Project Communication, Tracking, and Reporting - PowerPoint PPT Presentation

Loading...

PPT – Project Communication, Tracking, and Reporting PowerPoint presentation | free to download - id: 5f0408-MjE5N



Loading


The Adobe Flash plugin is needed to view this content

Get the plugin now

View by Category
About This Presentation
Title:

Project Communication, Tracking, and Reporting

Description:

Chapter 9 Project Communication, Tracking, and Reporting Chapter 9 Objectives ... – PowerPoint PPT presentation

Number of Views:173
Avg rating:3.0/5.0
Slides: 53
Provided by: Pan129
Learn more at: http://www.msit2005.mut.ac.th
Category:

less

Write a Comment
User Comments (0)
Transcript and Presenter's Notes

Title: Project Communication, Tracking, and Reporting


1
Chapter 9
  • Project Communication, Tracking, and Reporting

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 ?????????? ??? ???????? information
    technology ?????????????? project communications
  • ???????????????????? ?????????????????????????????
    ?????? ???????????????????????????????????????????
    ??????????????????????????????????????????????????
    ????????????????????????????

3
Importance of Good Communications
  • ??????????????????????????????????????????
    ???????????????????????
  • ???????????????????? IT ??????????????????????????
    ???????????????????????????????????????????????
    (good communicators)
  • ?????????????????????? IT professionals
    ??????????????????????????????????????????????????
    ?????????????????????????????????
  • ???????????????????? (Strong verbal skills) ???
    ?????????????????????????????????????? IT
    professional

4
PMBOK Project Communications Management
  • ????????????????????? ??? ???????????????????????
  • ?????????????????????????
  • ????????????????????????????
  • ?????????????????????? ??????? ??? ??????????????
  • ??????????????????????????????????
    ???????????????????????
  • ???????????? update ???????????????????????
  • ?????????????????????????? ????????????

5
PMBOK Project Communications Management
Continued
  • ????????????????? (Information Distribution)
  • ??? ?????????????????????????????? (right
    information) ??????????????????? (right people)
    ?????????????????? (right format)
  • ???????????????????? (Performance Reporting)
  • ?????????????????????????????????????????????
    project stakeholder ????????
  • Administrative Closure
  • ??????????????????????????????????????????????????
    ?????????????????

6
Project Communications Management Process
  • Communications planning
  • ??????????????????????????????????????????????????
    ???????? stakeholders
  • Information distribution
  • ??????????????????????????????????????????????????
    ??? (timely manner)
  • Performance reporting
  • ??????????????????????????????????????????????????
    ???????????????????????
  • Administrative closure
  • ????? ?????? ??? ???????????????
    ????????????????????????????????????????????

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

8
Communications Planning
  • ??? ? ???????????????????????????????????
    (communications management plan)
    ???????????????????
  • ??????????????????????????????????????????????????
    ?????????????????????
  • ???????? stakeholder analysis ?????? project
    communications ???????????????????????????????????
    ??????????????????????

9
Communications Management Plan Contents
  • ??????????????????????????????????????????????????
    ??????????????????????????????????????????????????
    ?
  • ?????????????????????????????????????????????
    ???????????? ??????????????? ?????????????????
  • ??????????????????????????????????????????????????
    ?????
  • ????????????????????????????????????????????
  • ????????????????????????????????????????
  • ??????????????? communications management plan
    ?????????? ??????????????????? ??????????????????
  • ????????????????????????? stakeholder
    (stakeholder communications analysis)

10
Stakeholder Analysis for Project Communications
11
Project Communications Plan
  • ?????????????????????????????????????
    ???????????????????????????????? project
    stakeholders ?????????????????
  • communications plan ???????????????????
  • ???????????????????????????
  • ??????????????????????????????
  • ??????????? stakeholder ???????????
    ???????????????
  • stakeholder ?????????????????????????? ? ????????
  • ??? stakeholder ???????????????????????????

12
Project Communications Plan
13
Project Metrics
  • ???????????????? (Project Metric) ???
    ???????????????? (qualitative measurement)
    ??????????????????????????? (some attribute of
    the project)
  • ??????????????????????????????? key areas
    ????????
  • ?????? (Scope)
  • ????????? (Schedule)
  • ???????? (Budget)
  • ???????? (Resources)
  • ?????? (Quality)
  • ?????????? (Risk)

14
A good project metric should be Edberg, 1997
  • ?????????? (Understandable)
  • ??????????????????? (Quantifiable)
  • Cost Effective
  • ?????????? (Proven)
  • ???????????? (High Impact)

15
Project Measurement Principles Meyer, 1994
  • ???????????????????????????????????????????????
    (gauge its progress)
  • ??????????????????????????????
  • Adopt only a handful of measures.
  • ????????????????? track results and progress.

16
Earned Value
  • ???????? ????????????????????????????????????????
    Dewey, Cheatem, and Howe ?????????????????????
  • Project Budget, Schedule, Tasks
  • 40,000 (project budget)
  • 4 months (project schedule)
  • 20 Tasks (evenly divided over 4 months)
    (projects tasks)
  • 2,000 per task
  • 5 tasks per month (project schedule)

17
Invoice
  • End of Month 1
  • Dewey, Cheatem, Howe
  • Amount Due 8,000
  • Payment due immediately!
  • page 1 of 2

18
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

19
Definitions
  • ???????????????????????? (Budgeted Cost of Work
    Scheduled (BCWS))
  • ????????????????????????????????
    ??????????????????????????????????????????????????
    ????????????
  • ????????????????????????? (Actual Cost of Work
    Performed (ACWP))
  • ??????????????????????????????????????????????????
    ????????????????
  • Earned Value or Budgeted Cost of Work Performed
    (BCWP)
  • ?????????????????????????????????????????????????
    ( ?????????????????????)

20
Dashboard Metric
21
Planned Budget-Budgeted Cost of Work Scheduled
(BCWS)
22
BCWS Versus ACWP
23
Comparison of BCWS, ACWP, and Budgeted Cost of
Work Performed (BCWP)
24
???????????????????????????? (Cost Metrics)
  • Cost Variance (CV)-???????????????????????????????
    ?????????????????? ??? ?????????????????????
  • CV BCWP ACWP (???? ????????????
    ??????????????)
  • Negative Value over budget and/or behind
    schedule
  • Positive Value under budget and/or ahead of
    schedule
  • Cost Performance Index (CPI)- ????????????????????
    ?????????????? dollar spent
  • CPI BCWP ? ACWP (???? ???????????? /
    ??????????????)
  • ratio gt 1 ahead of schedule and/or under budget
  • ratio lt 1 behind schedule and/or over budget

25
??????????????????????????? (Schedule Metrics)
  • Schedule Variance (SV) ????????????????????
    cost ????????????????????????????? (current
    progress) ??? originally scheduled progress
  • SV BCWP BCWS (???? ????????????
    ???????????????????)
  • Schedule Performance Index (SPI)
    ??????????????????????????????????????????????????
    ???????
  • SPI BCWP ? BCWS (???? ???????????? /
    ???????????????????)
  • ratio gt 1 ahead of schedule and/or under budget
  • ratio lt 1 behind schedule and/or over budget

26
Earned Value Metrics
  • Minimum Funds Needed if things do not get worse
  • Minimum funds Original total budget ? CPI
  • Funds Needed if things continue to get worse at
    the same level of slippage (????????????)
  • Funds Needed Original total budget ? (CPI x SPI)

27
Updated Project Plan
28
Performance Reporting
  • Performance reporting ??????? stakeholders
    ?????????????????? ???????????????????????????????
    ???????? project objectives
  • Status reports ????????? ?????????????????????????
    ?? ?. ????????????
  • Progress reports ????????? project team
    ???????????????????????????????????????
  • Project forecasting ??????????????????????????????
    ?????????????????? ???????????????????????????????
    ?????????? ? (trends)
  • ???????????????????????? (Status review meetings)
    ????????????? performance reporting

29
Administrative Closure
  • ???????????? ? ??????????????????????????????? ?
    ?????????? (closure)
  • Administrative closure ??????
  • project archives (?????????????????????)
  • formal acceptance (????????????????????????)
  • lessons learned

30
Reporting Performance and Progress Reporting
Categories
  • ???????? (Reviews)
  • ?????????????????????????????????????????
    stakeholders
  • ???????????????? specific deliverables ????
    milestones
  • Used to get acceptance, surface problems or
    issues, or make key decisions
  • Status Reporting
  • ????????? state of the project ??????????
  • ??????????? actual progress ??? baseline plan
  • Scope, schedule, and budget
  • Like a snap shot of the project at a specific time

31
Reporting Performance and Progress Reporting
Categories
  • Progress Reporting
  • ???????????????? ? ?????????????????
  • Actual versus planned
  • Forecast Reporting
  • ?????????????????????????????????????????????????
  • Example trend analysis

32
Project Report Categories
33
Information Distribution
  • ?????????????????????????????? ???????????????????
    ?????????????????????????????????????????
    (Getting the right information to the right
    people at the right time and in a useful format)
    ?????????????????????????????????? ??????????
  • ?????????????????????? ??????
  • ?????????????????????????????????????????????
  • ??????????????????????????????????????????????????
    ????????????

34
Information Distribution
  • ???????????????????? (Face-to-Face Meetings
    (F2F))
  • ??????????? ?????? ???? ??????????????????? ?
  • Collaboration technology
  • NetMeeting, Groove, Notes, Exchange

35
The Impact of the Number of People on
Communications Channels
36
Communication and Collaboration Matrix
37
The BITTC KMS Extranet
38
BITTC Project Teams Learning Cycle
39
Suggestions for Improving Project Communications
  • ???????????????? (conflict) ??????????????????
  • ???????????????????????????????
  • ?????????????????????????????????
  • ??? e-mail ??????????????????
  • ??? templates ????????????????????????????

40
Conflict Handling Modes
  • ??????????????????????? ?????????????????????????
    ???
  • ??????????? ????????? give-and-take
  • ?????????? ??????????????????????????????????????
    ??????????
  • ?????? ????????? win-lose
  • ?????? ??????????????????????????????????????????
    ??????? ???? ???????????

41
Conflict Contributions
  • ?????????????????????????????????????????????
    ???? ??????????? ?????????????????
    ???????????????????????????????????????????????
  • ?????????????????????????? ? ???????? ????????
    Groupthink ??????
  • ??????????? Karen Jehn ??????????
    ???????????????????????????????? (task-related
    conflict) ???????????????????? team performance
    ????????????????????????????????????????? team
    performance

42
Developing Better Communications Skills
  • ???? ? ?????????????????????????? IT
    professionals ??????????? ????????????????????????
    ?????????????????? ?????????????????
  • ????????????????????? global ???????
    ??????????????????????????????????????????????????
    ??????????????????????????????????????????
  • ????????????????????????????? ????????????????????
    ???????????

43
Running Effective Meetings
  • ?????????? ??????????????????????????
  • ??????????????????????????????????????????????????
    ???????
  • ??????????????????????????????
  • ??????????????????????????????????????????????????
    ????????????
  • ????????? ?????????????????????? ?
    ???????????????????????????????
  • ????????????????????????????
  • ????????????????????????????

44
Using E-Mail Effectively
  • ????????? e-mail ?????????????????????????????????
  • ???????????? e-mail ????????
  • ??? meaningful subjects
  • ????? content to one main subject
    ????????????????????????????????????
  • ???????????????????? attachment
  • ?? e-mail ??????????????????? ????????????????????
    ?????????????
  • ????????? virus software ?????????? update
  • ????????????????? e-mails ??????????
  • ???????????????? feature ???????? ? ???????

45
Using Templates for Project Communications
  • ????????????????????????????????????????????????
  • ???????????????????????? (template) ???? ? ??????
    project communications ??????????????????????????
  • ?????????????? template ?????????
    ??????????????????????????????? ???? ???????????
    ?
  • ????????????????????? project management ????????
    templates?????????????????????

46
Sample Monthly Progress Report
47
Sample Letter of Agreement
48
Outline for a Final Project Report
49
Final Project Documentation Items
50
Lessons Learned Report
51
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

52
???????? 9
  • ????? ..
About PowerShow.com