difference between distribute information and report performance

Submitted by arunmmw on Mon, 08/16/2010 - 00:38

There seems to be lot of overlap between distribute information and report performance. Is there any difference (except budget forecast not part of distribute information) between those two processes?

Forums: 
General Discussion
  • Log in to post comments
  • 7051 reads
admin's picture

admin

Mon, 08/16/2010 - 03:38

Its almost the same.... in fact the two process can be merged. However distribute information as the name says is not limited to just reporting, it can be any information relevant to project

pmpodcast

Fri, 09/10/2010 - 19:47

 Hi,

 
According to the PMBOK guide, the Distribute Information process is “the process of making relevant information available to project stakeholders as planned.” (PMBOK pg: 258). This include all types on information like approved change requests, project progress, events, project announcements, daily status reports as well as the project performance reports. Please note that this also includes day to day project information. Point to be kept in mind that, all of the project information will go out to the relevant stakeholders through this process, regardless of the type and nature of the information.
 
On the other hand, the PMBOK guide defines the Report Performance process as “the process of collecting and distributing performance information, including status reports, progress measurements, and forecasts”. (PMBOK pg:266). Here we are talking about specific formal project information, that is the progress measurements, formal status reports and forecasts. Also the target recipient of such information is a small group of stakeholders and typically they are the decision makers.
 
Also please note that the “performance reports” are created in the Report Performance process but they are distributed to the relevant stakeholders through the Distribute Information process. (See figures on pg: 259 and 267).
 
I have met a number of students who were confused regarding the same concept. The main confusion arises from the PMBOK’s definition of the Report Performance process. The PMBOK guide says that we collect and distribute the performance information through the Report Performance process. Now the confusion is created due to wrong interpretation of this sentence. First of all, performance information is different from project information. Project information contains everything, while performance information is specific to project’s performance in terms of schedule and cost. Secondly, PMBOK says that Report Performance distributes this “performance information”, it does not say that this distributes this “performance information” to the relevant stakeholders? Right? By distribution, it means that the “Performance Reports” are distributed to the Distribute Information, Manage Project Team, Monitor and Control Risks, Administer Procurements, Monitor and Control Project Work and the Perform Integrated Change Control processes. (See figure on page 267). 
 
Now the question arises how these “performance reports” reach the stakeholders for their review if the Report Performance doesn’t do that directly? The answer is, through the Distribute Information process.
 
I hope this answers the question and resolves the confusion.
 
 
Exam Support Team
 

eldrin.connery

Tue, 09/14/2010 - 18:53

Hi,


I think this was the best explanation to differentiate between the two processes. However, in that context, what would be your answer to the question and why?


Your in a bi-weekly meeting with project stakeholders. In this meeting, you present EAC and ETC computations. Which Project Communications Management process are you implementing as per the PMBOK 4th edition?


A) Report Performance


B) Distribute Information


C) Manage Stakeholders


D) Plan Communications


Thanks,
 

pmpodcast

Tue, 09/14/2010 - 19:37

 Hi,

 

Please note that the “performance reports” are created in the Report Performance process but they are distributed to the relevant stakeholders through the Distribute Information process. (See figures on pg: 259 and 267).

 

As the project manager has already got his/her EAC and ETC, that means he/she has carried out the Report Performance process already. Since the project manager is now making this information available to the relevant stakeholders during the meeting, he/she is carrying out the Distribute Information process.

 

Hope this addresses the question.

 

Regards,

 

 

Exam Support Team
 

 

eldrin.connery

Thu, 09/16/2010 - 05:30

I completely agree with you on this one. Nonethless, I got this question from the following link (Question 3) and if you look at the answer it says Report Performance. I guess its questions like these that create confusions.


http://www.brighthub.com/office/project-management/articles/86187.aspx

gusluna

Thu, 09/30/2010 - 17:35

In cases like this, I would say we have to use logical answers...


ashok.chintam

Mon, 07/16/2012 - 19:55

 I do not completely agree with this exaplanation. If "Report Performance" process is not distributing the information to any of the stakeholders (instead distributing to other processes), why do "Communication Methods" tool is required for "Report Performance". The Tool "Communication Methods" for "Report Performance" says ;;; Status review meetings can be used to exchange and analyze information about the project progress and performance;;; 

With this it is evident that "Report Performance" process is also distributing information such as "Performance Reports" to relevant stakeholders which might be a small group when compared with the other. Also look at the description for "Organizational process assets updates" for more justification.

As per me, this is one of those grey areas that PMI needs to revisit and issue a change request in the next version of PMBOK.

 

Cheers.

sspawar

Thu, 04/11/2013 - 05:09

I would like to recall this discussion for  experts like :

Diba, Anand, Ali, KK, and of course any one who have if distinct and explicit view on.

one q

As part of Project Communications Management, you are collecting and disseminating information to stakeholders about resources used to achieve project objectives. This is done as part of:

1.       Distribute information

2.       Report performance

 

 

 

siddus

Tue, 04/30/2013 - 06:45

sspawar, were you able to find the answer to this question. Would you mind sharing it here?

Thanks