Manage project information and communication

Manage Project Information and Communication BSBPMG535

 

 

 

 

Manage project information and communication BSBPMG535

 

Assessment

Task 3

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:

 

·         Screenshot -Slack invite sent in Task 3.1A

·         Screenshot – Slack people page in Task 3.1A

·         Screenshot – Slack conversation about meetings in Task 3.1B

·         Screenshot of the message with meeting documentation attached in Task 3.1B

·         Screenshot of Files Page with meeting documentation in Task 3.1B

·         Screenshot of Files Page with uploaded policies in Task 3.1B

·         Screenshot – Slack conversation about one policy in Task 3.1B

·         Screenshot of Poll results in Task 3.1B

·         Email to project sponsor in Task 3.1B

·         Screenshot – Slack message with project report attached in Task 3.1B

·         Screenshot -Slack conversation about the project report in Task 3.1B

·         Change request form in Task 3.1B

·         Addressing of the Case Study (3 scenarios) in Task 3.1C

·         Screenshot – policy and procedures subfolder in Task 3.2A

·         Screenshot – project document subfolders in Task 3.2A

·         Post-Project Review Report – information and communication in Task 3.2B

·         Peer-Review outcome in Task 3.2C

 

 

 

Demonstrated ability to:

·         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

 

This is evidenced by:

·         Screenshot -Slack invite sent in Task 3.1A

·         Screenshot – Slack people page in Task 3.1A

·         Screenshot – Slack conversation about meetings in Task 3.1B

·         Screenshot of message with meeting documentation attached in Task 3.1B

·         Screenshot of Files Page with meeting documentation in Task 3.1B

·         Screenshot of Files Page with uploaded policies in Task 3.1B

·         Screenshot – Slack conversation about one policy in Task 3.1B

·         Screenshot of Poll results in Task 3.1B

·         Email to project sponsor in Task 3.1B

·         Screenshot – Slack message with project report attached in Task 3.1B

·         Screenshot -Slack conversation about the project report in Task 3.1B

·         Change request form in Task 3.1B

·         Addressing of the Case Study (3 scenarios) in Task 3.1C

 

 

 

Demonstrated ability to:

·         Identify and resolve communication and information-management system issues

 

This is evidenced by:

·         Addressing of the Case Study (3 scenarios) in Task 3.1C

 

 

Demonstrated ability to:

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

 

This is evidenced by:

·         Screenshot of Files Page with meeting documentation in Task 3.1B

·         Screenshot of Files Page with uploaded policies in Task 3.1B

·         Screenshot – policy and procedures subfolder in Task 3.2A

·         Screenshot – project document subfolders in Task 3.2A

 

 

Demonstrated ability to:

·         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

 

This is evidenced by:

·         Post-Project Review Report – information and communication in Task 3.2B

·         Peer-Review outcome in Task 3.2C

 

 

When collaborating with the group, the student has actively participated in group work with a substantial contribution that can be assessed individually for all the requirements of this task. 

 

 

Task Outcome:                 Satisfactory  Not Yet Satisfactory

 

Student Name:

 

Assessor Name:

 

Assessor Signature:

 

Date:

 

 

 

 

Table of Content

 

Student Declaration.. 2

Task 3 – Manage and evaluate project information and communication.. 7

Task 3.1 Implement project information and communication processes. 9

Task 3.2 Assess information and communication outcomes. 18

References. 20

 

 

 

Task 3 – Manage and evaluate project information and communication

 

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

  • Set-up communication system
  • Implement communication systems and processes
  • Monitor communication systems and address issues

·         Task 3.2 Assess information and communication outcomes

  • Perform record-keeping activities
  • Determine lessons learned

 

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 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

·         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 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 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 .

 

  1. Project communication tool

 

Set up Slack and provide the following screenshots:

 

  1. Invite sent to a team member.

 

 

 

 

 

  1. People page with the team members

 

 

 

 

  1. Project information and communication

 

  1. 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:

 

 

 

 

 

  1. 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 team. Provide the screenshot of the message with the attachments:

 

 

 

 

 

  1. Take a screenshot of the Files page where the meeting documents are now saved for the team to find.

 

 

 

 

 

  1. 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:

 

 

 

  1. 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:

 

 

 

 

  1. Add the Polly app to Slack.

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
  • 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:

 

 

In the slack polly app it is added and polling built to have the results.

 

 

  1. Analyse the poll results and send an email to the Project Sponsor informing them about the results and asking for the team’s equipment.

 

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: General manager, team leader and project manager
Cc:
Bcc:
Subject: Project information and communication system
Date email is sent: 30-03-2022
Attachments:
Hello sir,

This is to inform you that this mail is regarding the conducted project information and communication process. It has been concluded that from new ideas and suggestions and solved the obstacles in the procedure. It had been come out for the slack for new ideas. To execute new suggestions some resources also required. Please look at the new concept and make arrangement for the new tools and equipments therefore we could work as soon as possible (Hallak, 2015).

 

 

 

 

 

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

 

Project Name:

 

Project Status G:                   Y:                 R:

 OverallTimelineBudgetResourcesScopeQualityRisk

 

Status

 

 

Project Status Report
MMI Project

Prepared by: John Smith

Date:  20 May20XX

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.

Deliverable status

Use this section for summary information about the status of the deliverables of the project.

DeliverableWork to datePlanned realisation dateStatus
Carpeting60% complete23 MayIn progress
Classroom furnitureOrdered

 

25 MayIn progress
Schedule status

 

Milestones and dateStatusDate completedNotes
CarpetingBehind Schedule
Classroom furnitureOn schedule
Budget status

 

Budget ItemEstimated costActual CostVariation %
Carpeting$ 65,000$ 58,000–       10%
Classroom furniture$ 120,000$ 123,000+   2.5%
Quality status

 

DeliverableQuality requirementsStatusVariations or plan to achieve quality requirements
Carpeting60 oz face weight

Density 2,000

10 years texture retention warranty

Nylon fibre

Light grey

Quality requirements metNA
Classroom furnitureSupplier 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 are equivalent;

Quality

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/Platinum or Level B/Gold

o GECA FFM v3.0-2017

o GreenRate Level A

o FSC Certified Timber products

Quality requirements metNA

 

 

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:

 

 

The carpeting work must be given time by giving money on more labour and workers therefore carpeting work could be done prior furniture arriving.

 

 

  1. 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 byProject Manager
Change RequestedAbout carpeting work budget
Reason for changeThe carpeting work is covering behind as well as furniture is also coming soon. Therefore we need to recruit more employees to cope up with the work (Butt & Jamal, 2017).

 

Impact on the projectThe variations would assist to done the project on the appropriate time and the schedule process of the project would also be on the way.

 

Change authorised:Yes/No

To be completed by Project Sponsor

Adj. completion date:

<Add expected completion ofchange implementation>

1-04-2022

Adj. budget: $ 2000

<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: MMI project Date: 1/04/2022
Version: 1
Project Sponsor:

Taylor Varin

Project Manager:

Caroline

 

File Name:

MMI_Version1

 

 

  1. 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):

 

 

This has caused an issue with sponsors and a disagreement between stakeholders as a result of this rash move.This circumstance caused the project to stall, causing the work to go behind schedule. As a result, I sent an email apologies to all stakeholders and scheduled a meeting with sponsors to explain and clarify the issue. Furthermore, I will issue a warning to my team member to refrain from making such rash judgments and instruct him to send an apologetic email to all stakeholders.

 

 

 

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)

 

 

I’ll set up a quality assurance team to verify the process independently, and I’ll ask team members to fill out process information individually so that data can be cross-checked and the information validation procedure can be improved.

 

 

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)

I will like to make and prepare the meeting in each fort nightly to make the information be sorted for the staff members. It would also assist them to prioritize the data and prepare it consistent on the floor of work.

 

 

 

 

Task 3.2 Assess information and communication outcomes

 

  1. Record 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 2.1)
  • The project progress report from task 3.1B9
  • The change form (create a word document) from Task 3.1B9

 

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

 

 

 

 

  1. 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 procedures.
  • Identify, and document lessons learned, and recommend improvements for application in future projects.

Complete a post-project review report (Template 3)

 

Template 3 -Post-Project Review Report

 

Post-Project Review Report – Information and Communication
Name of project: MMI Project
Worked well
Brief summary of what worked well (40-80 words)The in-depth examination of policies and procedures aided in the clarification of the system for all stakeholders. Furthermore, it provided a chance for all stakeholders to express their concerns in order to improve the system. Overall, the sessions and comprehensive work analysis aid in the system’s improvement.
Could have gone better

Brief summary of what could have gone better (40-80 words)

The job went well in general, however the virtual sessions were difficult. Because it might be difficult to communicate ideas or points of view at times. Despite this, we were able to meet our goal.

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

·         Stakeholder input and suggestions are extremely valuable in improving the system.

·         The information and communication process for projects is critical to the organization’s success.

·         Slack, for example, is a new tool that everyone should be able to use.

·         The policies and processes should be thoroughly explained to the employers.

 

 

  1. 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 4.

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

Name of the peer-reviewed student Adam
Worked wellThe meetings are scheduled and the process of improvement worked perfectly.
Additional lessons learned Learned slack technology efficiently and learned communication system and information management importance.
Additional recommendationsThe technology must be utilized in more systems to prepare the work productively and effectively (Wong, 2018).

 

References

 

Please include your references below:

 

(Please refer to this referencing guide if needed or speak to your trainer for any specific referencing requirements for this assessment)

 

Butt, S. A., & Jamal, T. (2017). Frequent change request from user to handle cost on project in agile model. Proc. of Asia Pacific Journal of Multidisciplinary Research5(2), 26-42.

 

Hallak, L. I. A. (2015). An investigation of how design managers in organisations in Bahrain manage and evaluate visual communication design for strategic advantage.

Wong, Y. M. S. (2018). Virtual sensemaking and self-presentation on Slack: Exploring the effects of Enterprise Social Network (ESN) on workplace culture and socialisation. University of Copenhagen.