BSBPMG535 Manage Project Information :
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Assessment
Task 2
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 | ||
| 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: | Comments | Y | N | DNS |
| The student has satisfactorily completed and submitted the following: | ☐ | ☐ | ☐ | |
| 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 this task’s requirements. | ☐ | ☐ | ☐ | |
| Task Outcome: Satisfactory ☐ Not Yet Satisfactory ☐ | ||||
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| Assessor Name: Assessor Signature: Date: | ||||
Table of Content
Task 2 – Plan information and communication processes. 5
Task 2.1 Plan project information and communication.. 9
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: 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 project includes: 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 The project steering committee is composed of: The project sponsor is Taylor Varin (Client Service Manager), played by the trainer and assessor. You will have to: Each unit covered in your Diploma of Project Management will address a part of the project: 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: ☒☐☒☐ It has been designed to evaluate your ability to/competency in: Your assessor will be looking for demonstrated evidence of your competency in the above. You are required to address the following: Develop a communication and information plan for the project 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? | |
| Specifications | You must deliver/participate in: Work in simulated work conditions: 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 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: | |
| Communication methods, processes and technology Outline all the following: | |
| 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) | |
Project Team Directory
Develop a Project Team Directory (4-6 roles).
| Name | Role | Phone | Availability | |
Communication Matrix
Develop a Stakeholder Communication Matrix for 4-6 stakeholders.
| Stakeholder | Communication needs | Format | Responsibility | Media or Channel | Frequency |
| Who | Why | What (example: reports, meeting minutes…) | Who is responsible for the communication? and who approves it | How | When |
Project Meeting Requirements
Develop a Project Meeting Requirements matrix for 2 types of meetings.
| Meeting | Frequency and duration | Agenda items | Attendees | Chairperson | Location |
| Type of meeting | When and for how long | Typical agenda items | Who is invited to attend the meeting | Who is chairing/ facilitating the meeting | Physical or video conference |
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.
| Priority | Definition | Decision Authority | Timeframe for resolution |
| 1 | |||
| 2 | |||
| 3 | |||
| 4 |
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:
| Event | Presenting the new campus to education agents |
| Type of event | Virtual event Zoom meeting |
| Structure | Power Point Presentation Q&A |
| Duration | 1 hour |
| Date | 20/6/20XX |
| Presenter | Marketing Manager |
| Organiser | Marketing Team |
| Attendees | |
| Requirements for the communication plan |
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: | |
| Communication methods, processes and technology Outline all the following: | |
| 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) | |
Communication Matrix
Develop a Stakeholder Communication Matrix for 3-5 stakeholders.
| Stakeholder | Communication needs | Format | Responsibility | Media or Channel | Frequency |
| Who | Why | What (example: reports, meeting minutes…) | Who is responsible for the communication? and who approves it | How | When |
Project Meeting Requirements
Develop a Project Meeting Requirements matrix for 2 types of meetings.
| Meeting | Frequency and duration | Agenda items | Attendees | Chairperson | Location |
| Type of meeting | When and for how long | Typical agenda items | Who is invited to attend the meeting | Who is chairing/ facilitating the meeting | Physical or video conference |
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.
| Priority | Definition | Decision Authority | Timeframe for resolution |
| 1 | |||
| 2 | |||
| 3 | |||
| 4 |
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) |
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