B U D I L U H U R U N I V E R S I T YPOST GRADUATE PROGRAM

MAGISTER ILMU KOMPUTER (M.Kom)

IT PROJECT MANAGEMENT

PROJECT COMMUNICATION MANAGEMENT

2010

Importance of Good Communications

The greatest threat to many projects is a failure to communicate

Our culture does not portray IT professionals as being good communicators

Research shows that IT professionals must be able to communicate effectively to succeed in their positions

Strong verbal skills are a key factor in career advancement for IT professionals

2010

Project Communication Management Processes

Plan 1. Identify stakeholder

Plan 2. Plan communications

Execute 3. Distribute information

Control4. Manage stakeholders

expectations

Control5. Report performance

2010

1. IDENTIFY STAKEHOLDERS

Identifying all people or organizations impacted by the project, and documenting relevant information regarding their: Interests Involvement Impact

on the project success

2010

1 – IDENTIFY STAKEHOLDERINPUT OUTPUT

1. Project charter2. Procurement documents3. Enterprise environmental factors4. Organizational process assets

1. Stakeholder register

2. Stakeholder management strategy

TOOLS & TECHNIQUES

1. Stakeholder analysis2. Expert judgment

2010

IDENTIFY STAKEHOLDERINPUTS

Project charter : provide information about internal and external stakeholders

Procurement documents

The parties in the contract are key project stakeholders

Enterprise environmental factors

culture; structure, standards; infrastructure; etc

Organizational process assets Organizational process & procedures Organizational corporate knowledge base

2010

Schwalbe: ITPM 4th ed

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IDENTIFY STAKEHOLDEROUTPUTS

Stakeholder register contains all details about identified stakeholders Identification information: name, address, etc; Assessment information: major requirements,

main expectations, etc; Stakeholder classification

Stakeholder management strategy defines an approach to increase the support and minimize negative impacts of stakeholders throughout the entire project lifecycle

2010

2. PLAN COMMUNICATIONS

Determining the information and communication needs of the project stakeholders

2010

1 – PLAN COMMUNICATIONSINPUT OUTPUT

1. Stakeholder register2. Stakeholder management

strategy3. Enterprise environmental factors4. Organizational process assets

1. Communication management plan

2. Project document updates

TOOLS & TECHNIQUES

1. Communication requirements analysis2. Communication technology3. Communication models4. Communication methods

2010

PLAN COMMUNICATIONSINPUTS

Enterprise environmental factors

culture; structure, standards; infrastructure; etc

Organizational process assets Organizational process & procedures Organizational corporate knowledge base

2010

PLAN COMMUNICATIONSTOOLS & TECHNIQUES

Communication requirements analysis

Information needed in analysis:• Organizational charts• Project organization; • Department, disciplines, specialties, logistics

involved• Internal & external info needs• Stakeholder information

2010

PLAN COMMUNICATIONSTOOLS & TECHNIQUES

Communication technology

Communication technology factors:

1. The urgency of the needed for information: role in project success

2. The availability of technology

3. The expected project staffing: experience, expertise

4. The length of the project

5. The project environment: virtual / face to face

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PLAN COMMUNICATIONSTOOLS & TECHNIQUES

Communication models

Encode

Decode

SENDER

Decode

Encode

RECEIVERMEDIUM

Noise

NoiseMessage

Feedback message

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PLAN COMMUNICATIONSTOOLS & TECHNIQUES

Communication methods:

Interactive communication : multidirectional exchange of information

Push communication: send to specific recipients who need to know the information

Pull communication: recipients access the communication content at their own discretion

The project manager decides based on the result of the stakeholder analysis

2010

PLAN COMMUNICATIONS OUTPUTS

Communication management plan, which provides: Stakeholder communication requirements Information to be communicated: format, content, level of

detail Person responsible for communicating the information Person / groups who will receive the information Methods or technologies used Frequency Escalation process-identifying time frames and the

management chain for escalation of issues that can not be resolved at a lower staff level

Method for updating & refining the communication plan Glossary of common terminology

2010

Sample attribute of Communication Management Plan:

Communication items Purpose Frequency Start/end dates Format/medium Responsibility

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3. DISTRIBUTE INFORMATION

Making needed information available to project stakeholders in a timely manner

Susan Snedaker:

Information is power. When you share power, you increase your own power

2010

3 – DISTRIBUTE INFORMATION

INPUT OUTPUT

1. Project management plan

2. Performance report3. Organizational process

assets

1. Organizational processes assets updates

TOOLS & TECHNIQUES

1. Communications methods2. Information distribution tools

2010

DISTRIBUTE INFORMATIONINPUTS

Project management plan : contains the communication management plan

Performance reports used to distribute project performance and status information. Should be made available prior to project meetings.

Organizational process assets: Policies, procedures and guidelines regarding

information distribution Templates Historical information and lessons learned

2010

DISTRIBUTE INFORMATION TOOLS & TECHNIQUES

Communication methods • Project meetings; • Remote communication methods

Information distribution tools • Hard-copy documents distribution• Manual filing access; • Electronic communication / conferencing tools

2010

DISTRIBUTE INFORMATION OUTPUTS

Organizational processes assets updates• Project records• Project reports• Project presentation• Feedback from stakeholder• Stakeholder notification

Changes to the Information distribution process should trigger changes to the PM plan and rhe communication management plan

2010

4 - MANAGE STAKEHOLDERS EXPECTATION

Managing communications to satisfy the requirements of, and resolve issues with,

project stakeholders

2010

MANAGE STAKEHOLDERS EXPECTATIONINPUT OUTPUT

1. Stakeholder register2. Stakeholder management

strategy3. Project management plan4. Issue log5. Change log6. Organizational process

assets

1. Organizational process assets updates

2. Change requests3. Project management

plan updates4. Project documents

updates

TOOLS & TECHNIQUES

1. Communications methods2. Interpersonal skills3. Management skills

2010

MANAGE STAKEHOLDER EXPECTATION TOOLS & TECHNIQUES

Communication Methods• As listed in the communication management

plan

Interpersonal skills

Building trust, resolving conflict, active listening, overcoming resistance to change

Management skills

Presentation skills, negotiating, writing skills, public speaking

2010

MANAGE STAKEHOLDER EXPECTATION OUTPUTS

Organizational process assets updates

Causes of issues, lesson learned, etc

Communication Methods• As listed in the communication management plan

Project management plan updates

Inclludes communication updates (new, withdraw, change)

Project documents updates

Stakeholder management strategy

Stakeholder register

Issue log

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5 – REPORT PERFORMANCE

Collecting and distributing performance information including: • status reporting, • progress measurement, • forecasting

2010

REPORT PERFORMANCEINPUT OUTPUT

1. Project management plan• Performance

measurement baseline2. Work performance information3. Work performance

measurements4. Budget forecasts5. Organizational process assets

1. Performance reports

2. Orghanizational process asets updates

3. Change requests

TOOLS & TECHNIQUES

2010

REPORT PERFORMANCE

TOOLS & TECHNIQUES

1. Variance analysis2. Forcasting methods3. Communication methods4. Reporting systems

2010

REPORT PERFORMANCEINPUTS

1. Project management plan

• Performance measurement baseline

2. Work performance information (deliverable status, schedule progress, costs incurred)

3. Work performance measurements –(time, cost, and technical: planned versus actual)

4. Budget Forecasts

5. Organizational process assets ( report templates, variance limits, etc)

2010

REPORT PERFORMANCE TOOLS & TECHNIQUES

Variance analysis• Verify the quality determine the variances

Determine the impacts

Forecasting methods• Time series; regression; judgmental methods

Communication methods

Push communication methods

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REPORT PERFORMANCE OUTPUTS (1)

Performance reports: Organize & summarize the information gathered Performance analysis results vs performance

baseline Progress information Details (as needed by the stakeholders)

2010

1. WBS element

2. Planned budget

3. Earned value

4. Actual cost:

5. Cost Variance: Variance: (EV-AC) % variance: (CV / EV)

6. Schedule: Schedule variance: (EV-PV) % variance: (SV / PV)

7. Performance index CPI: (EV / AC) SPI: (EV / PV)

Tabular performance report, presents:

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Figure 10-2. Sample Template for a Project Description (Schwalbe: ITPM 3rd ed.)

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Table 10-3. Sample Template for a Monthly Progress Report (Schwalbe: ITPM 3rd ed.)

2010

Table 10-4. Sample Template for a Letter of Agreement for a Class Project (Schwalbe: ITPM 3rd ed.)

2010

Performance report Updated and reissued based on performance

information

Organizational process assets updates Lesson learned documentation:

Causes of issues Reasoning behind the corrective action

choosen

Change Requests (project integration mgmt)

PROJECT COMMUNICATION MANAGEMENT

Thank You