Unit Code

For Trainer and Assessor to complete:

◻   Student requested reasonable adjustment for the assessment

·         Communication and information plan for the project in Task 2.1

·         Communication and information plan for the Case Study in Task 2.2

·         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

Task Outcome:                 Satisfactory  ☐Not Yet Satisfactory ☐

Assessor Signature:

Date:

·         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)

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.

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

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

• Develop a communication and information plan for the project

·         Task 2.2 Case Study

• 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.

·         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.

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

•        Access to Microsoft Office suites or similar software

•        Learning material

•        Scenario for assessment as provided

•        Appendices as provided

•        Relevant policies and procedures as provided

•        Templates as provided

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.

Team members

Management team

Project team

Communications that were considered:

Meetings

Phone

E-mail

Social media platforms

Text messages

External meetings- Team leader, management team and team members

Internal meetings- Chair person by project sponsor from exterior organization like special person, real estate agents and who could provide important allowance for the project (McMakin & Lundgren, 2018).

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)

Passive communication

Active communication

The process of communication plan are:

Recognize stakeholders

Recognize expectation of stakeholders

Recognize important communication

Recognize frequency and time-frame of communication messages

Recognize how the texts would be interacted (Knapp et al., 2014)

Document the products like formats, templates and formats

Technologies like audio conferences, instant messaging, texting and video conferences.

PMIS- It is computer-diven system which assists a team establish the plan of project and it estimate cost, schedules, probable expectation and results.

Communication standards used in the project are:

Precise as well asdeatiled information in the contract documentation decreases the probability of misinterpretation on the bidding contractors parts.

Open and informed dialogue

Speak cearly

Proactive communication

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)

– Who needs to communicate with whom, what needs to be conveyed, and when it needs to be communicated.

– What is the significance of communication?

– Where and how should the communication process take place?

– No information should be leaked.

– Before any message is sent out, the Project Manager must approve it.

and who approves it

It will be approve by chair person.

Face-to-face meetings

Face-toface meetings

Online meetings

It will be approve by management team.

Phone calls

It will be approve by management.

Meetings

Face-to-face

·         Budget

·         Timeframe

·         Project feedback and update

·         Report of data analysis

·         Project goal

·         Issues and their solutions

Zoom meeting

Q&A

·         MMI -CEO

·         MMI CFO

·         Marketing Manager and Marketing team

·         Academic Manager

·         Ensure consistent flow of information between organisers and attendees

·         Refer to Marketing Policy and procedures, and Communication Policy and procedures for communication guidelines

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)

Material and resources of project

Stakeholders

Policy and procedures

Planning

Implementation

Constraints of communication-

Slack for written ccommunication

Zoom meetings

Meeting with the marketing team with the help of zoom is the specific communication requirement.

Outline all the following:

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

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

Zoom meetings and phone calls- Online meetings by marketing manager and education agents to discuss the project features.

Face-to-face meetings- Face-to-face meetings by marketing team and project manager to discuss regarding the requirements and solutions of the project.

Some of the communication standards utilised in the project are-

Slack communication

Zoom meetings

Presentation

Phone calls

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)

and who approves it

It will be approve by management team (Austin, & Pinkleton, 2015).

Phone calls

It will be approve by management.

Meetings

Face-to-face

It will be approve by chair person.

Face-to-face meetings

Management

Project manager

Austin, E. W., & Pinkleton, B. (2015). Strategic public relations management: Planning and managing effective communication campaigns. Routledge.

Knapp, M. L., Vangelisti, A. L., & Caughlin, J. P. (2014). Interpersonal communication and human relationships. Pearson.

McMakin, A. H., & Lundgren, R. E. (2018). Risk communication: A handbook for communicating environmental, safety, and health risks. John Wiley & Sons.