Project Communication Plan

1
Chapter 9

• Project Communication Plan
• ????????????????????????????

2
Chapter 9 Objectives

• ???????????????????????????? ? ????????????????
  Project Management Body of Knowledge (PMBOK)
  ??????????? project communications management
  ????????????? project communications planning,
  information distribution, performance reporting
  ??? administrative closure.
• ??????????????????????????????????????????????????
  ?????????????????????????????????????
• ????????????????????????????????????????????
  (earned value) ??? earned value
  ????????????????????????????????????? projects
  scope, schedule, ??? budget ??????????
• ??????????????????????????????? project
  stakeholders ?????????? ??? ????????
  ??????????????????????????????????????????????????
  

3

• ???????????????????? ?????????????????????????????
  ?????? ???????????????????????????????????????????
  ??????????????????????????????????????????????????
  ????????????????????????????

4
???????????????????????????

• ??????????????????????????????????????????
  ???????????????????????
• ???????????????????? IT ??????????????????????????
  ???????????????????????????????????????????????
  (good communicators)
• ?????????????????????? ??????????????? IT
  ??????????????????????????????????????????????????
  ?????????????????????????????????
• ???????????????????? (Strong verbal skills) ???
  ??????????????????????????????????????????????????
  ??? IT

5
PMBOK ????????????????????????????(Project
Communications Management)

• 1) ???????????????????
• ????????????????????? ??? ???????????????????????
  
• ?????????????????????????
• ????????????????????????????
• ?????????????????????? ??????? ??? ??????????????
  
• ??????????????????????????????????
  ???????????????????????
• ???????????????????????????????????????????
• ?????????????????????????? ????????????

6
PMBOK Project Communications Management

• 2) ????????????????? (Information Distribution)
• ??? ?????????????????????????????? (right
  information) ??????????????????? (right people)
  ?????????????????? (right format)
• 3) ???????????????????? (Performance Reporting)
• ?????????????????????????????????????????????
  project stakeholder ????????
• 4) ???????????????????????????????????????
  (Managing Stakeholder)
• ??????????????????????????????????????????????????
  ????????????? ?????????? ????????????
  ??????????????????????? ??????????????????????? ?
  ?????????????????????????????????????????????

7
????????????????????????????(Monitoring and
Controlling the Project)

• ??????????????????????????????????????
  ????????????????????????????????????????
  ??????????????????????????????????????????????????
  ????????????????????????????????
• ??????????????????????????????????????????????????
  ??????????????????????????????????????
  ?????????(?????????????)????????????
  ?????????????????????????????????????

8
??????????????????? (Communications Planning)

• ??? ? ???????????????????????????????????
  (communications management plan)
  ???????????????????
• ??????????????????????????????????????????????????
  ?????????????????????
• ???????????????????????????????????????
  (stakeholder analysis) ?????? ???????????????????
  (project communications) ?????????????????????????
  ????????????????????????????????

9
?????????????????????? (Project Communications
Plan)

• ?????????????????????????????????????
  ???????????????????????????????? project
  stakeholders ?????????????????
• ????????????? (communications plan)
  ???????????????????
• ???????????????????????????
• ??????????????????????????????
• ??????????? stakeholder ???????????
  ???????????????
• stakeholder ?????????????????????????? ? ????????
  
• ??? stakeholder ???????????????????????????

10
????????????????????????????? (Communications
Management Plan Contents)

• ??????????????????????????????????????????????????
  ??????????????????????????????????????????????????
  ?
• ?????????????????????????????????????????????
  ???????????? ??????????????? ?????????????????
• ??????????????????????????????????????????????????
  ?????
• ????????????????????????????????????????????
• ????????????????????????????????????????
• ?????????????????????????????????????
  (communications management plan) ??????????
  ??????????????????? ??????????????????
• ????????????????????????? stakeholder
  (stakeholder communications analysis)

11
Project Communications Plan
12
???????????????? (Project Metrics)

• ???????????????? (Project Metric) ???
  ???????????????? (qualitative measurement)
  ??????????????????????????? (some attribute of
  the project)
• ??????????????????????????????????????????????????
  ?????? ? ????? (key areas) ????????
• ?????? (Scope)
• ????????? (Schedule)
• ???????? (Budget)
• ???????? (Resources)
• ?????? (Quality)
• ?????????? (Risk)

13
??????????????????????????? ( Edberg, 1997)

• ?????????? (Understandable)
• ??????????????????? (Quantifiable)
• ??????????????????? (Cost Effective)
• ?????????? (Proven)
• ???????????? (High Impact)

14
??????????????????????????????????? (Meyer, 1994)

• ???????????????????????????????????????????????
  (gauge its progress)
• ??????????????????????????????
• ??????????????????????????????????????????
• ??????????????????????????????????????????????????
  ???????

15
????????????????? (Dashboard Metric)
16
??????????????? (Earned Value)

• ???????? ????????????????????????????????????????
  Dewey, Cheatem, and Howe ??????????????????????
• Project Budget, Schedule, Tasks
• 40,000 (project budget ???? budget at
  completion (BAC))
• 4 months (project schedule)
• 20 Tasks (evenly divided over 4 months)
  (projects tasks)
• 2,000 per task (Planned Value, PV)
• 5 tasks per month (project schedule)
• ??????????? ???????????????????????????????????
  10,000 ????????? ???????????? 5 tasks ??? 1, 2,
  3, 4, 5

17
The Planned Project Schedule And Budget
Task Month 1 Month 2 Month 3 Month 4
1 2,000
2 2,000
3 2,000
4 2,000
5 2,000
6 2,000
7 2,000
8 2,000
9 2,000
10 2,000
11 2,000
12 2,000
13 2,000
14 2,000
15 2,000
16 2,000
17 2,000
18 2,000
19 2,000
20 2,000
Total 10,000 10,000 10,000 10,000
18
Earned Value Concepts

• Planned Value (PV) (????????????????????????)
• ??????????????????????????????????????????????????
  ?????????????????????????????????????????? ? ??
  WBS
• ????????? ???????????????????????????? task ???
  2,000
• ????????????????????????????????? ??? 10,000
• Budgeted At Completion (BAC) (????????????????????
  ?????????)
• ??????????????????????????????????
• ????????? BAC ????? 40,000 ??????????????????????
  ???????????????????????????????????????
• ??????? BAC ????? ????????????? PV (total
  cumulative planned value)

19
Planned Budget
1
2
3
20
??????????????? (Invoice)

• End of Month 1
• Dewey, Cheatem, Howe
• Amount Due 8,000
• Payment due immediately!
• page 1 of 2
• ??????????? ????????? ???????? delay
  ???????????????????????? 10,000 ?????? 5 tasks
  ????????????????? 8,000 ???? ?????? 4 tasks
  ?????????????

21
Invoice

• Dewey, Cheatem, Howe
• Work Completed for Month 1
• Task A - 2,000
• Task B - 3,000
• Task C - 3,000
• page 2 of 2

22
?????????? Invoice ????????? 2
???????????????????? ????????????? 3 ??? ??? 5
?????????????????????????????????????????
?????????? ??????????????????????????????????????
????????????????????? Maybe things are not as
good as we thought!
23
Planned Value versus Actual Cost
24
Some More Earned Value Concepts

• Actual Cost (AC) (??????????)
• ??????????????????????????????????????????????????
  ????? WBS ?????????
• ??????????? actual cost ?????????? task 2
  ?????????????? 3,000
• ???? ???????????????? 8,000 ?????????????????
  task ?????????????????????? 1
• Earned Value (EV) (??????????????)
• ??????????????????????????????????????????????????
  ????? ????????????????????????????????????????????
  ?????
• ?????????????????????????? ? 8,000
  ???????????????????????? 6,000
  (??????????????????????????????????)
• ??????? ???? 6,000 ??????????? earned value

25
Planned, Actual, Earned Values for Month 1
Task Planned Actual Earned
1 2,000 2,000 2,000
2 2,000 3,000 2,000
3 2,000 3,000 2,000
4 2,000
5 2,000
Cumulative 10,000 8,000 6,000
What we planned to pay
What we have to pay
What we should pay
26
Comparison of Planned Value, Actual Cost, and
Earned Value
We are spending 8,000 to achieve 6,000 worth of
work!
27
???????????????????????????? (Cost Metrics)

• Cost Variance (CV)-???????????????????????????????
  ??????????? ??? ?????????????????????
• CV EV AC (???? ????????????????????????
  ??????????????)
• CV 6,000 - 8,000 -2,000
• ????????? (Negative Value) over budget
• ?????????? (Positive Value) under budget
• ??????? 0 project is right on budget

28

• Cost Performance Index (CPI)- ????????????????????
  ?????????????? dollar spent
• CPI EV ? AC (???? ???????????????????????? /
  ??????????????)
• CPI 6,000/8,000 0.75
• ratio gt 1 under budget
• ratio lt 1 over budget
• Ratio 1 means project is right on budget

29
Cost Metrics
Cost Variance (CV) EV AC
6,000 - 8,000 (2,000)
Negative value tells us the project is over budget
30
Cost Metrics
Cost Performance Index (CPI) EV / AC
6,000
/ 8,000
.75
For every 1 spent, only 0.75 of the work we
budgeted was really completed.
ratio lt 1 the project is over budget
31
??????????????????????????? (Schedule Metrics)

• Schedule Variance (SV) ????????????????????
  cost ????????????????????????????? (current
  progress) ??? ??????????????????????????????
  originally scheduled)
• SV EV PV (???? ????????????????????????
  ???????????????????????????)
• SV 6,000 - 10,000 - 4,000
• Negative Value behind schedule
• Positive Value ahead of schedule
• Value 0 means project is right on schedule

32

• Schedule Performance Index (SPI)
  ??????????????????????????????????????????????????
  ???????
• SPI EV ? PV (???? ???????????????????????? /
  ???????????????????????????)
• 6,000 / 10,000 0.6
• ratio gt 1 ahead of schedule
• ratio lt 1 behind schedule
• Ratio 1 means our project is right on schedule

33
Schedule Metrics
Schedule Variance (SV) EV PV
6,000 - 10,000
(4,000)
Negative value tells the project is behind
schedule
34
Schedule Metrics
Schedule Performance Index (SPI) EV/PV
6,000
/ 10,000
.60
For every 1.00 of work that was expected to be
completed, only 0.60 was accomplished.
ratio lt 1 tells us the project is behind schedule
35
Summary of Project Performance Metrics
Task Planned Value PV Planned Value PV Actual Cost AC EarnedValue EV Cost Variance CV ScheduleVariance SV Cost Performance Index CPI Schedule Performance Index SPI
1 2,000 2,000 2,000 2,000 -0- -0- 1.00 1.00
2 2,000 3,000 3,000 2,000 (1,000) -0- 0.67 1.00
3 2,000 3,000 3,000 2,000 (1,000) -0- 0.67 1.00
4 2,000 (2,000) - 0.00
5 2,000 (2,000) - 0.00
Cumulative 10,000 8,000 8,000 6,000 (2,000) (4,000) 0.75 0.60
36
Expected Time To Complete (ETC)

• ?????????????????????????????????????????????????
• ??????????????????????????? (variance)
  ??????????????????? planned schedule ??? budget
  ?????? ????????????????? (????????????????????????
  ???? ? ) ???????????????????????????????????? ? ?
• ???????????????????????????????????? (atypical)
  ???????????????????????????????????

37
Expected Time to Complete (ETC)

• ETC (typical variances)
• (BAC Cumulative EV to date)/Cumulative CPI
• (40,000 - 6,000) / .75
• 45,333.33

If we believe the variances (i.e., problems)
encountered so far WILL continue for the
remainder of our project, then the funds needed
to complete the rest of our project is estimated
to be 45,333.33. .
Cumulative CPI ?????????? 1 ??????????????? ?
?????? 0.75 ?????? ?????????????????? ? ???
40,000 6,000 34,000 ???????
?????????????????? 34,000/0.75 45,333.33
38
Expected Time to Complete (ETC)

• ETC (atypical variances)
• (BAC Cumulative EV to date)
• (40,000 - 6,000)
• 34,000.00

If we believe the variances (i.e., problems)
encountered so far will NOT continue for the
remainder of our project, then the funds needed
to complete the rest of our project is estimated
to be 34,000.00.
??????????????? ????? CPI 1 ????????????????????
???
39
Estimate at Completion (EAC)

• ???????????????????????????? final value
  ????????????????????????????????????????????????
  (????????) ??? ?????????????? ?
  ????????????????????
• ?????????????????????????????????????????????
  ????????????????????? ????
• ???????????? projects current performance
  metrics ????????????????????????????????????
• Depends on whether we believe these variances are
  typical and expected to continue or atypical
  i.e., we dont expect variances or problems as we
  continue with the project.

40
Estimate At Completion (EAC)

• EAC (typical variances)
• Cumulative AC ((BAC - Cumulative
  EV)/Cumulative CPI
• 8,000 (40,000 - 6,000) / .75
• 53,333.33

If we believe the variances (i.e., problems)
encountered so far WILL continue for the
remainder of our project, then the total budget
to complete this project is estimated to be
53,333.33 .
????????????? 8,000 ?????????????? 45,333.33 ????
?????????????????? 53,333.33 ???????????????????

41
Estimate At Completion (EAC)

• EAC (atypical variances)
• Cumulative AC (BAC - Cumulative EV)
• 8,000 (40,000 - 6,000)
• 42,000

If we believe the variances (i.e., problems)
encountered so far WILL NOT continue for the
remainder of our project, then the total budget
to complete this project is estimated to be
42,000 .
42
Another way to calculated Earned Value

• ?????????? completion of the planned value
• ????????? planned value (PV) ??? activity, task,
  ???? WBS component ???????????? percentage of
  completion

43
Earned Value PV Percent Complete
Task Planned Value Percent Complete Earned Value
A 1,000 100 1,000
B 1,500 100 1,500
C 2,000 75 1,500
D 800 50 400
E 1,200 50 600
Cumulative 6,500 5,000
44
Updated Project Plan
45
???????????????????? (Performance Reporting)

• ???????????????????? (Performance reporting)
  ??????? stakeholders ??????????????????
  ??????????????????????????????????????????????????
  ???????????
• ???????????????? (Status reports) ?????????
  ??????????????????????????? ?. ????????????
• ????????????????? (Progress reports) ?????????
  ??????????????????????????????????????????????????
  ????
• ????????????????? (Project forecasting)
  ????????????????????????????????????????????????
  ????????????????????????????????????????? ?
  (trends)
• ???????????????????????? (Status review meetings)
  ????????????? ???????????????????????? ?

46
?????????????????????????????????????????????????
???

• ???????? (Reviews)
• ?????????????????????????????????????????
  stakeholders
• ?????????????????????????????????????? ????
  ????????
• ??????????? ???????????????????????,
  ??????????????????? ? ?? ???? ?????????????
• ????????????????? (Status Reporting)
• ?????????????????????????????????????????????????
• ????????????????????????????????????????
  (baseline plan)
• ???????, ????????? ????????????
• ??????????????????????????????????????? ?

47
Reporting Performance and Progress Reporting
Categories

• ????????????????????? (Progress Reporting)
• ???????????????? ? ?????????????????
• ???????????????????????????????????????????
• ??????????????????? (Forecast Reporting)
• ?????????????????????????????????????????????????
  
• ???????? ??????????????????? (trend analysis)

48
Project Report Categories
49
????????????????? (Information Distribution)

• ?????????????????????????????? ???????????????????
  ?????????????????????????????????????????
  (Getting the right information to the right
  people at the right time and in a useful format)
  ?????????????????????????????????? ??????????
• ?????????????????????? ??????
• ?????????????????????????????????????????????
• ??????????????????????????????????????????????????
  ????????????

50
Information Distribution

• ???????????????????? (Face-to-Face Meetings
  (F2F))
• ??????????? ?????? ???? ??????????????????? ?
• ????????????????????????????????????
  (Collaboration technology)
• NetMeeting, Groove, Notes, Exchange

51
The Impact of the Number of People on
Communications Channels
52
Communication and Collaboration Matrix
53
The BITTC KMS Extranet
54
BITTC Project Teams Learning Cycle
55
????????????????????????????????????????

• ???????????????? (conflict) ??????????????????
• ???????????????????????????????
• ?????????????????????????????????
• ??? e-mail ??????????????????
• ?????????? (templates) ???????????????????????????
  ?

56
Conflict Handling Modes

• ??????????????????????? ?????????????????????????
  ???
• ??????????? ??????????????????????????
  (give-and-take)
• ?????????? ??????????????????????????????????????
  ??????????
• ?????? ????????? ???-??? (win-lose)
• ?????? ??????????????????????????????????????????
  ??????? ???? ???????????

57
Conflict Contributions

• ?????????????????????????????????????????????
  ???? ??????????? ?????????????????
  ???????????????????????????????????????????????
• ?????????????????????????? ? ???????? ????????
  Groupthink ??????
• ??????????? Karen Jehn ??????????
  ???????????????????????????????? (task-related
  conflict) ?????????????????????????????????????
  ??????????????????????????????????????????????????
  ????????

58
Developing Better Communications Skills

• ???? ? ???????????????????????????????????????????
  ?? IT ??????????? ????????????????????????????????
  ?????????? ?????????????????
• ????????????????????????????? (global) ???????
  ??????????????????????????????????????????????????
  ??????????????????????????????????????????
• ????????????????????????????? ????????????????????
  ???????????

59
Running Effective Meetings

• ?????????? ??????????????????????????
• ??????????????????????????????????????????????????
  ???????
• ??????????????????????????????
• ??????????????????????????????????????????????????
  ????????????
• ????????? ?????????????????????? ?
  ???????????????????????????????
• ????????????????????????????
• ????????????????????????????

60
Using E-Mail Effectively

• ????????? e-mail ?????????????????????????????????
  
• ???????????? e-mail ????????
• ?????????????????????? (meaningful subjects)
• ??????????????????????????????????????????
  ????????????????????????????????????
• ???????????????????????????????????????
  (attachment)
• ?? e-mail ??????????????????? ????????????????????
  ?????????????
• ??????????????????????????????????????????????????
  ???????
• ????????????????? e-mails ??????????
• ???????????????? feature ???????? ? ???????

61
Using Templates for Project Communications

• ????????????????????????????????????????????????
• ??????????????????????????????????? (template)
  ???? ? ?????????????????????????
  ??????????????????????????
• ???????????????????????????????
  ??????????????????????????????? ???? ???????????
  ?
• ?????????????????????????????????????
  ????????????????????????????????????

62
Sample Monthly Progress Report
63
Sample Letter of Agreement
64
Outline for a Final Project Report
65
Final Project Documentation Items
66
Lessons Learned Report
67
Developing a Communications Infrastructure

• Communications infrastructure ????????????????????
  ? ?????? ??? ?????????????????????????????????????
  ????????????????????????????????
• ???????????????????? e-mail, project management
  software, groupware, fax machines, telephones,
  teleconferencing systems, document management
  systems, ??? word processors
• ???????????????? reporting guidelines and
  templates, meeting ground rules and procedures,
  decision-making processes, problem-solving
  approaches, and conflict resolution ???
  negotiation techniques
• ???????????????????????? ?????? open dialog ???
  agreed upon work ethic

68
???????? 9

• ????? ..