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Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 1 MANAGE PROJECT INFORMATION AND COMMUNICATION BSBPMG535 STUDENT ASSESSMENT TASKS

Contents Introduction 3 Assessment Task 1: Knowledge questions 4 Assessment Task 2: Project Portfolio 7 Project Portfolio details 13 Section 1: Project information and communication processes 14 Section 2: Project Management 17 Appendix 1 - Case Study 18 Appendix 2 - Manager Networks (Project Management Plan Excerpt) 19 Appendix 3 - Manager Networks (Project Management Policy and Procedures) 21 Assessment Task 1: Checklist 24 Assessment Task 2: Checklist 25 Final results record 27 Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 3

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Introduction The assessment tasks for BSBPMG535 Manage project information and communication are outlined in the assessment plan below. These tasks have been designed to help you demonstrate the skills and knowledge that you have learnt during your course. Assessment for this unit BSBPMG535 Manage project information and communication describes the performance outcomes, 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. For you to be assessed as competent, you must successfully complete two assessment tasks:  Assessment Task 1: Knowledge questions – You must answer all questions correctly.  Assessment Task 2: Project – You must work through a range of activities and complete a project portfolio. How to submit your assessments When you have completed each assessment task you will need to submit it to your assessor. Submissions must be made in soft copy. This might be in person through a USB drive, through email or the Leeds College Learner Portal. Assessment Cover Sheet At the beginning of this booklet, you will find an Assessment Cover Sheet. Please fill it in, making sure you sign the student declaration. Your assessor will give you feedback about how well you went in each task, and will write this on the feedback section on the Final Results Record. Assessment appeals You can make an appeal about an assessment decision by putting it in writing and sending it to us. Refer to your Student Handbook for more information about our appeals process. Assessment outcomes Each assessment task will be given an outcome of either Satisfactory (S) or Not Satisfactory (NS). You must complete all tasks for a unit satisfactorily to achieve an overall outcome of Competent (C) for that unit. If one or more of your tasks are assessed as Not Satisfactory, you will be given an Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 4

overall outcome for the unit of Not Yet Competent (NYC). You can have 2 further attempts to complete the task and achieve a Satisfactory outcome. You will be given a timeframe for your resubmission and advised what you must include in your re-submission. If, after the third attempt, you are still assessed as Not Satisfactory for a task, you will need to complete additional training and assessment to support you in achieving a Competent outcome. This may incur an additional fee for students as identified in the fees and charges information. Student plagiarism, cheating and collusion Leeds College has a no tolerance policy for plagiarism, cheating and collusion. Students are expected to always act with integrity and only submit work that is their own or that has been appropriately referenced and includes acknowledgements of all resource materials used in the preparing the work. At the time of assessment submission, you will be required to sign a declaration that the work provided is your own and that you have not cheated or plagiarised the work or colluded with any other student/s. If you are found to have plagiarised, cheated or colluded, you will be given an opportunity to respond to the allegations. If you are found to have plagiarised, cheated or colluded, we will be required to take disciplinary action. The immediate result of a plagiarised assessment is fail. All student work must be written in their own words, except where acknowledged through quotations and referencing. For more information on Plagiarism and Cheating refer to Leeds College Training and assessment P&P. Reasonable adjustment in assessment If you need modifications to assessments due to disability, illness or special considerations – this is called reasonable adjustment. Reasonable adjustment can involve:  Making training and assessment resources and methods more accessible e.g. providing learner workbooks in an audio format or on different coloured paper.  Adapting physical facilities, environment and/or equipment e.g. setting up hearing loops.  Making changes to the assessment arrangements e.g. more time allowed for assessments.  Making changes to the way evidence for assessment is gathered e.g. written questions asked orally Please speak to your assessor if you think that you may need an adjustment made. Note these adjustments are made at the discretion of your assessor based on your identified needs. File naming conventions Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 5

It is important that you use a consistent file naming convention for each file that you submit. For all files that you submit throughout the assessment for this course, Leeds college recommends to use the following convention: competency code task number student name date For example: BSBLDR501 AT1 Student Name 25-04-2021 Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 6

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Assessment Coversheet Please fill out this cover sheet clearly and accurately. Make sure you have kept a copy of your work. Unit/s: BSBPMG535 Assessment Task Date Was this a re-submission? Y/N Knowledge Questions Project A GREEMENT BY THE STUDENT Read through the assessments in this booklet before you fill out and sign the agreement below. Make sure you sign this before you start any of your assessments. Have you read and understood what is required of you in terms of assessment?  Yes  No Do you understand the requirements of this assessment?  Yes  No Do you agree to the way in which you are being assessed?  Yes  No Do you have any special needs or considerations to be made for this assessment? If yes, what are they? ________________________________________________________________________________________  Yes  No Do you understand your rights to appeal the decisions made in an assessment?  Yes  No Have you completed the weekly mandatory self-study hours and the activities?  Yes  No STUDENT DECLARATION I ______________________________________________________ declare that these tasks are my own work. þ None of this work has been completed by any other person. þ I have not cheated or plagiarised the work or colluded with any other student/s. þ I have correctly referenced all resources and reference texts throughout these assessment tasks. þ I understand that if I am found to be in breach of policy, disciplinary action may be taken against me. Name Signature Date Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 7

Assessment Task 1: Knowledge questions Information for students Knowledge questions are designed to help you demonstrate the knowledge which you have acquired during the learning phase of this unit. Ensure that you: comply with the due date for assessment which your assessor will provide. If this is your first attempt, the due date would be the end date of the unit. If this is a re-submission, please confirm the due date with your assessor. adhere with Leeds’s submission guidelines. All assessments must be submitted electronically. You must prepare your assessment in the MS Word or PDF format for this task, and deliver it to your assessor via email, USB drives, or through learner portal if active. When preparing your portfolio, ensure you have covered every section of the task. To avoid confusion, ideally you will reference each section of the task in your submission, e.g Task 1, Section 2, <title>. submit work, which is original and, where necessary, properly referenced. Your work will be crosschecked thoroughly. If you use any information from online resources, books, articles, websites, etc., please ensure to reference your source. submit a completed cover sheet with your work. If this is a resubmission, you must fill the coversheet again. submit work, which is original and, where necessary, properly referenced i Assessment information This is an open book task. You may refer to your unit slides, Student book and any other resource. You will be attempting this task in class. If you are unable to complete the task, you may continue working on it outside of classroom. You will submit:  Student Assessment booklet with coversheet filled and signed You will need at minimum your learning resources, access to a laptop, and internet for this task. Avoid sharing your answers with other students. Ensure you understand the questions, and details of the responses required such as number of examples, depths of explanations, etc. and provide complete answers. This is a competency-based assessment, and you must ensure to achieve competency. Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 8

Questions Provide answers to all of the questions below: 1. Explain three project management communication methods. For each method explain how it can be used within a project. Project management communication is crucial for the success of any project. Here are three effective communication methods commonly used in project management: 1. Regular Team Meetings: Regular team meetings are scheduled gatherings where all project stakeholders, team members, and relevant parties come together to discuss project progress, issues, and updates. These meetings can take various forms, such as daily stand-ups, weekly or bi- weekly status meetings, or monthly reviews. How it can be used within a project:  Status Updates: Team meetings are an excellent platform to share project status updates, including what has been completed, what is currently in progress, and what tasks are planned for the future.  Issue Resolution: Team members can raise any challenges or roadblocks they are facing, and the group can collectively work on resolving these issues.  Coordination and Alignment: Team meetings foster coordination and alignment among team members, ensuring everyone is on the same page and working towards common project goals.  Decision-Making: Important project decisions can be discussed and made collectively during these meetings, incorporating input from all relevant stakeholders.  Motivation and Team Building: Meetings provide an opportunity for team members to support and encourage one another, strengthening team cohesion and motivation. 2. Project Management Software Tools: Project management software tools, such as Asana, Trello, or Jira, offer a centralized platform for managing tasks, tracking progress, and facilitating communication among team members. These tools usually include features like task assignment, real-time updates, file sharing, and messaging capabilities. Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 9

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How it can be used within a project:  Task Management: Project management tools help assign tasks to team members, set deadlines, and track progress, ensuring everyone is aware of their responsibilities.  Real-time Collaboration: Team members can communicate, share updates, and discuss project-related matters in real-time, reducing the need for separate communication channels.  Document Sharing: These tools often come with document sharing capabilities, enabling teams to access and collaborate on important project files.  Notifications and Reminders: Automated notifications and reminders keep team members informed about deadlines, upcoming tasks, or any changes in the project plan.  Metrics and Reporting: Project management tools may offer built-in reporting features, allowing stakeholders to monitor key metrics and project health. 3. Email Communication: Email remains a prevalent form of communication in project management. It is widely used for formal communication with external stakeholders, clients, or vendors, as well as internal team members for important updates. How it can be used within a project:  Formal Communication: Email is suitable for official project announcements, updates, and requests, maintaining a documented trail of communication.  External Stakeholder Communication: When dealing with clients, vendors, or other external parties, email provides a professional and traceable means of communication.  Sharing Detailed Information: For complex topics that require detailed explanations or attachments, email allows for a more organized presentation of information.  Time Zone Flexibility: Email provides the advantage of asynchronous communication, accommodating team members in different time zones.  Archiving Project Correspondence: Emails can be stored and referenced for future use, ensuring historical project data is readily available. Satisfactory/ Unsatisfactory Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 10

2. Explain three types of project management communication media. For each media explain how it can be used within a project. Project management communication media refers to the different channels or means through which project-related information is conveyed. Here are three types of project management communication media and how they can be used within a project: 1. Face-to-Face Communication : Face-to-face communication involves direct interactions between project team members, stakeholders, or other relevant parties in a physical setting. This can take place in meetings, workshops, or casual gatherings. How it can be used within a project:  Complex Discussions: Face-to-face communication is highly effective for complex discussions that may require immediate feedback and in-depth explanations. It allows for real-time interaction and clarification of doubts.  Building Relationships: Personal interactions foster stronger relationships among team members and stakeholders. Trust and camaraderie can be developed, leading to better collaboration throughout the project.  Resolving Conflicts: When conflicts or disagreements arise, face-to-face communication enables parties to address the issues directly, promoting better understanding and resolution.  Brainstorming and Creativity: In brainstorming sessions, being physically present allows for more vibrant idea generation and encourages creativity among team members.  Team Building: Face-to-face interactions offer opportunities for team-building activities and exercises that can enhance team cohesion and morale. 2. Written Communication: Written communication involves conveying project-related information through text- based channels such as emails, project reports, memos, and official documentation. How it can be used within a project:  Formal Communication: Written communication is ideal for formal project Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 11

documentation, including project charters, contracts, and agreements. It ensures clear and well-documented communication.  Recording Meeting Minutes: Meeting minutes, captured through written notes, provide a concise record of discussions, decisions, and action items from meetings.  Progress Reporting: Regular written reports can be used to update stakeholders on project progress, milestones achieved, and any potential risks or delays.  Sharing Project Plans: Written communication allows for the dissemination of project plans, outlining timelines, tasks, and responsibilities to all team members and stakeholders.  Clarity and Precision: Written communication provides a platform for clear and precise information sharing, reducing the risk of misinterpretation or miscommunication. 3. Digital Communication (Virtual Meetings and Collaboration Tools): Digital communication involves various online tools and platforms that facilitate project collaboration and communication, especially in remote or distributed team settings. How it can be used within a project:  Virtual Meetings: Online platforms like Zoom, Microsoft Teams, or Google Meet enable virtual team meetings, ensuring effective communication even when team members are geographically dispersed.  Collaboration Tools: Project management software platforms like Asana, Trello, or Basecamp foster collaboration by allowing teams to work together on tasks, share documents, and track progress in real-time.  Instant Messaging: Tools like Slack or Microsoft Teams facilitate quick and informal communication among team members, encouraging real-time problem-solving and updates.  File Sharing: Cloud-based file-sharing platforms like Google Drive or Dropbox enable seamless sharing and access to project-related documents, reducing delays in information exchange. Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 12

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 Discussion Forums: Online discussion forums or group chats can be used to have ongoing conversations on specific project topics, promoting continuous collaboration. Satisfactory/ Unsatisfactory 3. Explain how a project management information system is used within a project. A Project Management Information System (PMIS) is a software tool or set of tools that facilitates the management and organization of project-related data, documents, processes, and communication. It serves as a central repository for all project information, allowing project managers and team members to access, analyze, and share data efficiently. Here's how a PMIS is used within a project: 1) Centralized Data Management: A PMIS provides a centralized platform to store all project-related data, including project plans, schedules, budgets, resource allocation, and progress reports. This centralization ensures that all team members have access to the most up-to-date information, promoting transparency and reducing the risk of data duplication or version control issues. 2) Document Management: PMIS tools typically include document management capabilities, allowing project managers to store and share important project documents, such as contracts, scope statements, meeting minutes, and deliverables. This feature streamlines communication and ensures that all relevant stakeholders have access to necessary documents whenever needed. 3) Task and Resource Tracking: PMIS tools often include features for task assignment, progress tracking, and resource allocation. Project managers can assign specific tasks to team members, set deadlines, and monitor progress in real-time. This helps keep the project on track and enables early identification of potential delays or bottlenecks. 4) Collaboration and Communication: PMIS platforms facilitate collaboration and communication among project team members, stakeholders, and clients. Features like instant messaging, discussion boards, and shared workspaces enable seamless information exchange and foster better teamwork, especially in remote or distributed project environments. 5) Reporting and Analytics: PMIS tools provide reporting and analytics features that allow project managers to generate various reports on project progress, performance, and metrics. These reports provide valuable insights into project health, enabling data- driven decision-making and helping stakeholders stay informed about project status. Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 13

6) Risk Management: A PMIS often includes risk management features to identify, assess, and track project risks. Project managers can log potential risks, assign risk owners, and define mitigation strategies to proactively address issues that could impact the project's success. 7) Integration with Other Tools: Many PMIS tools offer integration with other project management and productivity tools, such as Gantt chart software, time tracking applications, and financial management systems. This integration streamlines data flow between various platforms and minimizes manual data entry. 8) Project Portfolio Management: In larger organizations, PMIS tools can be used to manage multiple projects within a portfolio. Project portfolio management features allow stakeholders to view the status and performance of all projects at a higher level, facilitating resource allocation decisions and strategic planning. 9) Change Management:PMIS tools can aid in change management by documenting and tracking changes to project scope, requirements, or objectives. This ensures that any modifications are properly managed and communicated to all relevant parties. Overall, a Project Management Information System plays a crucial role in enhancing project efficiency, collaboration, and decision-making by providing a comprehensive and integrated platform for managing all aspects of the project lifecycle. It streamlines project management processes, promotes effective communication, and helps ensure the successful delivery of projects on time and within budget. Satisfactory/ Unsatisfactory 4. Explain three features of an effective project information management system. An effective project information management system is essential for successful project execution. Here are three key features that contribute to its effectiveness: 1. Centralized Data Repository: One of the most critical features of an effective project information management system is a centralized data repository. This means that all project-related data, documents, and information are stored in a single location that is easily accessible to all relevant stakeholders. Having a centralized repository ensures that everyone involved in the project has access to the most up-to-date information, reducing the risk of using outdated data or conflicting versions of documents. Benefits of a centralized data repository include:  Data Consistency: All team members refer to the same source of information, reducing the chances of misunderstandings or discrepancies. Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 14

 Improved Collaboration: When all project-related information is in one place, collaboration and communication among team members become more seamless and efficient.  Easy Access: Stakeholders can access the data they need anytime, anywhere, provided they have the necessary permissions, making remote and distributed team collaboration more feasible. 2. Robust Security and Access Controls: Security is a critical aspect of any project information management system. An effective system must have robust security measures in place to protect sensitive project data and ensure that only authorized personnel can access specific information. Access controls allow project managers to define user roles and permissions, ensuring that individuals can only view, edit, or delete information relevant to their roles and responsibilities. Key benefits of robust security and access controls include:  Data Protection: Sensitive project data remains secure from unauthorized access or data breaches.  Confidentiality: Certain project information may be restricted to specific stakeholders, such as financial data or contract details, ensuring confidentiality.  Integrity: Ensuring that data is not accidentally or maliciously altered, providing a consistent and trustworthy source of information. 3. Real-time Reporting and Analytics: An effective project information management system should have robust reporting and analytics capabilities. Real-time reporting allows project managers and stakeholders to stay updated on project progress and performance. Analytical tools provide insights into project metrics and trends, enabling data-driven decision-making and early identification of potential issues. Benefits of real-time reporting and analytics include:  Proactive Decision-making: Instant access to project data empowers project managers to make timely and well-informed decisions, leading to better project outcomes.  Performance Monitoring: Real-time reporting helps monitor project performance against key performance indicators (KPIs) and project milestones, enabling early intervention if targets are not being met.  Continuous Improvement: Analyzing historical project data can identify patterns and areas for improvement in future projects, contributing to organizational Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 15

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learning and development. In conclusion, an effective project information management system should feature a centralized data repository, robust security and access controls, and real-time reporting and analytics. These features ensure efficient collaboration, data integrity, and informed decision- making, leading to successful project delivery. Satisfactory/ Unsatisfactory 5. Identify two types of project information management systems that can be used in projects. Explain why each system you have chosen is effective. Two types of project information management systems that can be used in projects are: 1. Cloud-Based Project Management Software: Cloud-based project management software is a web-based platform that allows teams to manage and organize project-related information and activities in a collaborative and accessible manner. Examples of cloud-based project management software include Asana, Trello, and Monday.com. Effectiveness:  Collaboration and Accessibility: Cloud-based systems enable real-time collaboration among team members regardless of their physical location. All project data, documents, and updates are stored in the cloud, ensuring that team members can access the information they need from anywhere with an internet connection.  Centralized Data Repository: These systems provide a centralized repository for all project-related data and documents. Team members can store and organize files, assign tasks, set deadlines, and track progress within a single platform, promoting efficiency and reducing the risk of data fragmentation.  Real-time Updates and Notifications: Cloud-based systems offer real-time updates and notifications, keeping team members informed about changes, task assignments, and deadlines. This helps improve communication and ensures everyone is working Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 16

with the latest information.  Integration with other Tools: Many cloud-based project management systems integrate with other productivity tools such as time tracking, file storage, and communication platforms, creating a seamless workflow and enhancing overall project efficiency. 2. Enterprise Project Management System (EPMS): An Enterprise Project Management System (EPMS) is a comprehensive and scalable project information management solution designed for larger organizations that manage multiple projects across different departments or divisions. Examples of EPMS software include Microsoft Project Server and Oracle Primavera. Effectiveness:  Portfolio Management: EPMS allows organizations to manage multiple projects as part of a portfolio, providing a top-level view of all projects' progress, resource allocation, and financial performance. This strategic oversight helps in making informed decisions about resource prioritization and investment.  Resource Management: EPMS tools provide sophisticated resource management capabilities, allowing organizations to allocate and optimize resources effectively. It helps in avoiding resource overloading and ensures that the right resources are available for critical project tasks.  Enterprise-level Reporting and Analytics: EPMS offers powerful reporting and analytics features, enabling organizations to generate complex reports and dashboards to assess project and portfolio performance. Executives and stakeholders can monitor key metrics, identify trends, and make data-driven decisions.  Scalability and Customization: EPMS solutions are designed to handle the complexities of large and diverse projects. They can be customized to suit the organization's specific project management processes and requirements, accommodating various project types and industries. Satisfactory/ Unsatisfactory 6. Explain how you would evaluate the effectiveness of a project’s information systems and communication processes. Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 17

Evaluating the effectiveness of a project's information systems and communication processes is crucial to ensure that project-related data and communication channels are efficient, reliable, and aligned with the project's goals. Here are the steps to evaluate the effectiveness of a project's information systems and communication processes: 1) Define Evaluation Criteria: Start by defining the criteria against which you will evaluate the information systems and communication processes. Common evaluation criteria include accuracy, accessibility, responsiveness, security, ease of use, integration capabilities, and user satisfaction. 2) Gather Feedback from Stakeholders:Collect feedback from various stakeholders involved in the project, including team members, project managers, clients, and other relevant parties. Use surveys, interviews, or feedback sessions to gather their opinions and experiences regarding the effectiveness of the information systems and communication processes. 3) Analyze Data and Metrics: Utilize data and metrics available from the project management information system to assess the performance of the communication processes and information systems. Analyze data such as response times, task completion rates, document version control, and the frequency of communication. 4) Review Project Documents: Examine project documents, such as meeting minutes, progress reports, and communication records, to assess the quality, clarity, and timeliness of information sharing. 5) Compare Actual Performance with Project Goals: Measure the actual performance of the information systems and communication processes against the project's goals and objectives. Determine if the systems are helping the project achieve its targets and if any improvements are necessary. 6) Check for Alignment with Best Practices: Compare the project's information systems and communication processes with industry best practices and standards. This evaluation can help identify any gaps and suggest areas for improvement. 7) Identify Bottlenecks and Pain Points: Identify any bottlenecks or pain points in the current information systems and communication processes that may hinder project progress. Addressing these issues can significantly improve project efficiency. 8) Assess User Satisfaction: Evaluate user satisfaction with the information systems and communication processes. Happy and satisfied users are more likely to be productive and engaged in the project. 9) Conduct a Risk Assessment: Evaluate the security and data integrity of the information systems to ensure that project-related information is adequately protected from unauthorized access or breaches. Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 18

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10) Implement Improvements: Based on the evaluation findings, implement necessary improvements to enhance the effectiveness of the information systems and communication processes. This may involve software updates, additional training for team members, process refinements, or adopting new communication channels. 11) Continuously Monitor and Adjust: Project information systems and communication processes should be continuously monitored, and adjustments should be made as needed throughout the project's lifecycle. Regularly gather feedback and track key performance indicators to ensure ongoing effectiveness. Satisfactory/ Unsatisfactory Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 19

Assessment Task 1: Checklist Did the student provide a sufficient and clear answer that addresses the suggested answer for the following? Completed successfully? Comments Yes No Question 1 Question 2 Question 3 Question 4 Question 5 Question 6 Task outcome:  Satisfactory  Not satisfactory Assessor signature: Assessor name: Date: Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 20

Assessment Task 2: Project Portfolio Information for students In this task, you are required to demonstrate your skills and knowledge by working through a number of activities and completing and submitting a project portfolio. You will need access to:  a suitable place to complete activities that replicates a business environment including a meeting space and computer and internet access  your learning resources and other information for reference  Project Portfolio template  Simulation Pack for this unit (as relevant). Ensure that you:  comply with the due date for assessment which is the last day of your unit unless otherwise advised  adhere with submission guidelines  answer all questions completely and correctly  submit work which is original and, where necessary, properly referenced  submit a completed cover sheet with your work  avoid sharing your answers with other students. i Assessment information This is an open book task. You may refer to your unit slides, Student book, business resources of your business of choice (if not using the simulation pack) and any other resource. You will be attempting this task in class. If you are unable to complete the task within the class allocated time, you may continue working on it outside of classroom. You will have to submit: 1. Student Project Portfolio document 2. Any additional Evidence that is required for this task including additional documents, evidence of research, photos, video footage, PowerPoint Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 21

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presentation slides, etc. You will need to arrange access to a suitable place to complete activities that replicates a business environment including a meeting space and computer and internet access Avoid sharing your answers with other students. Ensure you understand the questions, and details of the responses required such as number of examples, depths of explanations, etc. and provide complete answers. This is a competency-based assessment, and you must ensure to achieve competency in all areas and questions in order to be deemed satisfactory. Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 22

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Activities Complete the following activities: 1. Carefully read the following: This project requires you to manage project information and communication for a project. You can do this based on the assumption that you are the project manager of a case study business, or you can complete this project at your workplace (if relevant). It’s important that this business has a Project Management Policy and Procedures and has a project that you can work on from beginning to end. Speak to your assessor to get approval if you want to base this on your workplace. You will be collecting evidence for this unit in a Project Portfolio. The steps you need to take are outlined below. Before you begin, complete page 4 of your Project Portfolio. 2. Plan your project’s information and communication processes You are required to develop a project communication management plan that will support the achievement of the project objectives. You will do this in your Project Portfolio for this unit. Review the following to identify and analyse the information requirements of the project:  Business information (use the Simulation Pack as necessary and review the Project Management Plan Excerpt.)  Project Management Policy and Procedures of the business  Search the internet for ideas from Project Communication Management Plans created for similar scenarios. Your plan must include the communication responsibilities for:  The Project Steering Committee  The Project Manager  The Project Team Work on Section 1 in your Project Portfolio Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 23

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3. Select a project-management information system Select a project-management information system to manage your project information and continue to work on Section 1 of your Project Portfolio. You need to explain the use of the system along with its key features and how it will be used throughout the project. Note: There are lots of free project management systems or ones that provide free trials that can be used for this project. Ask your assessor if you need help selecting a suitable system. Submit Section 1 of your Portfolio to your assessor for marking. 4. Meet with the project team The meeting’s objective is to review the Project Communication Management Plan developed in your portfolio. You can work in a group with other students and play the roles of each other team’s members, or you may conduct a meeting with a live project team depending on the way your course is being delivered. Take notes at the meeting, as you will be required in the next activity to revise your plan to include the input from the other team members. 15 minutes must be allocated for each group member. Begin the meeting by summarising the information in your Project Communication Management Plan developed in your portfolio. Encourage discussion, and ask for feedback on, the communication methods and frequency identified in your plan. Then explain the project information management system that you intend to use for the project. Advise your team that following the meeting, you will be setting up the workspace for the project and inviting them to participate. Close the meeting with a summary of the meeting attendees’ feedback and thank them for their participation. During the meeting, you will be required to demonstrate effective communication skills including:  Speaking clearly and concisely  Using non-verbal communication to assist with understanding  Asking questions to identify required information  Responding to questions as required  Using active listening techniques to confirm understanding Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 24

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i This can either be viewed in person by your assessor or you may like to video record the session for your assessor to watch later. Your assessor can provide you with more details at this step. Make sure you follow the instructions above and meet the timeframes allocated. If this session is not viewed in person by your assessor, you will attach proof of the meeting to Section 1 of your Project Portfolio. 5. Review your project communication management plan Include the input from the other project team members provided at the meeting to revise the plan, establishing baselines for each item. Your notes from the meeting should inform this work. 6. Establish the project information management system Follow the instructions within the system you have chosen, set up the workspace for the project. Name the workspace after the company and create a channel for the project. Invite your assessor to become a member of the workspace and the channel. Your assessor will then be able to confirm that you have established a project information management system and will also be able to see how this system is maintained throughout the project. 7. Implement project information and communication processes Set up a reminder in the system for the weekly project team meetings. The reminder should send out an email to the team requesting project progress reports. As your assessor is a team member, they will be able to check that you have done this. Your assessor, in the role of the team members, will send you a number of progress reports via the system, which you should carefully review and then store in a logical way within the system. If you are using a real business then you can provide evidence of the progress from the system and attach it to your portfolio in Section 2. 8. Write a Project Status Report Review and analyse the information in the project progress reports and then prepare a project status report based on all the information provided by the team, in accordance with the Project Communication Management Plan. You will be assessed on your ability to manage information generation, gathering, retrieval and analysis through the production of a project status report based on the Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 25

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individual progress reports, as well as your ability to disseminate and store the information using the Project Information Management System. Review the Project Management Policy and Procedures and implement the information validation processes as per organisational requirements. This means you must check all of the information provided in order to ensure that all information provided is correct and accurate. Your project status report should summarise key information from the progress reports, as well as an analysis of the data provided. Your report should include:  A review of communication and information processes and progress against measures from your Communication Project Management Plan.  Information validation processes and issues arising.  Communication and Information Management system issues.  Recommendations for change, including development of documentation to assist with project information and communication. You should develop your own template for the project status report. It should have space for the information that you receive, and for your comments as set out in the above bullet points. Upload your project status report to the information system for sharing with all project team members and ask your team members for their feedback on your report. You must also attach this report to Section 2 of your Project Portfolio . 9. Carefully read the following. The project is wrapping up. One of your tasks as Project Manager is to write a report on the project’s communication management. 10. Review project outcomes. Using the project information management system, send out an email to the team requesting a project closure report from each of them. If using the case study, your assessor, in the role of the team members, will send you a number of closure reports via the system, which you should carefully review and then store in a logical way. If completing this in the workplace then you can provide actual reports and attach to your portfolio. 11. Write a project communication management evaluation report. Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 26

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Complete a review of the project’s information and communication processes and systems and recommend improvements for the future. Draw on the project status report you wrote previously and by reviewing the project closure reports provided to you by the team. As with your status report, you must check all of the information provided in order to ensure that all information provided is correct and accurate. The report should be approximately one page. The report should include, as a minimum:  A review of the Project communication and information management to determine the effectiveness of the project team’s communication and information management, specifically against the communication and information requirements as specified in the project communications management plan.  Discussion of communication and information issues that arose, and recommend improvements that could be made in the future  Positive aspects of the Communication Management Plan, and how these helped ensure that its objectives were realised. Modify the template that you created for the project status report so that it suits the information to be included in this report. Save the document as an attachment in Section 2 of your Project Portfolio . 12. Finalise and archive project records Review the Project Management Policy and Procedures and follow the procedure for finalising and archiving project records. Take a screen shot that shows the overall folder you have created and each sub- folder, as well as the files within each sub folder. Attach to your project Portfolio 13. Submit your completed Project Portfolio Make sure you have completed all sections of your Project Portfolio, answered all questions, provided enough detail as indicated and proofread for spelling and grammar as necessary. Submit to your assessor for marking. Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 27

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Assessment Task 2: Checklist Did the student: Completed successfully? Comments Yes No Identify and analyse communication requirements in a Project Communication Plan using relevant project information and the Project Management Policy and Procedures? Use input from stakeholders to prepare their Project Communication Plan that will achieve project objectives? Establish a project information management system? At the meeting, demonstrate effective communication skills including:  Speaking clearly and concisely  Using non-verbal communication to assist with understanding  Asking questions to identify required information  Responding to questions as required  Using active listening techniques to confirm understanding? Manage the generation, gathering, storage, retrieval, analysis and dissemination of project information by the project team and stakeholders? Implement agreed communication networks? Maintain project communication networks throughout the project? Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 28

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Implement information validation processes by checking all information/data received from the team? Identify and resolve communication and information management system issues? Finalise and archive project records as set out in the Project Management Policy and Procedure? 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? Task outcome:  Satisfactory  Not satisfactory Assessor signature: Assessor name: Date: Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 29

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Final results record Student name: Assessor name: Date Final assessment results Task Type Result Satisfactory Unsatisfactory Did not submit Assessment Task 1 Knowledge questions S U DNS Assessment Task 2 Project Portfolio S U DNS Overall unit results C NYC Feedback  I hereby certify that this student has been assessed by me and that the assessment has been carried out according to the required assessment procedures. Assessor signature: _______________________________________ Date: _________________ Leeds College | RTO ID: 45488 CRICOS ID: 03757G Level 11, 474 Flinders Street, Melbourne VIC 3000 | Phone: 1300 533 300 | Email: admin@leeds.edu.au 89fecd54d434714ed6b3b77bc466fe20426612dc.docx| Page 30

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a1-TA---350-BSBPMG535-Student-Assessment-Tasks-V1.0(0D84A50C-E2F3-48D7-AC32-C07AD4DA81F4)

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