COMMUNICATIONS MANEGEMENT

Inca Consulting

C O N F I D E N T I A L
 Agenda

01 Project Communication Management Processes

02 Process Communications Planning

02a Communications Planning Tools / Techniques

02b Communications Planning Output

03 Process Information Distribution

03a Information Distribution Output

04 Process Performance Reporting

04a Performance Reporting Status vs Progress

05 Process Manage Stakeholders

06 General Concepts
01 Project Time Management Processes

Activity definition: Identifying the specific activities that

the project team members and stakeholders must
perform to produce the project deliverables.
Activity sequencing: Identifying and documenting the
relationships between project activities.
Activity resource estimating: Estimating how many
resources a project team should use to perform project
activities.
Activity duration estimating: Estimating the number of
work periods that are needed to complete individual
activities.
Schedule development: Analyzing activity sequences,
activity resource estimates, and activity duration
estimates to create the project schedule.
Schedule control: Controlling and managing changes to
the project schedule.
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 02 Project Time Management Processes
Process Project Phase Key Deliverables
Activity List, Milestone
Define Activities Planning
list

Project Schedule network

Sequence Activities Planning
diagrams
Activity resource
Estimate Activity
Planning requirements, Resource
Resources
breakdown structure
Estimate Activity Activity duration
Planning
Durations estimates
Develop Schedule Planning Project Schedule
Work Performance
Monitoring and
Control Schedule measurements, Change
Controlling
Requests
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 03 SCHEDULE MANAGEMENT PLAN
The schedule management plan is a subsidiary
component of the project management plan.
Schedule management plan in time management
process describes:

What activities, methodologies, tools, and processes will be

used for creating the project schedule.

How the schedule will be approved by the

stakeholders and project team

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 04 DEFINE ACTIVITIES
The goal of the first Project Time Management Process,
Define Activities, is to create the complete list of project
activities called the activity list.

Defining activities is an iterative process performed

together by the project manager and the project team .

Activity definition involves developing a more detailed WBS

and supporting explanations to understand all the work to
be done, so you can develop realistic cost and duration
estimates.

Define Activities itemizes all the tasks that are required to

produce the work packages.

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 04 DEFINE ACTIVITIES: PROCESS

Inputs Tools and Techniques Outputs

Scope baseline Decomposition Activity list

Enterprise
Rolling wave planning Activity attributes
environmental factors

Organizational process
Templates Milestone list
assets

Expert judgment

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05 DEFINE ACTIVITIES: INPUTS

SCOPE BASELINE
The scope baseline is the approved project scope statement,
WBS, and WBS dictionary. These define the deliverables and
work packages, which are used to create the activity list.
ENTERPRISE ENVIRONMENTAL FACTORS
Any of the many enterprise environmental factors and
systems, such as the PMIS, that influence the project should
be considered while defining the activities.
ORGANIZATIONAL PROCESS ASSETS
Organizational process assets are the source of existing
policies, processes, organizational data and knowledge.
It also includes the organization's "knowledge base," which
includes lessons learned from prior projects.

2011 Confidential Material

 05 DEFINE ACTIVITIES: TOOLS AND TECHNIQUES
DECOMPOSITION
Work packages from the WBS are decomposed into the activities
needed.
The project manager and the project team work together to
decompose the work package.
ROLLING WAVE PLANNING
An iterative approach in which items not required immediately by
the project are planned for later as the need for them draws closer.
TEMPLATES
Templates can include several elements:
Required actions to complete the project scope
Required resources and skills
Required hours of duration for activities
Known risks
Output of the work
Descriptions of work packages

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05 DEFINE ACTIVITIES: TOOLS AND TECHNIQUES
EXPERT JUDGMENT
Expert judgment is based upon the experience and
knowledge of subject matter experts. Subject matter
expertise in scheduling, scope statements, and WBS
decomposition is needed for time management.

2011 Confidential Material

 05 DEFINE ACTIVITY: OUTPUT
ACTIVITY LIST
An activity list is a tabulation of activities to be included
on a project schedule. The list should include:
The activity name
An activity identifier or number
A brief description of the activity

ACTIVITY ATTRIBUTES
Activity attributes provide more information about each
activity, such as predecessors, successors, logical
relationships, leads and lags, resource requirements,
constraints, imposed dates, and assumptions related to the
activity.

2011 Confidential Material

05 DEFINE ACTIVITY: OUTPUT
MILESTONE LIST
The milestone lists contains all project milestones
regardless of whether they originated from the customer,
enterprise, stakeholders, or the project team.
Milestones are useful tools for setting schedule goals and
monitoring progress.
The milestone list is a component of the project
management plan.
Examples include completion and customer sign-off on key
documents and completion of specific products.

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 06 SEQUENCE ACTIVITIES
The Sequence Activities process puts the activities in the
order they need to be performed.
Properly sequencing activities involves determining the
dependencies and relationships between activities and
applying
Inputs leads andTools
lags.and Techniques Outputs
Project scope Precedence diagram Project schedule network
statement method (PDM) or AON diagrams

Activity List Applying leads and lags Projectdocument updates

Activity attributes Schedule Network
Templates
Milestone list Dependency
determination
Organizational process
assets
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 06 SEQUENCE ACTIVITIES: INPUTS
ACTIVITY LIST
It is the source document this process needs to identify what
the activities are that need sequenced.
The activity list is the complete list of project activities that
are needed to produce the work packages.
ACTIVITY ATTRIBUTES
The activity attributes document is a companion to the
activity list.
It provides sufficient detail to fully describe the activity.
MILESTONE LIST
The milestone lists contains all project milestones regardless
of where they originated and whether the milestone is
optional or mandatory.
Milestones can originate from the customer, performing
organization, project manager, or project team.

2011 Confidential Material

 06 SEQUENCE ACTIVITIES: INPUTS
PROJECT SCOPE STATEMENT
The scope statement may identify constraints that will
generate dependencies and relationships between activities
and might necessitate the need for leads and lags.
ORGANIZATIONAL PROCESS ASSETS
Organizational process assets are the source of existing
policies, processes, organizational data and knowledge.

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06b General Concepts contd

Communications Process -

Message ->
Encode Decode

Sender Noise / Filter

Receiver

Decode Encode
<- Response

Noise causes the message to distort. Caused by:

Language
Culture
Reputation of sender
Intelligence level
etc.

2011 Confidential Material

Thank You