Task summary and instructions

What is this assessment task about?

This task builds on Task 2.1.

This task comprises of the following assessment methods:

o Product-based ☒

o Direct observation of Role-Play ☐

o Case Study ☒

o Other (specify) ☐

It has been designed to evaluate your ability to/competency in:

· Manage generation, gathering, storage, retrieval, analysis and dissemination of information by project staff and stakeholders

· Implement, modify, monitor and control designated information-validation processes to optimise quality and accuracy of data

· Implement and maintain appropriate communication networks

· Identify and resolve communication and information- management system issues

· Finalise and archive records according to agreed project information ownership and control requirements

· Review project outcomes to determine the effectiveness of management information and communication processes and procedures

· Identify and document lessons learned and recommended improvements for application in future projects

You are required to address the following:

· Task 3.1 Implement project information and communication processes

o Set-up communication system

o Implement communication systems and processes

o Monitor communication systems and address issues

· Task 3.2 Assess information and communication outcomes

o Perform record-keeping activities

o Determine lessons learned

Task summary and instructions
	Although the assessment requires group collaboration to simulate a work environment, the assessment submission is individual, and it will be marked as such.
What do I need to do to complete this task satisfactorily?	· submit the completed assessment tasks, according to instructions, · complete the tasks with sufficient detail and present them in a professional manner, · use your own words and reference sources appropriately, · meet the word count where required, · use the scenario provided, · use the templates provided where required, · for your performance to be deemed satisfactory in this assessment task you must satisfactorily address all of the assessment criteria, · if part of this task is not satisfactorily completed you will be asked to complete further assessment to demonstrate satisfactory performance.
Specifications	You must deliver/participate in: Work in simulated work conditions and: · Collaborate with the project team to implement communication and information processes · Collaborate with the project team to discuss the project and communication outcomes and determine lessons learned · Peer-Review the post project review report of another student You must submit to GOALS · Screenshot -Slack invite sent · Screenshot – Slack people page · Screenshot – Slack conversation about meetings · Screenshot of the message with meeting documentation attached · Screenshot of Files Page with meeting documentation · Screenshot of Files Page with uploaded policies · Screenshot – Slack conversation about one policy · Screenshot of Poll results · Email to project sponsor · Screenshot – Slack message with project report attached

Task summary and instructions
	· Screenshot -Slack conversation about the project report · Change request form · Addressing of the Case Study (3 scenarios) · Screenshot – policy and procedures subfolder · Screenshot – project document subfolders · Post-Project Review Report – information and communication · Peer-Review outcome
Resources and equipment	• Computer with Internet access • Access to Microsoft Office suites or similar software • Learning material • Scenario for assessment as provided • Relevant policies and procedures as provided • Templates as provided
Re-submission opportunities	You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task. If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date. You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal. You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment.

Complete the following activities:

Task 3.1 Implement project information and communication processes

Task 3 is about the implementation of project information and communication processes.

With your project team, set up Slack to manage the project communication: www.slack.com .

A) Project communication tool

Set up Slack and provide the following screenshots:

Invite sent to a team
People page with the team members

B) Project information and communication

Use the tool (Slack) to consult the team about setting up project team meetings. Consult the team about the preferred meeting day, time, venue (for example, virtual team Vs team in the office).

Provide a screenshot of the conversation about setting up team meetings from Slack as evidence of the consultation:

Attach the meeting procedures, agenda and meeting minutes template (you can find it in the policy and procedures folder) to one of your Slack messages to the Provide the screenshot of the message with the attachments:
Take a screenshot of the Files page where the meeting documents are now saved for the team to
Ask your team members to upload the following documents from the policy and procedures folder to Slack (ask them to upload one or two each):

Information Management Policy
Communication Policy
Project Management Policy
Social Media Policy
Stakeholder engagement policy

Take a screenshot of the Files page once all the documents have been uploaded:

Ask the team to choose and retrieve one of the policies they have uploaded and discuss the selected policy content in Slack. Would they add anything to the policy? What are the key parts of the policy? Are they clear about the policy?
Provide a screenshot of the conversation in Slack:
Add the Polly app to

The Project Sponsor asked you to run this poll with the project team:

What equipment do you need most for the project team?

More laptops
The paid version of Slack
Microsoft Projects
Company’s mobile phones for the project team

Prepare and send the survey out to the team using Slack. Provide a screenshot of the

Poll Results:

Analyze the poll results and send an email to the Project Sponsor informing them about the results and asking for the team’s

Use the template below to write the email. Note: you don’t need to send the email, write the email using Template 1.(40-80 words)

Template 1 – Email

Email to Project Sponsor

To:

Cc:

Bcc:

Subject:

Date email is sent:

Attachments:

You have prepared the weekly project status report- we provide an excerpt below:

Project Name:

Project Status G: Y R:

Overall

Timeline

Budget

Resources

Scope

Quality

Risk

Statu s

Project Status Report
MMI Project Prepared by: Date: Attention to Taylor Varin – Project Sponsor
Executive summary report	Carpeting behind schedule with classroom furniture arriving in five days. Quality requirements for carpeting and classroom furniture met. If we consider the savings achieved with carpeting, the overall project budget is on track. Project team is working effectively. Project is in scope. No variations to previous reporting.
Deliverab le status Use this section for summary informatio n about the status of the deliverable s of the project.	Deliverable	Work to date	Planned realisation date	Status
	Carpeting	60% complete	23 May	In progress
	Classroom furniture	Ordered	25 May	In progress
Schedule status	Milestones and date	Status	Date completed	Notes
	Carpeting	Behind Schedule
	Classroom furniture	On schedule
Budget status	Budget Item	Estimated cost	Actual Cost	Variation %

Project Status Report
	Carpeting	$ 65,000	$ 58,000	– 10%
	Classroom furniture	$ 120,000	$ 123,000	+ 2.5%
Quality status	Deliverable	Quality requirement s	Status	Variations or plan to achieve quality requirements
	Carpeting	60 oz face weight Density 2,000 10 years texture retention warranty Nylon fibre Light grey	Quality requirements met	NA
	Classroom furniture	Supplier AS/NZS 4610 certified Fit for purpose and a safe design AS/NZS 4442:2018 Office desks, office workstations and tables • AS/NZS 4443:1997 Office panel systems- Workstations • AS/NZS 4438:1997 Height adjustable swivel chairs • Worksafe Officewise 2006 • AFRDI Level 6 Severe Commercial, Blue Tick or equivalent; Quality	Quality requirements met	NA

Project Status Report

10-year structural / manufacturing warranty – 5-year fabric warranty Sustainability Traceability of supply chain of supplier Sustainable product certification schemes:

o SMaRT 4.0

Platinum/Gold

o AFRDI Green Tick Level A/Plantium or Level B/Gold

o GECA FFM v3.0- 2017

o GreenRate Level A

o FSC Certified

Timber products

Save the report in a word document and share it with the team using Slack. Provide a screenshot of the message with the report shared in Slack:

Analyse the report and engage the team in a conversation about the report: what can be done to ensure that the carpeting is completed before the furniture arrive?

Provide a screenshot of the conversation:

Based on the conversation with the team, complete a change request form to send to the project sponsor:

Template 2 – Change Request Form

Change Request – Project
Issued by	<your name>
Change Requested
Reason for change
Impact on the project
Change authorised:	Yes/No To be completed by Project Sponsor	Adj. completion date: <Add expected completion of change implementation>	Adj. budget: $ <Add estimated budget for change implementation and impact on budget>
Record Complete the filing record below so that the project document can be saved in the project management record system.
Project Title:			Date: Version:
Project Sponsor: Taylor Varin	Project Manager: <your name>	File Name: <name of the file with version>

C) Case Study

Consider that the following occurred.

Scenario 1 –

The project team is frustrated with one of the sponsor’s decision.

One of the team members sends an email out, in error, to all stakeholders in the project email address book expressing his opinion on the decision and using rude language. Moreover, his email contains some sensitive information that should be kept confidential by the project team.

Determine the key issues associated with this incident, identify the impact on the project and outline your actions to resolve the situation (50-1oo words):

The key issues which have been raised are as follows –

1 wrong email has been sent to the stakeholders.

2 the email that was sent has many errors in it.

3 there is sensitive information that has been shared.

The project gets at risk due to the leak of sensitive information.

The right thing which can be done here is to establish a team of experts to handle the situation in a much better way possible (Fuller, et al., 2017).

Scenario 2 –

Some of the data provided by your team in their progress reports are not accurate.

Outline your actions to improve the information-validation process to optimise the quality and accuracy of the data reported. (30-50 words)

The reports which have been provided is containing errors and this is a bad quality of work that has been provided by the staff members and must not have done this. The best thing which could be done in here is to have additional quality check staff so that there is no more mistake of this kind.

Scenario 3 –

The team provides the following feedback: they are receiving too much communication from different departments in the sponsoring organisation. The inconsistent information makes it difficult for the team to sort the data effectively.

Outline your actions to filter and centralise the information from different departments in the sponsoring organisation. (30-50 words)

There is an issue regarding the lack of organized data because of too much feedback about the communication from a different departments.

the best thing that can be done in this situation is to make sure that the all workers from a sar department working well and performing their duties right (Phillips, 2016).

Task 3.2 Assess information and commu different department secord keeping

Set-up a project management folder to finalise and archive records.

SUBFOLDER -Organise the XYZ policies and procedures (provided in a separate file) in a logical manner using a sub-folder.

Provide a screenshot of how you have organised the policy and procedure folder:

Create Project Folders to save:
The project information and communication plan (create a word document using your work in Task 1)
The project progress report from task 1B9
The change form (create a word document) from Task 1B9

Provide screenshots to show the sub-folders you created to file those documents and the files within each sub-folder:

A) Review and Lessons Learned

Review your work in Task 2 and 3, including what happened in the scenarios in Task

3.1 C.

Based on your review:

Determine the effectiveness of the management information and communication processes and
Identify, and document lessons learned, and recommend improvements for application in future

Complete a post-project review report (Template 3)

Template 3 – Post-Project Review Report

Post-Project Review Report – Information and Communication

Name of project: new Sydney campus

Worked well

The project planning was good and the implementation also goes really well that led to the finishing of the work within the given deadline.

Could have gone be within the

The communication gap which was created has been observed that things are going well after the training.

Lessons learned (Identify 3-4 lessons learned with the recommendation for improvement):

1 Having a work-related checklist for better work.

2 The information that is going to be shared with the staff must be authentic (Heagney, 2016).

B) Review and Lessons Learned – Peer Review

Review the Post-Project Review Report of a classmate (not in your project team). Discuss the report with him/her and provide feedback on their report:

What did they do well? (1-2)
What additional lessons learned should have been included? (1-2)
What additional recommendations would you provide? (1-2) Summarise your findings and recommendations in Template

Template 4 – Peer Review of a Post-Project Review Report

Name of the peer-

reviewed student

Worked well

Timely implantation of the task.

Additional lessons

learned

regular communication.

Additional

recommendations

accurate information must be saved.

References

Please include your references below:

Fuller, M. A., Valacich, J. S., George, J. F., & Schneider, C. (2017). Information Systems Project Management: A Process and Team Approach, Edition 1.1. Prospect Press.

Heagney, J. (2016). Fundamentals of project management. Amacom.

Phillips, M. (2016). Reinventing communication: How to design, lead and manage high performing projects. Routledge.

Assignment – 2

Student Declaration

To be filled out and submitted with assessment responses

I declare that this task and any attached document related to the task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s)
I understand that if I am found to have plagiarised, cheated or colluded, action will be taken

against me according to the process explained to me

I have correctly referenced all resources and reference texts throughout these assessment
I have read and understood the assessment requirements for this unit
I understand the rights to re-assessment
I understand the right to appeal the decisions made in the assessment

Completed successfully Did the student satisfactorily:		Comments	Y	N	DNS
The student has satisfactorily completed and submitted the following: · Communication and information plan for the project in Task 2.1 · Communication and information plan for the Case Study in Task 2.2			☐	☐	☐
Demonstrated ability to: · Identify and analyse information requirements of the project · Develop a communication management plan according to project objectives · Establish a designated project- management information system This is evidenced by: · Communication and information plan for the project in Task 2.1 · Communication and information plan for the Case Study in Task 2.2			☐	☐	☐
When collaborating with the group, the student has actively participated in group work with a substantial contribution that can be assessed individually for all this task’s requirements.			☐	☐	☐
Task Outcome:	Satisfactory ☐ Not Yet Satisfactory ☐
Student Name:
Assessor Name: Assessor Signature: Date:

Task 2 – Plan information and communication processes

Task summary and instructions

What is this assessment task about?

Refer to and read the documents saved in a separate folder:

· MMI company profile and project task

· Policies and Procedures

You have been recently engaged by XYZ Pty Ltd trading as MMI as a Project Manager (PM) to develop and implement a project to open a new campus in Sydney (refer to MMI strategic objectives).

· The Board of Directors (BoD) has allocated 3 million dollars to the project.

· Project duration: 1 year.

· You can employe four new staff members to be part of the project team for its duration. Source the rest of the project team from existing MMI personnel (flexible work arrangements will be needed)

The project includes:

· Finding premises in Sydney CBD ( 800-1000 square metres, onsite parking for staff, natural light)

Ideally, there will be enough room for 5-7 classes, one meeting room, one computer lab, 1 x student kitchen, student lounge, 1 x staff kitchen, three offices for staff, toilet facilities

· Rent the premise

· Obtain necessary permits

· Source architect and building company

· Source and buy furniture and equipment

· Liaise with the architect and building company The project steering committee is composed of:

· Mr Eli Brown – Non-executive Director

· Mr Leonard Black – CFO

· Academic Manager (Jacob Graham)

Task summary and instructions

The project sponsor is Taylor Varin (Client Service

Manager), played by the trainer and assessor.

You will have to:

· Determine the project requirements

· Work in collaboration with pertinent stakeholders

· Scope the project

· Cost and resource the project

· Develop the project plan

· Execute the project

· Finalize the project

Each unit covered in your Diploma of Project Management will address a part of the project:

· Scope

· Time

· Quality

· Cost

· Human Resources

· Information system and communication

· Risk

· Project Integration

· Communicate with influence

· Facilitate continuous improvement in project work

· Develop project workplace policy and procedures for sustainability

· Lead and manage project team effectiveness

BSBPMG535 addresses project information and communication.

Having a clear vision of the project and its structure will help you plan and implement it in simulated work conditions.

Your trainer and assessor will provide support and mentorship in the role of Project Sponsor (PS).

You will work in a project team of max four students. You will both lead the team and be a part of it to experience different project roles in the simulated work environment, project manager being the main one.

Task summary and instructions

Take turns playing the role of PM when the task requires project team collaboration. The trainer and assessor will observe project work and provide feedback on the Marking Sheet.

Form or join a project team (3-4 students in the team). Document the name of the students in the table below:

You will collaborate with the project team in a simulated work environment to carry out the responsibility of your role as a PM relevant to risk management.

Although you will lead and collaborate with the project team, your assessment’s work must be individual, and it will be marked as such.

Please note that the performance evidence for this unit of competency, require you to demonstrate the ability to manage project information and communication on at least two occasions. This assessment has been designed to meet that requirement.

This task comprises of the following assessment methods:

· Product-based ☒

· Direct observation of Role-Play ☐

· Case Study ☒

· Other (specify) ☐

It has been designed to evaluate your ability to/competency in:

· Identify and analyse information requirements of the project

· Develop a communication management plan according to project objectives

· Establish a designated project-management information system

Task summary and instructions
	Your assessor will be looking for demonstrated evidence of your competency in the above. You are required to address the following: · Task 2.1 Plan project information and communication o Develop a communication and information plan for the project · Task 2.2 Case Study o Develop a communication and information plan for an event to support the Marketing Team Although the assessment requires group collaboration to simulate a work environment, the assessment submission is individual, and it will be marked as such.
What do I need to do to complete this task satisfactorily?	· submit the completed assessment tasks, according to instructions, · complete the tasks with sufficient detail and present them in a professional manner, · use your own words and reference sources appropriately, · meet the word count where required, · use the scenario provided, · use the templates provided where required, · for your performance to be deemed satisfactory in this assessment task you must satisfactorily address all of the assessment criteria, · if part of this task is not satisfactorily completed you will be asked to complete further assessment to demonstrate satisfactory performance.
Specifications	You must deliver/participate in: Work in simulated work conditions: · Consult with the project team when developing the project information and communication plan You must submit to GOALS · Communication and information plan for the project · Communication and information plan for the Case Study
Resources and equipment	• Computer with Internet access • Access to Microsoft Office suites or similar software • Learning material • Scenario for assessment as provided

Task summary and instructions

• Appendices as provided

• Relevant policies and procedures as provided

• Templates as provided

Re-submission opportunities

You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task. If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date. You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal. You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment.

Complete the following activities:

Task 2.1 Plan project information and communication

Read the scenario for assessment and consult with the project team. Consider the input and feedback from the project team when completing this task. However, remember that although you will lead and collaborate with the project team, your assessment’s work must be individual, and it will be marked as such.

Consult with the project sponsor (played by the trainer and assessor in the simulated work environment) as needed.

Develop a project information and communication plan (Template 1). Follow the instructions provided.

Please note that in Task 3, the project team must use Slack (https://slack.com/intl/en-au/), hence make sure to include Slack in your communication system for the project.

Template 1 -Project information and communication plan

Project Information and Communication Management Approach

Development

Outline all the following:

o Outline the significant inputs into the plan (3- 4).

o Mention what stakeholders were consulted in the development of the plan and why. (3-4 stakeholders)

o Outline what communication constraints were considered when developing the plan. (2-3)

o Outline what specific communication requirements from stakeholders were considered in the development of the plan. Consider the project sponsor, the steering committee, the project manager, the project team and two additional stakeholders.

Need the information related to the financial resources, and expectations of the consumers and the related project.

Stakeholders which are having some relation and importance to the developing plan will be considered to take consult as they can provide the right direction in developing the plan.

There are many type of communication constraints that could be used for the purpose but the most important among all is to have the arrangement for the right communication and no irregular language will be permitted.

Making a better plan or developing a better plan there is always require the ability of better decision making, as choosing from the option could be a difficult task but having the ability to get the best out of the rest will enhance the plan and lead to better results.

Communication methods, processes

and technology

Outline all the following:

o Outline communication methods, processes and technologies are used in the project (4-5)

o Specify what PMIS is in use

o Outline communication standards used in the project (4-5)

As it has been observed that nowadays there are multiple ways that could be used to increase the speed of the process and the selected medium for the purpose are video conferencing and the face to face meetings.

PMIS is the monitoring and tracking software which are generally used for the purpose of checking the direction of the goal and to make sure that the work is going in the right direction having the software work increases the correction rate and decreases the error rate.

The communication standards which are going to be used are as follows –

1 Need the active listening skill

2 Right information must be shared in order to get a better result.

Monitoring and Control

Describe the monitoring and control mechanisms that are adopted in the project to control the validity of the information flow and the effectiveness of the communication network. (30- 50 words)

The process of monitoring and controlling helps in identifying the potential problems which could arise along the way and this could be eliminated with it more than that, checking the overall progress and tracking the current work gets easy by it (Alyan, 2022).

Project Team Directory

Develop a Project Team Directory (4-6 roles).

Name		Role		Email		Phone		Availability
	Jack Smith		CEO		jacksmith@au.in		xxx000		Monday to Saturday
	Juliet Olive		Manager		julietolive@au.in		xxx000		Monday to Saturday

Name	Role	Email	Phone	Availability
Taylor Swift	Service Manager	taylorswift@au.in	xxx000	Monday to Saturday
James Allen	Project Manager	jamesallen@au.in	xxx000	Monday to Saturday.

Communication Matrix

Develop a Stakeholder Communication Matrix for 4-6 stakeholders.

Stakeholder

Communication

needs

Format

Responsibility

Media or

Channel

Frequency

Who

Why

What (example: reports, meeting minutes…)

Who is responsible for the communication?

and who approves it

How

When

Project manager

About the need and requirement of the project and the related information.

Meeting

minutes

James Allen

Meeting

Weekly

Service Manager

To identify the requirements of the customer

Meeting minutes

Taylor Swift

Meeting

Weekly

CEO

Need to communicate about the budget of the plan.

Reports

Jack Smith

Video conference meetings

Weekly

Manager

As per the plan checking the requirement of the client

Reports

Juliet Olive

Meetings

Weekly

Project Meeting Requirements

Develop a Project Meeting Requirements matrix for 2 types of meetings.

Meeting

Frequency

and duration

Agenda

items

Attendees

Chairperson

Location

Type of meeting

When and for how long

Typical agenda items

Who is invited to attend the meeting

Who is chairing/ facilitating the meeting

Physical or video conference

Formal meetings

on monthly basis for about 1 hr.

Discussing the deadlines and the progress

All the stakeholders are involved in the developing plan.

Project manager

Physical

Meeting

Frequency

and duration

Agenda

items

Attendees

Chairperson

Location

Informal meeting

It will occur on a weekly basis for about 30 min.

The agenda of the work is about the current progress and the necessary changes which has been made.

All the stakeholders are involved in the developing plan.

Project manager

Video conference

Communication escalation process

As issues or complications arise about project, communications it may become necessary to escalate the issue if a resolution cannot be achieved within the project team. Project stakeholders may have many different conflicting interests in a given project. While escalations are a normal part of project management, there must be a documented process that defines how those escalations will take place.

Priority	Definition	Decision Authority	Timeframe for resolution
1	The different areas in which the work-related decision is required.	CEO	2 Days
2	Necessary issues must be conveyed on the daily basis for a better workable process.	Project manager	2 Days
3	Necessary issues must be conveyed on the daily basis for a better workable process. In every meeting so that there is proper communication could be established between the members.	Manager	Every Week
4	The process for increasing the speed of the work must be conveyed to all the team members so that they can also implement the process.	Project manager	Every Week

Task 2.2 Case Study

The Project Sponsor trusts your expertise in project management.

The Project Sponsor asked you and your team to help with a project. The Marketing Team is organising an event to present the new campus to education agents. The Project Sponsor would like you to develop the communication and information plan for this project.

The communication plan will be used by the marketing team in charge of organizing the event.

Please see details below:

Event	Presenting the new campus to education agents
Type of event	Virtual event

	Zoom meeting
Structure	Power Point Presentation Q&A
Duration	1 hour
Date	20/6/20XX
Presenter	Marketing Manager
Organiser	Marketing Team
Attendees	· Education Agents · MMI -CEO · MMI CFO · Marketing Manager and Marketing team · Academic Manager
Requirements for the communication plan	· Support the marketing team with organising the event · Ensure consistent flow of information between organisers and attendees · Refer to Marketing Policy and procedures, and Communication Policy and procedures for communication guidelines

Prepare a simplified version of the information and communication plan (Template 2) for the event.

Template 2 -Project information and communication plan

Project Information and Communication Management Approach

Development

Outline all the following:

o Outline the significant inputs into the plan (2- 3).

o Outline what communication constraints were considered when developing the plan. (1-2)

o Outline what specific communication requirements from stakeholders were considered in the development of the plan. (1- 2)

There is a requirement for discussing the session with the members and information about the event also.

1 All the information about the plan must be shared and gathered.

2 There is a requirement for technical assistance about the event for a better direction of work.

It has been observed that miscommunication could be raised because of the delay or the miscommunication that occurred between the members and it must be avoided.

All the members must have proper information regarding the timelines and also the basic requirement that is essential and must be fulfilled.

Communication methods, processes

and technology

Outline all the following:

o Outline communication methods, processes and technologies are used in the project (2-3)

There are many types of communication are present and some of them which must be included in the plan are as the verbal communication, written communication etc.

Project Information and Communication Management Approach

o Outline communication standards used in the project (1-2)

The essential communication standards which are required are as follows –

1 There is a need of delivering the right information to be shared among the members for better work.

2 Active listening is highly required in such places for better results.

Monitoring and Control

Describe the monitoring and control mechanisms that are adopted in the project to control the validity of the information flow and the effectiveness of the communication network. (30- 50 words)

Communication Matrix

Develop a Stakeholder Communication Matrix for 3-5 stakeholders.

Stakeholder	Communication needs	Format	Responsibility	Media or Channel	Frequency
Who	Why	What (example: reports, meeting minutes…)	Who is responsible for the communication? and who approves it	How	When
Marketing Manager	Need to discuss what the client wants and its requirements.	Meeting Minutes	Linda	Meeting	Regular
Marketing Officer	There is a requirement for conveying all operations.	Reports	Jack	Meeting	Regular
Project manager	Marketing operations must be conveyed.	Meeting minutes	Carry	Meeting	Regular

Project Meeting Requirements

Develop a Project Meeting Requirements matrix for 2 types of meetings.

Meeting	Frequency and duration	Agenda items	Attendees	Chairperson	Location
Type of meeting	When and for how long	Typical agenda items	Who is invited to attend the meeting	Who is chairing/ facilitating the meeting	Physical or video conference
Formal meeting	Weekly for approx. 30 min	Progress of the project and some important changes	Stakeholders involved in the project management	project manager	Physical.
Informal meeting	It will occur on a weekly basis for about 30 min.	The agenda of the work is about the current progress and the necessary changes which has been made.	All the stakeholders are involved in the developing plan.	Project manager	Video conference

Communication escalation process

Priority	Definition	Decision Authority	Timeframe for resolution
1	There is a requirement for technical analysis.	Marketing Manager	Every Week
2	Need to discuss the all information that is required for increasing the speed of the process.	Project manager	Every Week
3	There is a requirement to discuss the all-important charges which are going on in the plan.	Project manager	Every Week

References

Banfield, P., Kay, R., & Royles, D. (2018). Introduction to human resource management. Oxford University Press.

Bratton, J., Gold, J., Bratton, A., & Steele, L. (2021). Human resource management. Bloomsbury Publishing.

DeCenzo, D. A., Robbins, S. P., & Verhulst, S. L. (2016). Fundamentals of human resource management. John Wiley & Sons.

Mahapatro, B. B. (2022). Human resource management. PG Department of Business Management.

Pattanayak, B. (2020). Human resource management. PHI Learning Pvt. Ltd..

Stone, R. J., Cox, A., & Gavin, M. (2020). Human resource management. John Wiley & Sons.

Storey, J. (2016). Human resource management. In Encyclopedia of Human Resource Management. Edward Elgar Publishing Limited.

Vardarlıer, P. (2016). Strategic approach to human resources management during crisis. Procedia-Social and Behavioral Sciences, 235, 463-472.

BSBPMG535 Manage Project Information And Communication

Task 3.1 Implement project information and communication processes

A) Project communication tool

B) Project information and communication

Poll Results:

Template 2 – Change Request Form

C) Case Study

Scenario 1 –

Scenario 2 –

Scenario 3 –

The team provides the following feedback: they are receiving too much communication from different departments in the sponsoring organisation. The inconsistent information makes it difficult for the team to sort the data effectively.

Outline your actions to filter and centralise the information from different departments in the sponsoring organisation. (30-50 words)

Task 3.2 Assess information and commu different department secord keeping

A) Review and Lessons Learned

B) Review and Lessons Learned – Peer Review

References

Please include your references below:

Fuller, M. A., Valacich, J. S., George, J. F., & Schneider, C. (2017). Information Systems Project Management: A Process and Team Approach, Edition 1.1. Prospect Press.

Heagney, J. (2016). Fundamentals of project management. Amacom.

Phillips, M. (2016). Reinventing communication: How to design, lead and manage high performing projects. Routledge.

Assignment – 2

Student Declaration

Task 2 – Plan information and communication processes

Task 2.1 Plan project information and communication

Task 2.2 Case Study

References

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