The scenario describes systemic failures in the communication process, such as ad-hoc requests, report duplication, and communication gaps, which are negatively impacting program performance. These issues point to a lack of a structured and agreed-upon approach to communication. The Program Communications Management Plan is the formal document that defines the strategy and processes for how, when, what, and to whom information will be communicated. A critical review and update of this plan are necessary to formalize communication channels, set clear expectations for reporting, and eliminate the inefficiencies and gaps described.

A. Program Benefits Management domain: This domain focuses on achieving the program's intended benefits, not the operational mechanics of the communication process, which is the root of the problem.

B. Stakeholder communications requirements: These are inputs to the communications plan. While individual requirements are important, the systemic nature of the problem requires a review of the consolidated plan, not just its components.

C. Program communications report: This is an output of the communication process. Changing a single report is a tactical fix and will not resolve the underlying strategic problem of a flawed communication process.

1. Project Management Institute. (2017). The Standard for Program Management (Fourth Edition). Section 5.3

Program Communications Management

p. 69. The standard states that this domain includes the processes to ensure "timely and appropriate generation

collection

dissemination

storage

and ultimate disposition of program information." The issues described are a direct failure of these processes.

2. Project Management Institute. (2017). The Standard for Program Management (Fourth Edition). Section 5.3.1

Program Communications Management Plan

p. 70. This section details that the plan is the component that describes how communications will be "planned

structured

monitored

and controlled." It is designed to address stakeholder communication requirements

frequency

and methods

which directly addresses the ad-hoc and duplicative nature of the problem.

3. Thiry

M. (2010). Program Management. John Wiley & Sons. In discussions on program governance and control

the text emphasizes the role of the communications plan in establishing a formal structure for information flow to prevent the kind of ad-hoc and inefficient communication described in the scenario. (Relevant concepts in Chapter 6: Program Governance).