Completed successfully Did the student satisfactorily:
The following has been satisfactorily completed and submitted:
BSBPMG516 Task 3 Manage Project Information & Communication Assignment-Greenwich Management College Australia.
Demonstrated ability to:
- Manage generation, gathering, storage, retrieval, analysis and dissemination of information by project staff and stakeholders
- Implement, modify, monitor and control designated information-validation processes to optimise quality and accuracy of data
- Implement and maintain appropriate communication networks
This is evidenced by:
The implemented information and communication processes in Task 3.1 A and B.
BSBPMG516 Task 3 Manage Project Information & Communication Assignment-Greenwich Management College Australia.
Demonstrated ability to:
- Identify and resolve communication and information-management system issues.
This is evidenced by:
The addressing of the Case Study in Task 3.1C
Demonstrated ability to:
- Finalise and archive records according to agreed project information ownership and control requirements.
This is evidenced by:
Creation of folder and sub-folders in Task 3.2A
Demonstrated ability to:
- Review project outcomes to determine effectiveness of management information and communication processes and procedures Identify and document lessons learned and recommended improvements for application in future projects.
This is evidenced by:
Post project review report in Task 3.2B
When working with the project team, the student has actively participated in group work with a substantial contribution that can be assessed individually for all the requirements of this task.
BSBPMG516 Task 3 Manage Project Information & Communication Assignment-Greenwich Management College Australia.
Task 3 – Implement and finalise project information and communication
What is this assessment task about?
This task builds on Task 2.
Refer to and read the documents saved in a separate folder:
1.MMI Company profile and project task
2.Policies and Procedures
This task comprises of product-based assessment methods and direct observation from the trainer in a simulated work environment.
You are required to:
- Implement and manage project information and communication processes
- Assess project information and communication outcomes
It has been designed to evaluate your ability to:
- Manage generation, gathering, storage, retrieval, analysis and dissemination of information by project staff and stakeholders
- Implement, modify, monitor and control designated information- validation processes to optimise quality and accuracy of data
- Implement and maintain appropriate communication networks
- Identify and resolve communication and information-management system issues
- Finalise and archive records according to agreed project information ownership and control requirements
- Review project outcomes to determine effectiveness of management information and communication processes and procedures
- Identify and document lessons learned and recommended improvements for application in future projects.
You are required to address the following:
Task 3.1 Implement project information and communication processes:
o Set-up project communication tool
o Implement project information and communication
o Address a Case Study
Task 3.2 Assess information and communication outcomes
- Organise record-keeping to finalise files and records
- Review project information and communication and document lessons learned
What do I need to do to complete this task satisfactorily?
- submit the completed assessment tasks, according to instructions,
- complete the tasks with sufficient detail and present them in a professional manner,
- use your own words and reference sources appropriately,
- meet the word count where required,
- use the scenario provided,
- use the templates provided where required
- apply critical thinking,
- for your performance to be deemed satisfactory in this assessment task you must satisfactorily address all of the assessment criteria,
- if part of this task is not satisfactorily completed you will be asked to complete further assessment to demonstrate satisfactory performance.
Complete the following activities:
Task 3.1 Implement project information and communication processes
Task 3 is about the implementation of project information and communication processes in the project team.With your project team, set up Slack to manage the project communication:
A) Project communication tool
Set up Slack and provide the following screenshots:
1.Invite sent to a team member.
2.People page with the team members
B) Project information and communication
1.Use the tool to consult the team about the weekly project team meetings: preferred day, time, venue (for example virtual team Vs team in the office).
Provide a screenshot of the conversation in Slack as evidence of the consultation:
2.Attach the meeting procedures, agenda and meeting minutes template (you can find it in the policy and procedures folder) to one of your Slack messages to the team. Provide the screenshot of the message with the attachments:
3.Take a screenshot of the Files page where the meeting documents are now saved for the team to find.
4.Ask your team members to upload the following documents from the policy and procedures folder to Slack (ask them to upload one or two each):
1.Information Management Policy
2.Communication Policy
3.Project Management Policy
4.Social Media Policy
5.Stakeholder engagement policy
Take a screenshot of the Files page once all the documents have been uploaded:
5.Ask the team to choose and retrieve one of the policies that they have uploaded and discuss the content of the selected policy using Slack. Would they add anything to the policy? What are the key parts of the policy? Are they clear about the policy?
6.Add the Polly app to Slack. The Project Sponsor asked you to run this poll with the project team:
What equipment do you need most for the project team?
1.More laptops
2.Paid version of Slack
3.Microsoft Projects
4.Company’s mobile phones for the project team
Prepare and send the survey out to the team using Slack. Provide a screenshot of the Poll Results:
7.Analyse the results of the poll and send an email to the Project Sponsor informing him of the results and asking for the equipment chosen by the team.Use the template below to write the email. Note: you don’t need to send the email, just write the email using Template 1. (40-80 words)
8.You have prepared the weekly project status report- we provide an excerpt below: Analyse the report and engage the team in a conversation about the report: what can be done to make sure that the carpeting is completed before the furniture arrive?
9.Based on the conversation with the team, complete a change request form to send to the project sponsor:
C) Case Study
Consider that the following occurred.
Scenario 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 the project email address book expressing his opinion on the decision and using rude language. Moreover, his email contains some sensitive information that should be kept confidential by the project team.
Determine the key issues associated with this incident, identify the impact on the project and outline your actions to resolve the situation (50-1oo words):
Scenario 2 –
Some of the data provided by your team in their progress reports is not accurate.Outline your actions to improve the information-validation process to optimise the quality and accuracy of the data reported. (30-50 words)The team provides the following feedback: at the moment they are receiving too much communication from different departments in the sponsoring organisation, the raw information makes it difficult for the team to sort the information for relevant details. Outline your actions to filter and centralise the information from different departments in the sponsoring organisation. (30-50 words)
BSBPMG516 Task 3 Manage Project Information & Communication Assignment-Greenwich Management College Australia.
Task 3.2 Assess information and communication outcomes
A) Record keeping
Set-up a project management folder to finalise and archive records.
- SUBFOLDER -Organise the XYZ policies and procedures (provided in a separate file) in a logical manner using a sub-folder.
Provide a screenshot of how you have organised the policy and procedure folder: - Create SUBFOLDERS to save:
o The project information and communication plan (create a word document using your work in Task 2)
o The project progress report from task 3.1B9
o The change form (create a word document) from Task 3.1B9
Provide screenshots to show the sub-folders you created to file those documents as well as the files within each sub-folder.
B) Review and Lessons Learned
Review your work in Task 2 and 3, including the scenarios in Task 3.1 C (Assume that they really happened).
Based on your review:
1.Determine the effectiveness of the management information and communication processes and procedures.
2.Identify and document lessons learned, and recommend improvements for application in future projects.
Complete a post-project review report (Template 3)
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