B U D I L U H U R U N I V E R S I T Y POST GRADUATE PROGRAM MAGISTER ILMU KOMPUTER (M.Kom)

1. B U D I L U H U R U N I V E R S I T Y POST GRADUATE PROGRAM MAGISTER ILMU KOMPUTER (M.Kom) IT PROJECT MANAGEMENT

2. PROJECT COMMUNICATION MANAGEMENT

3. 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

4. Project Communication Management Processes

5. 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

6. 1 – IDENTIFY STAKEHOLDER

7. 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

8. Schwalbe: ITPM 4th ed

9. 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

10. 2. PLAN COMMUNICATIONS Determining the information and communicationneeds of the project stakeholders

11. 1 – PLAN COMMUNICATIONS

12. PLAN COMMUNICATIONSINPUTS Enterprise environmental factors culture; structure, standards; infrastructure; etc Organizational process assets • Organizational process & procedures • Organizational corporate knowledge base

13. 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

14. PLAN COMMUNICATIONSTOOLS & TECHNIQUES Communication technology Communication technology factors: • The urgency of the needed for information: role in project success • The availability of technology • The expected project staffing: experience, expertise • The length of the project • The project environment: virtual / face to face

15. PLAN COMMUNICATIONSTOOLS & TECHNIQUES Communication models Noise Message Encode Decode MEDIUM SENDER RECEIVER Feedback message Decode Encode Noise

16. 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

17. 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

18. Sample attribute of Communication Management Plan: • Communication items • Purpose • Frequency • Start/end dates • Format/medium • Responsibility

19. 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

20. 3 – DISTRIBUTE INFORMATION

21. 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

22. DISTRIBUTE INFORMATION TOOLS & TECHNIQUES Communication methods • Project meetings; • Remote communication methods Information distributiontools • Hard-copy documents distribution • Manualfiling access; • Electronic communication / conferencing tools

23. DISTRIBUTE INFORMATION OUTPUTS Organizational processes assetsupdates • 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

24. 4 - MANAGE STAKEHOLDERS EXPECTATION Managing communications to satisfy the requirements of, and resolve issues with, project stakeholders

25. MANAGE STAKEHOLDERS EXPECTATION

26. MANAGE STAKEHOLDER EXPECTATIONTOOLS & 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

27. MANAGE STAKEHOLDER EXPECTATIONOUTPUTS 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

28. 5 – REPORT PERFORMANCE Collecting and distributing performance information including: • status reporting, • progress measurement, • forecasting

29. REPORT PERFORMANCE

30. REPORT PERFORMANCE

31. REPORT PERFORMANCEINPUTS • Project management plan • Performance measurement baseline • Work performance information(deliverable status, schedule progress, costs incurred) • Work performance measurements –(time, cost, and technical: planned versus actual) • Budget Forecasts • Organizational process assets ( report templates, variance limits, etc)

32. REPORT PERFORMANCETOOLS & TECHNIQUES Variance analysis • Verify the quality  determine the variances  Determine the impacts Forecasting methods • Time series; regression; judgmental methods Communication methods Push communication methods

33. 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)

34. WBS element • Planned budget • Earned value 4. Actual cost: Tabular performance report, presents: • 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)

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

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

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

38. 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)

39. PROJECT COMMUNICATION MANAGEMENT Thank You