a3-TA---351-BSBPMG535-T1-Discussion-File(487590EA-6C3E-4E2A-AE5F-22A982255B7B)
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BSBPMG535Manageprojectinformationandcommunication
|
1
BSBPMG53
5 MANAGE
PROJECT
INFORMATIONAN
D
COMMUNICATION
ASSESSO
R
MARKING
GUIDE
LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 2
Contents
Introduction
3
Assessingthisunit
5
AssessmentTask1:Knowledgequestions
6
AssessmentTask1:Checklist
10
AssessmentTask2:ProjectPortfolio
11
AssessmentTask2:Checklist
22
Finalresultsrecord
26
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LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 3
Introduction
Welcome to the Assessor Marking Guide for BSBPMG535 Manage project information and communication
.ThisMarkingGuideprovidesyouwithassessmenttasks,checklistsandmarking guidance. It also provides advice on delivering the assessment for this unit.
Thisdocumentisoneofasuiteofresourceswhichhas beendevelopedbyRTO Workstosupport you in delivering assessment for units of competency from the Business Services Training Package.
Supportingresources
AnumberofdocumentshavebeenprovidedwiththisMarkingGuidetosupportassessorsand students.
For the assessor
Assessment Mapping
: A mapping guide is included as a separate document to show how eachassessmenttaskmapstotheunitofcompetency.Youwillfindtheassessmentmapping in the BSBPMG535 Mapping folder.
Supportingresources
:Supportingresourcesincludetemplates andchecklistswhichcanbe used
when preparing for and marking assessment tasks. You will find the supporting resources in the BSBPMG535 Assessor Resources folder. For this unit, the supporting assessor resources comprise:
o
ProjectPortfolioAssessor
(AssessmentTask2)
o
SimulationPackforthisunitwhichincludes:
CaseStudydocument
ProjectManagementPlanExcerpt
ProjectManagementPolicyandProcedures
o
ProjectStatusReportAssessor
(AssessmentTask2)
o
ProjectEvaluationReportAssessor
(AssessmentTask2)
o
ProjectProgressReportsforAssessoruploadfolder
(with3xreportscontainedwithin) (Assessment Task 2)
o
ProjectClosureReportsfor Assessoruploadfolder
(with3xreportscontainedwithin) (Assessment Task 2).
LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 4
For the student
StudentAssessmentTasks
:TheStudentAssessment
Tasksincludethetasksas
wellas
guidanceabouthowtocompleteeachassessment.Submissioninformationandrelevant forms
arealso included. TheStudent Assessment Tasks for this unitcan be found in the
BSBPMG535 Assessment folder.
Supporting resources
: Supporting resources include templates, journals, workbooks and portfolios which can be used by the student to support them in providing evidence of their competence.Youwillfindsupportingresourcesinthe BSBPMG535StudentResourcesfolder. Please ensure that students receive these documents before they begin their assessment tasks. For this unit, the supporting resources for students comprise:
o
ProjectPortfolioTemplate
(AssessmentTask2)
o
SimulationPackforthisunitwhichincludes:
CaseStudydocument
ProjectManagementPlanExcerpt
ProjectManagementPolicyandProcedures.
LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 5
Assessingthisunit
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,storageanddisposalofprojectinformationthroughformalstructuresand processes.
Theunitappliestoindividualsresponsibleformanagingandleadingaprojectinanorganisation, business, or as a consultant.
Nolicensing,legislative,regulatoryorcertificationrequirementsapplytothisunitatthetimeof publication.
Forstudentstobeassessedascompetent,theymustsuccessfullycompletetwo assessment tasks:
AssessmentTask1:Knowledgequestions–Studentsmustanswerallquestions correctly.
AssessmentTask2: Project–Studentsmustworkthrough arangeofactivitiesandcomplete a project portfolio.
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LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 6
Assessmentdeliveryinformation
Assessmentdeliveryinformationhasbeencontextualised.Usethisinformationto advise students of:
wherethistaskshouldbe completed
themaximumtimeallowedforcompletingthisassessmenttask
whetherornotthistaskisopen-book.
Note:Studentsshouldcompleteandsubmitanassessmentcoversheetwiththeir work. Students must submit:
acompleted
studentassessmentdocument,withallresponsestoeach question typed in and Coversheet filled.
i
AssessmentTask1:Knowledgequestions
Informationforassessors
Knowledgequestionsaredesignedtohelpthestudentdemonstratetheknowledgewhichthey have acquired during the unit. Ensure that you:
providestudentswithaduedateforassessment
providesubmissionguidelinestostudents
followyourorganisation’spoliciesandprocedures
refertoyourorganisation’sTrainingandAssessmentStrategy
providewrittenfeedbacktoeachstudent
provideresubmissionguidancetostudents(including a timeline)whodonotcompletethetask satisfactorily
completetheAssessmentTask1Checklistwhichcanbefoundattheendofthistask.
completetheFinalResults Recordwhichcanbe found attheendofthisAssessmentMarking Guide.
LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 7
Assessmentinformation
Thisisanopenbooktask.Youmayrefertoyourunitslides,Studentbookandany other resource.
Youwillbeattemptingthistaskinclass.Ifyouareunabletocompletethetask,you may continue working on it outside of clas
Youwillsubmit:
StudentAssessmentbookletwithcoversheetfilledandsigned
Youwillneedatminimumyourlearningresources,accesstoalaptop,andinternetfor this task.
Avoidsharingyouranswerswithotherstudents.
Ensure you understand the questions, and details of the responses required such as numberofexamples,depthsofexpl
i
Informationforstudents
Knowledgequestionsaredesignedtohelpyoudemonstratetheknowledgewhichyouhave 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,theduedatewouldbetheenddateoftheunit.Ifthisisare-submission, pleaseconfirm the due date with your assessor.
adherewithLeeds’ssubmissionguidelines.Allassessments mustbesubmittedelectronically.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.
Whenpreparingyour portfolio, ensureyou havecoveredevery sectionof thetask. To avoid
confusion, ideallyyouwillreferenceeachsectionofthetaskinyoursubmission, e.gTask1, Section
2, <title>.
submitwork,whichisoriginaland,wherenecessary,properlyreferenced.Yourworkwillbe
crosscheckedthoroughly.If youuse any informationfromonline resources,books,articles,
websites, etc., please ensure to reference your source.
submitacompletedcoversheetwithyourwork.Ifthisisaresubmission,youmustfillthe
coversheet again.
submitwork,whichisoriginaland,wherenecessary,properlyreferenced
LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 8
Questions
Provideanswerstoallofthequestionsbelow:
1.
Explain three project management communication methods. For each method explain how it
can be used within a project.
Answer:
Effective communication is crucial in project management to ensure that team members understand their roles, tasks, and deadlines, and that stakeholders are kept informed about the project's progress. Here are three project management communication methods and how they can be used within a project:
a) Regular Team Meetings
: Regular team meetings are a fundamental communication method in project management. These meetings provide an opportunity for team members to come together, discuss progress, share updates, and address any challenges or roadblocks. Team meetings can be held in various formats, such as in-person, virtual (via video conferencing), or even asynchronous updates (through messaging apps or collaboration tools).
Within a project, regular team meetings can be used for the following purposes:
Status Updates: Each team member can report on their progress, highlighting completed tasks, ongoing work, and any obstacles they are facing.
Issue Resolution: Team members can collectively discuss and find solutions to any problems or challenges that have arisen during the project's execution.
Task Assignment: New tasks can be assigned during these meetings, and responsibilities can be clarified.
Project Planning: Meetings can also be used to plan future steps, set milestones, and update the project timeline.
b) Project Status Reports
: Project status reports are written documents that provide a summary of the project's progress, achievements, risks, and upcoming activities. These reports are usually shared with stakeholders, senior management, or other relevant parties, depending on the project's scope and requirements. The frequency of status reports can vary, but they are often generated on a weekly or monthly basis.
Within a project, status reports can be used for the following purposes:
Stakeholder Communication: Share project updates with stakeholders to keep them
informed about the project's health and progress.
Risk Management: Highlight potential risks or issues that may impact the project's success, along with proposed mitigation strategies.
Performance Assessment: Assess the project's performance against key metrics and targets set during the planning phase.
Decision Making: Provide necessary information to stakeholders to aid in decision-
making processes related to the project.
c) Project Management Software and Collaboration Tools
: Project management software
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LeedsCollege|RTOID:45488CRICOSID: 03757G
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Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 9
and collaboration tools have become increasingly popular in modern project management practices. These tools offer a centralized platform where teams can collaborate, communicate, and access project-related information in real-time. Some common project management tools include Trello, Asana, Jira, and Microsoft Project.
Within a project, project management software and collaboration tools can be used for the following purposes:
Task Tracking: Assign tasks, set deadlines, and track progress on a visual board or timeline.
Document Sharing: Store and share the project-related documents, files, and resources with team members in a centralized location.
Communication: Facilitate real-time communication through instant messaging, comments, or discussion threads.
Resource Management: Monitor resource allocation and availability, ensuring that team members have the necessary tools and support to complete their tasks.
These three communication methods, when used effectively, can significantly enhance project collaboration, reduce misunderstandings, and improve overall project outcomes. It's essential for project managers to choose the right communication approach based on the project's complexity, team structure, and stakeholder requirements.
2.
Explain three types of project management communication media. For each media explain
how it can be used within a project.
Answer:
Project management communication media refers to the different methods and tools used to facilitate effective communication among project stakeholders. Here are three types of project management communication media and their uses within a project:
a) Email
: Email is a widely used communication medium in project management due to its ease of use and familiarity. It allows for written communication and documentation of important project-related information. Here's how it can be used within a project:
Announcements and Updates: Project managers can use email to announce project milestones, deadlines, or any important updates to the entire project team or stakeholders. This helps keep everyone informed and on the same page.
Task Assignments: When assigning tasks to team members, project managers can use email to outline the scope, objectives, and timelines of the assigned tasks. This ensures clarity and accountability.
Status Reports: Team members can use email to send regular status updates to project managers, outlining progress, challenges, and potential risks. It provides a
written record of project progress.
Issue Resolution: Email can be used for discussing and resolving project-related issues or conflicts between team members or stakeholders. It allows for a thoughtful and documented exchange of ideas.
b) Project Management Software
(e.g., Trello, Asana, Jira): Project management software is designed specifically to facilitate project communication, collaboration, and task tracking. It provides a centralized platform for various project-related activities. Here's how
it can be used within a project:
Task Management: Project management software allows project managers to
LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 10
assign tasks, set deadlines, and track progress. Team members can update task statuses, attach relevant files, and comment on tasks, ensuring everyone is aware
of the project's current status.
Collaboration: Team members can use the software to collaborate on documents, share ideas, and discuss project-related matters. It reduces the need for separate communication channels and keeps discussions organized.
File Sharing: Project management tools often come with file-sharing capabilities, enabling team members to share important project documents, images, or data securely.
Notifications and Reminders: The software can send automated notifications and reminders to team members about upcoming deadlines, task assignments, or changes in the project plan.
c) Virtual Meetings
(e.g., Video Conferencing): Virtual meetings leverage audio and video communication technology to facilitate real-time discussions among project stakeholders, regardless of their geographical locations. Here's how they can be used within a project:
Brainstorming and Decision Making: Virtual meetings allow team members to come together, share ideas, and make collaborative decisions. It encourages active participation and fosters a sense of teamwork.
Progress Reviews: Regular virtual meetings can be conducted to review project progress, address challenges, and align on the next steps. This keeps the project on track and helps identify potential issues early on.
Client/Stakeholder Meetings: Virtual meetings are instrumental in connecting with clients and stakeholders who may be located in different regions. It enables regular updates, feedback collection, and ensures their expectations are met.
Training and Workshops: Virtual meetings can be used for conducting training sessions or workshops, especially when team members are working remotely. It ensures consistent knowledge transfer.
3.
Explain how a project management information system is used within a project.
Answer:
A Project Management Information System (PMIS) is a software or web-based tool that helps project managers and stakeholders in planning, executing, monitoring, and controlling projects. It provides a centralized platform to store, manage, and access project-related information, data, and documents. Here's how a PMIS is used within a project:
1)
Project Planning: PMIS aids in the initial planning phase by allowing project managers to create detailed project plans, including tasks, timelines, dependencies, and resource allocation. It helps in setting project objectives, defining scope, and establishing the overall project structure.
2)
Resource Management: Within a PMIS, project managers can assign resources (such as team members, equipment, and materials) to specific tasks or activities. This ensures that resources are efficiently utilized and prevents over-allocation or conflicts.
LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 11
3)
Document Management: A PMIS acts as a central repository for all project-related documents, such as project charters, contracts, schedules, and reports. This facilitates easy access to important information by authorized stakeholders, ensuring everyone is working with the latest and most accurate data.
4)
Communication and Collaboration: PMIS often includes communication and collaboration features, such as discussion forums, messaging, and document sharing. It enables team members to communicate with each other, share updates, and resolve issues efficiently within the system.
5)
Progress Tracking: Through the PMIS, project managers can monitor the progress of individual tasks, milestones, and the overall project. They can track actual vs. planned progress and identify any variances that may require attention.
6)
Risk Management: PMIS helps in identifying, assessing, and managing project risks. Risks can be logged in the system, and mitigation plans can be developed and monitored within the platform to
ensure potential issues are proactively addressed.
7)
Reporting and Analytics: PMIS generates various reports and dashboards that provide project status updates, resource utilization, budgetary information, and other key performance indicators. These reports assist stakeholders in making informed decisions and help in project governance.
8)
Integration with Other Systems: PMIS can be integrated with other business systems like finance, human resources, and customer relationship management (CRM) systems. This integration streamlines
data flow, reduces duplicate efforts, and enhances overall project visibility.
9)
Change Management: As projects evolve, changes are inevitable. PMIS allows project managers to track and manage change requests, assess their impact, and get approvals through the system. This helps maintain project control and ensures that changes are implemented systematically.
10) Closure and Lessons Learned: Towards the end of the project, PMIS facilitates project closure activities, documentation of lessons learned,
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and archiving of project-related information for future reference and improvement in subsequent projects.
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Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 13
4.
Explain three features of an effective project information management system.
Answer: An effective Project Information Management System (PIMS) is crucial for successful project execution. Here are three key features of such a system:
a) Centralized
Data
Repository
: A PIMS should provide a centralized and secure repository for storing all project-related information, documents, and data. Having a central location ensures that all stakeholders have access to the most up-to-date information, reducing the chances of miscommunication or outdated data. This feature allows team members, project managers, clients, and other stakeholders to access the necessary documents and data from anywhere, promoting collaboration and efficient decision-making. Additionally, the system should have appropriate access controls to ensure that only authorized individuals can view or modify sensitive project information.
b)
Real
-
time
Collaboration
and
Communication
: Effective project information management systems offer features that facilitate real-time collaboration and communication among project team members. This includes
messaging, discussion forums, file-sharing capabilities, and task comments. Real-time collaboration enables quick problem-solving, fosters open communication, and allows team members to work together seamlessly, even
if they are geographically dispersed. It ensures that everyone is on the same page and can address any issues promptly, leading to increased productivity and better project outcomes.
c)
Comprehensive
Reporting
and
Analytics
: An essential feature of a PIMS
is its ability to generate comprehensive reports and analytics. The system should offer customizable dashboards and reports that display key performance indicators (KPIs), project progress, resource utilization, budget status, risk analysis, and other relevant metrics. These reports provide project
managers and stakeholders with valuable insights into project performance, allowing them to identify trends, make data-driven decisions, and take corrective actions if necessary. With the ability to view project data in a visual and organized manner, stakeholders can quickly assess the project's health and statuses, helping them stay informed and proactive throughout the project
LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 14
lifecycle.
EXAMPLE
Response should include at least three of the following:
Easy to use: a project information management system must be ++
Allowscollaboration:aprojectinformationmanagementmustallow++
Current:theprojectinformationmanagementsystemmustbeabletobe++
Systematic:aneffectivesystemwillbesystematictoallow++
5.
Identify two types of project information management systems that can be used in projects.
Explain why each system you have chosen is effective.
Answer
: 1) Cloud-Based Project Management Systems: Cloud-based project management systems are web-based platforms that offer project information management capabilities accessible from any device with an internet connection. These systems are effective for several reasons:
2) Accessibility and Collaboration: Cloud-based systems provide real-time access to project information, allowing team members, stakeholders, and project managers to collaborate seamlessly, regardless of their location. This accessibility promotes efficient communication and decision-making, especially when team members are working remotely or across different time zones.
3) Scalability and Flexibility: These systems typically offer various plans with different levels of features, allowing organizations to choose the one that best fits their needs and budget. Additionally, they can easily scale up or down based on project requirements, making them suitable for projects of varying sizes and complexities.
4) Automatic Updates and Backups: Cloud-based systems often receive regular updates and maintenance from the service provider, ensuring that users have access to the latest features and security enhancements. They also perform automatic backups of project data, reducing the risk of data loss due to hardware failures or human errors.
5) Integration Capabilities: Many cloud-based project management systems can integrate with other tools and applications, such as time-tracking software, accounting systems, and team communication tools. This integration streamlines workflows and data sharing, enhancing overall project efficiency.
6) Enterprise Project Management Systems: Enterprise Project Management Systems (EPMS) are comprehensive and robust project management solutions designed for large organizations or complex projects. They are effective for the following reasons:
7) Advanced Functionality: EPMS typically offer a wide range of features that cover various
aspects of project management, such as resource management, portfolio management, risk analysis, and financial tracking. These advanced functionalities help organizations manage complex projects with multiple interdependencies effectively.
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8) Consolidation and Standardization: EPMS allows organizations to consolidate all project-related information and processes into a single platform. This standardization streamlines project management practices across the organization, promoting consistency and improving project success rates.
9) Enterprise-level Integration: EPMS can integrate with other enterprise systems, such as ERP (Enterprise Resource Planning) software, HR management systems, and customer relationship management (CRM) tools. This integration enables seamless data exchange between systems, providing stakeholders with a holistic view of project performance and business impact.
10) Resource Optimization: EPMS includes resource management tools that help organizations optimize resource allocation across various projects. It enables better utilization of resources, avoiding bottlenecks, and ensuring that the right resources are available at the right time.
6.
Explain how you would evaluate the effectiveness of a project’s information systems and
communication processes.
Answer:
Evaluating the effectiveness of a project's information systems and communication processes is essential to identify strengths, weaknesses, and areas for improvement. Here are steps to conduct such an evaluation:
1)
Define Evaluation Criteria: Begin by establishing clear evaluation criteria. These
criteria should align with the project's goals and objectives. Common evaluation factors include data accuracy, accessibility, timeliness of communication, ease of use, user satisfaction, and alignment with project requirements.
2)
Collect Feedback from Stakeholders: Gather feedback from all project stakeholders, including project team members, project managers, clients, and other relevant parties. Surveys, questionnaires, and interviews can be used to collect this information. Ask specific questions about the effectiveness of the information systems and communication processes to gain valuable insights.
3)
Review System Metrics: Analyze system metrics and data analytics to measure performance. These metrics may include system uptime, response times, user activity, adoption rates, and user engagement. Comparing these metrics against
predefined targets or benchmarks can help assess effectiveness.
4)
Assess Data Accuracy and Completeness: Evaluate the accuracy and completeness of the data stored in the information systems. Look for any discrepancies or missing information that may impact decision-making and project outcomes. Data integrity is critical to making informed choices.
5)
Review Communication Logs and Records: Examine communication logs, records, and documentation to assess the frequency and quality of communications. Check for any communication gaps or instances of miscommunication that could have caused delays or misunderstandings.
6)
Consider Stakeholder Satisfaction: Assess the satisfaction levels of stakeholders regarding the information systems and communication processes. Gather feedback on whether they find the systems helpful, user-friendly, and if they are receiving the necessary information to perform their roles effectively.
7)
Evaluate Integration and Interoperability: Determine how well the information systems integrate with each other and other tools used in the project. Seamless data exchange and interoperability among systems reduce manual efforts and ensure data consistency.
8)
Assess Impact on Project Performance: Measure the impact of the information
LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 16
systems and communication processes on project performance and outcomes. Look for improvements in productivity, meeting deadlines, and achieving project
milestones as a result of effective communication and information management.
9)
Identify Areas for Improvement: Based on the evaluation results, identify areas that require improvement. These could include enhancing system features, providing additional training to users, improving data accuracy, or implementing better communication practices.
10) Implement Changes and Monitor Progress: After identifying improvement areas,
implement the necessary changes and monitor their effectiveness over time. Continuously assess the impact of these changes on project management and make further adjustments as needed.
LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 10
AssessmentTask1:Checklist
Student’sname:
Did the student provide a sufficientandclearanswer 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
Taskoutcome:
Satisfactory
Notsatisfactory
Assessorsignature:
Assessorname:
Date:
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AssessmentTask2:ProjectPortfolio
Informationforassessors
Inthistask,studentsarerequiredto demonstratetheir skillsandknowledgebyworkingthrough a number
of activities and completing and submitting a project portfolio.
Youwill also observestudentsparticipatingininteractions.Thiscanbe inperson orviaavideo recording.
Studentswillneedaccessto:
asuitableplacetocompleteactivitiesthatreplicates abusinessenvironmentincludinga meeting space and computer and internet access
their
StudentAssessmentTasks
theirlearningresourcesandotherinformationforreference
ProjectPortfolio
template
SimulationPack
forthisunit(asrelevant). Ensure that you:
providestudentswithaduedateforassessment.Forall initialsubmissions,thiswill bethe last day of the unit unless adjustments are required.
FollowLeeds’policiesandprocedures
refertoLeeds’TrainingandAssessmentStrategy
providewrittenfeedbacktoeachstudent
provideresubmissionguidancetostudents(including a timeline)whodonotcompletethetask satisfactorily
completetheAssessmentTask2Checklistwhichcanbefoundattheendofthistask
completetheFinalResults Recordwhichcanbe found attheendofthisAssessmentMarking Guide.
Note:Studentsshouldcompleteandsubmitanassessmentcoversheetwiththeir work. Students must submit:
acompletedProjectPortfolioandanyadditionalevidencelistedandrequired.
themaximumtimeallowedforcompletingthisassessmenttask
whetherornotthistaskisopen-book.
wherethistaskshouldbe completed
Assessmentdeliveryinformation
Assessmentdeliveryinformationhasbeencontextualised.Usethisinformationto advise students of:
i
LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 12
Youwillhavetosubmit:
StudentProjectPortfoliodocument
Any additional Evidence that is required for this taskincludingadditionaldocuments,evidenceof research, photos, v
Youwillneedtoarrangeaccesstoasuitableplacetocompleteactivitiesthatreplicates a business environment including a m
Avoidsharingyouranswerswithotherstudents.
Assessmentinformation
Thisisanopenbooktask.You mayrefertoyourunit slides, Studentbook,business resourcesofyourbusinessofchoice(ifnot
Youwillbeattemptingthistaskinclass.Ifyouareunabletocompletethetaskwithin the class allocated time, you may contin
i
LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 13
Informationforstudents
Inthistask,youarerequiredtodemonstrateyourskillsandknowledgebyworkingthrougha number of activities and completing and submitting a project portfolio.
Youwillneedaccess to:
asuitableplacetocompleteactivitiesthatreplicates abusinessenvironmentincludinga meeting space and computer and internet access
yourlearningresourcesandotherinformationforreference
ProjectPortfolio
template
SimulationPack
forthisunit(asrelevant). Ensure that you:
complywith the duedateforassessmentwhichisthelastdayof yourunitunlessotherwise advised
adherewithsubmissionguidelines
answerallquestionscompletelyandcorrectly
submitworkwhichisoriginaland,wherenecessary,properlyreferenced
submitacompletedcoversheetwithyour work
avoidsharingyouranswerswithotherstudents.
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Ensure you understand the questions, and details of the responses required such as numberofexamples,depthsofexplanations
LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 14
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LeedsCollege|RTOID:45488CRICOSID: 03757G
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Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 15
Activities
Completethefollowingactivities:
1.
Carefullyreadthefollowing:
Thisprojectrequiresyoutomanageprojectinformationandcommunicationfora 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 Proceduresandhasaprojectthatyoucanworkonfrombeginningtoend.Speakto 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 needtotakeareoutlinedbelow.Beforeyoubegin,completepage4ofyour Project Portfolio.
if the student is using a real business, make sure that the business is suitablehasaprojectandassociatedprojectmanagementpoliciesandprocedures. If using a case study business, refer to the Simulation Pack.
2.
Planyourproject’sinformationandcommunicationprocesses
You are required to develop a project communication management plan that will
supporttheachievementoftheprojectobjectives.Youwilldothisinyour
Project
Portfolio for this unit.
Reviewthefollowingtoidentifyandanalysetheinformationrequirementsofthe
project:
Businessinformation(usetheSimulationPackasnecessaryandreviewthe
Project Management Plan Excerpt.)
ProjectManagementPolicyandProceduresofthebusiness
SearchtheinternetforideasfromProjectCommunicationManagementPlans created for similar scenarios.
Yourplanmustincludethecommunicationresponsibilitiesfor:
TheProjectSteeringCommittee
TheProjectManager
TheProjectTeam
Workon
Section1
inyour
ProjectPortfolio
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Note:There arelots offree projectmanagementsystems or ones that providefree trialsthatcanbeusedforthisproject.Askyourassessorifyouneedhelpselecting a suitable system. Example _ https://slack.com/hc/en-
us
LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 16
3.
Selectaproject-managementinformationsystem
Selectaproject-managementinformationsystemtomanageyourproject information and continue to work on Section 1 of your Project Portfolio.
Youneedtoexplaintheuseofthesystem along withitskeyfeaturesandhow itwill be used throughout the project.
SubmitSection1ofyourPortfoliotoyourassessorformarking.
.
4.
Meetwiththeprojectteam
Themeeting’sobjectiveistoreviewthe
ProjectCommunicationManagement Plan
developedinyourportfolio.
You can work in a group with other students and play the roles of each otherteam’smembers,oryoumayconductameetingwithaliveprojectteamdepending on the way your course is being delivered.
Takenotesatthe meeting, asyouwillberequired inthenextactivitytoreviseyour plan to include the input from the other team members.
15minutesmustbeallocatedforeachgroupmember.
Beginthemeetingbysummarisingtheinformationin
yourProjectCommunication
Management Plan developedinyour portfolio. Encouragediscussion, andaskfor
feedback on, the communication methods and frequency identified in your plan.
Thenexplaintheprojectinformationmanagementsystemthatyouintendtousefor the project. Advise your team that following the meeting, you will be setting up the workspace for the project and inviting them to participate.
Closethemeetingwithasummaryofthemeetingattendees’feedbackandthank them for their participation.
Duringthemeeting,youwillberequiredtodemonstrateeffectivecommunication skills including:
Speakingclearlyandconcisely
Usingnon-verbalcommunicationtoassistwithunderstanding
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i
LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 17
Askingquestionstoidentifyrequiredinformation
Respondingtoquestionsasrequired
Usingactivelisteningtechniquestoconfirmunderstanding
This can either be viewed in person by your assessor or you may like to video recordthesessionforyour assessortowatchlater.Yourassessorcanprovideyou 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,youwillattach proofof themeetingto Section1ofyour ProjectPortfolio.
. 5.
Reviewyourprojectcommunicationmanagementplan
Includetheinputfromtheotherprojectteammembers providedatthemeetingto revise the
plan, establishing baselines for each item.
Yournotesfromthemeetingshouldinformthiswork.
Thestudent’s Final ProjectCommunication Management Plan in Section
1oftheirPortfolioshouldincludeinformationfromtheir
meetingthatwas
notintheir
draftversion.Therefore, checkthatthestudent has addedthefeedbackprovided at the
meeting.
6.
Establishtheprojectinformationmanagementsystem
Followtheinstructionswithinthesystemyouhavechosen,setuptheworkspace for the
project. Namethe workspaceafter the company and create achannel for the
project.
Inviteyourassessortobecomeamemberoftheworkspaceandthechannel.
Your assessor will then be able to confirm that you have established a project informationmanagementsystemandwillalsobeabletoseehowthissystemis maintained throughout the project.
Shouldincludeanemailthatinvitesyoutotheworkspaceand channel, such as the following example if the student was using Slack:
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LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 18
Areviewof thestudent’ssiteshouldshowthattheworkspaceisappropriatelytitled (e.g. Manager Networks), as is the channel (e.g. Leadership Conference).
7.
Implementprojectinformationandcommunicationprocesses
Setupareminderinthesystemfortheweeklyprojectteam meetings.
Thereminder shouldsendoutanemailtotheteam requesting projectprogress
reports.Asyour assessorisateammember,theywill beabletocheckthatyou have
done this.
Your assessor, in the role of the team members, will send you a number of progressreportsviathesystem,whichyoushouldcarefullyreviewandthenstore in a logical way within the system.
Ifyouareusingarealbusinessthenyoucanprovideevidenceoftheprogressfrom the system and attach it to your portfolio in Section 2.
Thestudenthassetupthereminderinthesystem. Send the following to the student if using the case study:
ProjectProgressReportDan
ProjectProgressReportDonna
ProjectProgressReportErin
Checkthatthestudenthas uploadedthefilesor use any other methods
soallprojectteammemberscan review them.
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LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 19
8.
WriteaProjectStatusReport
Review and analyse the information in the project progress reports and then prepareaprojectstatusreportbasedonalltheinformationprovidedbytheteam,in accordance with the Project Communication Management Plan.
You will be assessed on your ability to manage information generation, gathering, retrievalandanalysisthroughtheproductionofaprojectstatusreportbasedonthe 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 youmustcheckalloftheinformationprovidedinorder toensurethatallinformation provided is correct and accurate.
Your projectstatus reportshouldsummarisekey informationfromtheprogress reports,aswellasananalysisofthedataprovided.Yourreportshouldinclude:
Areviewofcommunicationandinformationprocessesandprogressagainst measures from your Communication Project Management Plan.
Informationvalidationprocessesandissuesarising.
CommunicationandInformationManagementsystemissues.
Recommendationsforchange,includingdevelopmentofdocumentationto
assist with project information and communication.
Youshould developyour own template for theproject status report. It should have
spacefortheinformationthatyoureceive,andforyour commentsassetoutinthe above
bullet points.
Uploadyour projectstatus reportto theinformation system for sharing with all
projectteammembersandaskyourteammembersfortheirfeedbackonyour report.
Youmustalsoattachthisreportto
Section2
ofyour
Project Portfolio
.
Provide evidence that you uploaded it and requested feedback using the system’s features and functions.
9.
Carefullyreadthefollowing.
Theprojectiswrapping up.
OneofyourtasksasProjectManager istowriteareportontheproject’s communication management.
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Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 20
10.
Reviewprojectoutcomes.
Usingthe projectinformationmanagementsystem,sendoutanemailtotheteam 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 youanumberofclosurereportsviathesystem,whichyoushouldcarefullyreview and then store in a logical way. If completing this in the workplace then you can provide actual reports and attach to your portfolio.
The studenthassetupthereminderinsystem. Send the following to the student, using the system:
ProjectClosureReportDan
ProjectClosureReportDonna
ProjectClosureReportErin
Checkthatthestudenthas uploadedthefilesor use any other methods
soallprojectteammemberscan review them.
11.
Writeaprojectcommunicationmanagementevaluationreport.
Completeareviewoftheproject’sinformationandcommunicationprocessesand systems
and recommend improvements for the future.
Drawontheprojectstatusreportyouwrotepreviously andbyreviewingtheproject closure reports provided to you by the team.
Aswithyourstatusreport, youmustcheckalloftheinformationprovidedinorder to ensure that all information provided is correct and accurate.
Thereportshouldbeapproximatelyonepage. The report should include, as a minimum:
AreviewoftheProjectcommunicationandinformationmanagementto 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.
Discussionofcommunicationandinformationissuesthatarose,and recommend improvements that could be made in the future
PositiveaspectsoftheCommunicationManagementPlan,andhowthese helped ensure that its objectives were realised.
Modifythetemplatethatyoucreatedfortheprojectstatusreportsothatitsuitsthe information to be included in this report.
Savethedocumentasanattachmentin
Section2
ofyour
ProjectPortfolio
.
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Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 21
12.
Finaliseandarchiveprojectrecords
ReviewtheProjectManagementPolicyandProceduresandfollowtheprocedure for finalising and archiving project records.
Takeascreenshotthatshowsthe overallfolderyou havecreatedandeachsub- folder, as well as the files within each sub folder. Attach to your project Portfolio
Example - Thestudent’sscreenshotshouldbesimilartothefollowing:
13.
SubmityourcompletedProjectPortfolio
MakesureyouhavecompletedallsectionsofyourProjectPortfolio,answeredall questions, provided enough detail as indicated and proofread for spelling and grammar as necessary.
Submittoyourassessorformarking.
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Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 22
AssessmentTask2:Checklist
Student’sname:
Didthestudent:
Completed successfully?
Comments
Yes
No
Identify and analyse communication requirements in a Project Communication Plan using relevant project information and the Project ManagementPolicyandProcedures?
Asevidencedbythestudent’sProject Portfolio Section 1 fulfilling the requirements as set out in Project Portfolio Assessor Section 1.
Useinputfromstakeholderstoprepare their Project Communication Plan that will achieve project objectives?
As evidenced by Activity Step 4 being completedaspertherequirementsand assessor guidance and the student’s Project Portfolio Section 1 fulfilling the requirements as set out in Project Portfolio Assessor Section 1.
Establishaprojectinformation management system?
AsevidencedbyActivitySteps3-6being completed as per the requirements and assessor guidance and the student’s Project Portfolio Section 1 fulfilling the requirements as set out in Project Portfolio Assessor Section 1.
Atthemeeting,demonstrateeffective communication skills including:
Speakingclearlyandconcisely
Youcouldunderstandwhatthestudent said
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LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 23
Usingnon-verbalcommunicationto assist with understanding
Such as nodding to indicate understanding,smilingtofacilitate communication.
Askingquestionstoidentify required information
Byaskingrelevantquestions
Respondingtoquestionsas required
By providing a clear and concise and relevantresponsetothequestionasked
Usingactivelisteningtechniquesto confirm understanding?
Byparaphrasinginformationorfeedback provided to confirm understanding
Manage the generation, gathering, storage, retrieval, analysis and disseminationofprojectinformationby the project team and stakeholders?
Asevidencedby:
ReminderthroughtheProject System for all staff to submit progress reports
Storingofprogressreportwithinthe system
Generationofaprojectstatusreport
fulfilling the requirements as set out
in Project Status Report Assessor.
Disseminationofprojectstatus
report through the system.
SeeattachmentsinSection2andthe information through the Project Management System.
Implementagreedcommunication networks?
Asevidencedbythestudentsettingupa Project Workspace for project
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LeedsCollege|RTOID:45488CRICOSID: 03757G
Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 24
communication,andyoubeinginvitedto join the network.
SeeattachmentsinSection2andthe information through the Project Management System
Maintain project communication networksthroughouttheproject?
Asevidencedby:
Settingreminderofweekly meetings.
Reminderthroughthesystemforall staff to submit progress reports.
Disseminationofprojectstatus report through the system.
SeeattachmentsinSection2andthe information through the Project Management System.
Implement information validation processes by checking all information/datareceivedfromthe team?
As evidenced by the student, in their Project Progress Status Report, identifyinginformationissues.Ifusing the case study these issues are:
Thecostofthevenuesreferredto by Dan in his progress report is incorrect
Erin has published information about the Conference that is incorrectinrelationtothevenue.
Ifcompletingintheworkplacecheckthis with their supervisor or view reports that indicate the issues as outlined in their report.
Identifyandresolvecommunicationand information management system issues?
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Level11,474FlindersStreet,MelbourneVIC3000|Phone:1300533300|
Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 25
As evidenced by the student’s project statusreportreferringtothis.Ifusingthe case study: incorrect information and recommending a solution to the issue of staff members being frequently absent from meetings, as well as the developmentoftemplatesbasedonstaff recommendations.
Ifcompletingintheworkplacecheckthis with their supervisor or view reports that indicate the issues as outlined in their report.
Finaliseandarchiveprojectrecordsas set out in the Project Management Policy and Procedure?
Asevidencedbyscreenshotsoffolder, subfolders and all final project documentation.
Reviewprojectoutcomestodetermine effectiveness of management information and communication processes and procedures?
Asevidencedbythestudent’sproject evaluation report fulfilling the requirements of Project Evaluation Report Assessor.
Identifyanddocumentlessonslearned and
recommended improvements for application in future projects?
Asevidencedbythestudent’sevaluation report fulfilling the requirements of Project Evaluation Report Assessor.
Taskoutcome:
Satisfactory
Notsatisfactory
Assessorsignature:
Assessorname:
Date:
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LeedsCollege|RTOID:45488CRICOSID: 03757G
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Email:admin@leeds.edu.au TA - 351 BSBPMG535 Assessor Marking Guide V1.0| Page 26
Finalresultsrecord
Studentname:
Assessorname:
Date
Finalassessmentresults
Task
Type
Result
Satisfactory
Unsatisfactory
Didnot submit
AssessmentTask1
Knowledgequestions
S
U
DNS
AssessmentTask2
ProjectPortfolio
S
U
DNS
Overallunitresults
C
NYC
Feedback
Iherebycertifythatthisstudenthasbeenassessedby meandthattheassessmenthas been carried out according to the required assessment procedures.
Assessorsignature:
Date:
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