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
| Unit Title
Unit Code |
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| Student
name |
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| Student ID number | ||
| Student
signature |
Date | |
| Task Number | ||
| 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: |
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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 · Finalise 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. |
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| 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 |
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| 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. |
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| 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 |
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| 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.
There is a need to consult with the stakeholders in order to know their concerns and that can be used in the development of the plan. And to gather more effective ideas in the decision-making (Bryde, et al., 2013). Communication constraints that occur are irregular communication. the specific requirements of communicating with the stakeholders are based on the decision-making process it helps in making better decisions and helps in ensuring that everything is covered properly. It helps to gather the probable sources that could be generated in the plan (Bryde, et al., 2013). |
| 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) |
There are various methods using which the stakeholders can communicate like Verbal communication, Video conferencing, written communication, etc.
PMIS refers to the software application and program that helps in controlling and organizing the flow of information and project data. It is used by project managers as it helps in planning, executing, and monitoring the deliverables of the project (Buabeng-Andoh, 2012). Some communication standards are- There must be transparency The accurate and correct information is needed to be shared (Buabeng-Andoh, 2012). Proactive communication skills should be used in order to obtain positive results (Heagney, 2016). |
| 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 controlling and monitoring process helps in continuously tracking, adjusting, and reviewing the performance of the project.
It is really important to find out how the project is performing and helps to determine its timeline and implement the changes that were approved (Heagney, 2016). |
Project Team Directory
Develop a Project Team Directory (4-6 roles).
| Name | Role | Phone | Availability | |
| Leonard black | CFO | leonardmmi.au.in | xxxxx00000 | Monday to Saturday |
| Jacob graham | Academic manager | jacobmmiau.in | xxxxx00000 | Monday to Friday |
| Name | Role | Phone | Availability | |
| Taylor Varin | Client service manager | taylormmi@au.in |
xxxxx00000 |
Monday to Saturday |
|
James |
Project manager |
jamesmmi@au.in |
xxxxx00000 |
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 |
|
Client service manager |
To determine the needs of the clients |
Meeting minutes |
Taylor Varin |
Meeting |
Regularly |
|
Project manager |
Tell me about the progress and changes related to the project. |
Reports |
James |
Meetings |
Weekly |
| CFO | Communicate related to the budgetary plans of the project. |
Reports |
Leonard black |
Video conferencing |
Regularly |
| Academic manager | Determine the academic needs of the clients as per the plan.
|
Meeting minutes |
Jacob graham |
Meetings |
Weekly |
| Non-executive director
|
Need to communicate about the implementation of the plan |
Meeting minutes |
Eli brown |
meetings |
Regularly. |
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. |
| Meeting | Frequency
and duration |
Agenda
items |
Attendees | Chairperson | Location |
|
Informal meetings |
Regularly for about 20 min. |
determining the timeline and adjustments in the project |
Stakeholders |
Project manager |
Can be physical or through video conferencing. |
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 categories related to the decisions must be defined |
CFO |
3 days |
| 2 | Complications must be communicated regularly |
Project manager |
4 days |
| 3 | All the complications should be described and discussed in the meeting. |
Academic manager |
Weekly |
| 4 | Process related to the escalation must be decided and described by the manager |
Project manager |
Weekly |
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 organising 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 |
need to discuss the sessions that will be held in the time frame of 1 hour that is decided for the event. Gather all the relevant information related to the project. About the technical assistance needed in the event. As per the communication constraints, it was discussed that the development of the plan needs to be discussed regularly so that misunderstandings could be decreased. There is a need to discuss the time line of the project and about the basic requirements that are needed to 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) |
The communication methods that can be used in the communication process are- Verbal communication, visual communication, written communication, etc.
|
| Project Information and Communication Management Approach | |
| o Outline communication standards used in the project (1-2) | Some communication standards are-
The accurate and correct information is needed to be shared (Nunes, et al., 2021). Proactive communication skills should be used in order to obtain positive 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) |
The controlling and monitoring process helps in continuously tracking, adjusting, and reviewing the performance of the project (Nunes, et al., 2021). It is really important to find out how the project is performing and helps to determine its timeline and implement the changes that were approved. |
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 the requirements of the clients | Meeting Minutes
|
William |
Meeting |
Regularly |
|
Marketing Officer |
Need to communicate all the marketing operations |
Reports |
Thomas |
meeting |
Regularly |
|
Project manager |
Need to communicate the operations that are going on in the market.
|
reports |
James |
meeting |
Regularly |
|
IT manager |
Need to communicate about the technical needs |
Meeting minutes |
Sophia |
meeting |
Regularly |
|
Academic manager |
Need to communicate about the adjustments that are made |
Meeting minutes |
Jacob |
meeting |
Regularly |
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 meetings |
Regularly for about 20 min. |
determining the timeline and adjustments in the project |
Stakeholders |
Project manager |
Can be physical or through video conferencing. |
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 | Need to discuss the technical difficulties that arise | Marketing Manager | Weekly |
| 2 | Need to communicate about the necessary changes that are needed to be made | Marketing Officer | Weekly |
| 3 | Process related to the escalation must be decided and described by the manager | Project manager | Weekly |
| 4 | Complications must be communicated regularly | Project manager | 4 days |