BSBPMG535 Manage Project Information :
Assessment
Manage Project Information Task 3
Manage Project Information And Communication
BSBPMG535
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 | ||
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| 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: | Comments | Y | N | DNS |
| 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 ☐ | ||||
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Project Information Table of Content
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
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? | |
| Specifications | You must deliver/participate in: Work in simulated work conditions and: You must submit to GOALS |
| Resources and equipment | |
| 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 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 .
Set up Slack and provide the following screenshots:
- 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 |
| To: |
| Cc: |
| Bcc: |
| Subject: |
| Date email is sent: |
| Attachments: |
| Project Name: Project Status G: Y: R: | |||||||
| Overall | Timeline | Budget | Resources | Scope | Quality | Risk | |
| Status | |||||||
| 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. | Deliverable | Work to date | Planned realisation date | Status |
| Carpeting | 60% complete | 23 May | In progress | |
| Classroom furniture | Ordered | 25 May | In progress | |
| Schedule status | Milestones and date | Status | Date completed | Notes |
| Carpeting | Behind Schedule | |||
| Classroom furniture | On schedule | |||
| Budget status | Budget Item | Estimated cost | Actual Cost | Variation % |
| Carpeting | $ 65,000 | $ 58,000 | ||
| Classroom furniture | $ 120,000 | $ 123,000 | + 2.5% | |
| Quality status | Deliverable | Quality requirements | Status | Variations or plan to achieve quality requirements |
| Carpeting | 60 oz face weight Density 2,000 10 years texture retention warranty Nylon fibre Light grey | Quality requirements met | NA | |
| Classroom furniture | Supplier 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 products | Quality requirements met | NA | |
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 Sponsor | Adj. 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: Version: | |||||
| Project Sponsor: Taylor Varin | Project 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 |
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) |
Visit:https://auspali.info/
Also visit:https://www.notesnepal.com/archives/767
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