Reference no: EM133116160
BSBPMG535 Manage project information and communication
Activity 1A Case Study A - The Wellbeing Group
Health and lifestyle start-up The Wellbeing Group plans to produce a website that will be central to its operations. The project to plan, build and implement the website will need to involve the participation of sponsors, as key stakeholders, and to manage change requirements.
Using the Case Study, summarise the information analysis requirements of the website project using the three elements below:
• Filter
• Validate
• Disseminate.
In your summary, explain how each of these elements helps to analyse information requirements of the project.
Activity 1B
To provide you with an opportunity to develop a communication management plan according to project objectives.
Activity: This activity does not require observation.
Identify the principal components of a communication management plan, giving brief examples of each, either using a project you are or have been involved in or imagined examples.
Activity 1C: To provide you with an opportunity to establish a designated project-management information system.
Activity This activity does not require observation.
Explain how each of the following factors would be relevant when establishing a project management information system:
• Scheduling and planning
• Resource management
• Budget
• Reporting
• Integration (e.g., with other systems).
(100 words max.)
Activity 2A
Objective To provide you with an opportunity to manage generation, gathering, storage, retrieval, analysis and dissemination of information by project staff and stakeholders.
Activity This activity does not require observation.
• What would you consider when gathering, generating and storing information for a project?
• Who would you consult when analysing information in your team (or desired organisation/project)?
• Identify three things you would consider when disseminating information.
Activity 2B
Objective To provide you with an opportunity to implement, modify, monitor and control designated information-validation processes.
Activity
This activity does not require observation.
Using the appropriate software (or in your workbook), produce a checklist for information validation. The checklist should cover all the essential criteria needed to ensure effective data validation.
(1-2 pages max.)
Activity 2C
Objective To provide you with an opportunity to implement and maintain communication networks.
Activity This activity does not require observation.
1. Identify three types of communication networks.
2. Describe three ways you could maintain communication with project employees.
Activity 2D
Objective To provide you with an opportunity to identify and resolve communication and information-management system issues.
Activity This activity does not require observation.
Case Study B - Communication issues resolution
The following communication issues,in a companion document for a meeting, need a strategy for their resolution:
• Poor quality information that is out of date
• One-way communication and lack of opportunity for stakeholders to provide feedback.
Refer to Case Study B - Communication issues resolution.
Suggest a potential solution to deal with one of the specified issues in the Case Study.
(Max. 50 words)
Activity 3A
Objective To provide you with an opportunity to finalise and archive records according to agreed project information ownership and control requirements.
Activity This activity does not require observation.
Produce a guidance document that outlines the procedure you would for finalising and archiving documents for project completion.
Your guidance document should include:
• Control requirements
• A process for finalising and archiving.
You may make reference to a specific project example where appropriate.
(150 words max.)
Activity 3B
Objective To provide you with an opportunity to review project outcomes for effectiveness of management information and communication processes and procedures.
Activity This activity requires observation.
Case Study C - End of project
The website project for The Wellbeing Group has come to an end. The website has been successfully constructed and is now generating income through conversion of customer visits into sales. However, the project took much longer than expected to complete and went 38% over budget.
There were also some issues with information management and communication, including:
• Lack of updates on project progression
• Insufficient information given in some communications
• Lack of central resources for information sharing.
Refer to Case Study C - End of project
You will be working in pairs for this activity.
Using the Case Study as a guide, present the project outcomes
Within your presentation, include the following details:
• Planned objectives
• Effectiveness of information management
• Effectiveness of communications procedures
• Learning from missteps.
Activity 3C
Objective To provide you with an opportunity to develop and document recommended improvements for application in future projects.
Activity This activity does not require observation.
Case Study C - End of project
The website project for The Wellbeing Group has come to an end. The website has been successfully constructed and is now generating income through conversion of customer visits into sales. However, the project took much longer than expected to complete and went 38% over budget.
There were also some issues with information management and communication, including:
• Lack of updates on project progression
• Insufficient information given in some communications
• Lack of central resources for information sharing.
Refer to Case Study C - End of project
Referring to the Case Study, and using the "learning from missteps" part of your presentation from Activity 3B, produce a summary of recommendations for improvements in the form of a lessons learned report.
The report should include the following information:
• Project objectives
• Project managers and leaders
• Description of the client/customer/sponsor/investors
• Dates of the project
• Deliverables.
Section A: Skills Activity
Objective: To provide you with an opportunity to show you have the required skills for this unit.
This activity will enable you to demonstrate the following skills:
• Reading:
o identifies and analyses complex texts from a range of sources
• Writing:
o develops project documents using vocabulary, structure and conventions appropriate to text
• Oral communication:
o participates in verbal exchanges using clear language and appropriate non-verbal features
o uses active listening and questioning to confirm understanding and agreement
• Initiative and enterprise:
o identifies responsibilities and boundaries of own role
• Teamwork:
o identifies requirements of important communication exchanges, selecting appropriate channels, format and content to suit purpose and audience
• Planning and organising:
o sequences and schedules complex activities, monitors implementation and manages relevant communication
o uses problem-solving techniques to analyse and resolve issues
o evaluates outcomes of decisions to identify opportunities for improvement
o uses digital tools to access, organise and analyse complex data.
Answer the activity in as much detail as possible.
Equipment needed:
• Access to peers
• Environment conducive to group discussion
• Computer and access to the internet.
1. You will need access to the internet for this activity.
Identify three trustworthy websites that give advice oncommunication management planning. Summarise the key information needed to advise others in a project management team.
(Max 200 words).
Remember Wikipedia is in, it's not in trustworthy sources
2. Create an organisational chart detailing the roles and responsibilities of individuals in a project you have worked on, or are working on - or imagined project. Within this, identify your own role and responsibilities.
You can choose any project
3. This task will need to be observed.
You must complete the task in a small group (2-5 people). Using the information you have gathered from Question 1, imagine a project that would need a strong communication strategy.
For this current situation you able to do individually
Participate in a discussion with your team members to discuss the following questions:
• What appropriate communication requirements will be used?
• What appropriate methods of communication will be used?
• Who requires information?
• What information will they require?
• What frequency will the information be communicated and where?
• Who is responsible for communicating information?
Note the key information in your workbook.
4. Using your findings from Question 3, compose a short email to share the conclusions agreed with your work team.
Produce the email in the appropriate format for a formal communication in a project management context.
(100 words max.)
5. Using your conclusions from the discussion in Question 3, document a brief strategy for the project. This should include:
• A schedule covering all activities, assessing implementation and managing communication
• Any problem-solving, showing analysis and solutions for issues
• A plan for reviewing outcomes of decisions to identify occasions for improvement
• Use of digital tools to gain access to, manage and evaluate information.
(300 words max.)
Section B: Knowledge Activity
Objective: To provide you with an opportunity to show you have the required knowledge for this unit.
The answers to the following questions will enable you to demonstrate your knowledge of:
• Alternative communication methods and media and their application on various projects
• Effective project-management information systems and their various applications
• Methods used to evaluate information systems and communication processes.
Answer each question in as much detail as possible.
1. Identify three alternative communication methods that could be used in a project.
2. Continuing from Question 1, explain how you would apply these methods in a project.
Max. 50 words.
3. Explain what a project-management system is and why you would use this.
Max. 50 words.
4. The project management information system (PMIS) ensures the quality and validity of data, timeliness and integrity. Explain how the PMIS ensures this.
Max. 100 words.
5. Identify three methods you could use to evaluate information systems and communication processes within a project.
6. Explain why it is important to evaluate information systems and communication processes in project management.
Max. 50 words.
Section C: Performance Activity
Objective: To provide you with an opportunity to demonstrate the required performance elements for this unit.
This activity will enable you to demonstrate the followingperformanceevidence:
• Manage project information and communication on at least two occasions.
Answer the activity in as much detail as possible.
Equipment needed:
• Access to a workplace or hypothetical scenario
• Access to a computer and internet
• Access to printer
• Access to peers.
For this activity, you will be required to manage project information and communication on two different occasions in the workplace or a simulated environment. This means that each of the following questions should be performed twice, for two different projects.
1. First, you will need to plan information and communication processes for your project.
To do this, you must:
• Identify and analyse information requirements of the project
• Develop a communication management plan according to project objectives
• Establish a designated project-management information system.
Attach a copy of the communication management plan and other supporting documentation to your workbook.
2. Next, you will need to implement the information and communication processes you planned in Question 1.
To do this, you must:
• Manage generation, gathering, storage, retrieval, analysis, and dissemination of information by project staff and stakeholders
• Implement, modify, monitor, and control designated information-validation processes
• Implement and maintain communication networks
• Identify and resolve communication and information-management system issues.
3. Finally, you will need to assess the outcomes of the information and communication processes implemented in Question 2.
To do this, you must:
• Finalise and archive records according to agreed project information ownership and control requirements
• Review project outcomes for the effectiveness of management information and communication processes and procedures
• Develop and document recommended improvements for application in future projects.
Attach a copy of your recommended improvements to your workbook as evidence of completion.
Case Studies
Case Study A - The Wellbeing Group
Health and lifestyle start-up The Wellbeing Group plans to produce a website that will be central to its operations. The project to plan, build and implement the website will need to involve the participation of sponsors, as key stakeholders, and to manage change requirements.
Case Study B - Communication issues resolution
The following communication issues,in a companion document for a meeting, need a strategy for their resolution:
• Poor quality information that is out of date
• One-way communication and lack of opportunity for stakeholders to provide feedback.
Case Study C - End of project
The website project for The Wellbeing Group has come to an end. The website has been successfully constructed and is now generating income through conversion of customer visits into sales. However, the project took much longer than expected to complete and went 38% over budget.
There were also some issues with information management and communication, including:
• Lack of updates on project progression
• Insufficient information given in some communications
• Lack of central resources for information sharing.
Attachment:- Manage project information and communication.rar