communications ternopil

MSHU TODAY

Svitlana O. Volkova, PhD. student

Medical Equipment and Systems Department

Mykolaiv State Humanities University

[email protected] [email protected]

mailto:[email protected]

mailto:[email protected]

Petro Mohyla Mykolayiv

State University

in consortium

with “Kyiv-Mohyla Academy”

The Mykolayiv City

Mykolaiv is situated in the South of Ukraine, near theBlack Sea. For more than 200 years, it has been one ofthe great centers of shipbuilding and military industry inthe world.

However, during the Soviet era it was closed toforeigners, which accounts for the lack of knowledge ofour city abroad.

Mykolayiv landscapes

Today, there are 4 state universities and 20branches of universities in Mykolayiv.

Mykolayiv region seaside

Five hundred thousand people live in Mykolayivitself and more than 1,2 million people inMykolayiv oblast.

Mykolaiv Petro Mohyla State Humanities University

in consortium with “Kyiv-Mohyla Academy”

is one of Ukrainian university in the southern region

that uses Western educational technologies extensively.

We strive to combine them with our own national traditions.

Petro Mohyla Mykolaiv State Humanities University


Petro Mohyla State University for the Humanities inMykolayiv is a public, co-educational, five-year,interrelations, urban university.

Giving education to about 3000 full-timestudents, we are dedicated to the belief thatuniversity education should be universal,therefore we develop Liberal Arts Education,which provides the foundation for intellectual,social and professional growth of eachindividual student.

Petro Mohyla Mykolaiv State Humanities University


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 informationtechnologies begin to create their branches in regions. Theyare specialized in software development and testing, technicalsupport 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 graduatedstudents with higher education with the high level ofpreparation in the field of information technologies.

Problems of Communications

• One of the reasons that decrease effectiveness of work of suchvirtual, territorial distributed projects commands is ageographical remoteness between participants, divergence ofzones of times, and in the case of international commandslinguistic and social-cultural factors.

• Problems of providing an effective communications andfirmness to the nascent conflicts in IT projects together withinadequacy of project information are three from six majorreasons of failure of projects.

• That’s why the task in relation to the synthesis of organizationof communication process in a management IT-projects by themodern means of business intercourse with the use ofprogressive information technologies and search of facilities ofdesign of situational relations is actual.

Organization of Communications

Communications Management

The Project Management Institute(PMI) identifies nine knowledgeareas in The Project ManagementBody 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 theprocesses required to ensure timely and appropriategeneration, collection, distribution, storage, retrieval andultimate disposition of project information.

• The Project Communications Management processesprovide the critical links among people and informationthat 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 applicationusers not always consistent

• Implementation of systems at thelocal level may require politicalapproval prior to use

• Funding issues may requiresignificant lead time

• Change management can becomplex

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? Who?

• Tendency to send too much to too many -very easy to do with electroniccommunications! Too much is as bad as toolittle - can't read everything.

• Target your audiences -and realize you mayhave more than one.

• Did you think of everyone?

• If you are designing an application in this project, have you included the end-users 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? Why?

• 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 Executives

• Curiosity? Good/bad?

• Need to know?

• Provide information

• Prepare end-users for transition

• Many reasons to share information

Where? How?

• Location for status meetings

• Location for team meetings

• Locations for information: Network drive, website, internal or external, e-mailattachments, e-mail text

• Emails

• Status reports

• 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 connectionsas follows:

• participants of the project–> technical leaders of groups

–> leader of the project–> middleman

–> customer.

• Wide possibilities of the language of set theory allowsto describe the presented model:

Discussion of Communication Model

• The types of possible models were explored and defined thatrelational model of organization of communications in theprocess of management of IT projects.

• It is the complete visualized state of project and containsconsequence relation and determines dynamic changesbetween the participants of project during its motion.

• A developed model structure demonstrates the process oforganization’s communications of workers of a company’sbranch with guidance of main office and directly withcustomers 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 theleader of project (PM), which is in a main office and with thecustomers of software product or representatives ofcustomers.

Phone Communications

• Modern progressive information technologies are able toprovide effective communications between the participantsof project. For the complete or partial solving of thisproblem Web-technologies and videoconferences can beused.

• In addition, organization of interactive intercourse can becarried out with the use of software, presented at themarket of progressive informational technologies.

IP-Phone organization

• On functionality and principle of work it is possible to divide theprograms into the network pagers, IRC-chats, Web-chats andcombined programs on-line intercourses which allow holdingconferences with the participants of project and communicating withthe 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.

http://messenger.yahoo.com/

http://messenger.msn.com/

http://m?randa-?cq.sourceforge.net/



http://www.m?rc.com/

http://www.rejetto.com/&RQ

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

Miranda

Skype Contact List

Yahoo Messenger

Other on-line Communications

IT Project Communications

• Interactive communication and exchange with project documentswith data that updated dynamically is carried out with the use ofsuch 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 modeldescribes the main principlesof organization continuouscommunication in the processof IT-project management andprovides the use of modern IT.

• It also provides the economyof project’s facilities and warnsof rising conflict situations onproject.

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 forsoftware-intensive systems. We help organizations identify, evaluate and adopttechnologies that improve software product quality, production efficiency andpredictability.


StickyMinds.com, the most comprehensive online resource for helping you producebetter 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=45We have consulted with many Fortune 500 companies and international companiesacross a wide range of industries. This not only confirms our position as a marketleader, but also attests to the wealth of experience we bring to any engagement.


The Software Engineering Institute (SEI) is a federally funded research anddevelopment center sponsored by the U.S. Department of Defense through theOffice 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=43Sciforma Corporation provides advanced project and process management softwaresolutions and services to a worldwide customer base.

http://www.manager.net.ua/index.php?option=com_weblinks&task=view&catid=90&id=47











































































Useful links


The STSC provides hands-on assistance in adopting effective technologies for software-intensivesystems. We help organizations identify, evaluate and adopt technologies that improve softwareproduct quality, production efficiency and predictability.


StickyMinds.com, the most comprehensive online resource for helping you produce bettersoftware, offers an unrivaled scope of original articles from industry experts, technical papers,industry news, a searchable tools and books guide, roundtables.


We have consulted with many Fortune 500 companies and international companies across a widerange of industries. This not only confirms our position as a market leader, but also attests to thewealth of experience we bring to any engagement.


The Software Engineering Institute (SEI) is a federally funded research and development centersponsored by the U.S. Department of Defense through the Office of the Under Secretary ofDefense for Acquisition, Technology, and Logistics [OUSD (AT&L)].


Sciforma Corporation provides advanced project and process management software solutions andservices to a worldwide customer base.


ProjectsAtWork.com features project case studies, interviews and interactive discussions, newtools and book reviews, expert columns and much more — it is editorial that addresses thechallenges and issues that project teams and professionals face.

























































































