Manage project information and communication BSBPMG535

Manage Project Information and Communication BSBPMG535

 

 

 

 

 

Manage project information and communication

BSBPMG535

 

Assessment

Task 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 tasks.

◻   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

Student name
Student ID number
Student signatureDate
Task Number

 

 

 

 

 

 

 

 

 

 

——OFFICE USE ONLY—–

For Trainer and Assessor to complete:

 

◻   Student requested reasonable adjustment for the assessment

 

 

 

Completed successfully

 

Did the student satisfactorily:

CommentsYNDNS
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:

 

 

 

 

Table of Content

 

Student Declaration.. 2

Task 2 – Plan information and communication processes. 5

Task 2.1 Plan project information and communication.. 9

Task 2.2 Case Study.. 12

References. 15

 

 

 

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)

 

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:

 

Student Name
Student Name
Student Name
Student Name

 

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.

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.

 

SpecificationsYou 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

•        Appendices as provided

•        Relevant policies and procedures as provided

•        Templates as provided

 

Re-submission opportunitiesYou 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.

Project Sponsor

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).

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)

The communication methods are:

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

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 5Ws and 1H rule is crucial:

– 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.

 

Project Team Directory

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

NameRoleEmailPhoneAvailability
Angela GrahamFinance and control managerangelagraham@gmail.com046789392208Monday – Friday from 10 a.m. to 6 p.m.
Taylor VarinClient Management ServiceTaylovarin_01@gmail.com046729017290Tuesday, Wednesday and Friday from 10 a.m. to 6 p.m.
Joe FosterTeam leaderJoefoster29@gmail.com0463820282920Monday and Wednesday from 3 p.m. onwards
Jacob GrahamAcademic and resource Managementjacobgrahamacamgr@gmail.com0462820272924Monday to thrusday from 10 a.m. to 4 p.m.

 

Communication Matrix

Develop a Stakeholder Communication Matrix for 4-6 stakeholders.

 

StakeholderCommunication needsFormatResponsibilityMedia or ChannelFrequency
WhoWhyWhat (example: reports, meeting minutes…)Who is responsible for the communication?

and who approves it

HowWhen
Chair personIssue managementMeeting minutesManagement team and chair person are responsible.

It will be approve by chair person.

Online

Face-to-face meetings

In every 2-3 weeks or when it is very important.
Project team leaderSolving the team member issues and discussing the progress of project.Meeting minutes templatesTeam members and project team leaderPhone calls

Face-toface meetings

Online meetings

In every week
Management teamThey are taking the decision that are related to project.Project progress reportManagement team and project manager are responsible.

It will be approve by management team.

Meetings

Phone calls

In every 2 weeks
Operational managerImpact on schedule or budget of the project.Data analysis reportProject team leader and operational manager are responsible.

It will be approve by management.

Online

Meetings

Face-to-face

In every week

 

Project Meeting Requirements

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

 

MeetingFrequency and durationAgenda itemsAttendeesChairpersonLocation
Type of meetingWhen and for how longTypical agenda itemsWho is invited to attend the meetingWho is chairing/ facilitating the meetingPhysical or video conference
Stakeholders meetingsFor 2 hours in every 2 weeks·         Changes in the project

·         Budget

·         Timeframe

·         Project feedback and update

Stakeholders and managementStakeholdersPhysical
Regular team meetingsFor 3 hours weekly·         Resource requirement

·         Report of data analysis

·         Project goal

·         Issues and their solutions

 

Team members, managements and team leaderManagementPhysical and video conferences

 

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.

 

PriorityDefinitionDecision AuthorityTimeframe for resolution
1Major impact- impact on project budget as well as timeframeManagement team and stakeholders4 weeks
2Minor impact- variations in documents or format of the projectTeam members of the project1 day
3Insignificant impact- variations in the meeting platforms such as online and face-to-face.Project managerLess than 1 hour
4Medium impact- variations in the task completion by more than 2 days that could impact on other challenges not much but coukd be solved in 1-2 days.Management team1-2 days

 

 

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:

EventPresenting the new campus to education agents
Type of eventVirtual event

Zoom meeting

StructurePower Point Presentation

Q&A

Duration1 hour
Date 20/6/20XX
PresenterMarketing Manager
OrganiserMarketing 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)

Vision of the project-

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.

 

Communication methods, processes and technology

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)

Communication methods, technologies and process utilised are-

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

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)

There must be a person who is liable for monitoring and controlling the information and data which is related to the project as well as aware from the processor and policies of the communication.

 

Communication Matrix

Develop a Stakeholder Communication Matrix for 3-5 stakeholders.

StakeholderCommunication needsFormatResponsibilityMedia or ChannelFrequency
WhoWhyWhat (example: reports, meeting minutes…)Who is responsible for the communication?

and who approves it

HowWhen
Management teamThey are taking the decision that are related to project.Project progress reportManagement team and project manager are responsible.

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

Meetings

Phone calls

In every 2 weeks
Operational managerImpact on schedule or budget of the project.Data analysis reportProject team leader and operational manager are responsible.

It will be approve by management.

Online

Meetings

Face-to-face

In every week
Chair personIssue managementMeeting minutesManagement team and chair person are responsible.

It will be approve by chair person.

Online

Face-to-face meetings

In every 2-3 weeks or when it is very important.

 

Project Meeting Requirements

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

 

MeetingFrequency and durationAgenda itemsAttendeesChairpersonLocation
Type of meetingWhen and for how longTypical agenda itemsWho is invited to attend the meetingWho is chairing/ facilitating the meetingPhysical or video conference
Client meetingsIn a monthSolutions and requirementsMarketing manager

Management

Project manager

Management teamVideo conferences
Daiky team meetingsFor 2 hours in every 2 weeksProject updates and project goalsProject team and marketing managerProject sponsorPhysical

 

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.

 

PriorityDefinitionDecision AuthorityTimeframe for resolution
1Minir- format changesTeam members3-4 days
2Major- timeframe and costProject sponsor4-5 weeks
3Insignificant- changes of meeting stagesProject managerIn not more than 1 hour
4Medium- changes in meetings schelduling as well as delaying of task by 1-2 days.Project manager2-3 days

 

References

 

Please include your references below:

 

 

 

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.