BSBPMG535_MonarkShah

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National Defense University, Islamabad *

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MANAGERIAL

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Business

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Nov 24, 2024

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docx

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Uploaded by taimoortahir619

Student Name: Monark Shah Student ID: AIBL220436 Trainer Name: Saurabh Khosla (SK) UOC: BSBPMG535 Due Date: 31/07/2022

1. List one communication method used for each of the project life cycle stages. Project Life Cycle Stages Communication Methods i. Scoping Interactive Communication: Focus Groups, Face to face meetings ii. Planning Pull Communication: Project plan available on project’s internal/external Website for communication with relevant stakeholders. iii. Implementation Open Communication: Ensuring Transparency and equal opportunity in team meetings and status reporting. iv. Monitoring Digital Dashboards: Earn Value Health Status Reports v. Closing Push Communication: Auditing and Compliance Reports/ Client acceptance reports

2. Which types of communication media would you use for the following project communications and why? Project Communications Communication Media Explain why you chose this media i. Agreeing on communications management plans and activities Phone Calls While everyone has understood management plans and activities, phone calls will help to reassure their consent. The listener and the speaker, both can pay full attention to what is being said and then consciously agree to the plan. It will reduce the chances of misunderstanding. ii. Communicating agreed communications management plans and activities to project stakeholders Emails To convey the agreed communication management plan to all the stakeholders at once is quite difficult. Emails will ensure that each aspect is detailed to every stakeholder involved in the project. There will be proof so that nobody can come up with an excuse for not getting the right words. iii. Communicating a small update to the communications management plans and activities to project stakeholders Verbal-Oral through video conference Updates deviating from what is being originally done. Oral communication will be the best option here which will ensure that each individual completely understands the update. Oral- verbal communication involves a quick response that is suitable to convey an update

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3. List two different project-management information systems used to make project information management more effective and an example of what you would use it for. Project-management information system Example i. Transaction Processing system Project has many integrated processes, one of the project management information system is related to financial gate reviews. I will be using Transaction processing system to communicate with stakeholder and clients regarding financial disclosures. This will facilitate me in gaining approval during project gate reviews as I will be able to present financial information for each activity with complete transparency. Furthermore, The Transaction processing system facilitates the project manager and project management office (PMO) to maintain a transparent and effective review of financial requirements and expenditures. This facilitates in timely clearance of financial milestones and recording of day to day expenditures. I will also use this information system to create dashboards for relevant stakeholders to allow each desired stakeholder to gain requisite processed information e.g. supplier will get information of contracted items and agreed prices, former paid invoices while a sponsor will be able to access detailed expenditure reports and also details of future financial commitments according to agreed scope defined in Work breakdown structure. ii. Management Support System The manage support system is an information system that is empower with big data analytics. This system stores all the information in a logical manner making it very easy to effectively design reports and communicate information. I can use this system as it helps in decision making by providing charts and inferences that are useful. I can use the collected Data to make predictions about future in order to facilitate in managerial decision making. Historical data related to the project will be combined with statistical modelling and by applying data mining techniques predictions about future outcomes related to the project shall be made. The support system will allow me to create profiles for each stakeholder to provide relevant information to each with overwhelming each stakeholder. The system will provide more security to the overall information sharing process as each stakeholder will gain access to only relevant information.

4. List and briefly describe two methods used to evaluate information systems and communication processes. Methods Description i. Criteria Based Summative Methodology There exist a predefined checklist and evaluation is conducted according to it. The criteria used as a reference has its basis in guidelines and the standards fulfil legal requirements. It's usability, accessibility, and standards make it a reliable approach. Criteria based principles are combined with a summative approach. ii. Goal based Formative Evaluation The evaluation of a project is done to see if it has completed its goals or not. Predefined, specific, pre-established business goals must be achieved and the design of Goal based Formative Evaluation keeps a check on this. Prototyping and Simulation are most useful goal based Formative Evaluation methods.

Assessment 2 – Workplace Project Assessment Details of the Project You Are Undertaking for This Assessment The tasks included in this Workplace Assessment must be completed within the context of a workplace project you are managing. For your assessor’s reference, complete the table below by providing the required details and information about the project you are undertaking for this assessment. Project name Sustainable Practices for Restaurant Installing a Water treatment plan in an Office Building for Drinking Water State/territory where the project is being undertaken Sydney, Australia Overview of the project The aim is to plant a technology that has not n specifically engineered to lower water usage and wastage. Pre-rinse spray valves and low flow aerators will save the water being released whereas, the treatment plant will purify the water through sedimentation, filtration, disinfection, fluoridation, and PH correction making it reusable. Candidate’s role/title in this project Project Manager Date scoping stage commenced 12th July 2022 Date planning stage commenced 18th July 2022 Project sponsor/client The Sydney Restaurant

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Part I. Project Planning 1.1 Identify and Analyse Project Information Requirements Project Information Requirements Template Project name: Sustainable Practices For Sydney Restaurant Prepared by: Project Manager, Monark Date: 13th July 2022 Stakeholders and their information requirements Name Project Role Information needed, and for whom? Purpose of this information How is this communication essential to the success of the project? Optimum information format(s) Where can this information be accessed? Monark Project Manager Finalized Scope from Sponsors Start and monitor the project Extremely Important Project Documents and emails Cloud Storage Saurabh Khosla Sponsors Defended the project and emphasized the importance of valued investment So Organization gathers people and funds for the project Extremely important Budget Documents, Quotations, Invoices Cloud Storage Henry Project Team Member To deliver individual tasks assigned along with supervising the workers Providing expertise for business needs Important Project Plan, Project Schedule, Daily Planners, Risk Register Drop Box Joe Project Team Member To contribute through individual tasks and Providing services and expertise for business Important Project Plan, Project Schedule, Daily Drop Box

maintain log books needs Planners, Risk Register Sara External Team Manager Monitor individual tasks, and project tasks, and organize details around the stated budget and timeline Assisting Project Owner to clarify each level's requirements Somewhat Important Project Charter, Business Case, Project Schedule, Resources Register Drop Box & Cloud Storage 1.2 Develop a Communication Management Plan Project Communication Management Plan Template Project name: Sustainable Practices for Sydney Restaurant Prepared by: Monark Shah, Project Manager Date: 13th July 2020 Project Communication Management Plan: Name of communicator Name of person to be communicated to Information to be communicated e.g. risks Communication methods to be used e.g. status report, risk register Communication media to be used e.g. email, face-2-face Frequency of communication, e.g. weekly Monark Shah Saurabh Khosla Business Objectives Organization Policy and Procedures 1. Face to face meeting 2. Email 3. Access to project plan Once Monark Shah Henry Risks & Hazards that can occur Risk Register 1. Online Portal for risk communication Weekly

2. During team meeting Monark Shah Henry Individual roles and responsibilities Individual Performance Agenda & Team Objectives 1. Email Once at project start and once after any change request Monark Shah Joe Organizational Structure and Incorporating New Trends Presentation 1. Video conference 2. Minutes of meeting document Once Monark Shah Joe Responsibility of every individual in upbringing Sustainability Job Description Document overlapping Sustainability Newsletter 1. Email 2. Face to face meeting 3. Online Protal Once Monark Shah Sara New Practices To Be Implemented In the Restaurant Project Schedule and Policy Register 1. Face to face meeting Monthly

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1.3 Develop a Project-Management Information System Project Management Information System Template Project name: Sustainable Practices For Sydney Restaurant Prepared by: Monark Shah Date: 14th July 2022 Management Information System Considerations Details Information management system to be used MS Project // MS Teams// Data Bank Information System// Predictive Information System// management support system// transaction processing system Types of information to be managed Organizational Policy and Procedures // Documentation on Risk Management // Sustainability Development// Business Objectives// Job Descriptions Roles and responsibilities for updating project information Project Manager along with Managing Director of the Project Limitations/restrictions of individuals related to updating project information Lack of sufficient research and knowledge Inaccurate method adoption for updating system System limitation System does not provide a format for updating the already maintained documents and procedures Strategies to compensate for existing limitations Request for an updated software Network structure Cloud Based Procedures for the safe storage of project information A server for backup and a Cloud ID for backup Other NA

Documentation Note The documentation control will be managed by project management office, they will assign the access rights to each individual stakeholder. The stakeholders will be given individual profiles that will be able to access relevant information. Each stakeholder can lodge a request to gain access to a specific document and after review of the request and evaluation of the impact the document may be shared, or the request may be denied. Part II. Project Implementation and Monitoring 2.1 Manage Project Information Meeting called Monark Shah, Project Manager Date of meeting 23rd July 2022 Time of meeting 11:00 am Location of meeting Main Branch, The Sydney Restaurant Meeting Participants Facilitator Henry Note-taker Joe Attendees Saurabh Khosla, Joe, Henry, Sara, Claus Agenda Item 1: Retrieving project information Discussion point 1 Finding Information To survey restaurants that have already planted water treatment systems and take guidance on how a million gallons (mgd) of water can a specific plant treat in a given time. Information can be collected through research and survey. Discussion point 2 Opening a project file What is a water treatment plant and how it will give the business a sustainable advantage? Moreover, what is the process through which the plant shall be fitted in the place? Resources required and the time of the project will be presented.

Agenda Item 2: Analysing project information Discussion point 1 collect project relevant data It involves the identification of issues and opportunities after which a plan is devised for smoothening the process. Discussion point 2 analyzing collected data for trends Analyze the food industry and how it is impacting water resources. Devise a plan to monitor water usage and treat water to reduce water wastage. Discussion point 3 develop a report Finalize resources, risks, project stages, individual associated, and activities for each of them. Also, give the project start and end date. Give a structure for project management and communication processes. Agenda Item 3 Storing and Disseminating information Discussion point 1 storing generated documents Project-related information will be stored in the MS office and Cloud. It can be accessed through the main server. Discussion point 2 Disseminating information to other project staff and stakeholders Emails and one-to-one meetings will be the exquisite source of conveying information to the staff and stakeholders.

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General Discussion Discussion point 1 Team Conflict discussion, Mentoring opportunities, Issues faced by team members, discussion on the project charter Discussion point 2 Objectives of the project, Changes required in the organization, Organizational Goals, Individual Goals, Action Items for the Project, Discussion point 3 Design Review of the plant, Advantages of Sustainability within the Business, Natural Environment, Feedback of Stakeholders on the Project, Project Communication and Information Management System Action Items Action Item Assigned Due Date Arranging folders and subfolders on Sharepoint Admin Manager 21 st to 27 th July but after the meeting date Scheduling Meetings for the Project Project Manager 24th July 2022 Tracking Tasks Project Supervisor 26th July 2022 Streamlining Resources Owner of the Project 24th July 2022

2.2 Implement and Control Information Validation Processes Email: Sender: ProjectmanagerSydneyResutaurant@gmail.com Receiver: ProjectSupervisorSydneyRest@gmail.com Subject: Task Tracking Dear Ranjit, The sustainability project for The Sydney Restaurant Australia is of great significance for the business and healthy environment. The project must be replenished successfully and it is only possible if each individual performs his due role correctly. I request you to monitor task tracking a bit strictly so that everything is done correctly. Ensure effective communication among team members of the project and devise modes of communication as per suitability. I hope you understand how effective task tracking is responsible for project success. Waiting for your positive response and actions. Regards, Monark Project Manager The Sydney Restaurant Australia

2.3 Maintain Communication Networks Meeting called Project Manager Date of meeting 17th July 2022 Time of meeting 12:00 Pm Location of meeting Main Branch, The Sydney Restaurant Australia Meeting Participants Facilitator Joe Note-taker Henry Attendees Saurabh Khosla, Joe, Henry, Sara, Claus, Ranjit Agenda Item 1 Discussion point 1 Making effective use of technology, however, human interactions must be made necessary for follow-up meetings or whenever required. Discussion point 2 Communication barriers must be overcome as a priority. Also, who should get what information, and who is responsible for conveying a particular piece of information? Discussion point 3 Importance of Oral and Written communication sidewise.

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Agenda Item 2 Discussion point 1 Scope of the project and role of effective communication in it. Discussion point 2 Time allotted for each task of the project and person to be reported. Discussion point 3 An overview of the communication channel for the project. Agenda Item 3 Discussion point 1 Choosing the right mode of communication depending on the purpose of the message Discussion point 2 Levels of communication for the project, Vertical Network, Chain Network, Circuit Network, Wheel Network. Discussion point 3 LAN for the project

Agenda Item 4 Discussion point 1 Sponsors for connecting software and hardware for the project alongside the transmission media Discussion point 2 Discussion of meeting schedule and frequent mode of communication for meetings Discussion point 3 Responsibilities and Efficacy of Sender and Reciever for each message. General Discussion Discussion point 1 The project Manager has the prime role and stakeholders of the project will report Project Manager upon the decided reporting frequency. If the report is not submitted in time, the responsible person shall be called for a defense. Discussion point 2 If any part of the communication chain lacks the required efficacy, call a meeting to avoid any such occurrences in the future. Discussion point 3 Team building activities & Information Dissemination for the project Action Items Action Item Assigned Due Date Keeping accountability and an accountability plan to check everything is done on the due date, communicated, and reported Project Manager 18th July 2022 Appreciation System for timely reporting Business Owner 18th July 2022

Refining project objectives and communication plan External Manager 20th July 2022 Part III. Project Closure

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3.2 Review Project Information and Communication Outcomes Project Outcomes Review Template Project name: Sustainable Practices for Sydney Restaurant Prepared by: Project Manager, Monark Shah Date: 27 th July to 31 st July 2022 Review of information management processes and procedures Review criteria Yes / No If “No”, describe the issue identified Did stakeholders complete their assigned responsibilities for updating project information? ✓ Yes ☐ No Did stakeholders store project information in agreed locations? ☐ Yes ✓ No Stakeholders were often seen storing information at the wrong locations within the cloud storage and this was because of their negligence and hustle. Did stakeholders use to provide information systems and templates? ✓ Yes ☐ No Did stakeholders use agreed file naming conventions? ✓ Yes ☐ No Did stakeholders follow agreed version control procedures? ✓ Yes ☐ No ✓ Yes ☐ No ✓ Yes ☐ No ✓ Yes ☐ No Review of communication management processes and procedures Review criteria Yes / No If “No”, describe the issue identified Did stakeholders communicate timely? ☐ Yes ✓ No Stakeholders missed timely communication at times which was due to a lack of accountability. Even timely communication wasn't being appreciated which made the stakeholders negligent towards the efficient communication. Did stakeholders use agreed communication methods? ☐ Yes ✓ No

Did stakeholders use agreed communication media? ✓ Yes ☐ No Did stakeholders communicate according to agreed frequencies? ✓ Yes ☐ No Did stakeholders communicate information that was accurate and up to date? ✓ Yes ☐ No Did stakeholders communicate information at the correct level of detail? ✓ Yes ☐ No ✓ Yes ☐ No ✓ Yes ☐ No ✓ Yes ☐ No Summary: Stakeholders failed to perform according to to set standards because of their negligence and inefficiency which can be overcome by strongly monitoring individual performance. Review criteria Rate How effective were information management processes and procedures? ☐ Not effective ☐ Somewhat effective ✓ Effective ☐ Very effective ☐ Extremely effective How effective were communication management processes and procedures? ☐ Not effective ☐ Somewhat effective ✓ Effective ☐ Very effective ☐ Extremely effective

3.3 Document Lessons Learned Lessons Learned Template Project name: Sustainable Practices for Sydney Restaurant Prepared by: Monark Shah Date: 31 st July 2022 Lessons related to information management processes and procedures Issues identified related to information management processes and procedures  Lack of Performance Management  Inefficient Reporting Frequency which resulted in a disoriented information management process What is the specific Lesson Learned? Communication channels must be made stronger and the network should be strong so that everything is timely conveyed and plays a part in the project's success. How could one identify a similar situation in future projects? Individuals might lack interest in their work and due to weak accountability, they might not be focused on the importance of timely reporting. The issue can be overcome by creating a reward and appreciation system so that people who do not engage in active reporting take it seriously. What solution or behavior is recommended for future projects? A responsible attitude towards work will solve all these issues. Who should be informed about this Lesson Learned? (check one)  Executive(s)  Project Manager(s)  Project Team(s)  ✓ All Staff  Other: How should this Lesson Learned be disseminated? (check all that apply)  ✓ E-mail  Intranet/Webs ite  Intranet/Webs ite  ✓ Tip Sheet/FAQ  Library Lessons related to communication management processes and procedures

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Issues identified related to communication management processes and procedures  Outdated technology  Communication inconsistency  Lack of communication feedback What is the specific Lesson Learned? Constant communication feedback is necessary for a successful business and each member involved in the process must perform their duties responsibly. The technology must be well maintained so that it doesn't become an obstacle to the timely conveyance of information. How could one identify a similar situation in future projects? There might be data loss or increased chances of cyber attacks in the future in the case of technology being outdated. Improper operations and ineffective technology are always a chance of becoming stigma for a successful business. This can be identified by follow-up of the communication process and assessment of goals achievement. What solution or behavior is recommended for future projects? Improving project planning and technology will help the issue. However, staying in touch through different means is of utmost importance in this case. Who should be informed about this Lesson Learned? (check one)  ✓ Executive(s)  Project Manager(s)  Project Team(s)  All Staff  Other: How should this Lesson Learned be disseminated? (check all that apply)  ✓ E-mail  Intranet/Webs ite  ✓ Intranet/We bsite  Tip Sheet/FAQ  Library

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