Business Plan Template
Student Pack
Assessment Task 2 – Project
CASE STUDY
You are a project manager assistant at Wilson & Jones. You have been assigned a new project for the construction of a new building. As the PM assistant, you need to start preparing your communication management plan to hand over the project information. You must ensure that you were able to incorporate project management methodology covered in this unit.
Part A: Plan information and communication processes
Document Control Information
Settings
Value
Document Title:
Communications Management Plan
Project Title:
Document Author:
Project Owner (PO):
Project Manager (PM):
Doc. Version:
Sensitivity:
Date:
Document Approver(s) and Reviewer(s):
It is necessary to keep records for each approver. Unless specifically noted as Optional, all Reviewers on the list are necessary.
Name
Role
Action
Date
Communication Objectives
You need to describe the different communication management plan objectives.
Communication Management Steps:
To complete your project, you must follow some steps. Please identify the different processes you may follow to prepare your communication management plan. Please demonstrate and explain every step
Project Management information system:
Describe the PMIS according to the project management and how it can be incorporated in the communication plan. Please describe the data and documents distributed by the PMIS and how they are prepared.
Communication Inputs
· Project charter: you are required to prepare the project charter which includes a high level of details. The project charter will include the project description, project sponsor, project manager, project risks, budget, start & completion date, and stakeholder.
Project Charter Template
Project Specifics
Project sponso
Project manage
Project organization
Autho
Version No.
Date Published
Project authority to proceed
Project sponso
Name
Signature
Date
Project manage
Name
Signature
Date
Details
Background
Project objective
Project scope statement
Project inclusions
Project exclusions
Project deliverables
Milestones
Due date
Project budget
Project constraints
·
Benefits
Major risks
·
Team members and stakeholders
Team members
Stakeholders
· Stakeholder register: as a major part of the communication plan inputs, you need to prepare the stakeholder register which identifies all the involved individuals, entities, or companies in the project whether internally or externally. To do so, you need to go through some stakeholder analysis by using the power & interest model
Stakeholder name
Title
Role
Powe
(H/L)
Interest
(H/L)
Requirements
Information/Communication Management Plan:
You are required to finalize the output of your planning which is the communication management plan. You may use the below table to finalize it.
Stakeholder
Communication needs
Person responsible
Medium (How?)
Frequency
and delivery method including any technology being used>
Part B: Apply Project information and communication processes
1. Give an example of how you communicated about a project's status, including its scope, budget, and time frame. This might be communicated through a meeting, status report, project performance report or project dashboard.
The student can prepare a status report or a dashboard.
Project status report template
2. Describe the procedure you followed to assess the data to make sure it was reliable and accurate.
Part C: Assess information and communication outcomes
1. Assume your project has been completed successfully. How would you complete and archive documents now that you have achieved your key goals? How does this co
espond with information ownership and control requirements?
2. Evaluate how well you managed information and communications for your project. Would your methods and practices for managing information and communications be regarded as effective? why or why not
Communication management plan
Completeness
Accuracy
Timing
volume
Average
Project records
Project reports
Project presentations
Performance reports
Change requests
Project archives
Project closure
Lesson learnt
Average
3. Include a recommendation for future projects along with a list of any information and communication problems you may have encountered on the project (in the table below).
Date
Description of problem/opportunity
Recommended Action for next time/project
Lesson Learnt
Company organizational chart
Performance Criteria/Performance Checklist (Part A)
Your task must address the following performance criteria/ performance checklist.
To be assessed as satisfactory (S) in this assessment task the participant needs to demonstrate competency in the following critical aspects of evidence
S
N/S
Traine
Assessor to complete
(Comment and feedback to students)
1. Identified, analysed and documented information required to prepare communication planning
·
·
1. Interacted with stakeholders to collect information for communication plan.
·
·
Performance Criteria/Performance Checklist (Part B)
Your task must address the following performance criteria/ performance checklist.
To be assessed as satisfactory (S) in this assessment task the participant needs to demonstrate competency in the following critical aspects of evidence
S
N/S
Traine
Assessor to complete
(Comment and feedback to students)
a) Included purpose, affecting stakeholders and means of communication in the plan.
·
·
b) Identified required stakeholders for the plan approval.
·
·
c) Elaborated any key terms used in the plan.
·
·
d) Used appropriate communication channel for formal approval.
·
·
Performance Criteria/Performance Checklist (Part C)
Your task must address the following performance criteria/ performance checklist.
To be assessed as satisfactory (S) in this assessment task the participant needs to demonstrate competency in the following critical aspects of evidence
S
N/S
Traine
Assessor to complete
(Comment and feedback to students)
1. Used project management software to create Project Management Information system.
·
·
1. Update project management software with available information.
·
·
1. Shared uses guide of project management software with team members to use PMIS appropriately.
·
·
Assessment Results Sheet
Outcome
First attempt:
Outcome (make sure to tick the co
ect checkbox):
Satisfactory (S) ☐ or Not Satisfactory (NS) ☐
Date: _______(day)/ _______(month)/ ____________(year)
Feedback:
Second attempt:
Outcome (make sure to tick the co
ect checkbox):
Satisfactory (S) ☐ or Not Satisfactory (NS) ☐
Date: _______(day)/ _______(month)/ ____________(year)
Feedback:
Student Declaration
· I declare that the answers I have provided are my own work. Where I have accessed information from other sources, I have provided references and or links to my sources.
· I have kept a copy of all relevant notes and reference material that I used as part of my submission.
· I have provided references for all sources where the information is not my own. I understand the consequences of falsifying documentation and plagiarism. I understand how the assessment is structured. I accept that the work I submit may be subject to verification to establish that it is my own.
· I understand that if I disagree with the assessment outcome, I can appeal the assessment process, and either re-submit additional evidence undertake gap training and or have my submission re-assessed.
· All appeal options have been explained to me.
Student Signature
Date
Traine
Assessor Name
Traine
Assessor Declaration
I hold:
☐ Vocational competencies at least to the level being delivered
☐ Cu
ent relevant industry skills
☐ Cu
ent knowledge and skills in VET, and undertake
☐ Ongoing professional development in VET
I declare that I have conducted an assessment of this student’s submission. The assessment tasks were deemed cu
ent, sufficient, valid and reliable. I declare that I have conducted a fair, valid, reliable, and flexible assessment. I have provided feedback to the student.
Traine
Assessor Signature
Date
Office Use Only
The outcome of Assessment has been entered into the Student Management System
on _________________ (insert date)
y (insert Name) __________________________________
Version Number: 10 (Review date: 01/06/2022) XXXXXXXXXXUnit Code: BSBPMG535 Page 2 of 11
Version Number: 10 (Review date: 01/06/2022) XXXXXXXXXXUnit Code: BSBPMG535 Page 2 of 11
School report notebook kit (cover, binder spine, divider tabs)
BSBPMG535 - Manage project information and communication | Learner guide
BSBPMG535
Manage project information and communication
LEARNER GUIDE
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BSBPMG535
1.0
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First edition
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Table of Contents
Table of Contents 2
CHAPTER 1: PLAN INFORMATION AND COMMUNICATION PROCESSES 5
1.1. Identify and analyse information requirements of the project 7
1.2. Develop a communication management plan according to project objectives 13
1.3. Establish a designated project-management information system 24
CHAPTER 2: IMPLEMENT PROJECT INFORMATION AND COMMUNICATION PROCESSES 26
2.1. Manage generation, gathering, storage, retrieval, analysis and dissemination of information by project staff and stakeholders 28
2.2. Implement, modify, monitor and control designated information-validation process 30
2.3. Implement and maintain communication networks 33
2.4. Identify and resolve communication and information-management system issues 35
CHAPTER 3: ASSESS INFORMATION AND COMMUNICATION OUTCOMES 38
3.1. Finalise and archive records according to agreed project information ownership and control requirements 40
3.2. Review project outcomes for effectiveness of management information and communication processes and procedures 42
3.3. Develop and document recommended improvements for application in future projects 44
References 46
Introduction
This learner guide will help you to learn about managing project information and communication. The project managers focus on making sure that stakeholders are understood in terms of their communications needs. It also involves determining what communication outputs will be exchanged over the course of the project (i.e. status updates, minutes of meetings, reports on deliverables etc.). Project managers make careful plans to outline who receives which communications, who is responsible to deliver and respond to communication content, and how and when communications will be delivered. These details are summarized in a communications plan, which is created during in the planning phase. Communications plans are then executed and monitored over the course of project implementation.
Preparing a communication plan in Project Management involves six key points, which are as following:
1. Defining the audience
Defining the audience is the simplest part in building a communications plan. What needs to be done in this area is, listing the key stakeholders who need information about the course of events in the project.
2. Defining the requirements
In this part, the project manager answers the question: “What do the key stakeholders want to know?” This question should be answered according to the audience’s level of technical knowledge.
3. Building a communications schedule
At this point, the project manager should have the audience and requirements information. A flexible schedule should be prepared and verified by the audience. The schedule must be flexible and should give response to the situations in which a meeting (or meetings) was/were missed. This plan should also be in coordination with the project development schedule.
4. Finding the responsible team membe
Project manager can do this on his/her own but involving team members or executives in the communication ensures high level of commitment to the project. So, at this phase, the group who