| Knowledge Areas | Major Processes | Primary Inputs | Tools & Techniques | Primary Outputs | |
| COMMUNICATIONS | |||||
| Communications Planning | Determining the information and communications needs of the stakeholders | 1. Enterprise Environmental Factors
2. Organizational Process Assets 3. Project Scope Statement 4. Project management plan .Constraints .Assumptions |
|
1. Communication management plan | |
| Information Distribution | Making needed information available to project stakeholders in a timely manner | 1. Communication management plan
|
1. Communication skills
2. Information gathering and retrieval systems 3. Information distribution methods 4. Lessons learned Process
|
1. Organizational Process Assets (updates)
2. Requested Changes |
|
| Performance Reporting | Collecting and distributing performance information. This includes Status reporting, progress measurement and forecasting | 1. Work Performance Information
2. Performance Measurements 3. Forecasted completion 4. Quality control measurements 5. Project management plan Performance measurement baseline 6. Approved Change requests 7. Deliverables |
1. Information presentation tools
2. Performance information gathering and compilation 3. Status review meetings 4. Time reporting systems 5. Cost reporting systems |
1. Performance reports
2. Forecasts 3. Requested Changes 4. Recommended Corrective Actions 5. Organizational Process Assets (updates) |
|
| Manage Stakeholders | Managing communications to satisfy the requirements of and resolve issues with project stakeholders. | 1. Communications management plan
2. Organizational Process Assets
|
1. Communications Methods
2. Issue Logs
|
1. Resolved Issues
2. Approves Change Requests 3. Approved corrective actions 4. Organizational Process Assets (updates) 5. Project management plan (updates) |
|
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. It is often tightly linked with enterprise environmental factors and organizational influences. It is required to ensure timely and appropriate generation, collection, distribution, storage, retrieval and disposition of project information.
- Communication planning: determining the info and comm. needs of the project stakeholders
- Information distribution: making needed info available to project stakeholders in a timely manner.
- Performance reporting: collecting and distributing performance information, including status reporting, progress measurement, and forecasting
- Manage Stakeholders: managing communication to satisfy the requirements of and resolve issues with project stakeholders.
Art of Communications – Includes Sender-receiver Models, Choice of Media, Writing Style, Presentation techniques and Meeting Management Techniques.
Communication planning: determines who needs what, when, how and by whom.
Input:
EE Factors, Org Process assets, Project Scope statement, PMP (constraint and assumptions)
Tools Techniques:
Comm requirement Analysis: info required on: org chart, pjt org and stakeholder resp relationship, departments in org, logistic of how many channels, int-ext comm need,
Communications Technology – factors that affect the project include Urgency of the need for information, Availability of technology, Expected Project Staffing, Length of the Project and Project Environment.
Outputs:
CMP – Contains stakeholder communication requirements, information format, receiver, content, detail level, person responsible, methods or technologies, frequency and time of communication, methods for CMP updates, escalation process & Glossary of common terms. Can also include guideline for project status meetings, email etc. basically documents how one control and manage communication.
Information distribution: includes implementing the CMP as well as responding to unexpected RFI.
Input: CMP
Tools Techiques:
Communication skills: Written and oral, listening and speaking; Internal and ext; Formal Vs informal; vertical Vs horizontal (with peers).
Information gathering and retrieval system:
Infor distribution methods: Project meetings; electronic comm and conf tool (email, fax); electronic tool.
LLs: it can be good team building exercise. PMs are professionally obligated to hold LL session particularly if project yielded less than desirable results.
Outputs: LL dox, Project Records, Project reports (DSRs, issue logs, closure reports), Requested Change
Performance reporting – Involves collection of all baseline data and distribution of performance report to stakeholders. Generally on Scope, Quality, Schedule and Cost. But may include information on Risk and Procurement. right definition is “Collecting and Distributing performance information in terms of status reports, progress measurement reports and forecasting reports. It is a control feature and is done during control and project closure phase.
Inputs: Work performance info, performance measurements, forecasted completion, quality control measurements, baselines, deliverables.
Tools techniques: info presentation tools, performance info gathering and compilation, Status review meetings, time reporting system, cost reporting system.
Outputs: Performance reports, forecasts, recomm CA, changes, LL update to OPA.
Manage Stakeholder: refers to managing comm. To satisfy the needs of and resolve issues with project stakeholders. Ensure persons to operate synergistically and limits disruption with stakeholders.
Inputs: CMP, OPA
Tools techniques: Communication Methods (face to face, email), Issue log (that can be used to document and monitor the resolution of issues, owner is assigned and target date is given)
Outputs: resolved issues, approved CRs, CA
Major responsibility of project expeditor is communication management.
Team Meetings – periodic team meetings is the most effective way to accelerate the project integration process.
Performance Reviews – meetings held to assess status and/or progress. The main objective of a performance review is to identify performance successes or failures, progress with respect to the contract statement of work.
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