Communications Ternopil

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”

The Mykolayiv City
Mykolaiv is situated in the South of Ukraine, near the
Black Sea. For more than 200 years, it has been one of
the great centers of shipbuilding and military industry in
the world.
However, during the Soviet era it was closed to
foreigners, which accounts for the lack of knowledge of
our city abroad.

Mykolayiv landscapes

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

Mykolayiv region seaside

Five hundred thousand people live in Mykolayiv
itself and more than 1,2 million people in
Mykolayiv 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 in
Mykolayiv is a public, co-educational, five-year,
interrelations, urban university.

Petro Mohyla Mykolaiv State Humanities University

Giving education to about 3000 full-time
students, we are dedicated to the belief that
university education should be universal,
therefore we develop Liberal Arts Education,
which provides the foundation for intellectual,
social and professional growth of each
individual student.

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 require
significant lead time

• Change management can be
complex

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 • Did you think of everyone?
much to too many -
very easy to do with • If you are designing an
electronic application in this project,
communications! Too have you included the end-
much is as bad as too users in the early project
little - can't read communications?
everything.

• If your end-user works for
• Target your audiences - another organization have
and realize you may you also kept the IT people
have more than one. in those entities informed?

When? Why?
• How often? • Curiosity? Good/bad?
• Morning & • Need to know?
afternoon?
• Day of week? • Provide information

• Day of month?
• Prepare end-users for
transition
• Different intervals for
various teams
• Many reasons to share
• Weekly for team information
members
• Bi-weekly for
Middleman
• Monthly for

Where? How?
• Location for status meetings • Emails

• Location for team meetings • Status reports

• Locations for information: • Phone calls
Network drive, website,
internal or external, e-mail • Meetings
attachments, e-mail text

• 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 • Support of video
communications
• Contact List (Web-camera)

• Chat • Support of usual telephone
calls (PSTN)
• Chat History (Log)
• Files transmission (File)

• Integrity with others • Sending SMS (SMS)
IM-networks (Int)
• Pictures or desktop
• Conferences organization Translation

• IP-Phohing (VoIP) • Support of secure
connection

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.).

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.

&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.

&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.

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.

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.

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)].

id=43
Sciforma Corporation provides advanced project and process management software solutions and
services to a worldwide customer base.

id=42
ProjectsAtWork.com features project case studies, interviews and interactive discussions, new
tools and book reviews, expert columns and much more — it is editorial that addresses the
challenges and issues that project teams and professionals face.

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