program communication management
TRANSCRIPT
Chapter 10
Program CommunicationProgram Communication Management
© Mahindra Satyam 2009
Communication Management
Ensuring timely and appropriate
• Generation
• Collection
• Distribution
• Storage• Storage
• Retreival
• Disposition
of program information
P C i ti M t P GProgram Communication Management Processes GroupPlan Communications PDistribute Information E
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Report Program Performance M&C
10.1 – Plan Communications
• Determining the information and communication needs of all stakeholders
• Who needs whatWho needs what
• When they need it
• How it will be given to them
• By whom
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Plan Communications
P
Tools and Techniques
Inputs
• Program management information systems
• Program charter• Program management plan• Governance plan• Program stakeholder
POutputs
systems• Communications
requirements analysisComm nicationmanagement plan
• Organizational communications strategy
• Program scope statement
• Program communications management plan
• Communications log
• Communication methods
• Program WBS• Communication
requirements• Stakeholder register
g• Communications
strategy
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• Program master requirements
Plan Communications – Data Flow Diagram
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Communications Management Plan
• Stakeholder communication requirments
• Information to be communicatedInformation to be communicated
• Responsibility
• Recipients
• Communication methods or technology
• Frequency
E l ti f i l ti• Escalation process for issue resolution
• Glossary
• Process for updating this planp g p
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10.2 – Distribute information
• Providing timely and accurate information to program stakeholders in planned
formats and mediaformats and media
• Stakeholders include clients, sponsors and component managers
• This includes:
• Status information (progress, cost, risk, etc.)
• Change requests
B d t i f ti• Budgetary information
• Public announcements
• Filings for legal requirementsg g q
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Distribute information
• Communication skills
Tools and Techniques
Communication skills• Information gathering
and retrieval systems• Information Inputs
Outputs
distribution methods• Lessons learned
database
• Program communication management plan
• Communications messages • Program performance
reports• Lessons learned
updates
messages• Stakeholder register• Change request log• Governance decisions updates
• Program communication management plan
d t
• Component charter• Program master
schedule• Program WBS
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updates• Communication log
updates
Program WBS• Communication log• Communications strategy
Distribute information – Data Flow Diagram
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Information Distribution Methods
• Meetings, hard copy documents, common folders or databases
• Electronic communication and conferencing tools
• Electronic program management tools
• Informal communication• Informal communication
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10.3 – Report Program Performance
• Consolidating performance data to provide stakeholders with information about
how resources and being used to deliver program benefitshow resources and being used to deliver program benefits
• Includes project and non-project activities
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Report Program Performance
• Information
Tools and Techniques
Information presentation tools
• Status gathering and compilationInputs
Outputs
• Status review meetings
• Time reporting systems
• Program performance reports
• Program budget baseline• Program management plan
• Program performance reports
• Program forecasts• Communications
systems• Cost reporting
systems
• Program master schedule• Go/no-go decisions• Variance reports• Performance measurements Communications
messages• Benefits realization
report
• Approved change requests• Program risk register’• Program issues register• Benefits realization plan
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• Forecasts
Report Program Performance – Data Flow Diagram
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Status Gathering and Compilation
• Program records
• Program reports
• Program presentations
• Feedback from stakeholders• Feedback from stakeholders
• Stakeholder notifications
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Questions?
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