Assessment Templates

BSBPMG515 Manage project human resources

BSBPMG516 Manage project information and communication
Student ID Student Name

First Name: Yeison

Last Name: Vargas

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Complete all assessment tasks, upload the Templates document and submit in Moodle for grading. Videos and
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module or unit of competency and associated assessment requirements
Project Closure Report

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enable a judgement to be made of a learner’s competency

TASK 2 - Manage a project for Boutique Build

Australia
Template instructions: You will be using this templates document to submit all your final works for this
assessment. You will be using the appendices in the required resources folder and following assessment
instructions for file sharing and communication with others using Slack. You will need to complete each
appendix and add the information to this single document under the relevant headings.
Do NOT submit your individual appendices on Moodle for marking.
Follow the instructions in each part to paste in your completed appendix and write your reports using
business writing principles. Format each part using a consistent font, style and spacing and follow the
headings and directions as set out below.
Remove all red instructions before submitting on Moodle and use the correct file name: student ID_First
name_BSBPMG515 BSBPMG516 Assessment Templates.doc

8/3/2020 Page 2 of 24
PART 1 - Task A: Information and communication planning

Appendix 1:
Communications Management Plan
VERSION HISTORY
Version Implemented Revision Approved Approva
Reason
# By Date By l Date
Creation and kick off of the
1.0 Yeison Vargas 07/04/2020 Nick Garcia 07/04/2020
project plan

UP Template Version: 01/07/18

TABLE OF CONTENTS
1 INTRODUCTION 5
1.1 Purpose of Communications Management Plan 5
2 STAKEHOLDER IDENTIFICATION AND ANALYSIS 5
3 COMMUNICATIONS VEHICLES 6
3.1 Communications Matrix 6
3.1.1 Project Meetings 6
 1 INTRODUCTION

PURPOSE OF COMMUNICATIONS MANAGEMENT PLAN

The overall objective of a Communications Management Plan is to promote the success of a
project by meeting the information needs of project stakeholders. The Home show exhibition
event - Brisbane Communications Management Plan (CMP) defines the project’s structure and
methods of information collection, screening, formatting, and distribution and outline
understanding among project teams regarding the actions and processes necessary to facilitate
the critical links among people, ideas, and information that are necessary for project success.
The intended audience of the boutique build Australia CMP is the project manager, project
team, project sponsor and any senior leaders whose support is needed to carry out
communication plans.

STAKEHOLDER IDENTIFICATION AND ANALYSIS

Communicatio Vehicle
Name Title Contact
n
Monthly Slack
general Email
Jimmy Finances Jimmychang@boutiquebuild.com.a
meeting and Face to
Chang manager u
Budget and Face
financial report
Monthly Slack
Danstreep@boutiquebuild.com.a general
Dan Administrato Email
r assistant u meeting and Face to
Streep
Logistics face
Reports
Monthly
general Slack
Aldo Building and Aldoromeo@boutiquebuild.com.
meeting and Email
Operations au
Rome Construction Face to
Manager
o and design face
Report
Monthly
general Slack
Emily Marketing
Emilysu@boutiquebuild.com.au meeting and Email
Face to
Su Marketing
Report face
meeting
COMMUNICATIONS VEHICLES
COMMUNICATIONS MATRIX
Description Frequen Distribution Internal/
Vehicle Target Owner External
Purpose cy Vehicle

One-page Radio
Marketing
information of Weekly Emily Instagram
the contest and /per External
Radio Program Manager Su Twitter
how is going to month
work
One-page
Financial
Managemen Blueprint Fortnigh Jimmy Zoom
Internal
Budget Report t Members Report and tly Chang Face to Face
expected
expenses.
One-page
All communication Zoom
Schedule Plan Stakeholders of the Aldo Internal/
and External breakdown
Weekly Romeo Slack External
Report
Suppliers structure Face to Face
(Gantt Chart)
One-page Email
Monthly Dan
Managemen communication Internal
Travel Report t Members of travel Streep Face to Face
agenda.

Project Meetings
 Mee Description Frequ Internal/
Owner External
ting Purpose ency
Communication of the
corresponding budget
Jimmy Chang
Finance Weekly Internal
Meetings and expenses of the
campaign
Communication of the
Marketing schedule and Internal/External
advertisement
Weekly Emily Su
Meetings
procedures.
Communication based on Weekly
Operations Internal/Externa
meetings
the building reports and Aldo Romeo
process developments
Communication on all the
Weekly
Logistics travel itineraries, dates Internal/Externa
Meetings and times of events that Dan Streep
involve staff.

Communications Management Plan approval. If you have delegated authority, approval of the plan
may not be required, therefore you will be the undersigned.
The undersigned acknowledge they have reviewed the HOME SHOW EXHIBITION EVENT - BRISBANE
Communications Management Plan and agree with the approach it presents. Changes to this
Communications Management Plan will be coordinated with and approved by the undersigned or
their designated representatives.

Signature: Date: 04/07/2020

Print Name: Nick Garcia
Title: Company Director
Role: Company Director

Signature: Date: 04/07/2020

Print Name: Yeison Vargas
Title: HR Administrator
Role: HR Administrator
 APPENDIX A: REFERENCES 

The following table summarises the documents referenced in this document. 

Document Name
Description  Location 
and Version 
https://ilsceducationgroup-
Boutique my.sharepoint.com/:w:/g/personal/mv093532_ilsceduc
Brief description of the case study that is
Australia case ation_com/EY83tiiJ0Y5AoSIKopMMXhcBfpJzdnNvJ
based of the initial reports 9bMtza1phifDQ?e=Oy64cf
study

Brief description of the meeting times and https://ilsceducationgroup-

Communication my.sharepoint.com/:w:/g/personal/mv093532_ilsceduc
roles that are part of the initial project
Management ation_com/EQ5Fp-
meeting with the purpose to develop 4lksdApjLeBjivRzUBJ5uqEi8G4Ppy58CIgpmKIg?
brief
strategies of communication e=JZ62MQ
Continuing PART 1 - Task B: Information and communication implementation

Appendix 4:
Boutique Build Australia - Project Status Report

Boutique Build Australia

Project Status Report

Project Name: Exhibition Show Brisbane

Project report: Version 1.0
Date: 16-07-2020
Progress reports: project specific
Progress reports have been shared by 6th of July.
Progress Points:
 -Two trades speakers have chosen (waiting for confirmation)
 -Emily Su has been advertising some marketing communication via Facebook and LinkedIn
for people to lock the dates referring to the Australian Home Show in Brisbane.

Project information and communication issues

Based on the recent reports it necessary to take a proper look to the current issues in the project
that need to be solve as soon as possible, in order to develop the project on time. The main issues
will be prioritized from 1 as the most important:
1. The space we chose for the stage has been booked by another organisation.
2. One of the trades who was available to build of the kitchen exhibition had an accident on
one of our sites and is out of action.
a. Operations have sent an email to all our current trades people and waiting on a
reply.
3. We need to choose the kitchen design this week so we can order supplies.
4. The information about the finalization of the kitchen give away package and stage position
are necessary.
5. There are not templates that can be used as project reports or other necessary reports
6. The administration assistant and other members of the project need to make time to get the
last updates as soon as they are shared.
Impact of issues and changes required
In order to respond to the previous issues is necessary to address the following impacts based on the
main issues that need to be prioritize as these have been impacting different areas.
(1) We will have to discuss the new location with the best exposure to ensure this we will need
an approval for an extra $2000 for a suitable space.
(2) We need to find a new trader who is available to go to Brisbane the week of the exhibition,
otherwise operation manager will find another contractor. in that order we will need Dan to
advertise the position if no one from our team is available.
(3) After a confirmation about the exhibition space operations manager will go ahead and draw
up the kitchen design to begin with order of the supplies
a. Having the design of the kitchen and the stage position will bring the information
necessary to marketing so they can start printing the advertisement and brochures
for the exposure.
(5) We need to create template of project report status in order to update any issue or progress
with the project after this is useful to share with all the management members.
(6) We need to change or reschedule meeting in order to have everyone synchronized, as the
following weeks are crucial to achieve our key points on time.

Report developer: Yeison Vargas HR management

Signature:

Date: 16-07-2020
PART 2 - Task A: Human resource project planning

Appendix 3
Boutique Build Australia
Australian Home Show human resources briefing report

Boutique Build Australia

Australian Home Show human resources briefing report

Project organization and structure

Breakdown structure:

1. Initiation of the project

2. Communication plan
3. Allocation of the roles based on the management
4. Analysis of financial statements
5. Logistics for the travelling expenses for the team
6. Book hotel and flights
7. Location of the place of the exhibition
8. Selection of the staff for the exhibition
9. Design and resources for the exhibition kitchen
10. Building operations for the kitchen
11. Marketing advertisement for the show
12. Design for the 250 tickets contest
13. Planning of the contest for the tickets
14. Social media advertisement for the tickets
15. Contact radio and TV
16. Print and email the tickets for the home show
17. Build and complete the home show exhibition
18. Training staff
19. Time for the show
20. Feedback
21. Project closure
Personnel resource requirements
Include only the staffing requirements of the stand Exhibition staff and stand kitchen builders.
Name Role
Nick Garcia Director
Dan Streep Assistant Administrator
Aldo Romeo Operations and building manager
Jimmy Chang Finance Manager
Emily Su Marketing Manager
Anna Armstrong
Andrew Prentice
Courtesy Staff
David Mann
Marianne Karlu
Sharon Alcorn
Tradespeople
Nicholas Waters
Yousef Patel

Staffing levels
1. There are 4 levels of staffing:
a. Director
b. Assistants
c. Managers
d. External workforce

Individual tasks expected of staff

1. Exhibition staff are to:
a. Attend people and communicate any relevant information about the kitchen and
the company
b. Taking clear data for potential sales and business
c. Team players able to help each other all time
d. Influence people as much as possible to interact with the exhibition

2. Tradespeople are expected to:

a. Show and be able to explain the designs of the company to engage potential customers
b. Be able to build the new design within the estimate and efficient time requested.

Staff competencies
 1. Exhibition staff should be able to:
a. Communication
b. Knowledge
c. Engagement
d. Friendly
e. Teamwork

2. Tradespeople should be able to:

a. Teamwork
b. Efficiency
c. Quality
d. Communication

Project Role Descriptions

Exhibition staff:
Exhibition Staff assist in the logistical management of the home show Brisbane. Their primary
responsibilities include preparing venues and setting up chairs and stages for events, working as ushers
and be able to collect data for potential customers and communicating the best of the company to engage
with the customers.

Tradespeople:
Tradespeople can build structures and frameworks by following specific blueprints of the company. They
utilize wood, metal and other materials, install cabinets and shelves, hang drywall, install moulding and
trim, and ensure measurements and cuts are accurate, may also perform repair work and install hardware.
Also be able to participate with people to explain the efficiency of the company in terms of building and
design.

Strategies for preparing and managing staff

 Exhibition staff:
o Training with experts' workers of the company
o Engaging with people
o Building goals and missions for the show
o Rehearsing the home show

 Tradespeople:
o Showing and studying the blueprints and any other requirement
o Design and building expertise able to train
 o Teamwork

Human resource management methods, techniques and tools

1. Histogram

a. A histogram is a graph that offers the visual opportunity to reference and illustrate
allowing the project manager to perceive the number of hours that will be essential from a
team member, group or entire department during a certain frame of time for the whole
project
2. Tables
a. Tables are good for timesheets and for assigning responsibilities e.g. responsibility matrix.
One type of responsibility matrix is called a RACI chart. This helps to see the different
relationships individuals have with the project tasks.

Techniques for managing and improving staff performance

1. Motivation
a. Motivation is the best way to support our team being able to help them if they need
help, also as a way to reach our goals and success as a team.
2. Incentives
a. This will be a useful way to engage our staff as the company will give support and
incentives to those that reach or work harder to reach the goals and perform the best
to recollect data for potential customers

Performance measurement criteria

 Data customer collection

 Feedback
 Social media interaction
 Communication
 Teamwork
Continuing PART 2 - Task A: Human resource project planning

Appendix 5
Boutique Build Australia
Staff Allocation Report
Boutique Build Australia

Staff allocation report

Courtesy Staff
 Name Reasons for selection
Anna Armstrong  Administration Assistant at Boutique Build for more than two years.
 Proper knowledge about the company’s products and services
 Born near Brisbane.
 Highly recommended

Andrew Prentice  Working for Boutique Build for sixteen months.

 Very good grasp of the company’s products and services.
 the Australian Home Show could be a big opportunity for his knowledge
 Smartest person in the office.

David Mann  He has worked in accounts for three years

 Very well knowledge about all of Boutique Build’s products and services
 David is a competent staff member. Capable and hard-working.

Marianne Karlu  receptionist at Boutique Build for three years

 lot of contact with our customers and tradespeople.
 Good communication skills with customers

Tradespeople
Name Reasons for selection
Sharon Alcorn  working for Boutique Build for six years
 Passionate and best builder in the company
 Plenty of knowledge about the products of the company
 Experience about the place of the event
Nicholas Waters  built kitchens and homes for Boutique Build since he started working
for them three years ago.
 He is passionate and good tradesperson.

Yousef Patel  working for Boutique Build as a carpenter since he finished my

apprenticeship two years ago.
 Well knowledge of most of the products
 He has helped built a few new kitchens over the last two years
 As well as English, I speak Hindi and Arabic, which may come in handy in
Brisbane
 good worker and friendly
 Continuing PART 2 - Task C: Project staff management

Write a report
HR Performance Report
EMPLOYEE INFO
EMPLOYEE NAME Anna Armstrong DEPARTMENT HR Administration.
EMPLOYEE ID REVIEWER NAME Yeison Vargas
POSITION HELD Home Show Speaker HR REP Yeison Vargas
HIRE DATE DATE OF REVIEW
BEHAVIORS
QUALITY UNSATISFACTORY SATISFACTORY GOOD EXCELLENT
Works to Full Potential X
Quality of Work X
Work Consistency X
Communication X
Independent Work X
Takes Initiative X
Group Work X
Productivity X
Creativity X
Honesty X
Integrity X
Coworker Relations X
Client Relations X
Technical Skills X
Dependability X
Punctuality X
Attendance X
STRENGTHS / TRAINING NEEDS
DETAIL EMPLOYEE'S GREATEST STRENGTHS
 Good work
 Communication
 Social interactions with the clients
 Honesty
DETAIL ASPECTS REQUIRING IMPROVEMENT
 Punctuality
 Professionalism
 Self-motivation
 Efficiency
 Teamwork

GOALS
ACHIEVED GOALS SET IN PREVIOUS REVIEW?
 Self-aware of the aspects were there was unsatisfactory qualification
 Honesty and respect terms about the issues
 Self motivation for better communication
GOALS FOR NEXT REVIEW PERIOD

COMMENTS AND APPROVAL

EMPLOYEE COMMENTS REVIEWER COMMENTS
Very calm conversation, professional and specific, anna
show to be very self-aware of the problems and she is keen
to improve for future events.
EMPLOYEE REVIEWER
HR REP SIGNATURE
SIGNATURE SIGNATURE
PART 3 - Finalise human resource activities and review communication outcomes

Write a report
Project Closure Report
PROJECT CLOSURE REPORT
Boutique Build Australia

The Project Closure Report is the final document produced for the Home Show
Exhibition Brisbane and is used by senior management to assess the success of the
project, identify best practices for future projects, responsible for any open issues,
Purpose of this and formally close the project.
document
This document must be presented at the last project Steering Committee meeting
and signed off by the project owner.

Nick Garcia Director

Dan Streep Assistant Administrator
Aldo Romeo Operations and building manager
Jimmy Chang Finance Manager
Emily Su Marketing Manager

Anna Armstrong
Audience Andrew Prentice Courtesy Staff
David Mann
Marianne Karlu

Sharon Alcorn Tradespeople

Nicholas Waters
Yousef Patel
Document information
Version control
This document has the following change history:
Version Date Author Change Description
August 3,
1.0 Yeison Vargas Document created
2020

Distribution history
This document was sent to the following people:
Version Date Person
1.0 August 3,
Nick Garcia
2020
August 3, Emily Dan and Aldo
2020

Goal and success criteria

Have the project goals been met?
Our aim in this project was to participate in the Exhibition Trade Show located in Brisbane with
the objective to engage with new potential customers in order to show new designs and new
ways to develop high quality constructions which is our main mission in the company.
Based on the previous statement and the results of our project our main objectives during the
home show were the following:

1. Recollect data of potential customers in total 150

2. Collect data of tradespeople for future expansion 50
3. Collect data of business and agencies interested to promote and invest in the company
100
In conclusion to our project result they were satisfactory and highly achieved the following
result are in regard to our main objectives:

1. Potential Customers
a. 200
2. Tradespeople for future expansion
a. 100

Greystone College Australia BSBPMG515-BSBPMG516 Assessment Templates Version 1.0520 Page 20 of

24
 3. Business and agencies
a. 150

Ownership for benefit realization

When and who will ensure benefits realization?
Aldo Romeo has ownership for benefit realization, as he is Operations and building manager.
The responsibilities of Aldo were to design the kitchen, recruit courtesy staff and tradespeople
which took place during 3 days within a time frame of one month previous to the home show.
Aldo Romeo achieved the goals of efficiency regardless the realization of the build and
operations of the home show being the right person to success during the project with an
amazing courtesy staff and tradespeople.

Cost
Did the project deliver within agreed budget?
The home show event will be held at the Brisbane Convention and exhibition Centre. It is
expected the cost for the venue will be between $25,000 - $30,000.

There were issues with booking the space at the exhibition Centre, however we ended up with a
prime position. Unfortunately, this will increase the project budget by $2000 bringing the total
cost of the exhibition and associated costs to $32,000.

Was the estimation correct?

In terms of estimation it was correct unfortunately there were unexpected issues with the
location of the exhibition as this increase the price of what we estimated.

Transition to Operations
Who in operation has been assigned to follow up on the
potential customers
 NAME DEPARTMENT ACTIVITIES DATE
Nick Direction  Supervising and August 3, 2020
García following potential
customers
 Supporting areas
 Approving new sales
Emily Su Marketing Area  Advertisement and engagement August 3, 2020
with customers
 Following post sales for
future feedback
Dan Sales and  Supporting and offering the best August 3, 2020
Streep administration for the customers
Area  Weekly follow of potential
customers and investments

Closing Tasks?
First of all, it is necessary to ensure that all payments to suppliers/vendors/HR personnel have
been deliver during a time frame of one week after the financial statement.
Engage with financial department and sales department to realize the corresponding invoices
for the current sales and future investments with potential business and customers.

Learning
Was our project method effective?
Method Effective Not Effective
Team Meeting This method is effective even though there were
some problems to connect with everyone in a
specific day, based on that sometimes there were
someone missing in the meetings
Onboarding This method is effective and reachable to all our
and Training staff and team.
Presentation
One on one This method is effective and useful to improve
performanc and develop the perfomance of the team
e appraisal
Status This method is effective and tremendously useful
Project to follow any update or issues during the project
Report which keep an grear communication within the
team.
Major risks during project
No risks or issues reported during the project as the team develop a clear presentation of the
possible risk and protection tools that were mandatory during the building and construction of
the project.

What lessons have we learned?

 Communication is essential during the development of the project at all times is
necessary to create reports and ways to update anything relevant that can be important
for the project
 Teamwork and efficacy within the areas
 Coordination across team
 Training Staff / Select / Recruitment
 Feedback and measurement of performance to keep control and support the staff.

What would we do differently?

o Specific dates of the meetings in terms of beneficial time of connection for all the team
o Better communication between areas
o Make sure everyone feel important and every area includes their reports that
all management can follow up and support

Can the Project Sponsor agree that the Project will now be
closed and open issues have been satisfactorily
addressed?
The project in terms of results was a huge success and that is all thanks to the team and the
professionalism of the management crew. Unfortunately, it is necessary to follow the following
issues:

o Marketing department must receive a feedback of their area performance as they were
essential part of the project
o Some employees must be recognized for the hard work and other must receive a report
of their unsatisfactory performance in order to improve and create new opportunities