Part C Assess information and communication outcomes
(questions 2, 3 and 4.Not need to be done)
Write an email to the Project Sponsor to confirm the process which will be used to finalise and archive records. Ensure that you seek his approval for this process.
Dear CEO, I am writing to you as a follow-up for confirmation of the process to be used, as you got mail and attachment of communication Management Plan which need your approval.
Please,
You have received a terse email from the consultant chef who has just missed the last project meeting. He says he did not receive any communication about the meeting. Respond to his issues and concerns.
You have just had a telephone call from the architect who has advised you that the updated plans for the tenth store have not been received by the building contractor and are not in the information system. Draft an email to both parties explaining the issue, the actions you will take and how this will be improved in the future.
The Procurement Manager has called you this morning as she cannot find the latest quotes from the landscaping companies in the PMIS. Draft an email responding to the issue.
It is now the end of the month and the Finance Manager has emailed you, as he is still waiting for final invoices for the month. Draft an email responding to this issue.
Update your project issues log and submit as evidence for each issue you have addressed.
Based on the issues, draft an email to the stakeholders having considered the issues which have occurred. Explain how the information system and plan you have implemented has not met requirements in these instances. What recommendations would you make?
Once documentation is finalised it is important that they are archived correctly. For this task, create a Word document titled: Document Retention Procedure. Outline the
procedure which you have followed to ensure that all records are stored and archived according to the ownership and control requirements of the organisation (or an organisation you are familiar with).
Provide two screenshots demonstrating that you have finalised and archived records according to agreed project information ownership and control requirements.
Note: if you are not currently working you can provide screen shots of the files and formats you have applied to ensure documents are filed and stored using understandable file naming conventions.
As part of the ongoing review of project outcomes and the success of the project you need to ensure that evaluations occur regularly. For this task, provide a project status report using the template here which has included the issues and concerns documented in the issues log.
Workplace students: Students undertaking this project in the workplace must provide emails and/or meeting minutes from issues which they have encountered in their workplace project for questions 2, 3 and 4.(Not need to be done)
Now that you have completed your second assessment task, save your work and continue on with Assessment Task 3.
Assessment Task 3 – Written Report
Task Description
For this assessment you are required to prepare a written report on the project management and information system and the processes you conducted for:
John Readings (Case Study) or
Your approved workplace project
Assessment Task 1
Assessment Task 2
Assessment Task 3
Submit your Assessment
Short answer questions
Managing Project Information and Communication
Written Report
NOTE: Ensure you keep a copy of this completed assessment for future use.
This task is to be completed in your own time and once you have completed the program of learning for this unit. The answers and all relevant documents must all be submitted for assessment.
It is recommended that you create an assessment folder for all of the documents required for
this assessment. When saving files be sure to clearly identify the related task for example:
BSBPMG516_Assessment_Task_3_ Written Report
You must answer all questions correctly to demonstrate knowledge performance and/or complete all tasks satisfactorily to demonstrate task application.
Task 3 Specifications
You must submit:
Project review report
Procedure
With the project completed, the stakeholders require a report with your review and findings.
For this task create a Word document titled: Project Review Report. Write a written report on how you planned, prepared, conducted and followed up on your project information and communication management activities.
For tips on writing your report click here.
Your report must include a detailed review of the information system, the analysis conducted and a review of specific policies and procedures and address the following as a minimum:
Plan information and communication processes:
Analyse and describe the communication needs of the project.
How did you collaborate and gain input from stakeholders to understand their information and communication needs?
How did you get agreement from stakeholders for your communication management plan?
How did you establish a project management information system (PMIS)? This should be based on your methods to determine the system most suitable for the project.
How did you maintain this system throughout the project life cycle?
Implement project information and communication processes:
Describe at least one problem that had to be solved during your project information and communication activities, the problem-solving technique
you used and why, and how this technique assisted you in solving the problem. For more information about problem solving techniques click here
Discuss how you managed the generation, gathering, storage, retrieval, analysis and dissemination of information by project staff and stakeholders.
Discuss how you ensured the quality and accuracy of data.
Discuss how you implemented and maintained appropriate communication networks throughout the project lifecycle. Provide a detailed example demonstrating your implementation of the communication plan developed in Assessment Task 2.
Assess information and communication outcomes:
Explain how you finalised and archived records according to agreed project information ownership and control requirements
How you have reviewed project outcomes to determine effectiveness of management information and communication processes and procedures,
Identify and document lessons learned and provide at least one recommended improvement for application in future projects.
Now that you have completed all three assessment tasks, you are ready to SUBMIT ALL your work for assessment.
Assessment Task 1
Assessment Task 2
Assessment Task 3
Submit your Assessment
Short answer questions
Managing Project Information and Communication
Written Report
