BSBPMG535 Manage Project Information and Communication - Practical Assessment

Assistance on Portfolio of Evidence

Practical Assessment

Candidate Instructions

This assessment is a portfolio of evidence designed to assesses your ability to facilitate stakeholder engagement.

You are required to:

Develop a project time plan
Design a project time execution and evaluation
Address a case study

To develop your assessment, you can work on either of the following scenarios:

Scenario 1:

Choose an organisation and industry that you are familiar with. For example, a company you have worked for or are working for now.

Scenario 2:

Choose the case study provided by your trainer

This assessment comprises of the following sections:

Section 1: Project Communication and Information

Section 2: Project Communication Execution and Evaluation

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Section 1: Project Time Plan

Overview

Task 1 – Communication Management

Task 2 – Project Team Directory

Task 3 – Communication methods, processes, and technology

Task 4 – Communication Matrix

Task 5 – Project Meetings

Task 6 – Monitoring and Control

Task 1: Communication Management Approach

Describe how the projects information and communication plan has been developed, Address:

- Major inputs into the plan. Address what information requirements were used as basis of the plan.

- What stakeholders (name them) were consulted in the development of the plan and why.

- What communication constraints were considered when developing the plan

- What specific communication requirements from stakeholders were considered in the development of the plan

All points MUST be addressed.

Task 2: Project Team Directory

Complete the project team directory for your project.

Role	Name	Title	Organization/ Department	Email	Phone

Task 3 Communication methods, processes and technology

Describe what specific communication methods, processes and technologies are utilised:

- To communicate during the project

- To collect, store, disseminate and manage information (information/knowledge management- Remember that a knowledge/information management system will support an information system that enhances quality, validity, timeliness and integrity of information)

- Communicate with key stakeholders and the project team. You might think to add a flow chart.

- Include any standards that will be followed in the communication process (example: specific signature for emails)

All points MUST be addressed.

Task 4: Communication Matrix

Complete the communication matrix for the project:

Target Audience	Communication needs	Communication Deliverables	Responsible	Media or Channel	Frequency

Task 5: Project Meetings

Describe how meetings will be organized and managed for the project: frequency, duration, agenda development and circulation, minutes taking and distribution, action items and use of a chair person.

Task 6 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.

Section 2: Project Communication Execution and Evaluation

Making appropriate reference to your project communication plan, address each section covering all points.

Task 1: Schedule Management Approach

Discuss what you would do if the following happened at execution phase:

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 your online address book expressing his opinion on the decision and using inappropriate language. Moreover, his email contained some very sensitive information.

Refer to your project plan and discuss the following (ALL points MUST be discussed):

a. How would you manage the situation?

b. What measures will you employ to implement improvements to your project communication process?

2. There is a system network problem in the office and you cannot access your project files from the shared drive. You really need that information to send a communication out to stakeholders. Discuss the following:

a. What would you do?

b. What could you have done differently to prevent this situation from happening?

3. You realise that some of the data provided by your team in their progress reports is not accurate. What would you do to improve the information-validation process to optimise the quality and accuracy of the data in the reports?

Consider your project, your project communication planning document and reflect on the issues addressed in the previous questions (assume that the scenarios in question 1 happened in your execution phase).

4. Address the following (ALL points MUST be discussed):

How would you finalise and archive records per agreed project information ownership and control requirements?

Consider that you have now completed your project and you are preparing your project review report.

Write an evaluation report on the communication and information plan (to include lessons learned and recommendations for future projects) addressed to your client. (Minimum 100 words)

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