6

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Family Name:

Do Espirito Santo Correa

Given Name:

Marcos Vinicius

Student ID: Course:

S40072412 Diploma of Project Management

Subject: Trainer’s name:

Information and communication Lucy

Declaration: I certify that this assignment is entirely my own work. I have provided full referencing to the work of others.
The material in this paper has not been submitted before.
Assessment 1
Case Study/Practical
1. Draft and review a communication management plan for a project you have just completed or plan
to complete including all modifications, changes and improvements.
My project is to develop a website for MyTeh, a technology solutions company based in Melbourne.
The website must have a home page about us and communications; customers can also request a
quote through the website.
It will be an average project and will require a small team to complete it.
There must be a well-structured communication plan for all project participants, with clear and easily
accessible information for updating information on the scope’s advances. Many meetings will be held
together with the project, and all feedback will be discussed to try to achieve the objectives on time.
For this project, a project manager will share complete information and keep everyone updated about
changes, modifications and improvements.
Communication Objective Kind of frequenc Audience Position Deliverables
type meeting y

Informal
Agenda
Introduce the meetings Team
Kick-off meeting project and the once Higher Marcos
Meetings
project team. Formal managers
Minutes
meetings
Review status
of Agenda
Weekly,
the project with Informal
the team, and meetings Meetings
Project Team fortnightly Team
update the Marcos minute
Meetings , Higher managers
documents if Formal
any meetings Project
monthly,
change schedule
happened.
Web SiteTechnical
Design
Meeting
Discuss and
Informal Agenda
develop Weekly,
meetings
technical
team Marcos Web site
design
Formal scrips and
solutions monthly,
meetings design criteria
for the website

Updates of
the project
Informal
Report on the Agenda
Monthly Project meetings
status of the Team
Status Monthly Marcos
project to Higher managers Project
Meetings Formal
management schedule
meetings
 Project status
Report the
report
status Weekly,
of the project Informal
Project
Project Status including meetings fortnightly Team
Marcos schedule
Reports activities, , Higher managers
progress, Formal
Risks
costs meetings monthly
management
and issues.

2. Identify the project management information system you used or might use during this project and
suggest ways to improve.

PMIS is a multifunctional tool used to collect, manage and provide complete project information about
a project. It can be distributed electronically or manually. In addition, PMIS helps you plan, execute,
and solve project management tasks. In the planning process, project managers use the EMIS for the
budget structure as an estimate. The PMIS is also used to establish a specific schedule and baseline
workload. When performing project management tasks, the project management team collects
information from a database. MIS is used to compare baselines to the current performance of each
activity, manage materials, collect financial data, and maintain records for reporting purposes. During
project closure, the Project Management Information System is used to validate goals and verify that
tasks have been completed. It is then used to generate the final project closure report. Meetings will be
scheduled in Google Calendar.
• Microsoft Word, Excel, Project and PowerPoint will be used as the basis for recording all data.
• Google Drive will be a kind of PIMS to share all content with the team.
The project manager will set edit rights for these documents, but you can post notes on the forum to
keep everyone updated on the latest developments.
In connection with the improvement of the information system, the project manager should get
feedback from the team and make sure that they receive and understand all the information. Also,
keep an eye on the methods used for communication, make sure they work correctly, and align with
the objectives of the project.

3. What alternative communication methods and media applications could you use during your project
that you might not already have considered? Why did you not consider them previously?

In my project, I considered using email and meetings as a means of communication.

Communication methods Reason

Call
Project web site
Podcast
Instant messaging
Computer-assisted conference
I did not use calls because I prefer to have
something is written or face to face
I did not think of this method, as we are
making one website, I thought I could mix
the information up about the websites
I did not think this kind of method would
meet the criteria of my project
I did not use this method because I thought
it was so informal, and my client would feel
uncomfortable using it
I thought the video conference was enough
to cover up my meetings, but I cannot
share the documents over there.
4. Select a specific/appropriate information and communication processes to be used in a project of
your choice. Write a detailed communication management plan which specifies exactly how
communication will take place across the project and throughout your team’s hierarchy.

After reviewing my communication management plan, I realised a few things I had to fix due to
having a good management plan. I so updated it based on my project of developing a website
for MYtech.

Communication Objective Kind of frequency Audience Position Deliverables

type meeting

Project
sponsor,

Project team,

Stakeholder Agenda
Introduce the Marcos-
Face to (internal and
Kick-off meeting project and the once project
face external), Meetings
project team. manager
Minutes
Project
designer,

Project web
developer
Face to
face
Review status
of Project team, Agenda
Informal
the project with Weekly,
meetings
the team, and Project Marcos- Meetings
Project Team
update the fortnightly, designer, Project minute
Meetings Formal
documents if Manager
meetings
any monthly, Project web Project
change developer schedule
Online
happened.
meetings

Web SiteTechnical
Face to
Design
face
Meeting Project team,
Discuss and
Agenda
develop Informal Weekly,
Project Marcos-
technical meetings
designer, Project Web site
design
Manager scrips and
solutions monthly,
Project web design criteria
for the website Online
developer
meetings

Face to Project Updates of

Report on the
Monthly Project face sponsor, Marcos- the project
status of the
Status Monthly project
project to
Meetings Online Project team, manager Agenda
management
meetings
 Stakeholder Project
Text (internal and schedule
external),
Formal
meetings Project
designer,

Project web
developer
Project
sponsor,
Face to
Project status
Report the face Project team,
report
status
Weekly,
of the project Online Stakeholder
Marcos- Project
Project Status including meetings (internal and
fortnightly, project schedule
Reports activities, external),
manager
progress, Text
monthly Risks
costs Project
management
and issues. Formal designer,
meetings
Project web
developer

5. Create a project information system and test it to ensure that it will work – and be useful – for the
project that you are working on. This system should store, retrieve and organise information, and must
be easy to use by all members of your team.

In my project, I will use the information system, where the documents related to my project can be
organised. Therefore, whenever the people involved in the project look for any documents, contracts
and approvals, etc., it will be much easier to find them by a particular phase of the project.

Archive Folders:

Initiation phase: Project proposal, Business case, feasibility study, project charter, jobs descriptions.

Plan phase: Project management plan, scope statement, WBS, project schedule, Risk management
plan, communication plan, quality assurance.

Execution phase: Project status reports, Timesheet register, Expenses forms, Deliverables register,
risk register.

Monitoring phase: Monitor project performance, changes register, quality control templates, risk audits.

Closing phase: Lessons learned, project closure document, user acceptance,

Notes:
–END–

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BSB51415 DIPLOMA OF PROJECT MANAGEMENT | INFORMATION AND COMMUNICATION_V2.1