Finance and Management

BSBPMG535 Manage Project Information

28 April 2023 15:09 PM | UPDATED 1 year ago

BSBPMG535 Manage Project Information :

BSBPMG535 Manage Project Information
BSBPMG535 Manage Project Information


Manage Project Information Task 3

Manage Project Information And Communication


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 signature Date
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:       
Demonstrated ability to:   This is evidenced by:     
Demonstrated ability to:   This is evidenced by:   
Demonstrated ability to:   This is evidenced by:   
Demonstrated ability to:   This is evidenced by:   
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:

Project Information 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:   It has been designed to evaluate your ability to/competency in:     You are required to address the following: Set-up communication system Implement communication systems and processes Monitor communication systems and address issues 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? 
SpecificationsYou must deliver/participate in:   Work in simulated work conditions and:   You must submit to GOALS  
Resources and equipment  
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: .

Set up Slack and provide the following screenshots:

  1. to a team member.
  • with the team members

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


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


Provide a screenshot of the conversation in Slack:


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

What equipment do you need most for the project team?

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


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
Date email is sent:
Project Name:   Project Status G:                   Y:                 R:
Project Status Report
MMI Project Prepared by: John Smith Date:  20 May 20XX 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
Classroom furniture$ 120,000$ 123,000+   2.5%
Quality status  DeliverableQuality requirementsStatusVariations or plan to achieve quality requirements
Carpeting 60 oz face weight Density 2,000 10 years texture retention warranty Nylon fibre Light greyQuality 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 orequivalent; 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/Plantium or Level B/Gold o GECA FFM v3.0-2017 o GreenRate Level A o FSC Certified Timber productsQuality 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:


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 SponsorAdj. 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:
Project Sponsor: Taylor VarinProject Manager: <your name>  File Name: <name of the file with version>

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):


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)


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 communication outcomes

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

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


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


Review your work in Task 2 and 3, including what happened in the scenarios in Task 3.1 C.

Based on your review:

Complete a post-project review report (Template 3)

Template 3 – Post-Project Review Report

Post-Project Review Report – Information and Communication
Name of project:
Worked well
Brief summary of what worked well (40-80 words)  
Could have gone better Brief summary of what could have gone better (40-80 words)  
Lessons learned (Identify 3-4 lessons learned with the recommendation for improvement):    

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:

Summarise your findings and recommendations in Template 4.

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

Name of the peer-reviewed student 
Worked well 
Additional lessons learned 
Additional recommendations 
BSBPMG535 Manage Project Information


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)

BSBPMG535 Manage Project Information


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