Who they should be distributed to
o The purpose of document distribution (eg
review, approval, information, etc.)
A Project Authority Levels matrix detailing the
approval authorities that have been delegated
to members of the project team.
A plan for managing project invoices, agreed
with the Client, covering the preparation,
handling and payment of project invoices.
The requirements for closing out the project
and archiving the project documentation.
The Project Execution Plan Preparation Guideline
(PMP-0017) provides greater detail on the possible
contents of an Administration and Communication
Plan.
Task Deliverables
Administration and Communications Plan
Document Distribution Matrix



PMP-9015 (002-000-PMT-128) 014890 Corporate Standard Page 2
Rev 2 (7-Jan-08)
Project Authority Levels Matrix