Tutorial 08 - Planning (project Communications Management & Project Risk Management)
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AY0809 October Semester
IT Project Management Tutorial 8: Planning Processes – Project Communications Management Project Risk Management Objectives: 1. Describe project communications management planning tasks and outputs 2. Explain project risk management planning tasks and outputs Students are encouraged to prepare their draft answer before class, as this will help them to discuss the questions and answers during the tutorial session. 1.
Using the template below, describe the key planning processes and outputs of these processes for the project management knowledge areas indicated.
KNOWLEDGE AREA
PLANNING
Project Communications Management
•
Communications • planning
Communication management plan
Project Risk Management
•
Risk management planning
•
Risk management plan
•
Risk identification
•
Risk register
•
Qualitative risk analysis
•
Quantitative risk
•
Risk response planning
2.
OUTPUT
What items should a communications management plan address? How can a stakeholder analysis assist in preparing and implementing parts of this plan?
10381215.doc
Page: 1 of 3
AY0809 October Semester
A project communications plan should address the following: Who will receive the information and who will produce it Suggested methods or technologies for conveying the information Frequency of communication Escalation procedures for revolving issues Revision procedures for updating the communications management plan A glossary of common technology It is important to know what kinds of information will be distributed to which stakeholders. By analyzing the stakeholders, the project manage can avoid wasting time or resources on creating or disseminating unnecessary information.
3.
What are some questions that should be addressed in a risk management plan?
A risk management plan documents the procedures for managing risk throughout the project and address the following: Methodology
How will risk management be performed on the project? What tools and data sources are available and applicable?
Roles and Responsibilities
Who are responsible for implementing specific tasks and providing deliverables related to risk management?
Budget and schedule
What are the estimated costs and schedules for performing risk related activities
Risk categories
What are the main categories of risk that should be addressed on the project?
Risk probability
How will the probabilities and impacts of risk items be assessed? What scoring and interpretation methods will be used for the qualitative and quantitative analysis of risks?
Risk documentation
10381215.doc
What reporting formats and processes will be used for risk management activities
Page: 2 of 3
AY0809 October Semester
A
B C D
E
F G H
I
3. Match the potential negative risk conditions to the appropriate project management knowledge area. 4. KNOWLEDGE AREA RISK CONDITIONS Integration management 1 Poor attitude towards quality; substandard design/materials/workmanship; inadequate quality assurance program Scope management 2 Estimating errors; inadequate productivity, cost, change or contingency Time management 3 Unenforceable conditions or contract clauses; adversarial relations Cost management 4 Carelessness in planning or communicating; lack of consultation with key stakeholders Quality management 5 Inadequate planning; poor resource allocation; poor integration management; lack of postproject review Human resource 6 Poor definition of scope or work management packages; incomplete definition Communications 7 Ignoring risk; unclear analysis of risk; management poor insurance management Risk management 8 Poor conflict management; poor project organisation and definition of responsibilities; absence of leadership Procurement management 9 Errors in estimating time or resource availability; errors in determining the critical path; poor allocation and management of float; early release of competitive products
10381215.doc
A5
B6 C9 D2
E1
F8 G4 H7
I3
Page: 3 of 3
IT Project Management Tutorial 8: Planning Processes – Project Communications Management Project Risk Management Objectives: 1. Describe project communications management planning tasks and outputs 2. Explain project risk management planning tasks and outputs Students are encouraged to prepare their draft answer before class, as this will help them to discuss the questions and answers during the tutorial session. 1.
Using the template below, describe the key planning processes and outputs of these processes for the project management knowledge areas indicated.
KNOWLEDGE AREA
PLANNING
Project Communications Management
•
Communications • planning
Communication management plan
Project Risk Management
•
Risk management planning
•
Risk management plan
•
Risk identification
•
Risk register
•
Qualitative risk analysis
•
Quantitative risk
•
Risk response planning
2.
OUTPUT
What items should a communications management plan address? How can a stakeholder analysis assist in preparing and implementing parts of this plan?
10381215.doc
Page: 1 of 3
AY0809 October Semester
A project communications plan should address the following: Who will receive the information and who will produce it Suggested methods or technologies for conveying the information Frequency of communication Escalation procedures for revolving issues Revision procedures for updating the communications management plan A glossary of common technology It is important to know what kinds of information will be distributed to which stakeholders. By analyzing the stakeholders, the project manage can avoid wasting time or resources on creating or disseminating unnecessary information.
3.
What are some questions that should be addressed in a risk management plan?
A risk management plan documents the procedures for managing risk throughout the project and address the following: Methodology
How will risk management be performed on the project? What tools and data sources are available and applicable?
Roles and Responsibilities
Who are responsible for implementing specific tasks and providing deliverables related to risk management?
Budget and schedule
What are the estimated costs and schedules for performing risk related activities
Risk categories
What are the main categories of risk that should be addressed on the project?
Risk probability
How will the probabilities and impacts of risk items be assessed? What scoring and interpretation methods will be used for the qualitative and quantitative analysis of risks?
Risk documentation
10381215.doc
What reporting formats and processes will be used for risk management activities
Page: 2 of 3
AY0809 October Semester
A
B C D
E
F G H
I
3. Match the potential negative risk conditions to the appropriate project management knowledge area. 4. KNOWLEDGE AREA RISK CONDITIONS Integration management 1 Poor attitude towards quality; substandard design/materials/workmanship; inadequate quality assurance program Scope management 2 Estimating errors; inadequate productivity, cost, change or contingency Time management 3 Unenforceable conditions or contract clauses; adversarial relations Cost management 4 Carelessness in planning or communicating; lack of consultation with key stakeholders Quality management 5 Inadequate planning; poor resource allocation; poor integration management; lack of postproject review Human resource 6 Poor definition of scope or work management packages; incomplete definition Communications 7 Ignoring risk; unclear analysis of risk; management poor insurance management Risk management 8 Poor conflict management; poor project organisation and definition of responsibilities; absence of leadership Procurement management 9 Errors in estimating time or resource availability; errors in determining the critical path; poor allocation and management of float; early release of competitive products
10381215.doc
A5
B6 C9 D2
E1
F8 G4 H7
I3
Page: 3 of 3
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