MSHU TODAY
Svitlana O. Volkova, PhD. student
Medical Equipment and Systems Department
Mykolaiv State Humanities University
svetik11@kma.mk.ua
sveter11@yandex.ru
Petro Mohyla Mykolayiv
State University
in consortium
with “Kyiv-Mohyla Academy”
MODERN TOOLS OF COMMUNICATION
FOR IT-PROJECT MANAGEMENT PROCESS:
PRACTICE OF ADAPTATION
Agenda
• Problem Statement
• Organization of Communication
• Necessity of Applying Communications
• Communication Channels an Phase
• Communication Planning
• Communications Matrix
• Relational Model: Project Communications
• Communications Tools
• Phone Communication
• E-mail Communication
• On-line Communication
• Messengers Review
• IT Project Interactive Communications
• Conclusions and Useful Links
Problem Statement
• Today’s leading companies in the field of information
technologies begin to create their branches in regions. They
are specialized in software development and testing, technical
support of software products and information consulting.
• It is mainly explained by the less cost of labors in regions,
than in large towns, and supplying of regions by graduated
students with higher education with the high level of
preparation in the field of information technologies.
Problems of Communications
• One of the reasons that decrease effectiveness of work of such
virtual, territorial distributed projects commands is a
geographical remoteness between participants, divergence of
zones of times, and in the case of international commands
linguistic and social-cultural factors.
• Problems of providing an effective communications and
firmness to the nascent conflicts in IT projects together with
inadequacy of project information are three from six major
reasons of failure of projects.
• That’s why the task in relation to the synthesis of organization
of communication process in a management IT-projects by the
modern means of business intercourse with the use of
progressive information technologies and search of facilities of
design of situational relations is actual.
Organization of Communications
Communications Management
The Project Management Institute
(PMI) identifies nine knowledge
areas in The Project Management
Body of Knowledge (PMBOK):
•
•
•
•
•
•
Project Integration Management
Project Scope Management
Project Time Management
Project Cost Management
Project Quality Management
Project Human Resource
Management
• Project Communications
Management (PC)
• Project Risk Management
• Project Procurement Management
Project Communications
• Project Communications Management includes the
processes required to ensure timely and appropriate
generation, collection, distribution, storage, retrieval and
ultimate disposition of project information.
• The Project Communications Management processes
provide the critical links among people and information
that are necessary for successful
Communications. (PMBOK Third Edition, p. 340)
• Project Communications includes:
• Communications Planning
• Information Distribution
• Performance Reporting
Necessity of Applying Communications
• IT responsibilities are not consistent
• IT relationships with application
users not always consistent
• Implementation of systems at the
local level may require political
approval prior to use
• Funding
issues
may
significant lead time
• Change
complex
management
require
can
be
Communication Channels
Communications by Phase
1. Project Initiation
• Develop Communications
Plan
2. Project Planning
• Refine Communications
Plan
3. Project Execution & Control
• Execute Communications
Plan
4. Project Closeout
• Solicit Feedback
Communications Planning
• Who?
Who needs to know?
• What?
What do they need to know?
• When?
How frequently?
• Where?
Where are communications required?
• Why?
Why is this important?
• How?
How are they kept informed?
What?
• Tendency to send too
much to too many very easy to do with
electronic
communications! Too
much is as bad as too
little - can't read
everything.
• Target your audiences and realize you may
have more than one.
Who?
• Did you think of everyone?
• If you are designing an
application in this project,
have you included the endusers in the early project
communications?
• If your end-user works for
another organization have
you also kept the IT people
in those entities informed?
When?
• How often?
• Morning &
afternoon?
• Day of week?
• Day of month?
• Different intervals for
various teams
• Weekly for team
members
• Bi-weekly for
Middleman
• Monthly for
Why?
• Curiosity? Good/bad?
• Need to know?
• Provide information
• Prepare end-users for
transition
• Many reasons to share
information
Where?
How?
• Location for status meetings
• Emails
• Location for team meetings
• Status reports
• Locations for information:
Network drive, website,
internal or external, e-mail
attachments, e-mail text
• Phone calls
• Meetings
• Face to face, one on one
• Press release
• Other?
Tools: Communications Matrix
Audience
All, Part of Team etc.
Vehicle
Conversation, Report etc.
Frequency Monthly, Scope change etc.
Medium
Meeting, Hard Copy etc.
Source
PM, Weakly Report etc.
Delivery by
Team, PM, Customer etc.
Date delivered
As needed, every month etc.
Expected Result
Business impact of project etc.
Relational Model: Project Communications
Discussion of Communication Model
• It is expedient to describe the hierarchy of connections
as follows:
• participants of the project
–> technical leaders of groups
–> leader of the project
–> middleman
–> customer.
• Wide possibilities of the language of set theory allows
to describe the presented model:
Discussion of Communication Model
• The types of possible models were explored and defined that
relational model of organization of communications in the
process of management of IT projects.
• It is the complete visualized state of project and contains
consequence relation and determines dynamic changes
between the participants of project during its motion.
• A developed model structure demonstrates the process of
organization’s communications of workers of a company’s
branch with guidance of main office and directly with
customers which in the turn can be on other continent.
• The main task is providing of connection of technical leader
(TL) of project which works in the branch of company with the
leader of project (PM), which is in a main office and with the
customers of software product or representatives of
customers.
Phone Communications
• Modern progressive information technologies are able to
provide effective communications between the participants
of project. For the complete or partial solving of this
problem Web-technologies and videoconferences can be
used.
• In addition, organization of interactive intercourse can be
carried out with the use of software, presented at the
market of progressive informational technologies.
IP-Phone organization
• On functionality and principle of work it is possible to divide the
programs into the network pagers, IRC-chats, Web-chats and
combined programs on-line intercourses which allow holding
conferences with the participants of project and communicating with
the use of IP telephony.
E-mail Communications
E-mail Communication Tools:
The Bat
Evolutional Mail
Etc.
Basic recommendations:
• Create the message
• Timely
• Accurate
• As defined
• Deliver the message
• Accept feedback as input
On-line Communications
•
•
•
•
•
Yahoo Messenger (http://messenger.yahoo.com),
MSN Messenger (http://messenger.msn.com/),
Mіranda. (http://mіranda-іcq.sourceforge.net),
ІRC (http://www.mіrc.com/),
RQ (www.rejetto.com/&RQ) and others.
Basic Features of Messengers
• Status Indicator
• Contact List
• Chat
• Chat History (Log)
• Integrity with others
IM-networks (Int)
• Conferences organization
• IP-Phohing (VoIP)
• Support of video
communications
(Web-camera)
• Support of usual telephone
calls (PSTN)
• Files transmission (File)
• Sending SMS (SMS)
• Pictures or desktop
Translation
• Support of secure
connection
Messengers Comparison
ICQ
Miranda
Skype
Skype Contact List
Yahoo Messenger
Other on-line Communications
IT Project Communications
• Interactive communication and exchange with project documents
with data that updated dynamically is carried out with the use of
such software:
 software testing process control system (TestLink, RUP);
 reporting system about defects (Bugzilla, Trac, Mantis);
 system of testing results accounting (ProjectLocker, QADB);
 on-line communicational systems (Skype, ICQ, Yahoo);
 system of organization of correspondence (Outlook Express,
Bat etc.).
Comparison of Communications
Conclusions
• Developed relational model
describes the main principles
of
organization
continuous
communication in the process
of IT-project management and
provides the use of modern IT.
• It also provides the economy
of project’s facilities and warns
of rising conflict situations on
project.
For further information
Useful Links:
•
NYS Project Management Guidebook
• www.oft.state.ny.us/pmmp/guidebook2/index. htm
•
Management's Guide to Project Success
• www.oft.state.ny.us/pmmp/managementguide/index.htm
•
Reference The Project Management Institute (PMI) PMBOK:
• www.pmi.org
Literature:
• Project Management Body of Knowledge, 3 Ed. PM institute, 2004.
• Nickson D., Siddons S. Project Disasters & How to Survive Them,
2005
• Kerzner H. Project Management: A Systems Approach to Planning,
Scheduling, and Controlling, Eighth Edition. John Wiley & Sons, 2003
Useful links
•
http://www.manager.net.ua/index.php?option=com_weblinks&task=view
&catid=90&id=47
The STSC provides hands-on assistance in adopting effective technologies for
software-intensive systems. We help organizations identify, evaluate and adopt
technologies that improve software product quality, production efficiency and
predictability.
•
http://www.manager.net.ua/index.php?option=com_weblinks&task=view
&catid=90&id=46
StickyMinds.com, the most comprehensive online resource for helping you produce
better software, offers an unrivaled scope of original articles from industry experts,
technical papers, industry news, a searchable tools and books guide, roundtables.
•
•
•
http://www.manager.net.ua/index.php?option=com_weblinks&task=view
&catid=90&id=45
We have consulted with many Fortune 500 companies and international companies
across a wide range of industries. This not only confirms our position as a market
leader, but also attests to the wealth of experience we bring to any engagement.
http://www.manager.net.ua/index.php?option=com_weblinks&task=view
&catid=90&id=44
The Software Engineering Institute (SEI) is a federally funded research and
development center sponsored by the U.S. Department of Defense through the
Office of the Under Secretary of Defense for Acquisition, Technology, and Logistics
[OUSD (AT&L)].
http://www.manager.net.ua/index.php?option=com_weblinks&task=view
&catid=90&id=43
Sciforma Corporation provides advanced project and process management software
Useful links
•
http://www.manager.net.ua/index.php?option=com_weblinks&task=view&catid=90&
id=47
The STSC provides hands-on assistance in adopting effective technologies for software-intensive
systems. We help organizations identify, evaluate and adopt technologies that improve software
product quality, production efficiency and predictability.
•
http://www.manager.net.ua/index.php?option=com_weblinks&task=view&catid=90&
id=46
StickyMinds.com, the most comprehensive online resource for helping you produce better
software, offers an unrivaled scope of original articles from industry experts, technical papers,
industry news, a searchable tools and books guide, roundtables.
•
http://www.manager.net.ua/index.php?option=com_weblinks&task=view&catid=90&
id=45
We have consulted with many Fortune 500 companies and international companies across a wide
range of industries. This not only confirms our position as a market leader, but also attests to the
wealth of experience we bring to any engagement.
•
http://www.manager.net.ua/index.php?option=com_weblinks&task=view&catid=90&
id=44
The Software Engineering Institute (SEI) is a federally funded research and development center
sponsored by the U.S. Department of Defense through the Office of the Under Secretary of
Defense for Acquisition, Technology, and Logistics [OUSD (AT&L)].
•
http://www.manager.net.ua/index.php?option=com_weblinks&task=view&catid=90&
id=43
Sciforma Corporation provides advanced project and process management software solutions and
services to a worldwide customer base.
•
http://www.manager.net.ua/index.php?option=com_weblinks&task=view&catid=90&
id=42
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