Student Instructions
This unit describes the skills and knowledge required to link people, ideas and information at all stages in the project life cycle. Project communication management ensures timely and appropriate generation, collection, dissemination, storage and disposal of project information through formal structures and processes. It applies to individuals responsible for managing and leading a project in an organisation, business, or as a consultant.
To achieve competence the following assessment tasks must be successfully completed in the time allocated with the essential resources. Your trainer/assessor will give you the due date to submit the assessments and provide you with feedback after assessing your work.
Refer to the table below for the summary of Assessment Task for this unit:
Assessment Task Number Assessment Type Notes
1 Questioning To be completed by the due date provided by the trainer/assessor
2 Project To be completed in groups of three by the due date provided by the trainer/assessor
• Students will be given the Student assessment at the beginning of the unit
• Students may need to spend some hours outside the class hours without supervision to complete the assessments
• All assessment tasks must be satisfactory to achieve competency in the unit
• All the units of competency must be deemed competent to complete the qualification and obtain a certificate
• The assessment requirement for this unit are presented clearly in the Unit of Competency located at https://training.gov.au/Training/Details/BSBPMG516 • In the Student assessment, you must be able to:
o Answer all questions o Complete all assessment tasks within the required timeframe o Complete all assessments tasks to a satisfactory standard • The following resources are required for this assessment: o access to appropriate documentation and resources normally used in the workplace o access to computer with internet and word processing software
Reasonable adjustment
For information on reasonable adjustment please refer to the student handbook located at:
http://scei.edu.au/?page_id=45
Record of Assessment Outcome
After all of the assessment evidence has been gathered from the assessment tasks for this unit/cluster of units of competency the Record of Assessment stating your result will be completed. Information for the Student
If you do not understand any part of the unit or the assessments you are required to undertake, please talk with your trainer/assessor. It is important that you understand all of the aspects of the learning and assessment process that you will be undertaking. This will make it easier for you to learn and be successful in your studies.
Assessment Task 1 – Questioning
Instructions for
completion
• You are required to answer all questions in Assessment Task 1 – Questioning
• Responses to the questions may be typed
• Use of correct grammar and spelling is required to demonstrate foundational skills
• Use of APA referencing must be used where original sources other than your own have been used – to avoid plagiarism
• Write your name, Student ID, the assessment task and the name of the unit of competency on each piece of paper you attach to this assessment document
• Submit to your trainer/assessor by the due date
Due Date
The trainer/assessor will provide a date and time for this assessment
The due date is _____________________________
1. Describe the key characteristics of an effective project information management system
2. List five different methods that can used to communicate to key stakeholders in a project and when it would be most appropriate to use that form of communication.
3. What processes do you use to manage information flow throughout the project?
4. You have been asked to provide a presentation to the project sponsor and senior executives on the status of your project. What information would you present and from where would you obtain it?
5. What would you collect and distribute to stakeholders in the Finalisation Phase of the project?
Assessment Task 2 – Manage Project Information and Communication
Instructions for completion • Read this project assessment task, complete all the requirements and submit to the trainer/assessor by the due date
• You are to work in a group of three
• You must complete Parts A, B & C
• Assessment tasks must be typed
• Use of correct grammar and spelling is required to demonstrate foundational skills
• Use of APA referencing must be used where original sources other than your own have been used – to avoid plagiarism
• Write your name, student ID, the assessment task and the name of the unit of competency on each piece of paper you submit for assessment
Due Date • The trainer/assessor inform you of the due date
The due date for this task is _____________________________
You are required to provide a Project Information and Communication Plan for a current workplace project or one that you have recently worked on within the past two years. Your selected project must be agreed between you and your trainer/assessor so that its methodology, tools and techniques conform to the performance requirements of each unit. If you refer to a previously completed project, you must ensure that you were able to incorporate project management methodology covered in this unit.
You can use the same project for all units in this course, although if your selected project changes during the course or if you cannot meet to the performance requirements of any of the assessments, you must contact your trainer/assessor to find out what you need to do to continue to satisfy the course performance requirements and achieve competency.
Reasonable Adjustment
If you have never had the opportunity to have completed a project in the workplace, refer to either scenario 1 or 2 that is located in the appendix of this assessment to help guide you in your response.
APPENDIX 1 – HIGHWAY LIGHTS AND CO. SCENARIO
APPENDIX 2 – CRAFTY CLOTHES PTY LTD. SCENARIO
To complete an information and communication Plan for your project, you will need to complete the following tasks:
Part A: Plan information and communication processes
1. You are required to provide a communication management plan for the project. You can create your own plan or you can use the template below.
Information/Communication Management Plan:
Stakeholder Communication needs Person responsible Medium (How?) Frequency
Person or groups who will receive the information Information/communication requirements including language, format, content and level of detail Person responsible for communicating the information How will it be sent? Format and delivery method including any technology being used Timeframes and how often?
Communication Management Procedures:
You are required to outline some Communication Management Procedures for your project. This may include things such as: standards, escalation processes, version control, process to update the Communications Management Plan, flow charts for communications, communication constraints and policies, roles and responsibilities, communication review, timelines, etc.
Project Management information system:
Describe a systematic approach to the storing, searching and retrieval of information relevant to the project (manual systems or computer based). This could include access authority levels, ownership considerations, privacy considerations, roles and responsibilities, version control, templates.
Part B: Apply Project information and communication processes
1. Provide an example of project communication regarding the status of the project including scope, time and cost. This may be via status report, meeting, newsletter or any other appropriate communication method.
2. Describe the validation process that you used to ensure quality and accuracy of data reported.
Part C: Assess information and communication outcomes
1. Let us assume that your project has successfully come to an end. You were able to meet your main objectives and how would you finalise and archive records? How would this reflect ownership of the information and control requirements?
2. 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?
3. List all information and communication issues you may have experienced on the project (in the table below) including a recommendation for future projects.
Date Description of problem/opportunity Recommended Action for next time/project Lesson Learnt Raised By
Appendix 1 – Highway Lights and Co. SCENARIO
Project Scenario
The Nepean Highway in Melbourne is a road that stretches 95.1km and is the primary road route to central Melbourne from Melbourne's southern suburbs. It has been identified that some of the traffic lights on the Nepean Highway are playing up. For the safety of all road users, especially at night, the lights need to be checked and replaced if necessary.
You are a Project Manager at ‘Highway Lights and Co.’, and have been tasked with managing this project.
Project Duration:
This project needs to be completed within one year. They also want minimal disruptions to traffic, especially during peak hours.
Budget and Payments:
You are asked to stay within your budget of $1.8 million dollars, but the Government has requested that total costs are minimised. This includes both physical and human resources. Payments will be based on total cost for the project. Milestone payments will be made for each stage completed
Key Deliverables
• Upgrade the 59 sets traffic lights on the Nepean Highway within the next 12 months
• Upgraded traffic lights will meet stringent quality standards and not need to be upgraded for at least the next 10 years
• The traffic lights will have reduced failure rate compared to the existing lights • Report (and if possible Improve) any other road safety concerns where possible.
Communication
Your trainer/assessor will assume the role of “Ms/Mr Orange” who is the director of road safety strategy at VicRoads (your client) and will be the key contact person that you will be communicating with.
* For slightly more information regarding traffic lights, you can refer to the brochure located in the appendix as well as research the internet
Highway Lights and Co. Organisational Chart
Appendix 2 – Crafty Clothes Pty Ltd. SCENARIO
Crafty Clothes Pty Ltd.
Crafty Clothes, founded in 1980, is an Australian made manufacturer and distributor of all-purpose clothing and footwear. The company takes orders from retailers and supplies them with clothing products that have been manufactured to retailers’ specifications. These clothing products are then sold to consumers under the retailers’ various brands.
Recently, Crafty Clothes has found its market share in decline due to the Australian dollar and increased overseas competition. In addition, labour costs are eating into profit margins. Trends in the Australian textile industry suggest that the company, although it is in a strong financial position now, will struggle to make a profit within two years.
To ensure the continued existence of Crafty Clothes, the company has embarked on a bold new strategic direction:
? develop own brands and product range and sell direct to consumers
? leverage ecommerce opportunities to reduce distribution costs and increase profit margins.
Company vision: In the next five years, Crafty Clothes will establish a range of innovative and exciting online clothing brands and help secure a future for Australian clothing manufacturing.
Task
Your team has been given the task of identifying an E-commerce opportunity for Crafty Clothes and developing a proposal to put to the board of directors. For example, your team could decide to propose setting up an online business in which customers design their own custom t-shirts.
Your budget for setting up the E-commerce venture is $25,000. The Managing director at Crafty Clothes has mentioned that he would like the website to be up and selling clothes online within the next three months.
Task requirements
For your proposed E-commerce venture, your team will need to determine:
? Value proposition: What will you offer consumers? What product? What price? What quality? How will it benefit your customer?
? Who your target market is: What are the characteristics of the people who will buy your product? What do they need or desire?
? How you will gather necessary information for setting up the venture?
? Who you will consult or network with to benefit from others’ expertise?
? What steps you will need to take to set up the E-commerce venture, from website design, to ensuring a system for payment, to establishing an online presence through web search engines, etc.
? How you will determine the benefit to Crafty Clothes: What is the benefit? Reduced costs? Increased productivity?
? How you will determine cost.
Your team consists of yourself and two other members from Crafty Clothes’ marketing department.
Please Note: For additional information on setting up E-commerce opportunities and example case studies refer to
http://www.digitalbusiness.gov.au
Crafty Clothes Organisational Chart
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