BSB51415 Diploma of Project Management

 

 
 
BSBPMG516
Manage project information and communication
Task 2 – Skills and Performance Assessment
 
 

 

Task 2 – Skills and Performance Assessment
Candidate Instructions
 
Learners should demonstrate their contributions using their skills and knowledge that they have developed. They should show that they understand and can apply the information discussed in the Learner Guide. They can also demonstrate their existing knowledge and experience wherever necessary.
 
It is anticipated that the assessment will take approximately 2 hours to complete.
 
The assessment may be re-attempted on two further occasions (maximum three attempts in total). All assessments must be resubmitted 3 days within receiving your unsatisfactory grade. You must clearly indicate “Re-submission” on your resubmitted work.
 
In undertaking this assessment task, you as the candidate are providing consent for your work to be reviewed for the purposes of formal assessment in the unit(s) of competency. If you have concern regarding this permission please discuss this with your assessor prior to undertaking the task.
Objective To provide you with an opportunity to demonstrate your knowledge of the entire unit.

 

Candidate Declaration
Candidate name:  
 
Trainer’s name:
Date:  
 
Assessment declaration: I declare that no part of this assessment has been copied from another person’s work, except where clearly noted on documents or work submitted.
I declare that no part of this assessment has been written for me by another person. I understand that plagiarism is a serious offence that may lead to disciplinary action.
Candidate signature:

 
Your trainer and assessor will be grading your work provide your with some constructive feedback on Canvas.
 
Task 2 – Skills and Performance Assessment
You are required to complete Assessment 2 with reference to the case study –  IndoAust Jaya Project Brief.
 
Part A – Communication Plan
Prepare a Communication Plan for the project. Your plan should include:

  • who you will communicate with?
  • what to communicate
  • when communication will occur
  • how communication will occur.

Refer to Sections 1 and 6 of the Project briefs to help you identify relevant stakeholders. (200 words)
Communication Plan template

Who (stakeholder) What to communicate When How
Project sponsor
Project team members
Other stakeholders

 
Part B – Project Management Information System (PMIS)
Create a PMIS for the project, this must be a digital system. You may use any file sharing, project management, resource management or document management software system that you are familiar with. If you do not currently use one of these systems, use Dropbox to set up a file management system. Your system should include a structure of folders and sub-folders with relevant headings. Remember to include a folder for archived files.
You need to submit:

  • a link or invitation to the PMIS you have set up so that your assessor can review it
  • instructions on how to use the PMIS – this should include a hierarchy of the file structure.

(200 words)

 
 
 

 
Part C – Data quality procedure
Develop a procedure that explains how data quality will be assured. Your procedure should explain:

  • quality assurance processes that happen before data is collected
  • quality assurance processes that happen during data entry
  • quality assurance processes that occur after data entry.

(200 words)

 
 
 

 
Part D – Archive procedure
Develop a procedure that explains how project documents are to be archived and stored. Your procedure should explain:

  • roles and responsibilities
  • how to prepare records for archiving
  • sentencing information
  • what to do with records/where to store them.

(500 words)
 

 
 
 
 

 
 
Part E – Project team meeting – Role Play
You as the Project Manager will be conducting a project team meeting with IAJ IT Manager (Gary Jazgar), and Human Resource Manager (Ken Allara) to discuss improvements to communication practices and project quality requirements. This role play will involve 3 people, you can use your classmates or your friends and family, you will need to brief anyone who will be part of your play very well.
You must provide a video recording of the team meeting to discuss the project quality requirements. You may choose to do this in the workplace or in a simulated environment following the process below.
Additional information for using the Case Study
You will be meeting with IAJ staff members – the IT Manager (Gary Jazgar) and the Human Resource Manager (Ken Allara). Provide the persons acting as the stakeholders with a copy of the Project Briefing notes prior to commencement. Information for the persons acting as the stakeholders is provided in Appendices 1 and 2 Briefing notes, so they have a clear understanding of the role play requirements.
Your meeting may be conducted face-to-face or via video conferencing. You will be required to submit a video recording of your meeting.

  1. The meeting you conduct should be approximately 5 minutes long.
  2. During your meeting, you must:
  • discuss the project communication requirements and PMIS
  • provide information regarding the procedures you developed in Part A, B and C
  • seek input on where improvements can be made.
  1. When you have finished recording, you will need to upload your file to Canvas. Instructions on recording and submitting a video role play on Canvas will be in additional information on Canvas.

 
Note: You must ensure you obtain appropriate approvals to conduct and record a meeting in this setting, so the meeting participants must sign the consent form in Appendix 3: Audio/Video recording consent form and you must submit the signed form as part of your assessment.
Appendix 1 and 2 will provide extra briefing notes for the role play
 
4.Create a meeting agenda for your role play

Meeting agenda
Purpose: Date:
Attendees: Time:
Introduction:
 
Key points:
1.
 
2.
Actions and who
Attachments:
 

 
 
 
Once you have completed the recording of your meeting, submit the URL in the space provided below;

Submit URL here:
 

 

  1. What was the outcome of the meeting with Gary and Ken? In your answer also highlight any issues that you have identified. (50-100 words)

 

 
 
 
 
 
 

 
Part F – Lessons Learned
Complete a Lessons Learned Report reviewing the communication processes for a project. Your Report should take into consideration all the assessment activities that you have already completed.
(100 words)
 
Lessons Learned Report
 

Project name
 
Date:
Knowledge area Lesson learned that worked What worked well recommendation Lesson learned that didn’t work What didn’t work well recommendation
Communication  
 
 
     
 
 
 
     

 
 
 
Appendices
Appendix 1: Briefing notes
Please supply the following information to the person playing the role of Gary Jazgar.

NOTES – Role play participant
You are playing the role Gary Jazgar who is the IT Manager for IndoAust Jaya (IAJ). The learner will consult with you regarding a project. The project involves implementing a Customer Relationship Management (CRM) system.
Gary has the following responsibilities at IAJ:
•   supporting IAJ staff
•   planning and coordinating infrastructure
•   performing website maintenance
•   testing and planning for disaster recovery
•   adhering to the strategic plan for keeping hardware and software up-to-date
•   monitoring and maintaining computer hardware operating systems and applications
•   troubleshooting system and network problems and diagnosing and solving hardware/software faults
•   providing procedural documentation to users
•   evaluating and running projects as required by IAJ senior management
•   ensuring security of the network.
For this activity, the learner will discuss the communication requirements for the project. You will be asked to identify your communication needs. The following are possible responses (although you are free to make up your own):
•   you need immediate updates on changes to configuration requirements
•   you need prompt feedback regarding any system issues
•   you need prompt feedback regarding hardware requirements and issues
•   your team needs regular project updates to ensure that they are staying on track.
The issues you have identified so far are:
•   a lack of communication between the sales team and the IT team regarding the configuration requirements
•   project variations not always being documented or signed-off so it is not clear what is needed.
 

 
 Appendix 2: Briefing notes
Please supply the following information to the person playing the role of Ken Allara.

NOTES – Role play participant
You are playing the role Ken Allara who is the HR Manager with IndoAust Jaya (IAJ). Ken’s duties are:
•   planning for the future to determine staffing needs of IAJ and determining the skill sets that new staff need
•   recruiting new staff for IAJ
•   creating and maintaining position descriptions for all roles
•   in consultation with the Accounts Department, determining the pay scale for all roles
•   reviewing the performance of staff and determining development requirements
•   running the ‘best place to work program’ to ensure motivation levels remain high at IAJ
•   maintaining all workplace policies and procedures
•   maintaining an up-to-date register of all training that staff attends
•   enforcing zero tolerance on workplace bullying and addressing any grievances
•   guiding staff through an improvement program, if there are issues with their performance.
For this activity, the learner will discuss the communication requirements for the project. You will be asked to identify your communication needs. The following are possible responses (although you are free to make up your own):
•   you need clear communication about user processes so you can develop procedures and training plans
•   you need to be regularly informed regarding project processes so that you can prepare training materials in the required timeframes
The issues you have identified so far are:
•   variations to the project schedule have not always been passed on to those preparing training materials
•   there have been issues with document control which have meant that those developing training are often using older versions of materials.
 

 
 
 
 
 
 
 
 
 
 
 
 
 
Appendix 3: Audio/Video recording consent form
Learner’s name: __________________         Date: ________________
 

Participant’s name Signature
   
   
   

 
By signing this form, you have consented to participating in a recording.
 
 
 

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