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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 sponsor Project manager Project organization Author Version No. Date Published Project authority to proceed Project sponsor Name Signature Date Project manager 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 Power (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 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 correspond 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 Trainer/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 Trainer/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 Trainer/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 correct checkbox): Satisfactory (S) ☐ or Not Satisfactory (NS) ☐ Date: _______(day)/ _______(month)/ ____________(year) Feedback: Second attempt: Outcome (make sure to tick the correct 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 Trainer/Assessor Name Trainer/Assessor Declaration I hold: ☐ Vocational competencies at least to the level being delivered ☐ Current relevant industry skills ☐ Current 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 current, sufficient, valid and reliable. I declare that I have conducted a fair, valid, reliable, and flexible assessment. I have provided feedback to the student. Trainer/Assessor Signature Date Office Use Only The outcome of Assessment has been entered into the Student Management System on _________________ (insert date) by (insert Name) __________________________________ Version Number: 10 (Review date: 01/06/2022) Unit Code: BSBPMG535Page 2 of 11 Version Number: 10 (Review date: 01/06/2022) Unit Code: BSBPMG535Page 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 Version Control Unit code Document version Release date Comments/actions BSBPMG535 1.0 26.06.2021 First edition Copyright Copyright ©2021 by CAQA Resources. Copyright protects this material. No part of this publication may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written permission of the publisher, except in the case of brief quotations embodied in critical reviews and certain other non-commercial uses permitted by Copyright Act 1968 (Cth). For permission requests, write to the publisher, addressed “Attention: Permissions Coordinator,” at the address below. Enquiries should be addressed to: CAQA Resources 2/10 Lawn Ct Craigieburn, Victoria – 3064 Australia www.caqaresources.com.au Disclaimer Although the author and publisher have made every effort to ensure that the information in this book was correct at press time, the author and publisher do not assume and hereby disclaim any liability to any party for any direct, indirect, incidental, or consequential loss, damage, or disruption caused by errors or omissions, whether such errors or omissions result from negligence, accident, or any other cause. Data and case study examples are intended to be fictional. Any resemblance to real persons or organisations is coincidental. If you believe that information of any kind in this publication is an infringement of copyright, in material in which you either own copyright or are authorised to exercise the rights of a copyright owner, and then please advise us by contacting CAQA Resources, 2/10 Lawn Ct, Craigieburn, Victoria - 3064 or email [email protected]. Acknowledgement This remains the property of CAQA Resources, a Career Calling initiative. Table of Contents Table of Contents2 CHAPTER 1: PLAN INFORMATION AND COMMUNICATION PROCESSES5 1.1.Identify and analyse information requirements of the project7 1.2.Develop a communication management plan according to project objectives13 1.3.Establish a designated project-management information system24 CHAPTER 2: IMPLEMENT PROJECT INFORMATION AND COMMUNICATION PROCESSES26 2.1.Manage generation, gathering, storage, retrieval, analysis and dissemination of information by project staff and stakeholders28 2.2.Implement, modify, monitor and control designated information-validation process30 2.3.Implement and maintain communication networks33 2.4.Identify and resolve communication and information-management system issues35 CHAPTER 3: ASSESS INFORMATION AND COMMUNICATION OUTCOMES38 3.1.Finalise and archive records according to agreed project information ownership and control requirements40 3.2.Review project outcomes for effectiveness of management information and communication processes and procedures42 3.3.Develop and document recommended improvements for application in future projects44 References46 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 member 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
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Answered 3 days AfterApr 07, 2024

Answer To: file attached

Shubham answered on Apr 10 2024
14 Votes
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
    Communication Management Plan
    Project Title
    Construction of New Building
    Document Author
    John Smith
    Project Owner (PO)
    Jane Doe
    Project Manager (PM)
    Michael Johnson
    Doc. Version
    1.0
    Sensitivity
    Internal Use Only
    Date
    April 10, 2024
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
    John Smith
    Project Manager
    Conduct kick-off meeting
    April 15, 2024
    Jane Doe
    Project Owner
    Review and approve project budget
    April 20, 2024
    Michael Johnson
    Project Manager
    Update project progress report
    May 5, 2024
Communication Objectives
The communication management plan in the construction project aims to establish clear channels for information dissemination. This will help in ensuring timely and accurate communication among stakeholders. It ensures collaboration to manage expectations for resolving conflicts and mitigate risks by providing structured framework for communication in project lifecycle.
Communication Management Steps:
1. Identify Stakeholders: This should include list of individuals and groups that are involved in construction project including project team members, clients, contractors and regulatory authorities.
2. Analyse Communication Needs: This includes information requirements and preferences of stakeholder group to determine information.
3. Select Communication Channels: The use of communication channels should be based on stakeholder preferences, project requirements and technological capabilities.
4. Define Communication Frequency: It is important to provide communication updates that will be provided to stakeholders.
5. Establish Protocols: This requires development of protocols for information dissemination for outlining communicating specific types of information.
6. Create Feedback Mechanisms: This requires development of stage for stakeholders to provide feedback, suggestions and concerns.
7. Outline Conflict Resolution Procedures: It includes procedures for addressing conflicts and disagreements that arise in the project.
8. Review and Update Plan: Regularly reviewing communication management plan includes ensuring that plan remains relevant and effective. Update is needed to reflect changes in project requirements, stakeholder needs and team dynamics.
Project Management information system:
The Project Management Information System centralizes project data that can help in communication and decision-making. In the communication plan PMIS can help in development of documents like project schedules, budgets, status reports and risk registers. The documents are developed by project managers with the use of specialized software, ensuring accuracy and accessibility. PMIS provides information flow that allows stakeholders to access up-to-date project information. This can help in making informed decisions for enhancing project communication and management efficiency.
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 Sponsor
    Wilson & Jones
    Project Manager
    Sarah Johnson
    Project Organization
    Wilson & Jones Construction Team
    Author
    Sarah Johnson
    Version No.
    1.0
    Date Published
    
April 10, 2024
    Project authority to proceed
    Project sponsor
    Name
    John Smith
    Signature
    John Smith
    Date
    April 15, 2024
    Project manager
    Name
    Emily Brown
    Signature
    Emily Brown
    Date
    April 16, 2024
    Details
    Background
    The construction of new building project assigned to Wilson & Jones.
    Project Objective
     Completion of construction of new building in the set timeline and budget for meeting quality standards.
    Project Scope Statement
    The project includes design, procurement, construction and commissioning phases of the new building.
    Project Inclusions
    Design development, site preparation, construction, interior finishing and landscaping.
    Project Exclusions
    Demolition of existing structures and ongoing maintenance...
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