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1、PMP Preparation Training,Communications Management,Chapter 10,Communications Management,Communications PlanningInformation DistributionPerformance ReportingAdministrative Closure,Processes required to ensure timely and appropriatedevelopment,collection,dissemination,storage,and,ultimately,dispositio
2、n of project information,Communication Management,10.1CommunicationsPlanning,Planning,10.3PerformanceReporting,10.4AdministrativeClosure,Controlling,10.2InformationDistribution,Closing,Executing,Communications Planning,Determining the information and communications needs of the stakeholders:who need
3、s what information,when they will need it,and how it will be given to them,Communications Planning,InputsCommunicationsrequirementsCommunicationtechnologyConstraintsAssumptions,Tools&TechniquesStakeholder analysis,OutputsCommunication management plan,Inputs,Communications requirements The sum of the
4、 information requirements of the project stakeholdersCommunication technology Used to transfer information back and forth among project elementsConstraints Factors limiting the project management teams optionsAssumptions Factors that,for planning purposes,will be considered to be true,real,or certai
5、n,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,Communications Planning,Outputs,Communication management plan provides:Collection and filing s
6、tructure 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,an
7、d conventions and definitions to be usedProduction schedules Show each type of communicationMethods for accessing informationMethod of updating and refining the communication management plan as the project progresses,Communications Planning,Information Distribution,Includes implementing the communic
8、ations management plan,as well as responding to unexpected requests for information,Making needed information available to project stakeholders in a timely manner,Information Distribution,InputsWork resultsCommunication management planProject plan,Tools&TechniquesCommunications skillsInformation-ret
9、rieval systemsInformation-distributionsystems,OutputsProject records,Inputs,Work results Communication management planProject plan,Information Distribution,Tools&Techniques,Communications skills Skills for exchanging informationWritten,oral,listening,and speakingInternal and external communicationFo
10、rmal reports,briefings and informal memos,ad hoc conversationsVertically,up the organization,and horizontally,with peers,Information Distribution,Tools&Techniques(cont.),Information-retrieval systems Manual filing systems,electronic-text databases,project management software,and systems which allow
11、access to such technical documentation as engineering drawingsInformation-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,Information Distribution,Outputs,Proje
12、ct Records Organized storage and maintenance of correspondence,memos,reports,and documents describing the project,Information Distribution,Performance Reporting,This includes status reporting,progress measurement,and forecastingProvides information on scope,schedule,cost,and quality,and possibly on
13、risk and procurement,Collecting and disseminating performance information,Performance Reporting,InputsWork resultsProject planOther project records,Tools&TechniquesPerformance reviewsVariance analysisTrend analysisEarned-value analysisInformation distribution,OutputsPerformance reportsChange request
14、s,Inputs,Project plan Contains the various baselines used to assess project performanceWork results Accurate information on project status,such as information about fully,or partially,completed tasks and costs incurred or committedOther project records Any information pertaining to the project conte
15、xt,Performance Reporting,Tools&Techniques,Performance reviews Meetings held to assess project status or progressVariance analysis Comparing actual project results to planned or expected resultsTrend analysis Examining project results over time to determine if performance is improving or deterioratin
16、gEarned-value analysis Integrating scope,cost,and schedule measures to assess project performanceInformation-distribution tools and techniques,Performance Reporting,Outputs,Performance report Organizes and summarizes the information gathered and presents the results of any analysis.Reports should pr
17、ovide the kinds of information and the level of detail required by various stakeholders and documented in the communications management planChange requests Requests for changes to some aspect of the project,Performance Reporting,Administrative Closure,It includes collecting project reports,ensuring
18、they reflect final specifications and analysis of project success and effectiveness,and archiving such information for future useEach phase of the project should be properly closed to ensure that important and useful information is not lost,Gathering,generating,and disseminating information in order
19、 to formalize the acceptance of the product by the sponsor,client,or customer,Administrative Closure,InputsPerformance measurementdocumentationDocumentation of theproduct of the projectOther project records,Tools&TechniquesPerformance-reportingtools and techniques,OutputsProject archivesFormal accep
20、tanceLessons learned,Inputs,Performance-measurement documentation All documentation produced to record and analyze project performance,including the planning documents which established the framework for performance measurementDocumentation of the product of the project Documents produced to describ
21、e the product Other project records,Administrative Closure,Tools&Techniques,Performance-reporting tools and techniques,Administrative Closure,Outputs,Project archives Complete set of indexed project recordsFormal acceptance Documentation that demonstrates that the client or sponsor has accepted the product of the projectLessons learned,Administrative Closure,Summary,Review Questions,
