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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
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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Source: pmbok guide 2000 2002 Robbins-Gioia, Inc. 10-3
Communication Management
10.1
Communications
Planning
Planning
10.3Performance
Reporting
10.4
Administrative
Closure
Controlling
10.2
Information
Distribution
ClosingExecuting
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Source: pmbok guide 2000 2002 Robbins-Gioia, Inc. 10-4
Communications Planning
Communications Planning
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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Source: pmbok guide 2000 2002 Robbins-Gioia, Inc. 10-5
Communications Planning
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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Source: pmbok guide 2000 2002 Robbins-Gioia, Inc. 10-6
Inputs
Inputs
Communications requirements The sum of theinformation requirements of the projectstakeholders
Communication technology Used to transferinformation back and forth among projectelements
Constraints
Assumptions
Communications Planning
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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
Communications Planning
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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
Communications Planning
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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
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Information Distribution
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
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InputsInputs
Work results
Communication management plan
Project plan
Information Distribution
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Tools & TechniquesTools & Techniques
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
Information Distribution
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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
Information Distribution
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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
Information Distribution
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Performance Reporting
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
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Performance Reporting
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
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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 Reporting
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Tools & TechniquesTools & Techniques
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
Performance Reporting
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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
Performance Reporting
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Administrative Closure
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
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Administrative Closure
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
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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
Administrative Closure
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Tools & TechniquesTools & Techniques
Performance-reporting tools and techniques
Project reports
Project presentations
Administrative Closure
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
Administrative Closure
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Summary
Review Questions