Project Communication
PLAN
Implementation & Kickoff Framework
Meetings  ·  Roles  ·  Cadence  ·  Deliverables
Subject to change based on progress and/or identified gaps.
Texas Department
of Transportation
Moving Texas Forward
TxDOT
COMMUNICATION PLAN
Page 1 of 2
Meeting Description TxDOT Participants Vendor Participants Frequency Duration
Implementation Strategy MeetingFacilitator: Vendor PM Confirm scope, timeline, roles, success criteria, reporting approach, and training plan. Align on minimal configuration strategy. Core Project Team, Sponsor Core Team One time 1 hr
Discovery SessionsFacilitator: Vendor Solution Architect Review out of the box capabilities, confirm standard configurations, validate user roles, and align on reporting integration approach. Core Project Team + AUD/CMP members Solution Architect, Functional Lead As needed (short term) 2 hrs
Integration Working Sessions (API and Reporting)Facilitator: Vendor SA & TxDOT TPO Define and implement API integration to Tableau or Power BI. Confirm data mapping, refresh cadence, and validation. IT, Data/Reporting Leads Integration Lead, Architect Weekly during integration 1 hr
Weekly Status CheckpointFacilitator: TxDOT PM Track progress, risks, issues, decisions, and upcoming milestones. Keep focus on delivery and dependencies. Core Project Team Core Team Weekly 30 min
Training SessionsFacilitator: Vendor Deliver role-based training for end users and admins. Include system navigation, reporting, and standard processes. End Users, Admins, Core Team Trainers Scheduled by role-based group 2 hrs
Texas Department of Transportation  ·  Communication Plan  ·  Subject to change based on progress and/or identified gaps.
TxDOT
COMMUNICATION PLAN (continued)
Page 2 of 2
Meeting Description TxDOT Participants Vendor Participants Frequency Duration
Go Live Readiness ReviewFacilitator: Vendor PM & TxDOT PM Confirm readiness across users, data, access, reporting, and support. Review open risks and mitigation. Core Project Team, Sponsor Core Team One time 1 hr
Post Go Live Support & CheckpointFacilitator: Vendor Review adoption, issues, performance, and reporting accuracy. Track stabilization and transition to steady state. Core Project Team Core Team Weekly during warranty period 30 min
Stakeholder Status Updates + Status DeckFacilitator: TxDOT PM Review priorities, schedule, high risks, issues, and required decisions. Stakeholders, Core Project Team Core Team Monthly, Wednesdays 30 min
Weekly Status ReportOwners: Vendor PM, TxDOT PM Provide updates on deliverables, schedule, risks, issues, and decisions. Core Project Team as needed Core Team as needed Wednesdays N/A
Texas Department of Transportation  ·  Communication Plan  ·  Subject to change based on progress and/or identified gaps.