PMP Preparation Training

Communications Management

Chapter 10

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

 Communications
Management
Processes required to ensure timely and appropriate
development, collection, dissemination, storage, and,
ultimately, disposition of project information
Communications Planning
Information Distribution
Performance Reporting
Administrative Closure

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

 Communication Management
Planning Executing Controlling Closing
10.1
Communications
Planning 10.3
Performance
Reporting
10.2
Information 10.4
Distribution Administrative
Closure

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-3

 Communications Planning

Determining the information and communications

needs of the stakeholders: who needs what
information, when they will need it, and how it
will be given to them

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-4

 Communications Planning

Tools & Techniques

• Stakeholder analysis

Inputs
• Communications
requirements Outputs
• Communication • Communication
technology management plan
• Constraints
• Assumptions

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-5

Communications Planning

Inputs
• Communications requirements – The sum of the
information requirements of the project
stakeholders
• Communication technology – Used to transfer
information back and forth among project
elements
• Constraints
• Assumptions

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-6

Communications Planning

Tools & Techniques

• Stakeholder analysis – A method for developing
a systematic and logical view of the information
needs of the stakeholders and of the sources for
meeting those needs

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

Communications Planning

Outputs
• Communication management plan – provides:
– Collection and filing structure – Methods used to gather, update, and
store various types of information
– Distribution structure – Specifies to whom information will flow
and what 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

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-8

 Information Distribution

Making needed information available to project

stakeholders in a timely manner

• Includes implementing the communications

management plan, as well as responding to
unexpected requests for information

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-9

 Information Distribution
Tools & Techniques
• Communications skills
• Information-retrieval
systems
• Information-distribution
systems

Inputs
• Work results Outputs
• Communication • Project records
management plan • Project reports
• Project plan • Project presentations

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

Information Distribution

Inputs
• Work results
• Communication management plan
• Project plan

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-11

Information Distribution

Tools & 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

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-12

Information Distribution

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

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-13

Information Distribution

Outputs

• 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 or
informally to any or all of the project stakeholders

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-14

 Performance Reporting

Collecting and disseminating performance

information to provide stakeholders with
information about how resources are being used to
achieve project objectives

• This includes status reporting, progress

measurement, and forecasting
• Provides information on scope, schedule, cost, and
quality, and possibly on risk and procurement

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-15

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

Inputs
• Work results
• Project plan Outputs
• Other project records • Performance reports
• Change requests

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-16

 Performance Reporting

Inputs
• 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

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-17

 Performance Reporting

Tools & 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

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-18

 Performance Reporting

Outputs
• 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

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-19

 Administrative Closure
Documenting project results in order to formalize
the acceptance of the product by the sponsor, client,
or customer

• 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

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-20

 Administrative Closure
Tools & Techniques
• Performance-reporting
tools and techniques
• Project reports
• Project presentations

Inputs
• Performance measurement Outputs
documentation • Project archives
• Product documentation • Project closure
• Other project records • Lessons learned

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-21

Administrative Closure

Inputs
• 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

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-22

Administrative Closure

Tools & Techniques

• Performance-reporting tools and techniques
• Project reports
• Project presentations

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-23

Administrative Closure

Outputs
• Project archives – Complete set of indexed project
records

• Project closure – Confirmation that the project has met

all customer requirements for the product of the project

• Lessons learned

Source: pmbok guide 2000 © 2002 Robbins-Gioia, Inc. 10-24

 Summary

• Review Questions

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