ch10 communications[1]

8/14/2019 Ch10 Communications[1]

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PMP Preparation Training

Communications Management

Communications Management

Chapter 10

Source: pmbok guide 1996 1999 Robbins-Gioia, Inc.


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Source: pmbok guide 2000 2002 Robbins-Gioia, Inc. 10-2

Communications

Management

Communications

Management

Communications Planning

Information Distribution

Performance Reporting

Administrative Closure





Processes required to ensure timely and appropriate

development, collection, dissemination, storage, and,

ultimately, disposition of project information


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Communication Management

10.1

Communications

Planning

Planning

10.3Performance

Reporting

10.4

Administrative

Closure

Controlling

10.2

Information

Distribution

ClosingExecuting


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Determining the information and communications

needs of the stakeholders: who needs whatinformation, when they will need it, and how it

will be given to them

Determining the information and communications

needs of the stakeholders: who needs whatinformation, when they will need it, and how it

will be given to them


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Inputs Communications

requirements Communication

technology Constraints Assumptions

Inputs Communications

requirements Communication

technology Constraints Assumptions

Tools & Techniques Stakeholder analysis

Tools & Techniques Stakeholder analysis

Outputs Communication

management plan

Outputs Communicationmanagement plan


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Inputs

Inputs

Communications requirements The sum of theinformation requirements of the projectstakeholders

Communication technology Used to transferinformation back and forth among projectelements

Constraints

Assumptions



7/25Source: pmbok guide 2000 2002 Robbins-Gioia, Inc. 10-7

Tools & TechniquesTools & Techniques

Stakeholder analysis A method for developing

a systematic and logical view of the information

needs of the stakeholders and of the sources formeeting those needs




OutputsOutputs

Communication management plan provides:

Collection and filing structure Methods used to gather, update, andstore various types of information

Distribution structure Specifies to whom information will flow andwhat method will be used to distribute various types of information.

Description of information to be distributed Includes format, content,level of detail, and conventions and definitions to be used

Production schedules Show each type of communication

Methods for accessing information Method of updating and refining the communication management

plan as the project progresses




Information DistributionInformation Distribution

Includes implementing the communications

management plan, as well as responding to

unexpected requests for information

Making needed information available to project

stakeholders in a timely manner

Making needed information available to project

stakeholders in a timely manner




Inputs Work results

Communicationmanagement plan

Project plan

Inputs Work results

Communication

management plan Project plan

Tools & Techniques Communications skills Information-retrieval

systems

Information-distribution

systems

Tools & Techniques Communications skills Information-retrieval

systems Information-distribution

systems

Outputs

Project records Project reports Project presentations

Outputs

Project records Project reports Project presentations



InputsInputs

Work results

Communication management plan

Project plan





Communications skills Skills for exchanging

information

Written, oral, listening, and speaking Internal and external communication

Formal reports, briefings and informal memos, ad

hoc conversations

Vertically, up the organization, and horizontally,

with peers




Tools & Techniques (cont.)Tools & Techniques (cont.)

Information-retrieval systems Manual filing systems,

electronic-text databases, project management software, and

systems which allow access to such technical documentation

as engineering drawings

Information-distribution systems Methods such as

project meetings, hard-copy document distribution, shared

access to networked electronic databases, fax, electronic

mail, voice mail, and video conferencing




OutputsOutputs

Project Records Organized storage and maintenance

of correspondence, memos, reports, and documents

describing the project

Project reports Formal project reports on project

status and/or issues

Project presentations Provide information formall orinformally to any or all of the project stakeholders





This includes status reporting, progress

measurement, and forecasting

Provides information on scope, schedule, cost, and

quality, and possibly on risk and procurement

Collecting and disseminating performance

information to provide stakeholders with

information about how resources are being used toachieve project objectives

Collecting and disseminating performance

information to provide stakeholders with

information about how resources are being used toachieve project objectives




Inputs Work results Project plan Other project records

Inputs Work results Project plan Other project records

Tools & Techniques Performance reviews Variance analysis Trend analysis Earned-value analysis Information distribution

Tools & Techniques Performance reviews Variance analysis

Trend analysis Earned-value analysis Information distribution

Outputs Performance reports Change requests

Outputs Performance reports Change requests



InputsInputs

Project plan Contains the various baselines

used to assess project performance

Work results Accurate information on project

status, such as information about fully, or

partially, completed tasks and costs incurred or

committed Other project records Any information

pertaining to the project context





Performance reviews Meetings held to assess project

status or progress

Variance analysis Comparing actual project results to

planned or expected results

Trend analysis Examining project results over time to

determine if performance is improving or deteriorating

Earned-value analysis Integrating scope, cost, and

schedule measures to assess project performance

Information-distribution tools and techniques




OutputsOutputs

Performance report Organizes and summarizes the

information gathered and presents the results of any

analysis. Reports should provide the kinds of information

and the level of detail required by various stakeholders

and documented in the communications management plan

Change requests Requests for changes to some aspect

of the project





It includes collecting project reports, ensuring they reflect

final specifications and analysis of project success and

effectiveness, and archiving such information for future

use

Each phase of the project should be properly closed to

ensure that important and useful information is not lost

Documenting project results in order to formalize

the acceptance of the product by the sponsor, client,

or customer

Documenting project results in order to formalize

the acceptance of the product by the sponsor, client,

or customer




Inputs

Performance measurementdocumentation

Product documentation Other project records

Inputs Performance measurement

documentation Product documentation Other project records

Tools & Techniques Performance-reporting

tools and techniques Project reports Project presentations

Tools & Techniques Performance-reporting

tools and techniques

Project reports Project presentations

Outputs Project archives Project closure Lessons learned

Outputs Project archives Project closure Lessons learned



InputsInputs

Performance-measurement documentation All

documentation produced to record and analyze project

performance, including the planning documents which

established the framework for performance measurement

Product documentation Documents produced to

describe the product

Other project records





Performance-reporting tools and techniques

Project reports

Project presentations


Ad i i i Cl


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OutputsOutputs

Project archives Complete setof indexed projectrecords

Project closure Confirmation that the project has metall customer requirements for the product of the project

Lessons learned



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Summary

Review Questions