BSBPMG535 Assessment Dhruvi
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APEX Institute of Education *
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MISC
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Information Systems
Date
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Student Must Fill this Section
Unit Code / Title BSBPMG535 - Manage project information and
communication
Qualification
Code / Title:
BSB50820 Diploma of Project Management
Due Date: 22 October 2023
Student Name:
Dhruvi Patel
Cohort/Batch:
Campus:
Parramatta
Student ID:
230411
Term: 3
Year: 2023
Privacy Release
Clause:
“I give my permission for my assessment material to be
used in the auditing, assessment validation &
moderation Process”.
Authenticity
Declaration:
“I declare that:
The material I have submitted is my own work;
I have given references for all sources of
information that are not my own, including the
words, ideas and images of others”.
Student Signature: Dhruvi Patel Date: 21 oct
2023
Assessment Outcome
Assessor Name:
Attempt
and
Tasks
Satisfactor
y Not
Yet
Satisfactory
Date
Assessor
Signature
Initial attempt
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Re- attempt/Re-
assessment
Assessment Task
1
Assessment Task
2
Assessor Feedback to Students Assessment Outcome:
Competent Not
yet
Competent
Assessor Name:
Assessor Signature and
date:
International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
ABN: 23 610 424 336 | RTO CODE: 41568 | CRICOS CODE: 03944E
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Information for Student:
This assessment is to be completed according to the instructions given
below in this document.
Should you not answer the tasks correctly, you will be given feedback
on the results and gaps in knowledge. You will be entitled to one (1)
resubmission in showing your competence with this unit. Each onward
attempt will incur a resubmission fee.
If you are not sure about any aspect of this assessment, please ask for
clarification from your assessor.
Please refer to the College re-submission and re-sit policy for more
information.
If you have questions and other concerns that may affect your
performance in the Assessment, please inform the assessor
immediately.
This is an Open book assessment which you will do in your own time
but complete in the time designated by your assessor. Remember,
that it must be your own work and if you use other sources then you
must reference these appropriately.
Student must submit the completed Assessments on Moodle
Re-assessment of Result and Academic Appeal Procedures:
If a student is not happy with his/ her results, that student may appeal
against their grade via a written letter, clearly stating the grounds of appeal
to the Chief Executive Officer. This should be submitted after completion of
the subject and within fourteen days of commencement of the new term.
Re-assessment Process:
An appeal in writing is made to the Academic Manager
providing
reasons for re-assessment /appeal.
Academic Manager
will delegate another member to review the
assessment.
International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
ABN: 23 610 424 336 | RTO CODE: 41568 | CRICOS CODE: 03944E
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The student will be advised of the review result done by another
assessor.
If the student is still not satisfied and further challenges the decision,
then a review panel is formed comprising the trainer in charge and
the Academic Manager
or if needed, an external assessor.
The Institute will advise the student within 14 days from the
submission date of the appeal. The decision of the panel will be
deemed to be final.
If the student is still not satisfied with the result, he / she has the right
to seek independent advice or follow external mediation option with
nominated mediation agency.
Any student who fails a compulsory subject or appeals unsuccessfully
will be required to re-enrol in that subject. The cost of reassessment will be borne by the Institute. The external
assessor will base his/her judgement based on principles of assessment.
These principles require assessment to be reliable, fair, practical and valid.
Academic Appeals:
If you are dissatisfied with the outcome of the re-evaluation process,
you have a right to appeal through academic appeals handling
protocol.
To appeal a decision, the person is required to complete the IIS’s
Request for Appeal of a Decision Form with all other supporting
documents, if any. This form is available at the admin office. The
completed Request for Appeal form is to be submitted to the Student
Support Officer either in hard copy or electronically via the following
contact details:
Student Support Officer: IIS Head Office at Leve 3, Suite 302,
Macquarie St, Parramatta, NSW 2150 Email:
info@IIS.edu.au
The notice of appeal should be in writing addressed to the Chief
International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
ABN: 23 610 424 336 | RTO CODE: 41568 | CRICOS CODE: 03944E
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Executive Officer and submitted within seven days of notification of
the outcome of the re-evaluation process.
If the appeal is not lodged in the specified time, the result will stand,
and you must re-enrol in the unit.
In emergency circumstances, such as in cases of serious illness or
injury, you must forward a medical certificate in support of a deferred
appeal. The notice of appeal must be made within three working days
of the concluding date shown on the medical certificate.
The decision of Chief Executive Officer will be final.
Student would then have the right to pursue the claim through an
independent external body as detailed in the students’ complaint /
grievance policy.
Plagiarism:
Plagiarism means to take and use another person's ideas and or manner of
expressing them and to pass them off as your own by failing to give
appropriate acknowledgement. This includes material sourced from the
internet, IIS staff, other students, and from published and unpublished
work.
Plagiarism occurs when you fail to acknowledge that the ideas or work of
others arebeing used, which includes:
•
Paraphrasing and presenting work or ideas without a reference
•
Copying work either in whole or in part
•
Presenting designs, codes or images as yourown work
•
Using phrases and passages verbatim without quotation marks or
referencing the author or web page
•
Reproducing lecture notes without proper acknowledgement.
Collusion:
Collusion means unauthorised collaboration on assessable work (written,
oral or practical) with other people. This occurs when a student presents
group work as their own or as the work of someone else.
Collusion may be with another RTO student or with individuals or students
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external to IIS. This applies to work assessed by any educational and
training body in Australia or overseas.
Collusion occurs when youwork without the authorisation of the teaching
staff to:
•
Work with one or more people to prepare and produce work
•
Allow others to copy your work or share your answer to an
assessment task
•
Allow someone else to write or edit yourwork (without rto approval)
•
Write or edit work for another student
•
Offer to complete work or seek payment for completing academic
work for other students.
Both collusion and plagiarism can occur in group work. For examples of
plagiarism, collusion and academic misconduct in group work please refer
to IIS’s policy on Academic integrity, plagiarism and collusion. Plagiarism and collusion constitute cheating. Disciplinary action will be
taken against students who engage in plagiarism and collusion as outlined
in IIS’s policy. Proven involvement in plagiarism or collusion may be recorded on
students’ academic file and could lead to disciplinary actions.
Assessment Requirements You are required to complete and pass every task in the assessment in order
to be deemed competent. Assessment Schedule
Task
Due
Date
Student
Signature
Trainer
Signature
Comments
Task 1-
2
Week
This resource is copyright. Apart from any fair dealing for the purposes of
private study, research, criticism or review as permitted under the Copyright
International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
ABN: 23 610 424 336 | RTO CODE: 41568 | CRICOS CODE: 03944E
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Act 1968, no part may be reproduced by any process without written
permission.
The information contained in this resource is, to the best of the project
team’s and publisher’s knowledge true and correct. Every effort has been
made to ensure its accuracy, but the project team and publisher do not
accept responsibility for any loss, injury or damage arising from such
information.
Contents
Introduction
Assessment Task 1: Knowledge questions
Assessment Task 1: Checklist
Assessment Task 2: Project Portfolio
Assessment Task 2: Checklist
Final results record
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ABN: 23 610 424 336 | RTO CODE: 41568 | CRICOS CODE: 03944E
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International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
ABN: 23 610 424 336 | RTO CODE: 41568 | CRICOS CODE: 03944E
+61 272 522 525
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|
www.iis.edu.au
Version: 1.1
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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. Please ensure that you read the instructions provided with these tasks
carefully. You should also follow the advice provided in the Student User
Guide
. The Student User Guide provides important information for you
relating to completing assessment successfully.
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. International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
ABN: 23 610 424 336 | RTO CODE: 41568 | CRICOS CODE: 03944E
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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:
review the advice to students regarding answering knowledge questions
in the Student User Guide
comply with the due date for assessment which your assessor will
provide
adhere with your RTO’s 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
Assessment information
Information about how you should complete this assessment can
be found in Appendix A of the Student User Guide
.
Refer to the
appendix for information on:
where this task should be completed
the maximum time allowed for completing this assessment task
whether or not this task is open-book. Note
: You must complete and submit an assessment cover sheet
with your work. A template is provided in Appendix C of the
Student User Guide. However, if your RTO has provided you with an
assessment cover sheet, please ensure that you use that.
Questions
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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. Answer: Open communication is crucial and ought to be extended to all
parties involved in the project, including contractors and employees.
Successful businesses and a positive work environment are ensured by
consistent communication, whether it takes place in person or virtually.
Effective project management can be achieved through the application of
three primary communication techniques:
Interactive communication
Push communication
Pull communication. Combining the three approaches is always the best course of action. Use
the interactive communication strategy when quick action is needed,
push communication to present stakeholders a lot of information, and
pull communication to give them the option to access information at
their convenience. Throughout your project management career, using
each communication medium appropriately can assist guarantee that you
build a solid team and foster positive working relationships with the
various stakeholders involved in your project.
INTERACTIVE COMMUNICATION:
The interactive communication model
involves two-way ideas, communications, and information exchange. It
entails a conversation between two or more people in which the sender
and the recipient alternate turns.
Face to Face meetings
Phone calls
Video Conference Meeting individuals in person is frequently required for interactive
communication, however how unusual that may appear in the modern
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world. But we've had to adjust because of the cultural trend towards
virtual communication.
Video calls have shown to be just as successful at communicating ideas as
in-person conversations. Your persona, body language, and even tone of
voice can all be clearly communicated. This communication can be
viewed as a dialogue.
The most effective technique to determine what you need from clients is
through interactive contact. Additionally, it works well for outlining any
procedures and updates required for the project, particularly those from
outside parties like suppliers or contractors.
The following situations are ideal for interactive communication:
You're determining the client's project needs.
You and the project team are organising the next phase of the
project.
You need a supplier or contractor to provide you with an update.
PUSH COMMUNICATION:
Push communication is disseminating
information without waiting for a reply right away. Usually, it goes
through:
Email
Letters
Memos
Newsletters
Project Outline
When you need to share information with people but it's not urgent or
time-sensitive, push communication can be helpful. Reports and
information updates are examples of push communication that project
managers might utilise.
International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
ABN: 23 610 424 336 | RTO CODE: 41568 | CRICOS CODE: 03944E
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While giving stakeholders project updates is crucial, watch out that not all
your correspondence should be pushy as this could give stakeholders the
impression that the project manager is unresponsive to their concerns.
Push communication works best when it is:
Sending monthly emails to senior executives updating them on
project progress.
Sending revisions to any documentation to make sure all relevant
parties are aware of the changes.
PULL COMMUNICATION:
Pull communications refer to the content that
can be found by searching for it or pulling. An explainer video, an
instructive booklet, and your website are a few examples of pull
communications. Imagine someone searching through the library's
bookshelves for a reference book.
Website and landing pages
Knowledge base
Management software and apps
When clients choose to obtain project details at their convenience, it
works particularly well. or when communicating information to
contractors or stakeholders. This shows a high level of trust between you
and your project team, managers, and stakeholders and entails obvious
transparency.
Pull communication works best in the following situations:
You want the client to have access to project data, including the
project plan, whenever they'd want.
Although it is not urgent, other stakeholders, including
contractors or project team members, must have access to the
information.
Reference: International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
ABN: 23 610 424 336 | RTO CODE: 41568 | CRICOS CODE: 03944E
+61 272 522 525
| info@iis.edu.au
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Version: 1.1
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https://www.apm.org.uk/blog/communication-techniques-for-
effective-project-management/
https://www.simplilearn.com/interactive-vs-push-vs-pull-
communication-in-project-management-article
https://helpfulprofessor.com/interactive-model-of-communication
2.
Explain three types of project management communication media. For
each media explain how it can be used within a project. Answer: In project management, communication refers to a variety of
procedures that guarantee the appropriate individuals on a project get
and comprehend the appropriate message at the appropriate moment. It
entails professionals working on related tasks exchanging ideas and
viewpoints. Professionals with a variety of backgrounds, abilities, and
experiences frequently make up project teams. To assist keep projects on
track, good communication is crucial for establishing team-wide visibility
of tasks, dependencies, responsibilities, and deadlines. Professionals
benefit from this by working more productively and frequently producing
higher-quality work.
MEETINGS:
Meetings with project team members are frequently
arranged by project managers and team leaders on a regular or as
needed basis. These sessions could be conducted in person, by phone, or
through an internet conference. In a setting where attendees may ask
questions right away and receive prompt answers, meetings offer an
excellent chance to explain things in great depth. A key stakeholder
meeting is the first step in many projects, particularly complex ones, as it
establishes a professional team and sets the standard for project
communications.
REPORTING:
Reporting serves two beneficial reasons. Firstly, it proves
that your project is being managed correctly; project managers are
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expected to create reports, have schedules, etc., thus reporting indicates
that you are abiding by the rules. Second, copying someone's report to
them helps you stay in contact with them for larger conversations down
the road.
PUBLIC RELATION AND MARKETING:
Marketing and public relations (PR)
are two underappreciated and underutilised communication techniques.
PR is all the broadcast communications required to tell the larger
stakeholder community about your project, sell its benefits, and stop
information "black holes" from forming and spreading rumours and false
information.
Reference:
https://www.project-management-skills.com/types-of-
communication-medium.html
https://au.indeed.com/career-advice/career-
development/communication-in-project-management
3.
Explain how a project management information system is used within a
project. Answer: All project team discussions, suggestions, files, and documents
are kept in one central location by the PMIS, which all stakeholders may
access safely and conveniently. makes it simple to compare project data
that is collected with baseline estimations from the project planning
stage.
First things first: determine the scope of work, budget, compute
expenses, assign resources, and, using historical data, choose the
best team members using your project management information
system.
International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
ABN: 23 610 424 336 | RTO CODE: 41568 | CRICOS CODE: 03944E
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Planning: Completely design and arrange schedules and due dates,
assign tasks and subtasks, and finish critical path analysis within
your project management software.
Execution: Your project management information system will keep
track of papers, help with communication, and notify pertinent
stakeholders automatically as plans move forwards as team
members complete tasks.
Monitoring: To enable project managers to assess and notify
pertinent stakeholders, a project management information system
will gather, arrange, and store data.
Closure: A project manager can verify that a project has achieved
all its goals and objectives after it is finished using a project
management information system.
Reference:
https://monday.com/blog/project-management/project-management-
information-system/#:~:text=Monitoring%3A%20a%20project
%20management%20information,all%20its%20goals%20and
%20objectives
4.
Explain three features of an effective project information management
system. Answer: Project managers are responsible for a plethora of duties,
ranging from organising and scheduling important operations to
overseeing finances and resources. Above all, though, they oversee
ensuring that the project stays within budget and schedule. It can be
extremely difficult for the project manager to successfully adhere to their
project delivery timeframes in the absence of centralised management
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ABN: 23 610 424 336 | RTO CODE: 41568 | CRICOS CODE: 03944E
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over the dispersed project operations. Software for project management
information systems is therefore essential for effective project managers.
SCHEDULING AND TASK MANAGEMENT:
The PMIS you select ought to
include tools for managing the existing workflow of your team. Gantt
charts, calendars, and dashboards are examples of visual tools that can
be used to efficiently cut down on maintenance and organising chores.
They can provide an open and readable picture of every process that
different team members have finished, are working on, and haven't
finished yet.
REAL – TIME REPORTING:
Regarding capital programmes, all contractors,
on-site employees, and stakeholders need to take responsibility for their
job and stay informed about what needs to be done. Features for sending
immediate notifications about project progress, missed deadlines, and
changes to the current project should be included in the PMIS. It is
beneficial to deal with the problems before they worsen and require
care. Additionally, real-time reporting helps prevent resource losses and
reworks brought on by outdated data. Among the most sought-after
benefits of PMIS are customised Key Performance Indicator (KPI) reports
and a variety of reporting templates that transform real-time data into
dashboards and visual graphs.
DATA ANALYTICS:
Project managers can analyse data patterns and trends
in their capital projects with the use of several tools provided by PMIS's
data analytics. They may more successfully implement the required
modifications by having a better understanding of the team's productivity
and workflow thanks to the insights in these analytics. To keep the
project on schedule, the analytics can also be used to ascertain the
trajectory of progress over time.
Reference:
International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
ABN: 23 610 424 336 | RTO CODE: 41568 | CRICOS CODE: 03944E
+61 272 522 525
| info@iis.edu.au
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Version: 1.1
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https://www.onindus.com/top-10-features-of-project-management-
information-systems/
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: There are two types of PMIS: online or cloud-based and manual.
The latter's advantages outweigh every benefit of a manual PMIS. With
speed being the most advantageous aspect, an online PMIS will give you
the ability to handle complex projects with speed, efficiency, capacity,
accuracy, and economy.
PORTALS AND DASHBOARD:
Many web-based project management
software products offer a single dashboard for the project. Their
functionality encompasses many of the other categories, including
scheduling, documentation, and project team messaging. With continued
advancements, this technology provides extensive feature sets without
requiring large expenditures for software training. Project portals and
other websites that facilitate the transmission of information are
oftentimes necessary for project stakeholders. Federal regulatory bodies
often use project information portals and department-specific document
uploads to provide information to the stakeholder group whose interests
are being balanced with the project.
PROJECT CONTROL:
The activities carried out by the project management
team to track the project's development and make sure it follows the
project management plan are referred to as project control. Typically,
scheduling and budget are the two most crucial aspects of project
control. However, there are other minor factors.
The following elements are involved in project control: International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
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SCHEDULE: Verify that the project is on course to be finished on
schedule.
COST: Verify if the project is on schedule and under budget.
SCOPE: Verify that the scope has not altered, and that no extra,
unapproved work is being done.
QUALITY: Verify that the products being produced meet the plan's
standards for quality.
RESOURCES: Verify that the resources are not being over utilised and
are still available.
PROCUREMENT: Verify that the necessary vendors, subcontractors,
and materials are still accessible and operating according to schedule.
RISKS: Verify that the project's risks are still being sufficiently reduced.
Reference:
https://www.google.com/search?
q=two+types+of+project+information+management+systems+that
+can+be+used+in+projects.&oq=two+types+of+project+informatio
n+management+systems+that+can+be+used+in+projects.&gs_lcrp=
EgZjaHJvbWUyBggAEEUYOTIGCAEQABgeMggIAhAAGAUYHtIBCDE2
NjFqMGo3qAIAsAIA&sourceid=chrome&ie=UTF-8
6.
Explain how you would evaluate the effectiveness of a project’s
information systems and communication processes. The following methods can be used to assess the management
information system's efficacy:
PRODUCT BASED MIS EVALUATION:
This effectiveness evaluation
uses a model framework to determine the output of MIS. This
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structure includes several information qualities that support the
MIS output, such as relevancy and timeliness. It also aids in the
analysis of the MIS's output's precision, comprehensiveness,
sufficiency, and explicitness.
COST BENEFIT-BASED EVALUATION:
This method measures the cost
and examines the different benefits that an organisation can
receive from a fully built system to determine its benefits. Analysing
a system's costs and benefits usually aids in determining the best
course of action and results in a successful assessment of the MIS's
efficacy.
The following methods can be used to assess how effective the
communication process is:
Determining whether the communication was received is the first
step. When assessing the effectiveness of the communication
process, the accessibility of information is crucial. For the
communication process evaluation to be successful, real-time
analysis of the date and time the audience is accessing the content
must be monitored.
Determining if the intended audience can understand the message
being sent through the communication process is another crucial
step in the process. One can ascertain the same through direct
discussions, digital channels, surveys, and feedback. Understanding
the communication's context facilitates obtaining feedback and
observing the target audience's reactions, all which aid in assessing
the communication's efficacy.
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https://www.google.com/search?
q=how+you+would+evaluate+the+effectiveness+of+a+project
%E2%80%99s+information+systems+and+communication+process
es.&sca_esv=575400399&sxsrf=AM9HkKky-MTh6Y-rAWE5riy49W-
e-HQNhA%3A1697871760462&ei=kHczZdvtG-Wn1e8P4-
id0Ac&ved=0ahUKEwjb9Z-
ZyYaCAxXlU_UHHWN0B3oQ4dUDCBA&uact=5&oq=how+you+woul
d+evaluate+the+effectiveness+of+a+project
%E2%80%99s+information+systems+and+communication+process
es.&gs_lp=Egxnd3Mtd2l6LXNlcnAiamhvdyB5b3Ugd291bGQgZXZhb
HVhdGUgdGhlIGVmZmVjdGl2ZW5lc3Mgb2YgYSBwcm9qZWN04oC
ZcyBpbmZvcm1hdGlvbiBzeXN0ZW1zIGFuZCBjb21tdW5pY2F0aW9u
IHByb2Nlc3Nlcy5IAFAAWABwAHgAkAEAmAEAoAEAqgEAuAEDyAEA
-AEB4gMEGAAgQQ&sclient=gws-wiz-serp
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Assessment Task 1: Checklist Student’s name:
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:
International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
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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:
review the advice to students regarding responding to written tasks in
the Student User Guide
comply with the due date for assessment which your assessor will
provide
adhere with your RTO’s 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.
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Assessment information
Information about how you should complete this assessment can
be found in Appendix A of the Student User Guide
.
Refer to the
appendix for information on:
where this task should be completed
how your assessment should be submitted.
Note
: You must complete and submit an assessment cover sheet
with your work. A template is provided in Appendix B of the
Student User Guide. However, if your RTO has provided you with an
assessment cover sheet, please ensure that you use that.
International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
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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.
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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
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. 7.
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.
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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
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.
8.
Review your project communication management plan.
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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.
9.
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.
10. 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
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the progress from the system and attach it to your portfolio in
Section 2.
11. 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 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
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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
. 12. 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.
13. 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. 14. Write a project communication management evaluation report.
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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
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Portfolio
.
15. 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.
16.
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. International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
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Assessment Task 2: Checklist Student’s name:
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. International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
ABN: 23 610 424 336 | RTO CODE: 41568 | CRICOS CODE: 03944E
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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?
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
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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:
International Institute of Sydney PTY LTD t/a Imperial Institute of Sydney
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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
My performance in this unit has been discussed and explained to me.
I would like to appeal this assessment decision. Student signature: _____________________________ Date: _____________
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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: ____________
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