Reference no: EM133090953

BSBPMG535 Manage project information and communication

Learning outcomes:

1.1 Identify and analyse information requirements of the project
1.2 Develop a communication management plan according to project objectives
1.3 Establish a designated project-management information system
2.1 Manage generation, gathering, storage, retrieval, analysis and dissemination of information by project staff and stakeholders
2.2 Implement, modify, monitor and control designated information-validation processes
2.3 Implement and maintain communication networks
2.4 Identify and resolve communication and information-management system issues
3.1 Finalise and archive records according to agreed project information ownership and control requirements
3.2 Review project outcomes for effectiveness of management information and communication processes and procedures
3.3 Develop and document recommended improvements for application in future projects

Task 1 This activity has been designed to assess your knowledge and understanding of managing project information and communication within projects.

This task consists of questionnaires which reflect the knowledge of project management (PMBOK). The responses should include the following:
• Must be relevant to your project as stated in BSBPMG511 Manage Project Scope, unless otherwise stated. Responses should link to the theoretical aspects of project information and communication management followed by relevant experience / exposure of your nominated project you recently or are currently working on to progress both your studies and your projects simultaneously. Your response to the questionnaires must relate to the same project topic chosen for BSBPMG511 Manage Project Scope subject unit.
• However, if you have started with this subject topic as an initial attempt of this course, you must negotiate and discuss with your Assessor to consider a project that you recently or are currently working on or a project that you have worked in the past.
• If workplace project exposure does not apply to you, you must negotiate with your assessor to use a scenario/case study examples that you will find on e-learning. However, case study examples are a suitable substitute where workplace examples cannot be provided. Case studies are available on e-learning. Theory answers without reference to your experience will not be assessed as satisfactory
• Demonstrate that you can or have applied what you have learnt to your project, regardless of whether you have undertaken all the performance requirements in your workplace
You will need to complete the relevant templates from each knowledge area which are provided, you may use templates from the text or from your workplace that provide evidence of your competency.

Question 1: What is a stakeholder? Describe an effective method you have used to identify the stakeholders for your project

Question 2: What communication challenge have you had on a project? How does planning for communication and information management help with communication challenges?

Question 3: Describe the communication and information management tasks that are undertaken in the Closure phase of a project?(

Task 2 - Portfolio of Evidence

You must use the same project for all units in this course and must be relevant to your project as stated in BSBPMG511 Manage Project Scope, unless your nominated project changes during the course or cannot adapt to the performance requirements of any of the units of competency. If either or both events occur during your course, you must contact your assessor to find out what you need to do to continue to satisfy the course performance requirements and achieve competency.

The project must be in an organisation, business or you are operating as a consultant.

Your nominated project must have:

• a comprehensive, detailed and integrated project management plan
• a formal communications plan
• a dedicated and project-based budget
• formal and planned engagement with a wide range of stakeholders
• a documented risk, issues and change-management methodology
• a quality plan with assurance and control processes
• a project team-based environment.
You will need to complete the relevant templates from each knowledge area which are provided, you may use templates from the text or from your workplace that provide evidence of your competency.

A. Planning information and communication processes

A1. Managing Communication Plan:

For this task, you are required to provide a communications management plan for the project that you have managed/ or are managing. You must complete Task 2 A1 (a) and Task 2 A1 (b) tofulfil the need for the communication management plan.

a. Provide the following headings to support your findings:
• Project Description: (insert details)
• Description of all project stakeholders
• Communication Resources available to the project
• Formal communications processes required (e.g. written status reports, project plan updates, project team meetings, Exception reports, Milestone reports)
• Informal Project Communications
• Feedback mechanisms for recording communications issues as they arise.

b. Project Communications Plan
With the stated finding results in Task A1a, you now are required to complete the project communication management plan by documenting at least 5 target audiences and its associated communication needs, messenger, vehicle and frequency for that target audience in the given template below.

A2. Communication Management Procedures:

You are required to state the commutation management procedures that have been utilised within your nominated project. You may provide the information in bullet points or a tabular form or in a report essay format. Consider the "Support Questionnaire table" below to assist your findings. Use the marking criteria as stated below for your responses.

A3. Project Management information system:

Provide a detailed descriptionof the established PMIS operated within your nominated project which includes the explanation of a systematic approach to the storing, searching and retrieval of information relevant to the project using software and technology

You may provide the information in bullet points or a tabular form or in a report essay format. Consider the "Support Questionnaire table" below to assist your findings. Use the marking criteria as stated below for your responses.

B. Project Information and Communication Processes
B1. For a project that you have managed/are managing, compile a portfolio of information that was used in a project you managed, and complete the table below for each piece of information. Do you think that there were types of information missing? Provide at least 3 (three) information type.

B2. Project Reporting
For a project, you have managed/are managing show how you have recorded the minutes of a project meeting and how you have reported project progress to senior authority.You must include:
• a project status report including scope, time, cost, quality, risk performance. Record your findings of your project in the given template below
• project meeting minutes.Document your project meeting in the given template below

Meetings should be run with an agenda, minutes taken, and meeting minutes published. Meeting minutes provide a record or snapshot of project progress at a point of time.

B3. Describe the validation process that you used to ensure quality and accuracy of data reported.

C. Assess Information and Communication Outcomes

Q1. How would you finalise and archive records? How would this reflect ownership of the information and control requirements?

Q2. Review your project performance in terms of information and communication management. Would your information and communication management processes and procedures be considered effective? Why/why not?

C2. List at least 5 (five) information and communication issues you may have experienced on the project (in the table below) including a recommendation for future projects.

Attachment:- Manage project information and communication.rar