BSBPMG535 - Assessment Task 3 V1.2

Assessment
Task 3
Manage project
information and
communication
BSBPMG535
Student Declaration
To be filled out and submitted with assessment responses
◻ I declare that this task and any attached document related to the task is all my own work and I have not
cheated or plagiarised the work or colluded with any other student(s)
◻ I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me
according to the process explained to me
◻ I have correctly referenced all resources and reference texts throughout these assessment tasks.
◻ I have read and understood the assessment requirements for this unit
◻ I understand the rights to re-assessment
◻ I understand the right to appeal the decisions made in the assessment
Unit Title
Unit Code
Student name
Student ID
number
Student Date
signature
Task Number
BSBPMG535 - Manage project information and communication V3 2021 Page 2

RTO Provider: 91153 - CRICOS Code: 02672K
greenwichcollege.edu.au
------OFFICE USE ONLY-----
For Trainer and Assessor to complete:
◻ Student requested reasonable adjustment for the assessment
Completed successfully Comments
DNS
Did the student satisfactorily:
N
Y
The student has satisfactorily completed
and submitted the following:
 Screenshot -Slack invite sent in Task

3.1A
 Screenshot – Slack people page in Task
3.1A
 Screenshot - Slack conversation about
meetings in Task 3.1B
 Screenshot of the message with
meeting documentation attached in
Task 3.1B
 Screenshot of Files Page with meeting
documentation in Task 3.1B
 Screenshot of Files Page with uploaded
policies in Task 3.1B
 Screenshot – Slack conversation about
one policy in Task 3.1B
 Screenshot of Poll results in Task 3.1B
 Email to project sponsor in Task 3.1B
 Screenshot – Slack message with
project report attached in Task 3.1B
 Screenshot -Slack conversation about
the project report in Task 3.1B
 Change request form in Task 3.1B
 Addressing of the Case Study (3
scenarios) in Task 3.1C

DNS
N
Y
 Screenshot – policy and procedures
subfolder in Task 3.2A
 Screenshot – project document
subfolders in Task 3.2A
 Post-Project Review Report –
information and communication in Task
3.2B
 Peer-Review outcome in Task 3.2C
Demonstrated ability to:
 Manage generation, gathering, storage,
retrieval, analysis and dissemination of
information by project staff and
stakeholders
 Implement, modify, monitor and
control designated information-
validation processes to optimise quality
and accuracy of data
 Implement and maintain appropriate
communication networks
This is evidenced by:

 Screenshot -Slack invite sent in Task
3.1A
 Screenshot – Slack people page in Task
3.1A
 Screenshot - Slack conversation about
meetings in Task 3.1B
 Screenshot of message with meeting
documentation attached in Task 3.1B
 Screenshot – Slack conversation about
one policy in Task 3.1B
 Screenshot of Poll results in Task 3.1B
 Email to project sponsor in Task 3.1B
 Screenshot – Slack message with
project report attached in Task 3.1B
 Screenshot -Slack conversation about
the project report in Task 3.1B
 Change request form in Task 3.1B
DNS
N
Y

 Identify and resolve communication
and information-management system
issues

 Finalise and archive records according
to agreed project information
ownership and control requirements

 Screenshot – policy and procedures
subfolder in Task 3.2A
 Screenshot – project document
subfolders in Task 3.2A
 Review project outcomes to determine
the effectiveness of management
information and communication
processes and procedures
 Identify and document lessons learned
and recommended improvements for
application in future projects

 Post-Project Review Report –
information and communication in Task
3.2B
 Peer-Review outcome in Task 3.2C
When collaborating with the group, the
student has actively participated in group
work with a substantial contribution that
DNS
N
Y
can be assessed individually for all the
requirements of this task.
Task Outcome: Satisfactory Not Yet Satisfactory
Student Name:
Assessor Name:
Assessor Signature:
Date:
Table of Content
Student Declaration................................................................................................................................................2
Task 3 – Manage and evaluate project information and communication..........................7
Task 3.1 Implement project information and communication processes..........................................9
Task 3.2 Assess information and communication outcomes.................................................................18
References................................................................................................................................................................20

Task 3 – Manage and evaluate project information and
communication
Task summary and instructions
What is this This task builds on Task 2.1.

assessment task
about? This task comprises of the following assessment methods:
o Product-based ✘
o Direct observation of Role-Play
o Case Study ✘
o Other (specify)
It has been designed to evaluate your ability to/competency in:
 Manage generation, gathering, storage, retrieval, analysis and

dissemination of information by project staff and stakeholders
 Implement, modify, monitor and control designated information-
validation processes to optimise quality and accuracy of data
 Implement and maintain appropriate communication networks
 Identify and resolve communication and information-management
system issues
 Finalise and archive records according to agreed project
information ownership and control requirements
 Review project outcomes to determine the effectiveness of
management information and communication processes and
procedures
 Identify and document lessons learned and recommended
improvements for application in future projects
You are required to address the following:

 Task 3.1 Implement project information and
communication processes
o Set-up communication system
o Implement communication systems and processes
o Monitor communication systems and address issues
 Task 3.2 Assess information and communication
outcomes
o Perform record-keeping activities
o Determine lessons learned

Although the assessment requires group collaboration to simulate a

work environment, the assessment submission is individual, and it will
be marked as such.
What do I need to do  submit the completed assessment tasks, according to instructions,
to complete this task  complete the tasks with sufficient detail and present them in a
satisfactorily? professional manner,
 use your own words and reference sources appropriately,
 meet the word count where required,
 use the scenario provided,
 use the templates provided where required,
 for your performance to be deemed satisfactory in this
assessment task you must satisfactorily address all of the
assessment criteria,
 if part of this task is not satisfactorily completed you will be asked
to complete further assessment to demonstrate satisfactory
performance.
Specifications You must deliver/participate in:
Work in simulated work conditions and:

 Collaborate with the project team to implement communication
and information processes
 Collaborate with the project team to discuss the project and
communication outcomes and determine lessons learned
 Peer-Review the post project review report of another student
You must submit to GOALS
 Screenshot -Slack invite sent

 Screenshot – Slack people page
 Screenshot - Slack conversation about meetings
 Screenshot of the message with meeting documentation attached
 Screenshot of Files Page with meeting documentation
 Screenshot of Files Page with uploaded policies
 Screenshot – Slack conversation about one policy
 Screenshot of Poll results
 Email to project sponsor
 Screenshot – Slack message with project report attached
 Screenshot -Slack conversation about the project report
 Change request form
 Addressing of the Case Study (3 scenarios)
 Screenshot – policy and procedures subfolder
 Screenshot – project document subfolders
 Post-Project Review Report – information and communication

 Peer-Review outcome
Resources and • Computer with Internet access
equipment • Access to Microsoft Office suites or similar software
• Learning material
• Scenario for assessment as provided
• Relevant policies and procedures as provided
• Templates as provided
Re-submission You will be provided feedback on your performance by the Assessor.

opportunities The feedback will indicate if you have satisfactorily addressed the
requirements of each part of this task. If any parts of the task are not
satisfactorily completed, the assessor will explain why, and provide
you written feedback along with guidance on what you must
undertake to demonstrate satisfactory performance. Re-assessment
attempt(s) will be arranged at a later time and date. You have the
right to appeal the outcome of assessment decisions if you feel that
you have been dealt with unfairly or have other appropriate grounds
for an appeal. You are encouraged to consult with the assessor prior
to attempting this task if you do not understand any part of this task
or if you have any learning issues or needs that may hinder you when
attempting any part of the assessment.
Complete the following activities:
Task 3.1 Implement project information and communication processes
Task 3 is about the implementation of project information and communication processes.
With your project team, set up Slack to manage the project communication: www.slack.com .
A) Project communication tool
Set up Slack and provide the following screenshots:

1. Invite sent to a team member.
2. People page with the team members
B) Project information and communication
1. Use the tool (Slack) to consult the team about setting up project team meetings.
Consult the team about the preferred meeting day, time, venue (for example, virtual team Vs
team in the office).
Provide a screenshot of the conversation about setting up team meetings from Slack
as evidence of the consultation:
2. Attach the meeting procedures, agenda and meeting minutes template (you can find it
in the policy and procedures folder) to one of your Slack messages to the team. Provide the
screenshot of the message with the attachments:
3. Take a screenshot of the Files page where the meeting documents are now saved for the
team to find.

4. Ask your team members to upload the following documents from the policy and
procedures folder to Slack (ask them to upload one or two each):
 Information Management Policy

 Communication Policy
 Project Management Policy
 Social Media Policy
 Stakeholder engagement policy
Take a screenshot of the Files page once all the documents have been uploaded:
5. Ask the team to choose and retrieve one of the policies they have uploaded and discuss the
selected policy content in Slack. Would they add anything to the policy? What are the key
parts of the policy? Are they clear about the policy?
Provide a screenshot of the conversation in Slack:
6. Add the Polly app to Slack.

The Project Sponsor asked you to run this poll with the project team:
What equipment do you need most for the project team?

 More laptops
 Paid version of Slack
 Microsoft Projects
 Company's mobile phones for the project team

Prepare and send the survey out to the team using Slack. Provide a screenshot of the Poll
Results:
7. Analyse the poll results and send an email to the Project Sponsor informing them about the
results and asking for the team's equipment.
Use the template below to write the email. Note: you don't need to send the email, write the
email using Template 1.
(40-80 words)
Template 1 - Email
Email to Project Sponsor

To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:
8. You have prepared the weekly project status report- we provide an excerpt below:
Project Name:
Project Status G: Y: R:
Overall Timeline Budget Resources Scope Quality Risk
Status

Project Status Report
MMI Project
Prepared by: John Smith
Date: 20 May 20XX
Attention to Taylor Varin - Project Sponsor
Executive Carpeting behind schedule with classroom furniture arriving in five days.
summary Quality requirements for carpeting and classroom furniture met.
report If we consider the savings achieved with carpeting, the overall project budget is
on track.
Project team is working effectively.
Project is in scope.
No variations to previous reporting.
Deliverable Deliverable Work to date Planned Status

status realisation
Use this date
section for
summary Carpeting 60% complete 23 May In progress
information
about the Classroom Ordered 25 May In progress
status of the
furniture
deliverables
of the
project.
Schedule Milestones Status Date Notes

status and date completed
Carpeting Behind
Schedule

Classroom On schedule
furniture
Budget Budget Item Estimated Actual Cost Variation %

status cost
Carpeting $ 65,000 $ 58,000 - 10%
Classroom $ 120,000 $ 123,000 + 2.5%

furniture
Quality Deliverable Quality Status Variations or plan to

status requirements achieve quality
requirements
Carpeting 60 oz face weight Quality NA

Density 2,000
requirements
10 years texture
retention warranty met
Nylon fibre
Light grey
Classroom Supplier AS/NZS 4610 Quality NA

certified
furniture requirements
Fit for purpose and
a safe design met
AS/NZS 4442:2018
Office desks, office
workstations and
tables
• AS/NZS 4443:1997
Office panel systems-
Workstations
• AS/NZS 4438:1997
Height adjustable
swivel chairs
• Worksafe Officewise

2006
• AFRDI Level 6
Severe Commercial,
Blue Tick or
equivalent;
Quality
10 year structural /
manufacturing
warranty – 5-year
fabric warranty
Sustainability
Traceability of supply
chain of supplier
Sustainable
product
certification
schemes:
o SMaRT 4.0
Platinum/Gold
o AFRDI Green Tick
Level A/Plantium or
Level B/Gold
o GECA FFM v3.0-
2017
o GreenRate Level A
o FSC Certified Timber
products
Save the report in a word document and share it with the team using Slack. Provide a screenshot
of the message with the report shared in Slack:
Analyse the report and engage the team in a conversation about the report: what can be
done to ensure that the carpeting is completed before the furniture arrive?

Provide a screenshot of the conversation:
9. Based on the conversation with the team, complete a change request form to send to the
project sponsor:
Template 2 – Change Request Form
Change Request – Project
Issued by <your name>
Change
Requested
Reason for
change
Impact on the
project
Change Yes/No Adj. completion Adj. budget: $

authorised: date:
To be completed by <Add estimated budget for change
Project Sponsor implementation and impact on budget>
<Add expected
completion of change
implementation>
Record
Complete the filing record below so that the project document can be saved in the project management record system.
Project Title: Date:

Version:

Change Request – Project
Project Project File Name:

Sponsor: Manager:
<name of the file with version>
Taylor Varin <your name>
C) Case Study
Consider that the following occurred.
Scenario 1 –
The project team is frustrated with one of the sponsor's decision.
One of the team members sends an email out, in error, to all stakeholders in the project email
address book expressing his opinion on the decision and using rude language. Moreover, his email
contains some sensitive information that should be kept confidential by the project team.
Determine the key issues associated with this incident, identify the impact on the project and
outline your actions to resolve the situation (50-1oo words):
Scenario 2 –
Some of the data provided by your team in their progress reports are not accurate.
Outline your actions to improve the information-validation process to optimise the quality and
accuracy of the data reported. (30-50 words)
Scenario 3 –

The team provides the following feedback: they are receiving too much communication
from different departments in the sponsoring organisation. The inconsistent information
makes it difficult for the team to sort the data effectively.
Outline your actions to filter and centralise the information from different departments in
the sponsoring organisation. (30-50 words)
Task 3.2 Assess information and communication outcomes
A) Record keeping
Set-up a project management folder to finalise and archive records.
 SUBFOLDER -Organise the XYZ policies and procedures (provided in a separate file) in a logical
manner using a sub-folder.
Provide a screenshot of how you have organised the policy and procedure folder:
 Create Project Folders to save:
o The project information and communication plan (create a word document using your work in
Task 2.1)
o The project progress report from task 3.1B9
o The change form (create a word document) from Task 3.1B9
Provide screenshots to show the sub-folders you created to file those documents and the files
within each sub-folder:

B) Review and Lessons Learned
Review your work in Task 2 and 3, including what happened in the scenarios in Task 3.1 C.
Based on your review:
 Determine the effectiveness of the management information and communication processes
and procedures.
 Identify, and document lessons learned, and recommend improvements for application in
future projects.
Complete a post-project review report (Template 3)
Template 3 - Post-Project Review Report
Post-Project Review Report – Information and Communication
Name of project:
Worked well
Brief summary of what worked well (40-80 words)
Could have gone better
Brief summary of what could have gone better (40-80 words)
Lessons learned (Identify 3-4 lessons learned with the recommendation for improvement):
C) Review and Lessons Learned – Peer Review
Review the Post-Project Review Report of a classmate (not in your project team).

Discuss the report with him/her and provide feedback on their report:
 What did they do well? (1-2)

 What additional lessons learned should have been included? (1-2)
 What additional recommendations would you provide? (1-2)
Summarise your findings and recommendations in Template 4.
Template 4 – Peer Review of a Post-Project Review Report

Name of the peer-
reviewed student
Worked well
Additional lessons
learned
Additional
recommendations
References
Please include your references below:
(Please refer to this referencing guide if needed or speak to your trainer for any specific referencing
requirements for this assessment)


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Assessment

◻ I understand the rights to re-assessment

◻ I understand the right to appeal the decisions made in the assessment

BSBPMG535 - Manage project information and communication V3 2021 Page 2

◻ Student requested reasonable adjustment for the assessment

Completed successfully Comments

 Screenshot -Slack invite sent in Task

BSBPMG535 - Manage project information and communication V3 2021 Page 3

This is evidenced by:

Demonstrated ability to:

This is evidenced by:

This is evidenced by:

This is evidenced by:

Task Outcome: Satisfactory Not Yet Satisfactory

BSBPMG535 - Manage project information and communication V3 2021 Page 6

Task summary and instructions

What is this This task builds on Task 2.1.

It has been designed to evaluate your ability to/competency in:

 Manage generation, gathering, storage, retrieval, analysis and

You are required to address the following:

BSBPMG535 - Manage project information and communication V3 2021 Page 7

Although the assessment requires group collaboration to simulate a

Specifications You must deliver/participate in:

Work in simulated work conditions and:

You must submit to GOALS

 Screenshot -Slack invite sent

 Post-Project Review Report – information and communication

Re-submission You will be provided feedback on your performance by the Assessor.

Complete the following activities:

Task 3.1 Implement project information and communication processes

Task 3 is about the implementation of project information and communication processes.

A) Project communication tool

Set up Slack and provide the following screenshots:

BSBPMG535 - Manage project information and communication V3 2021 Page 9

2. People page with the team members

B) Project information and communication

BSBPMG535 - Manage project information and communication V3 2021 Page 10

 Information Management Policy

Provide a screenshot of the conversation in Slack:

6. Add the Polly app to Slack.

What equipment do you need most for the project team?

BSBPMG535 - Manage project information and communication V3 2021 Page 11

Email to Project Sponsor

BSBPMG535 - Manage project information and communication V3 2021 Page 12

Deliverable Deliverable Work to date Planned Status

Schedule Milestones Status Date Notes

BSBPMG535 - Manage project information and communication V3 2021 Page 13

Budget Budget Item Estimated Actual Cost Variation %

Carpeting $ 65,000 $ 58,000 - 10%

Classroom $ 120,000 $ 123,000 + 2.5%

Quality Deliverable Quality Status Variations or plan to

Carpeting 60 oz face weight Quality NA

Classroom Supplier AS/NZS 4610 Quality NA

BSBPMG535 - Manage project information and communication V3 2021 Page 14

BSBPMG535 - Manage project information and communication V3 2021 Page 15

Template 2 – Change Request Form

Change Request – Project

Issued by <your name>

Change Yes/No Adj. completion Adj. budget: $