CEIDY BSBPMG515 BSBPMG516 Assessment Templates

Assessment Templates
BSBPMG515 Manage project human resources

BSBPMG516 Manage project information and communication
Student ID Student Name
First Name: BLANCA CEIDY

24141
Last Name: CLAVIJO ORTIZ
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Greystone College Australia BSBPMG515-BSBPMG516 Assessment Templates Version 1.0520 Page 1 of 20

TASK 2 - Manage a project for Boutique Build
Australia
PART 1 - Task A: Information and communication planning
Appendix 1:
Communications Management Plan
Boutique Build Australia Home Show

VERSION HISTORY
Version Implemented Revision Approved Approval Reason
# By Date By Date
1.1 Ceidy Clavijo 01.03.2021 Nick Garcia 03.03.2021 Establish and disseminate
Administration and Director the communication plan to
Human Resources carry out the project.
Manager
UP Template Version: 01/07/18
TABLE OF CONTENTS
COMMUNICATIONS MANAGEMENT PLAN 2
1 INTRODUCTION 3
1.1 PURPOSE OF COMMUNICATIONS MANAGEMENT PLAN 3
2 STAKEHOLDER IDENTIFICATION AND ANALYSIS 3
3 COMMUNICATIONS VEHICLES 4
3.1 COMMUNICATIONS MATRIX 4

3.1.1 Project Meetings 5
3.1.2 Project Reporting 7
3.1.3 Other Communication Vehicles 7
- Communicate clear expectations. 14
- Empower employees to do their jobs well. 14

1 INTRODUCTION
1.1 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 Boutique Build
Australia Home Show 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 Home Show CMP is the project
manager, project team, project sponsor and any senior leaders whose support is needed
to carry out communication plans.
2 STAKEHOLDER IDENTIFICATION AND ANALYSIS
Name Title Contact Communication Vehicle Comments
Nick Garcia Director Nickgarcia@boutiq Monthly Meeting Slack Approve project

uebuild.com.au changes and
Phone
budget
Face to face
meeting
Aldo Romeo Building & Aldoromeo@bouti Progress Reports and Slack Manage
Operations quebuild.com.au Internal Project Status tradespeople
Phone
manager Meeting and the building
Face to face of the
meeting demonstration
kitchen at the
exhibition stand
Ceidy Clavijo Administration Your email address Status Reports and Slack Manage the
and Human Internal Project Status project, this
Phone
Resources Meeting , includes
Manager Face to face establishing and
meeting maintaining the
communication
and information
processes and
the recruitment
of event staff
and
tradespeople.
Emily Su Marketing and Emilysu@boutique monthly meeting slack Responsible for

sales manager build.com.au Marketing marketing and
Phone
presentation and coordinating
reports the home show
speakers for the

Face to face ‘Color your
meeting World’ stage,
data collection,
brochures and
banners and all
other marketing
activities
Dan Streep Administration Danstreep@boutiq daily and monthly Slack Organize the
assistant uebuild.com.au meeting exhibition
Phone
registration,
Face to face Brisbane flights
meeting and hotel
accommodation
and to send out
the 200 free
home show
tickets.
Jimmy Chang Finance Jimmychang@bout monthly meeting Slack Responsible for

manager iquebuild.com.au project
Financial reports and Phone
finances.
presentation
Face to face
meeting
Presentations
3 COMMUNICATIONS VEHICLES
3.1 COMMUNICATIONS MATRIX
Vehicle Target Description Frequenc Owner Distribution Internal/

Purpose y Vehicle External
In person All Communicat Once at Director In person Internal

meeting Stakeholders e that start of meeting
Boutique the
Build project Conference
Australia link for
would remote
participate in workers
an exhibition
at the
Australian
Home Show
Finances Director, Following Monthly. Finance In person Internal

Report. Building & expenses and within manager meeting
Operations achievement first 5
manager, of goals days of Conference
Administration project. the month link for
and Human remote
Resources, workers

Sales and
Marketing slack
Manager,
Status Building & Update Monday Administr In person Internal

Report Operations interested fortnightly ation and meeting
manager, parties on And Human
Sales and accomplishm Monthly Resources Conference
Marketing ent of link for
Manager, Sites activities. remote
managers. workers
Status Building & Monitoring of Weekly, Administr In person External

Report Operations the fulfilment Every ation and meeting
manager, of Friday Human
Sales and subcontracte Resources Conference
Marketing d activities. link for
Manager, Site remote
managers, key workers
subcontractors
Communi Building & Keep team as needed Administr slack internal

cation and Operations members ation and
informatio manager, updated Human
n sharing Sales and about the Resources
Marketing project or
Manager, Site changes
managers, key
subcontractors
Marketing Customers Attract weekly Emily Su Social Media external

people to the and Phone
home show Messages
3.1.1 Project Meetings
Meeting Description Frequency Owner Internal/ Comments/

Purpose External Participants
Project Communicate that First Day Director Internal Formal meeting /

Boutique Build
Initiation Director, Building &
Australia would
Meeting Operations manager,
participate in an
Administration and
exhibition at the
Human Resources, Sales
Australian Home
and Marketing Manager,
Show
Finance manager.

Sponsor Following expenses Monthly. Finance Internal Finances Report.
Meeting and achievement within first 5 manager
Project status report /
of goals project. days of the
Director, Building &
month
Operations manager,
Administration and
Human Resources, Sales
and Marketing
Manager, Finance
manager.
Project Scheduling and Monday Administr Internal Formal meeting and

Team following weekly ation and status report /
Meeting accomplishment of Human
Building & Operations
activities. Resources
manager, Sales and
And Monthly
Marketing Manager,
Sites managers.
Subcontr Monitoring of the Weekly, Administr External Formal meeting /

actors fulfilment of Every Friday ation and
Building & Operations
meeting subcontracted Human
manager, Sales and
activities. Resources
Marketing Manager, Site
managers, key
subcontractors
Onsite Health and safety Once Your external WHS induction

meetings reasons and Name
communication
with the
convention center
staff
Team Communication three days Your internal Staff

Briefing for feedbacks and (during the name
comments during event -
the event before and
after the
conferences)

3.1.2 Project Reporting
Meeting Description Frequency Owner Internal/ Comments/

Purpose External Distribution List
Status Report presenting of project Fortnightly Administr Internal Project status

progress and ation and report
deliverable status Human
Resources
Financial communication and Monthly Finance Internal Finances status

statement analysis of the status manager report
of project
expenditures versus
the objectives
achieved
Performance Report the efficiency Final day Administr Internal Final status report
status and performance of ation and and final finances
the project, financial Human status report
status of the project Resources
and lessons learned
What went well /
what needs
improvement /
recommendations for
future projects)
3.1.3 Other Communication Vehicles

Vehicle Description Frequency Owner Internal/ Comments/
Purpose External Distribution List
Registers Gathering During the Emily Su external Form provided by

information of event marketing and
participants sales department
for data collection.
Brochures Company During the Emily Su external Hand in brochures

advertising event to the participants
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 Boutique Build Australia Home Show
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: Nick Garcia Date: 05.03.2021

Print Name: Nick Garcia
Title: Director
Role: Director
Signature: Ceidy Clavijo Date: 05.03/.021

Print Name: Ceidy Clavijo
Title: Administration and Human Resources
Manager
Role: Project Manager
APPENDIX A: REFERENCES
The following table summarizes the documents referenced in this document.
Document Name Description Location
and Version
Boutique Build File with description of the C://australianhomeshow/

Australia Home project australianhomeshow.doc
Show 1.1
Slack System
About Slack
The project manager and the other project team members will be communicating also using
slack. Slack is a cloud-based information system which allows team members to send messages
and share files.
How and when members should use the system

The member of the team should use slack anytime they need to communicate with the team
and share information. Meetings will occur mainly twice a week Monday and Tuesday between
6pm and 9pm.

Initial Set Up
The system was set up on the 16th February 2021. A message was sent to each team member
to join the program as it shown in the following screenshot.
Message
Hello Everyone
I have just set up our group Slack account.
I would like to invite all of you for our first meeting to discuss the use of the system, its key features and
how it will be used during the event project.
The meeting is scheduled for Monday 22 February at 20:00.
I hope to see you all there.
Kind Regards
Carmen
Description of how and when members should use the slack communication system during the
project.
Slack will be replacing email, text messaging, and instant messaging (such as WhatsApp) for our team,
all those communications will be stored together in this app.
Slack should be used to communicate among the group during class hours (Monday and Tuesday from
6pm to 9pm) or after hours to provide updates about the project and the individual task completed.
ScreenShot

Meeting to review the Project Communication Management Plan
The following is the copy of the message sent using slack
Continuing PART 1 - Task B: Information and communication implementation
Appendix 4:
Boutique Build Australia - Project Status Report
Project Name: Boutique Build Australia Home Show

Project report: Project Status Report
Date: 15.03.2021
Progress reports: project specific
The following is a project status report as per the agreed communication processes:
Meetings.
The project schedule was agreed by the project team at the outset. Project meeting and have been
happening as per agreed schedule.
Project progress
Second week– Project Initiated
The Project Communication Plan for the participation of Boutique Build Australia at Australian Home
Show has been developed, revised and approved
Project Kick off meeting of participation in an exhibition at the Australian Home Show has been
completed.
Registration Process has been completed.

Project information and communication issues.
During the meetings held in this period, the non-participation of some team members and
stakeholders, has been observed. Therefore, it has been possible to identify two potential
communication problems, such as the lack of information prior to the meetings that motivated the
team to participate. And the inappropriate use of the different technological communication channels
that hinder the participation of remote workers.
Impact of issues and changes required.
This information and communication problems can have consequences such as the loss of interest of
the workers in the project and the lack of efficient communication between the stakeholders, causing
the failure of the project. For this reason it is recommended.
The development and distribution of the meeting agenda before each meeting, giving participants the
opportunity to read the material and add topics of interest to them. In order to encourage the
participation and commitment of each one of them.
Also, The detailed description of the technological channels that can be used, how they would be used,
how to access these channels and any other relevant information that allows efficient communication
between the project users, promoting and increasing the use of the different available technologies
and the conformity and participants confidence when using this type of communication channels.
Report developer: Ceidy Clavijo
Signature: Ceidy Clavijo
Date: 15.03.2021
PART 2 - Task A: Human resource project planning
Appendix 3
Boutique Build Australia
Australian Home Show human resources briefing report
Project organization and structure
This is presented as an attachment.

Personnel resource requirements
The staff of the stand should ideally be current Boutique Build office staff, who are familiar with the
company’s range of products and services and have good communication skills, giving clear
communication, positive attitude, assertiveness, empathy, persuasion skills and social skills to
approach the customers.
The tradespeople will be required to build a new designer kitchen at the exhibition stand and be
available to speak with customers about building specifications using computerized software and
have good quality awareness, Fast Learning, Attention to Detail, poise and stress tolerance.
Staffing levels
- Director
- Finance Manager
- Human Resources Manager
- Marketing and Sales Manager
- Building and Operations Manager
- Assistant Manager
- Tradespeople
- Exhibition Staff
- Speakers
Individual tasks expected of staff
Exhibition staff are to:

- Engage with customers;
- Provide information about the products;
- Complete data collection forms ;
- Be well dressed.
Tradespeople are expected to:

- Build the kitchen;
- Talk to other trades people;
- Dress like tradespeople.
Staff competencies
Exhibition staff should be able to:
- Provide good customer service,
- Have good communication skills;
- Neat handwriting.
- Gathering information of event participants.
- Fill out the forms provided by marketing department.

- Distribute the brochures to the participants
Tradespeople should be able to:

- Demonstrate good technical skills;
- Be subject matter experts.
Project Role Descriptions

Exhibition staff:
- Sales people;
- Marketing people.
Tradespeople:
- Find excellent tradespeople to install the kitchens or build houses.
Strategies for preparing and managing staff

Exhibition staff:
- Induction on the company policies and procedures;
- Training on the tasks to be performed during the event including presentations providing
information about the products;
- Workplace Health and Safety training;
- Collect and provide feedback to the staff every day after their shift.
Tradespeople:
- Induction on the company policies and procedures;
- Workplace Health and Safety training;
- Onboarding on tasks to be performed;
- Introduction and integration of the work team members
Human resource management methods, techniques and tools

Some of the methods and tools that could be appropriate to this scenario are:
- Organizational Charts
Organizational charts are an excellent way to explain authority and reporting lines in a
project.
- Responsibility Assignments Matrix
It is a matrix which describes the various work packages and the various roles within the
company.
- Networking
Networking is an important aspect of the HR planning process. Communication with others
within a contact network is necessary to understand outside forces that may influence
projects. Lots of networking needs to be done during the event.
- Training session for the stuff

This training will be given to the stuff. It will include technical information about the
product, the company expansion and the services provided
- Role play Training
This training will be given to the staff to prepare them to offer a good customer service
during the event. The role play will go over the basic of how to deal with customer
enquiries
Techniques for managing and improving staff performance

Some of the techniques appropriate in this scenario are:
- Communicate clear expectations.
Making sure employees are clear about their work assignments means communicating
those expectations well. Continue to manage what is expected through frequent
communications.
If employees can explain objectives in their own words, it is a good chance that they know
what to do and how to get it done.
- Empower employees to do their jobs well.
Empowering employees can take on many forms as they gain the authority to make
decisions that have a huge impact on their success.
Whether it is giving them input on goals and objectives, or allowing them to access their
data without going to HR, minor roadblocks will not impede their progress. They have the
resources they need, yet know they are held accountable without being micromanaged.
Performance measurement criteria

- Event surveys for customers
- Number of potential customers achieved per event staff member and in total
- Attendance record
- Number of tradespeople signed up to install the kitchens
- Compliance to the company policy and procedures
- Feedback form for staff members
Slack
The HR Briefing Report was sent to the other team member using Slack.
Message:
Dear Team
Please find attached copy of the HR Briefing Report.
Let me know if you have any questions

Kind Regards
Carmela Allia
Continuing PART 2 - Task A: Human resource project planning
Appendix 5
Boutique Build Australia
Staff Allocation Report
Courtesy Staff
Name Reasons for selection
Anna Armstrong She has experience in this type of job, she has the correct attitude and is
the backbone of the office. Her experience comes in handy.
Jasmine Wong She speaks 2 other languages that can be useful for this job, she is
“relatively new” in the company, but she has a good knowledge about it
David Mann He has a good knowledge about the products of the company, he is a hard
worker and likes to help people, and this can be very useful for this job.
Marianne Karlu She has been working as a receptionist for three years and she can
communicate very well with everyone.
Tradespeople
Name Reasons for selection
Sharon Alcorn Sharon has a very good experience working in this company, she is a hard
worker and can communicate very well with the customers.

Nicolas Walters Nicholas has sufficient experience and is pleasant to work with and is a
good tradesperson.
Yousef Patel Yousef knows the products of the company, he can speak other 2
languages and has interest to build and develop new projects.
Slack
The Staff Allocation Report was completed and shared with the rest of the team via Google
Drive and Slack. See message and Screenshot below
Message:
Dear Team
Please find attached copy of the Staff Allocation Report.
The file was uploaded on Google Drive and attached to the following email for your record.
Please let me know if you have any questions.
Kind Regards
Carmela Allia
Screenshot:

Continuing PART 2 - Task C: Project staff management
HR Performance Report
Employee Name: Anna Armstrong
Department: Administration Date: 22.05.2021
Ability to accomplish Responsibilities
Last Saturday during the event, the supervisor received complaints about the employee arriving late in the
morning and in the afternoon after lunch, which shows a lack of commitment mainly to fulfil the
responsibilities of punctuality, data collection of those attending the event interested in our exhibition stand
and poor performance, demonstrating poor customer relations skills, and frequently carries on personal
conversations on the mobile phone while people were visiting the exhibition stand.
Goal Achievements
Gathering Information of people who are interested in our exhibition stand maintaining a competent and
professional demeanour in dealing with the public, courteous and knowledgeable.
Suggested areas of improvement
Improve compliance with the working hours established by the company. Demonstrating in this way the
commitment regarding the development of activities during the event. Mitigate personal conversations, to
increase efficiency and effectiveness when interacting and collecting information from the public attending
the event, as part of the fulfilment of the activities and strategies established for the benefit and growth of
the company
Demonstration of core values

According to company policies, the loyalty and honesty of the employee has been reflected in the
confidentiality and good management of the information collected during the event, however it is necessary
to promote punctuality, efficiency and commitment in the employee through inductions related to company
policies and procedures, especially regarding the code of conduct
Additional comments
If her behavior does not improve after inductions and meetings, the termination procedure could be
followed.
Performance reported by
Name: Ceidy Clavijo Signature: Ceidy Clavijo

Administration and Human Resources Manager
PART 3 - Finalise human resource activities and review communication

outcomes
Slack Message
Dear Team Members
This is to let you know that the project is finished.
Thank you for your work during all these weeks.
Please remember to send your closure report as soon as you can.
Looking forward to your feedback about the project and suggestion for improvement.
Kind Regards
Carmela Allia
Screenshot

Project Closure Report
Project name: Boutique Build Australia Home Show
Start date: 01.03.2021 Completion date: 31.05.2021
Project duration: 3 months
Project Goal:
Participate in an exhibition at the Australian Home Show in Brisbane to attract the interest of potential
customers, as prospective homeowners and industry traders.
Reasons for closing the project:

All activities stablished to achieve the project goal were completed.
Performance against Project Objectives:

The company achieved satisfactory objectives such as.
Participation in the show home over weekend established, building and exhibiting a kitchen.
Gathering information of potential customers during the event.
Diffusing publicity through radio, competition, social media, and brochures.
Performance against Schedule Baseline:

Accordingly, with the activities programmed, there were no delays reported.
Lessons learned:
Area What will be done

Lesson Type What happened Why did it happen
impacted differently
The worker Implement coaching

Marketing And One of the
Training stated that she strategies to detect
Sales workers at
needed more any training or
exhibition stand
training and had personal issues on
had a poor
personal personnel
performance
problems
during the event

Apparently,
All areas At the beginning From the beginning
Communication because they
of the project, of the project.
were not well-
some participants Encouraging people
informed before
missed few to participate of
meeting or
meetings meetings, handing in
because of lack of
useful information
confidence to use
before of meetings
the technological
and, make sure that
channels of
the fact of everyone
communications.
knows what the
correct use is, what
the use is for, and
when use the
different channels
technological
communication
available at the
company.
Because of the
All areas All scheduled Maintain and
Timeline activities schedule
activities occurred improve the
was properly
as agreed in terms strategies to
planned,
of the time planning, monitoring
coordinated,
and, execution of the
monitored and
activities. According
executed
to the future
projects
Project Documents met Project Requirements?
Project Communication Management plan Yes ☑ No ☐
Project Status Report Yes ☑ No ☐
Human Resources Briefing Report Yes ☑ No ☐
Staff Allocation Report Yes ☑ No ☐
Huma Resources Performance Report Yes ☑ No ☐
Name: Ceidy Clavijo Signature: Ceidy Clavijo
Title: Administration and Human Resources Date: 01.06.2021

Manager

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Assessment Templates

BSBPMG515 Manage project human resources

First Name: BLANCA CEIDY

☑ I have read and understood the details of the assessment

☑ I agree to participate in this assessment, and I am ready to be assessed

Submitting your assessment:

Greystone College Australia BSBPMG515-BSBPMG516 Assessment Templates Version 1.0520 Page 1 of 20

Boutique Build Australia Home Show

1.1 PURPOSE OF COMMUNICATIONS MANAGEMENT PLAN 3

2 STAKEHOLDER IDENTIFICATION AND ANALYSIS 3

3.1 COMMUNICATIONS MATRIX 4

Greystone College Australia BSBPMG515-BSBPMG516 Assessment Templates Version 1.0520 Page 2 of 20

1.1 PURPOSE OF COMMUNICATIONS MANAGEMENT PLAN

2 STAKEHOLDER IDENTIFICATION AND ANALYSIS

Name Title Contact Communication Vehicle Comments

Nick Garcia Director Nickgarcia@boutiq Monthly Meeting Slack Approve project

Emily Su Marketing and Emilysu@boutique monthly meeting slack Responsible for

Greystone College Australia BSBPMG515-BSBPMG516 Assessment Templates Version 1.0520 Page 3 of 20

Jimmy Chang Finance Jimmychang@bout monthly meeting Slack Responsible for

3.1 COMMUNICATIONS MATRIX

Vehicle Target Description Frequenc Owner Distribution Internal/

In person All Communicat Once at Director In person Internal

Finances Director, Following Monthly. Finance In person Internal

Greystone College Australia BSBPMG515-BSBPMG516 Assessment Templates Version 1.0520 Page 4 of 20

Status Building & Update Monday Administr In person Internal

Status Building & Monitoring of Weekly, Administr In person External

Communi Building & Keep team as needed Administr slack internal

Marketing Customers Attract weekly Emily Su Social Media external

3.1.1 Project Meetings

Meeting Description Frequency Owner Internal/ Comments/

Project Communicate that First Day Director Internal Formal meeting /

Greystone College Australia BSBPMG515-BSBPMG516 Assessment Templates Version 1.0520 Page 5 of 20

Project Scheduling and Monday Administr Internal Formal meeting and

Subcontr Monitoring of the Weekly, Administr External Formal meeting /

Onsite Health and safety Once Your external WHS induction

Team Communication three days Your internal Staff

Greystone College Australia BSBPMG515-BSBPMG516 Assessment Templates Version 1.0520 Page 6 of 20

Meeting Description Frequency Owner Internal/ Comments/

Status Report presenting of project Fortnightly Administr Internal Project status

Financial communication and Monthly Finance Internal Finances status

3.1.3 Other Communication Vehicles

Registers Gathering During the Emily Su external Form provided by

Brochures Company During the Emily Su external Hand in brochures

Greystone College Australia BSBPMG515-BSBPMG516 Assessment Templates Version 1.0520 Page 7 of 20

Signature: Nick Garcia Date: 05.03.2021

Signature: Ceidy Clavijo Date: 05.03/.021

Boutique Build File with description of the C://australianhomeshow/

How and when members should use the system

Greystone College Australia BSBPMG515-BSBPMG516 Assessment Templates Version 1.0520 Page 8 of 20

I have just set up our group Slack account.

The meeting is scheduled for Monday 22 February at 20:00.

I hope to see you all there.

Greystone College Australia BSBPMG515-BSBPMG516 Assessment Templates Version 1.0520 Page 9 of 20

Continuing PART 1 - Task B: Information and communication implementation

Project Name: Boutique Build Australia Home Show

Registration Process has been completed.

Greystone College Australia BSBPMG515-BSBPMG516 Assessment Templates Version 1.0520 Page 10 of 20

Impact of issues and changes required.

Report developer: Ceidy Clavijo

Signature: Ceidy Clavijo

PART 2 - Task A: Human resource project planning

This is presented as an attachment.