PMBOK
Project Communications Management
1. Plan Communications Management
Plan Communications Management is the process of developing an appropriate
approach and plan for project communications activities based on the information needs
of each stakeholder or group.
Input:
Project Charter – Identify key SH, roles and responsibilities of SH
Project Management Plan –
o Resource Management Plan (used to identify team members communication
needs)
o SHE plan (used to identify management strategies which is fulfilled via
communications)
Project Documents –
o Requirements Documentation (includes project SH communications)
o SH Register (used to plan communications activities with stakeholders)
EEF/OPA
Tools and Techniques
Expert Judgement
Communication requirement analysis (determines the information needs of the project
stakeholders)
Communication Technology (methods used to transfer information among SH)
Communication Models (sender receiver, interactive)
Communication Methods
o Interactive – Meetings, phone calls, messaging, social media, videoconferencing
o Push – sent to specific recipients, letter, memos, reports, emails, faxes, press
release.
o Pull – large audience, web portals, e-learning, knowledge repositories
Interpersonal and team skills
Data representation (SHE assessment matrix to display gaps between current and
desired level of engagement)
Meetings
Output
Communication Management Plan – (how communications will be planned, structured,
implemented, and monitored for effectiveness)
Project Management plan updates
Project Document Updates
o Project Schedule (to reflect communication activities)
o Stakeholder register (reflect communications planned)
2. Manage Communications
ensuring timely and appropriate collection, creation, distribution, storage, retrieval,
management, monitoring, and the ultimate disposition of project information.
Inputs
PM plan
o Resource management plan – communications that are needed for management
of team or physical resources
o Communications Mgt plan – how project communications will be planned,
structured, monitored, and controlled
o SHE plan – how SH will be engaged through appropriate communication
strategies.
Project Documents
o Change log
o Issue log
o Lessons learned register
o Quality report
o Risk report
o Stakeholder register (identified those that will needs information)
Work performance information – communicating status report, progress report etc.
EEF/OPA
Tools and Techniques
Communication technology
Communications methods
Communications skills
PMIS (SH can retrieve information easily)
Project Reporting
Interpersonal and team skills
Meetings
Output
Project Communications (artifacts include performance reports, status, schedule
progress, presentations etc)
PM Plan updates (Communication and SHE plan)
Project Document updates
o Issue log (any communication issues)
o Lessons learned register
o Project schedule
o Risk register
o SH Register
OPA Updates
3. Monitor Communications
ensuring the information needs of the project and its stakeholders are met.
Input
PM Plan
o Resource management plan
o Communications management plan
o SHE plan
Project documents
o Issue log (provides she issues and how they were resolved)
o Lessons learned register
o Project communications
Work performance data
EEF/OPA
Tools and Techniques
Expert Judgement
PMIS
Data representation (SHE matrix)
Interpersonal and team skills
Meetings
Outputs
Work performance information (compares communication implemented vs planned)
Change requests
PM Plan
o Communications management plan
o SHE plan
Project Document Updates
o Issue log
o Lessons learned register
o Stakeholder register
PROJECT RISK MANAGEMENT
Plan Risk Management
How to conduct risk management
Input
Project charter
Project Management Plan
Project Documents (SH register)
EEF/OPA
Tools and Techniques
Expert Judgment
Data analysis (SH analysis)
Meetings
Outputs
Risk Management Plan
How risk management activities will be structured and performed.
Risk Management plan includes
o Risk strategy
o Methodology (approach, tools and data sources)
o Roles and responsibilities (lead, support, risk team etc)
o Funding
o Timing
o Risk categories – provide means for grouping project risk via RBS which is a hierarchical
representation of potential sources of risk.
o Stakeholder risk appetite – SH risk appetite are recorded in risk management plan. This
is expressed as measurable risk thresholds.
o Definitions of risk probability and impacts – these are specific to projects and reflects
risk appetite and thresholds of org. and SH.
o Probability and impact matrix –
o Reporting formats – how the process will be documented, analyzed, and communicated.
o Tracking – how risk activities are recorded and how the process will be audited.
IDENTIFY RISKS
Identifying and documenting individual and overall project risks.
Input
Project Management Plan (Requirements, schedule, cost, quality, resource, risk management plans,
scope/schedule/cost baseline)
Project documents
o Assumptions log – Ass. and const. may give risk to individual and influence overall risk.
o Cost estimates
o Duration estimâtes (provides quantitative assessments of project durations, indicating the
degree of risk.
o Issue log – issues in log can lead to risk.
o Lessons learned register
o Requirements documentation
o Resource requirements
o Stakeholders register – who will participate in identifying risk and who is risk owner.
Agreements
Procurement documentation
EEF/OPA
Tools and Techniques
Expert Judgment
Data Gathering
o Brainstorming – often with multidisciplinary team who are not part of the team. Can result in
ideas that are not fully formed.
o Checklist – developed based on historical information and knowledge.
o Interviews
Data Analysis
o RCA – Used to discover underlying causes that lead to a problem and develop preventive action.
o Assumption and Constraint Analysis – explored the validity of assumptions and constraints to
determine which pose a risk to the project. Threats may be identified from the inaccuracy,
instability, inconsistency, or incompleteness of assumptions. Constraints may give rise to
opportunities through removing or relaxing a limiting factor that affects the execution of a
project or process.
o SWOT Analysis – examines project from SWOT perspective. It is used to identify internally
generated risk.
o Document analysis
Interpersonal and team skills
o Facilitation
Prompt List
Meetings
OUTPUT
Risk Register
o Captures details of identified individual project risks
o Results of Qualitative risk analysis, Plan risk response, implement risk responses, and monitor
risk responses are recorded in the register.
o Lisl of identified risks – unique identifier is provided to risk.
o Potential risk owners – where a potential risk owner is identified, it is then recorded in register.
o List of potential risk responses
Risk Report
o Presents the information on sources of overall project risk together with summary information
on identified individual project risk.
o Developed progressively throughout the project
o The results of Perform Qualitative Risk Analysis, Perform Quantitative Risk Analysis, Plan Risk
Responses, Implement Risk Responses, and Monitor Risks are also included in the risk report.
Project Documents Updates
o Assumption log
o Issue log
o Lessons learned register
PERFORM QUALITATIVE RISK ANALYSIS
Process of prioritizing individual project risks for further analysis or action by assessing their probability
of occurrence and impact as well as other characteristics.
Focuses efforts on high-priority risks.
Performed throughout the project as outlined in risk management plan
Assess the priority of identified risks using their probability of occurrence and impact on objective.
Subjective.
Identifies a risk owner.
Lays foundation for quantitative risk analysis
INPUT
Project Management Plan
Project Documents
Assumption log
Risk register
SH Register
EEF/OPA
Tools and Techniques
Expert Judgement
Data Gathering
Interviews
Data Analysis
Risk data quality assessment – data about individual project risk is accurate and reliable.
Risk probability and Impact assessment
Assessment of other risk parameters
Interpersonal team skills
Risk categorization – help develop more effective risk response by focusing areas of highest risk
exposure, or by developing generic risk responses to address group of related risks.
Data representation
Probability and Impact Matrix
Hierarchical Charts – where risk categorized using more than two parameters (eg bubble
chart)
Meetings
Output
Project Document Updates
Assumption log
Issue log
Risk register
Risk report
PERFORM QUANTITATIVE RISK ANALYSIS
Numerically analyzing the combined effect of individual risk and other sources of uncertainty on project
objectives
Quantifies overall project risk
Use where required and used throughout the project
Input
Project management plan
Risk management plan
Scope baseline
Schedule baseline
Cost baseline
Project Documents
Assumption log
Basis of estimates
Cost estimates
Cost forecasts
Duration estimates
Milestone list
Resource requirements
Risk register
Risk report
Schedule forecasts
EEF/OPA
Tools and Techniques
Expert Judgement
Data Gathering – Interviews
Interpersonal and Team Skills
Representations of uncertainty
Where duration, cost or resource requirement of activity is uncertain, range of possible values
can be used. Triangular, normal, lognormal, beta, uniform, etc. can be used.
Data Analysis
Simulation – Monte Carlo Analysis
o For cost – simulation uses project cost estimates
o For risk – schedule network diagram and duration estimates
o Outputs represent the range of possible outcomes for the project
Sensitivity analysis
o Which individual risks or other souces have most impact.
o Tornado diagram
Decision tree analysis
o Best of several alternatives
Influence diagrams
o Graphical aids to decision making under uncertainty
Outputs
Project document updates
Assessment of overall project risk exposure
Detailed probabilistic analysis of the project
Prioritized list of individual project risks
Trends in quantitative risk analysis results
Recommended risk response
PLAN RISK RESPONSES
Developing options, selecting strategies, and agreeing on actions to address overall and individual
project risks.
Performed throughout the project
Input
Project management plan
Resource management plan
Risk management plan
Cost baseline
Project documents
Lessons learned register
Project schedule
Project team assignments
Resource calendars
Risk register
Risk report
SH Register
EEF/OPA
Tools and Techniques
Expert judgement
Date gathering – interviews
Interpersonal team skills
Strategies for threat and opportunities
Contingent response strategies
Data analysis
Alternatives analysis
Cost-benefit analysis
Decision making
Outputs
Change requests
PM plan updates
Schedule/cost/quality/resource/procurement management plan
Scope baseline
Schedule baseline
Cost baseline
Project document updates
Assumption log
Cost forecasts
Lessons learned register
Project schedule
Project team assignments
Risk register
Risk report
MONITOR RISKS
Monitoring and implementation of agreed upon risk response plans, tracking identified risks, identifying
and analyzing new risks, and evaluating risk process effectiveness throughout the project.
Throughout the project.
INPUT
PM Plan
Project documents
Issue log
Lessons learned register
Risk report
Risk register
EEF/OPA
Work performance data and reports
Tools and Techniques
Data analysis
Technical performance analysis
Reserve analysis – amount of contingency remaining
Audits
Pm responsible
Effectiveness of the risk management process
Meetings
Outputs
Work performance information
Change requests
PM Plan updates
Project document updates
Assumption log
Issue log
Lessons learned register
Risk register
Risk report
OPA updates
PROJECT STAKEHOLDER MANAGEMENT
Identify Stakeholders
Identifying and analyzing and documenting relevant information regarding their interests,
involvements, interferences, influences, and potential impact on project success.
TT
SH Analysis –
information about their positions, roles, stakes, expectations, attitudes, and their interest in
project.
Data representation
Power/interest, power/influence, impact/influence
Stakeholder cube
Salience Model – describes SH based on assessments of their power, Urgency, and legitimacy.
PLAN SH ENGAGEMENT
Developing approaches to involve project stakeholders based on their needs, expectations, interests, and
potential impact on the project.
TT
SHE assessment matrix – comparison between current engagement levels and desired levels.
Unaware
Resistant
Neutral
Supportive
Leading
MANAGE SHE
Process of communicating and working with stakeholders to meet their needs and expectations, address
issues, and foster appropriate stakeholder involvement.
MONITOR STAKEHOLDER ENAGEMENT
Monitoring SH relationships and tailoring strategies for engaging stakeholders through modifications of
engagement strategies and plans.
