Published on July 14, 2009
MODERN TOOLS OF COMMUNICATION FOR INTERNATIONAL COLLABORATION Svitlana O. Volkova, PhD. student email@example.com firstname.lastname@example.org
Petro Mohyla Mykolayiv State University in consortium with “Kyiv-Mohyla Academy” Medical Equipment and Systems Department
The First Academic Investigation – Scientific-and-Practical Conferences 2007 • International Scientific-and-Practical Conference “Olvian Forum 2007: Strategy of Ukraine in Geopolitical Space”, 06.09.2007 - 06.09.2007., Yalta, Crimea, Ukraine. • Presentation “Synthesis of Structured Software for Automated Knowledge Testing”. 2006 • Scientific-and-Technical Conference of Students, Post-graduates, Young Scientists with International Participation “Informational-Controlling Systems and Complexes”, 04.10.2006 – 04.11.2006., Mykolaiv, Ukraine. • Presentation “Present Days and Problems of Student’s Computer Testing”. 2005 • Guidance Conference “Mogylianski Chitania”, 10.31.2005 – 11.06.2005, Mykolaiv, Ukraine. • Presentation “Main Functions of Software for Computer Testing of Student’s Knowledge”. • Science Days in National Petro Mohyla University, 01.24.2005 – 01.28.2005, Kiev, Ukraine. • Presentation “Presents Day and Problems of Student’s Computer Testing”. 2004 • Guidance Conference “Mogylianski Chitania”, 10.23.2004 - 10.26.2004, Mykolaiv, Ukraine. • Presentation “Problems of Automatic Student’s Testing”. • International Scientific-and-Practical Conference “Higher education perspectives: The Role of Inter-University Consortia”, 09.30.2004 - 10.02.2004, Mykolaiv, Ukraine. • Presentation “Presents Day and Problems of Automatic Student’s Testing”.
Publications in Scientific Journals & Materials of Conferences Materials of Conferences: 2007 • Kondratenko Y.P., Encheva S., Volkova S.O., Olijnik A.I., Sapozhnik Y.V. “Synthesis of Structured Software for Automated Knowledge Testing”, Materials of International Scientific-and-Practical Conference “Olvian Forum 2007: Strategy of Ukraine in Geopolitical Space”, 2007, Yalta, Crimea, Ukraine – pp.78-79. 2006 • Volkova S.O., Kondratenko Y.P. “Present Days and Problems of Student’s Computer Testing”, Materials of Scientific-and-Technical Conference of Students, Post-graduates, Young Scientists with International Participation “Informational-Controlling Systems and Complexes”, 2006, Mykolaiv, Ukraine – pp. 1-8. Publications in Scientific Journals: 2007 • Volkova S.O. “Kondratenko Y.P., Encheva S., Olijnik A.I., Sapozhnik Y.V. “Synthesis of Structured Software for Automated Knowledge Testing”, Scientific and Methodical Journal “Scientific Works” (Naukovi Pratci), Petro Mohyla Mykolaiv State Humanities University, 2007, Mykolaiv, Ukraine – pp.183-194. 2006 • Volkova S.O., Kondratenko Y.P. “Software for Automatic Testing of Student’s Knowledge”, Scientific Journal “Technical news”, 2006, Lviv, Ukraine, №1(22), 2(23) – pp 32-36.
The Main Current Investigation The Algorithmical and Programming Tools for Increasing Medical Software Quality, Reliability and Safety.
Publications in Main Research Field 1. Publications in Conferences Collected Papers: • 10 + 1 Internet-based. 2. Conference’s Presentations and Reports: • 12 + 1 Internet Conference. 3. Publications in Ukrainian Scientific Journal: • 5 + 1 in Russia, Saint Petersburg.
The Collaborative Work with Professor from Washington University • Professor, Department of Earth and Planetary Sciences, Washington University, Saint Louis, Missouri • William Hayden Smith • Cooperative Project has been done under U.S. Civilian Research and Development Foundation . • Title of Project: • Development of Software for Process Control
The Most Recent Conference Presentations with International Collaboration • International Scientific-and-Practical Conference “Olvian Forum 2008: Strategy of Ukraine in Geopolitical Space”, 05.06.2008 – 08.06.2008, Yalta, Crimea, Ukraine. • Presentation “Software development for endoscopic investigation: problems and basic approaches” (U. Gorbenko, W. Smith, O. Trunov, S. Volkova). • XXIX International Scientific-and-Practical Conference “The Application of Lasers in Medicine and Biology”, 05.21.2008 – 05.24.2008, Kharkiv, Ukraine. • Presentation “Sensor-and-informational Systems for Rehabilitation Procedures” (U. Gorbenko, W. Smith, O. Trunov, S. Volkova) • 19th All-Russian Scientific-and-Technological Conference with International Participation “Extreme Robotics”, 08.04.2008 - 09.04.2008., Saint-Petersburg, Russia. • Presentation “Medical Systems: Quality and Safety in Robotic Surgery” (O. Trunov, S. Volkova). • Internet-Conference «Perspective innovations in Science, Education Manufacture and Transport '2007», 01.06.2007 - 15.06.2007, Odessa, Ukraine • Presentation “Basic approaches to development of diagnostic systems: requirement statement phase” (S. Volkova).
The Main Spheres for Application of Effective Communication Tools 1. Distant Education 2. Scientific Projects The most wide-spread computer tools for effective communication: • The E-Mail (with web-access – Yahoo, Gmail or local – Outlook Express etc.); • The ftp:// resource storage with shared access; • The Instant Messengers for interactive discussions (ICQ, Yahoo, Skype – for video and audio conferences) • Special Equipment (Web-Camera etc.).
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 Phases • Communication Planning • Communications Matrix • Relational Model of Project Communications • Communications Tools • Phone Communication • E-mail Communication • On-line Communication • Messengers Review & Comparison • ICQ, QIP • Skype • Yahoo/MSN Messengers • The Effectiveness of Communications • Conclusions and Useful Links
Problem Statement • Today’s leading companies in the field of information technologies starting 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 labor 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 • The main reasons that decrease effectiveness of the work of such virtual, territorial distributed project teams are: • The geographical remoteness among participants; • The divergence of time zones; • The linguistic and social-cultural factors. • Problems in providing the effective communications and firmness in the inner conflicts in IT projects together with inadequacy of project information are three from six major reasons of project failures. • That’s why the actual tasks are: • The synthesis of communication model for IT-project’s management in accordance to modern business relationships; • The search of all pros and cons of this situational relations.
The Simple Example Software Life Cycle Bugs Non Functional Requirements Testers Use Case Tasks Business- Developers Analyst Project Changes manager The Necessity of Effective Faults Communications among all Project Participants User
The 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 • Project Risk Management • Project Procurement Management
Project Communications • Project Communication Management includes the processes which require 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) Phase Project Initiation: • Project Communication includes: 1 Develop Communications Plan • Communications Planning Phase Project Planning: • Information Distribution 2 Refine Communications Plan • Performance Reporting Phase Project Execution & Control: 3 Execute Communications Plan Phase Project Closeout: Solicit 4 Feedback Communications by Phase
Necessity of Applying Communications • IT responsibilities are not consistent; • IT relationships with application users are not always consistent; • The implementation of systems at the local level may require political approval prior to use; • The financial issues may require significant time; • The change management can be complex etc.
Communication Channels Upward channel Communicate to senior executives; Highlights issues, risks and exceptions; Tools used: exception reports, Lateral channel weekly status reports, project charter, e-mail updates, Communicate to clients, communication plan, face-to- vendors and functional face reviews; managers; Strengthens the buy-in from Involve negotiations for top. resources, time allocations and budgets; Provide directions to project Tools used: communication team; plan, statement of work, Highlights tasks pending, contracts, e-mail; scheduled tasks, dates and Requires diplomacy and general team briefings; tact, Tools used: verbal exchanges, agendas, minutes, e-mail, project brief, project plan, issue logs; Requires delegation skills. Downward channel
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 it important? • How? How are they kept informed?
What? Who? • Tendency to send too much • Did you think of everyone? to too many - very easy to do with • If you are designing an electronic application in this project, have communications! Too much you included the end-users in is as bad as too the early project little - can't read communications? everything. • If your end-user works for • Target your audiences - another organization have you and realize you may also kept the IT people in have more than one. those entities informed?
When? Why? • How often? • Curiosity? Good/bad? • Morning & afternoon? • Need to know? • Day of week? • Day of month? • Provide information • Different intervals for various • Prepare end-users for transition teams • Weekly for team members • Many reasons to share • Bi-weekly for Middleman information • Monthly for Executives
Where? How? • Location for status meetings • E-mails • 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 to one • Press release • Others
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. Object Item Assets Audience, Delivery by Source, Expected Result Vehicle, Medium Frequency, Date delivery.
Relational Model Project Communications
Communication Model’s Description • The description of the hierarchy of connections for participants of the project: –> technical leaders of groups –> leader of the project –> middleman –> customer. • The wide possibilities of the sets theory allow to describe the presented model.
Discussion of Communication Model • The developed model structure demonstrates the process of organization of the project communications for the company’s employers in the branch with guidance of main office and directly with customers who can be on other continent. • The relational model for IT project communication management is presented and it: • shows the complete visual state of project • Contains sequent relation among projects’ participants; • determines the dynamic changes between the participants. • The main task is providing the connection of project’s technical leader (TL) who works in the company’s branch with the project leader (PM), who is in a main office and with the customers of software product or representatives of customers.
IP-Phone Organization • By the functionality and principles of work it is possible to divide the programs into the network pagers, IRC-chats, Web-chats and combined programs, such as 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: Messengers • 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 • Support of secure connection • IP-phoning (VoIP)
Messengers Comparison VoIP PSTN Video SMS Log File Yahoo Messenger + + + + + Windows Live Messenger + + + + + AIM Pro + + + Skype + + + + + + Google Talk + + ICQ + + + + + Gizmo + + Apple iChat + + + Qnext + + + + Trillian + + + + Gaim + + Ineen + + Jabber + + + Jabbin + AIM Triton + + + + + Imvite + + + + WebMessenger + + +
ICQ QIP Conversations Messages Contact Groups Smiles
Skype Find the people Save your history Hold the conference-meeting (video/audio) Check your Manage your Skype-account contact list Phone on stationary phone Send a file Organize a chat
Yahoo Messenger Get Your Use Your Yahoo ID Webcam
MSN Messenger Remember!!! You need the registration Contact Status Search In Web
The Practice of Adaptation of IT-Project Communications • Interactive communication and data exchange for all IT-project participants are 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.).
The Graphical Interpretation of IT-Project Organization Communication Database server for saving the test results (Mysql) Testing Management System (Testlink, Mercury) Project Bug Tracking The Testing Report Customer, Manager System System Client (PM) (Bugzilla, Trac, (ProjectLocker, (Middleman) Mantis) QADB) On-line Communication Systems (Skype, ICQ, Yahoo) E-mail (Outlook Express, The Bat)
The Graphical Interpretation of Communication Influence on IT-Project The Usability Communication Tools 40% 40% 20% 30% 10% 20% 0% E-mail Instant Messengers Phone Personal contact Distractibility and Communications Mutual-understanding and Communications 120 Personal 120 Phone Personal Mutual understanding, % Distractibility, % contact contact 100 100 80 80 60 60 Phone Instant 40 Instant 40 Messengers Messengers 20 20 E-mail E-mail 0 0 0 20 40 60 80 100 120 0 20 40 60 80 100 120 Efficiency, % Efficiency, %
E-mail 100 80 60 40 20 Personal contact 0 Instant Messengers Distractability Mutual understanding Efficiency Phone • The highest degree of mutual understanding can be provided by phone and personal contact, the lowest – by e-mail. • The e-mail is less distractible communication tool than instant messenger and phone, but it provides the least efficiency. Personal contact, compared to e- mail, provides the highest project efficiency, but it has also the highest degree of distractibility of project participants.
Conclusions • The presented method of creating the communications matrix proved to be efficient for solving a problem of providing the reliable project communications. • The communications channels in accordance to project communication matrix defines items, object and assets of project communications. • Modern progressive information technologies are able to provide an effective communications among the project team members.
Conclusions (Continued) • Developed relational model: • describes the main principles of organization continuous communication in the process of IT-project management • provides the economy of project’s facilities and prevents the rising conflict situations inside project. • As a result of using different communications the instant messengers are determined as an alternative tool that supplies the effective IT project communications because of the low degree of distractibility and middle degree of mutual understanding.
Conferences with International Participation IT Project Communication Investigation 2008 • Conference of Students, Post-graduates, Young Scientists with International Participation “Innovative Processes of Economical and Social-Cultural Development: Native and Foreign Experience”, 27.03.2008 - 28.03.2008., Ternopil, Ukraine. • Presentation “Importance of On-line Communications for IT- project Management”. 2007 • Young Scientists “The Development of Foreign-Economic Activity for Ukrainian Enterprises in context of International Integration Process”, 10.24.2007 – 10.25.2007 // Donetsk, Ukraine • Presentation “Modern on-line tools for international business communication”. • Conference of Students, Post-graduates, Young Scientists with International Participation “Innovative Processes of Economical Development: Native and Foreign Experience”, 26.04.2007 - 27.04.2007., Ternopil, Ukraine. • Presentation “Modern Tools of Communication for IT- project Management Process: Practice of Adaptation”.
The Conference with International Participation in Ternopil, April 2007
For further information Useful Links: • NYS Project Management Guidebook • www.oft.state.ny.us/pmmp/guidebook2/index. html • 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
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