Communication plan for the management layers

Weekly status updates – This report conveys the current project progress and includes a current roadmap and use metrics. It is designed to share progress against the plan, highlight issues, and describe the key actions and decisions the project stakeholders must make to support the schedule. Include an appendix of supporting documentation. Post this weekly report to a predefined, shared repository. Key participants include the project sponsors and the project managers. For more detailed information about this meeting and presentation templates to support it, see Define meetings and their cadence and Prepare meeting presentations in the Project governance playbook for AWS large migrations.

Benefit-tracking office – This team is a small group of individuals who are responsible for assessing the migration against key performance indicators (KPIs). This team evaluates whether the migration is progressing according to schedule and can act on any delays or issues impeding progress. Also, the team can provide real-time progress reports that leadership can access at any time to understand progress against defined goals. This team meets outside of the weekly or bi-weekly project status meetings. Typical members of this team include the project sponsor, project manager, migration lead, and an empowered representative from each business unit that has workloads in scope. For more detailed information about this meeting, see Establish a benefit-tracking office in the Project governance playbook for AWS large migrations.

Financial reporting – This meeting is typically scheduled bi-weekly. The purpose is to track the current financial state and financial forecast, both for the project and for AWS usage costs. This team also reviews project decisions that have a financial impact, such as resources, scope, amendments, and new statements of work (SoWs). This meeting typically includes the project sponsors, migration team senior leadership, and project manager. For more detailed information about this meeting and a presentation template to support it, see Create a financial reporting process in the Project governance playbook for AWS large migrations.

Steering committee meetings – These meetings are typically held twice a month, and the objective is to share the project status and resolve any issues that require involvement from executive leadership. Participants of this meeting typically include the project sponsor, executive leadership, and a representative from the project management office (PMO). For more detailed information about this meeting and presentation templates to support it, see Define meetings and their cadence and Prepare meeting presentations in the Project governance playbook for AWS large migrations.