BSBPMG516 - Manage project information and communication

Student Assessment Pack
Ensure this cover sheet is attached to your work.
Student and Trainer/Assessor Details
Student ID
Student name
Contact number
Email address
Trainer/Assessor name
Course and Unit Details
Course code BSB51415
Course name Diploma of Project Management
Unit code BSBPMG516
Unit name Manage project information and communication
Due Date Submission Date
Student Declaration:
• I certify that the work submitted for this assessment pack is my own. I have clearly referenced any sources
used in my submission. I understand that a false declaration is a form of malpractice;
• I have kept a copy of this assessment pack and all relevant notes, attachments, and reference material that I
used in the production of the assessment pack;
• For the purposes of assessment, I give the trainer/assessor of this assessment the permission to:
o Reproduce this assessment and provide a copy to another member of staff; and
o Take steps to authenticate the assessment, including communicating a copy of this assessment to a
checking service (which may retain a copy of the assessment on its database for future plagiarism
checking).
Student signature: ________________________________ Date: ____/_____/______________
Office use only
Received
by:
Signature: Date received:
.................................................................................................Tear Here..............................................................................................................
RECEIPT OF LODGEMENT
First name: Surname: UIT Student #:
Unit Code: Unit
Name:
Trainer: Due date: Date
submitted:
Office use only
Received
by:
Signature: Date received:

1
THIS PAGE IS INTENTIONALLY BLANK

2
ASSESSMENT DETAILS AND RESULTS SHEET
Purpose:
This sheet enables assessors to determine a student’s competency for each unit based on all assessment tasks submitted. It also provides
evidence to ASQA that the student has been assessed appropriately, after the student’s assessment is destroyed after the mandatory 6
months retention period. Under the Public Records Act, this sheet must be retained for 7 years.
Instructions:
Assessor: Record the outcome of each assessment task on this sheet. Once all assessments have been finalised, determine the student’s
competency for the unit based on all assessment tasks. Record the unit outcome below, sign and date then forward this form together with
all assessment to the VET Training Manager according to the assessment submission schedule. Please refer to assessment overview for more
information.
Administration Team: Record the Unit Outcome in the student management system (SMS). Ensure the date assessed matches the end date
for the unit in SMS. Scan this sheet in the student’s electronic record, then save the assessment bundle in the student’s file.
Unit Code: BSBPMG516 Unit name: Manage project information and
communication
Sufficient evidence recorded/Outcome
S – Satisfactory
NS – Not Satisfactory
Evidence
recorded
Unit Assessment
Task 1
Evidence
Type/
Method of
assessment
Unit Knowledge Test (UKT) □ S / □ NS (First Attempt)
□ S / □ NS (Second Attempt)
Evidence
recorded
Unit Assessment
Task 2
Evidence
Type/
Method of
assessment
Unit Project (UP) □ S / □ NS (First Attempt)
□ S / □ NS (Second Attempt)
Evidence
recorded
Unit Assessment
Task 3
Evidence
Type/
Method of
assessment
Unit Project (UP) □ S / □ NS (First Attempt)
□ S / □ NS (Second Attempt)
Unit Outcome □ Competent
□ Result not available
FINAL UNIT OUTCOME
□ Competent
□ Not Yet Competent
Comments
Assessor’s Name (Print)
Assessor Signature
Date Assessed
DATA ENTRY
(Entered onto TEAMS) □ Competent (change result to Competent and
enter date assessed)
□ Result not available (do not change result,
record submission in notes field)
Date: Initials:
□ Competent (change result to Competent and enter
date assessed)
□ Not Yet Competent (change result to NYC and enter
date assessed)
Date: Initials:

3
Unit Assessment Task (UAT)
Assessment Task 2 – Unit Project (UP)
Part A: Task A
Description of the project
Australia is facing the drought that is influencing the country’s economy despite of
the rural or city areas. Various government and non-government organizations are looking
forward to help the community to fight this drought. Westend events group is developing and
executing a fundraising event that can meet the needs and requirements of the drought facing
individuals and assuring their safety and proper comfort for them in the present scenario. The
organization is being handled by the director and he is the sole decision-making individual
regarding the major decisions those could influence the entire project. Since, the project is big
and the impacted audience is the entire Australian community, the stakeholder identification,
and communication strategy will be playing major role in the successful deployment of the
project with an assurance that the project meets the needs and requirements of the end users.
Mapping of audience and communication purpose:
Purpose Audience
Introduce the project team and the project.
Review project objectives and management
approach.
 Project Team
 Project Sponsor
 Stakeholders
Report the status of the project including
activities, progress, costs and issues.
 Project Team
 Project Sponsor
PMO
 Stakeholders
Final deliveries and request of cooperation
with patience and consumer acceptance
towards the project being introduced.
 Farmers
 Australian Community
 Government

4
A Stakeholder Analysis Matrix using the template in detailing:
Stakehol
ders
Intern
al/
Exter
nal
Powe
r
Interes
t
Strat
egy
Communic
ation
Timing
Message/
Information
Communic
ation
Vehicle
PMO Interna
l
High Low Keep
Satisf
ied
At each
stage
Project
progress;
issues that
impact on
them; timing
Newsletter;
Focus
groups;
Face to
face; Issues
database
Staffs or
volunteers
Interna
l
Low Low Mini
mal
Effort
Communica
te project
specificatio
ns as
required
Ensuring
proper
handover of
project to
operations
team
Weekly
meeting
Face to face
discussion
Brainstormi
ng
Survey
using
questionnair
es
Supplier Extern
al
Low Low Mini
mal
Effort
Communica
te project
schedule
and
material
requirement
s ahead of
time to
ensure
Ensuring on
time delivery
of materials
Telephonic
Individual
meeting
email

5
delivery
Trial
Customer
s
Extern
al
Medi
um
High Key
Playe
r
Communica
te test
results and
performanc
e
specificatio
ns and
obtain
feedback on
customer
requirement
s or any
changes.
Product
performance
must meet or
exceed
current
product
Frequent
status
reports and
updates
Engineers Interna
l
High Low Keep
Satisf
ied
Communica
te resource
requirement
s early and
ensure
resources
are released
back to
engineering
when
they’re no
longer
required
Concerns
regarding
resources to
assist project
team with
product
design
Monthly
Face to face
Telephonic
Mails
Farmers Interna
l
High High Keep
satisfi
ed
After the
accomplish
ment of
each
milestone
Growth and
progress of
the project
and expected
final delivery
Newsletter
Newspaper
Media

6
of the
attempts
Survey
Logistics
group
Extern
al
Low Low Mini
mal
effort
Twice a
month
The routes
and delivery
time
management
regarding the
product
deliveries
Newsletter
Telephonic
Sponsors Extern
al
Medi
um
High Keep
infor
med
Monthly Discuss
about the
investment
being made
and the
ongoing
progress of
the project
Emails
Telephonic
conference
Face to face
meeting
Governm
ent
Extern
al
High High Key
playe
r
Twice
throughout
the project
lifecycle
Regarding
the approval
on certain
progress and
growth of the
project
Email
Legal
contract
papers
Director Interna
l
High High Key
Playe
r
On every
milestone
of the
project
Ongoing
progress and
growth of the
project
including the
necessary
decision-
making that
Telephonic
face to face
emails
Conferencin
g either
telephonic
or video

7
can meet the
final delivery
of the project
Competit
ors
including
Australian
Red
Cross,
Draught
Angels,
Foundatio
n for
Rural and
Regional
Renewal
and the
Salvation
Army
Extern
al
Low Mediu
m
Mini
mal
effort
As required Discuss
when there is
need of their
cooperation
on certain
project
phases as it
is non-profit
project; the
competitors
might agree
on
cooperating
with the
Westend
event drivers
Newsletter
Telephonic
Emails
Face to face
meeting
Superviso
rs and
managers
regarding
different
operating
sectors
Interna
l
High High Key
playe
rs
Twice a
month
To track the
ongoing
growth and
development
of the project
and develop
strategies
those are best
suited for the
ongoing
operational
activities
with an
Face to face
Emails
Survey
Conference
meetings
telephonic

8
assurance
that the
project being
delivered
will meet the
final needs
and
requirements
of the users
Types of formal communications
Emails, telephonic, meeting records, and survey with questionnaires are the types of
the formal communication mediums those would be delivered for the management and
delivery of the entire project.
Types of informal communications
The informal communication medium incudes meetings, brainstorming with rapid fire
of the questioning and answering sessions, and newsletter are some of the informal
communication mediums those will be adopted in the project for allowing large groups to be
informed and associated with the project.
Performance Checklist – Assessment 2, Part A
The student prepared an outline of a
communication management plan that includes
the following:
Yes No Trainer/Assessor to complete
(Comment and feedback to
students)
 A description of the project 
 Mapping of audience and communication
purpose


9
 A Stakeholder Analysis Matrix detailing:
o major internal and external
stakeholders
o the type of information to exchange
and the timing of that exchange
o power and interest for stakeholder
placement
o at least one stakeholder management
strategy per stakeholder
o communication resources available
to the project

 Types of formal communications 
 Types of informal communications 
Part B
Task B
A brief description of the project
Westend events is ready to deliver a project that can allow the drought effected Australian
Company to cope up with the existing problems and challenges. The project management
attributes will be necessary for the management and delivery of the entire project as it will be
helpful and effective in developing the startegies for the stakeholders involved in the project.
Stakeholder analysis is presented and delivered in the above task, now the attempt will be
driven for establishing the communication management plan for the involved stakeholders
and make sure that the information and progress of the project is well communicated and
there is not any confusion regarding the scope objective and deliveries of the project. The
sophisticated and feasible communication strategy will allow the adoption of the best
strategies those could ultimately drive the project towards success.
Mapping of audience and communication purpose

10
Stakeholders Purpose
PMO The project management officer will have to be informed about
the ongoing progress and development of the project and make
sure that the new strategies are being discussed regarding the
future development and execution of the project. They will be
informed and guidance needs to be gathered regarding ongoing
growth and development of the project.
Staffs or volunteers The purpose will be discuss the necessary operational activities
those are considerable for the growth and development of the
project with an assurance that the project will undergo and all
the activities will be managed and maintained accordingly for
the sake of the project success.
Supplier The purpose will to discuss the ongoing requirement and need
of the project regarding the supplies those are necessary for the
project delivery with an assurance that every stakeholder is
well comfortable within the project environment.
End Consumers The target being considered for the project delivery is to meet
the needs and requirements of the Australian community that is
facing drought. The end customers need to know about the
benefits and outputs of the project considering their perspective
in the current project environment.
Engineers The engineers will be required for planning the technologies
and the possible ways in which the project can be delivered to
the end consumers in much effective and efficient way through
efficiently using the technology.
Farmers The agriculture production in Australia is the responsibility of
the farmers and since, water is the most crucial object for the
growth and development of the agriculture; draught is the
serious concern regarding the production. The communication
must discuss the ways through which the project will eliminate
their problems and allow them to fit in the community.
Logistics group The logistic groups need to understand the severity of the
project and timeline for which the supplies need to reach at

11
every corner of the project. The discussion should emphasize
on the adoption of the routes, vehicles and other considerable
objects for the successful and efficient delivery of the project.
Sponsors The sponsors will need to know that where there investment is
being made and whether is the contribution is worth something
or not. The communication will discuss the achievements and
success being delivered through the financial strategies adopted
by them in the ongoing production and growth of the project.
Government The government will need to be informed about the positive
outcomes of the project with an assurance that the project will
worth of capability for managing the necessary needs and
requirements of the end consumers.
Director The director of the Westend Events will be informed about the
entire planning and estimation for the project delivery and
hence, it will make sure that the proper and effective decision-
making is delivered using the project management attributes in
a professional way.
Competitors including
Australian Red Cross,
Draught Angels,
Foundation for Rural and
Regional Renewal and
the Salvation Army
The entire project is for non-profit and hence, the cooperation
by the competitors can be assumed and attempted considering
the adoption of the better strategies and wide range of
information that can ultimately lead the project towards
success.
Supervisors and
managers regarding
different operating
sectors
Supervisors and managers will need to be informed about the
project better and bad sides considering the comparison
between the deliveries being made and the estimated deliveries.
A stakeholder analysis Matrix detailing:
Stake
holde
rs
Intern
al/
Exter
Pow
er
Intere
st
Strategy Communica
tion
Timing
Message
/
Informa
Comm
unicati
on

12
nal tion Vehicle
PMO Intern
al
High Low The strategy of
the
communication
will be to make
sure that the PMO
are well informed
about the adopted
planning and final
deliveries of the
project and make
sure they are
satisfied
At each
stage
Project
progress;
issues
that
impact
on them;
timing
Newslet
ter;
Focus
groups;
Face to
face;
Issues
databas
e
Staffs
or
volunt
eers
Intern
al
Low High It was identified
that the staffs or
volunteers should
have high interest
in the project in
manner to make
sure that they take
proper initiation
and deliver the
needs and growth
of the project.
Thus, they needs
to be kept
satisfied through
informing about
the availability of
the resources,
comforts and their
rights throughout
the project
Communicat
e project
specification
s as required
Ensuring
proper
handover
of
project
to
operation
s team
Weekly
meeting
Face to
face
discussi
on
Brainst
orming
Survey
using
questio
nnaires

13
lifecycle.
Suppli
er
Extern
al
Low Low Suppliers will be
delivering the
required resources
as asked and
discussed by the
resource manager
or project
manager and their
interest will be in
the payment and
so, minimum
effort can be
made on them
about discussing
the ongoing
project growth.
Communicat
e project
schedule and
material
requirements
ahead of
time to
ensure
delivery
Ensuring
on time
delivery
of
materials
Telepho
nic
Individ
ual
meeting
email
End
Consu
mers
Extern
al
Medi
um
High These can be
considered as the
key players for
the project as the
ultimate goal of
the project is to
make sure that the
end consumers
get satisfied with
the delivered
project.
Communicat
e test results
and
performance
specification
s and obtain
feedback on
customer
requirements
or any
changes.
Product
performa
nce must
meet or
exceed
current
product
Frequen
t status
reports
and
updates
Engin
eers
Intern
al
High Low The discussion of
the project growth
must be
satisfactory for
Communicat
e resource
requirements
early and
Concerns
regardin
g
resources
Monthl
y
Face to

14
the engineers in
manner to adopt
the best strategy
that can manage
the operational
activities required
for the necessary
construction and
project deliveries.
ensure
resources are
released
back to
engineering
when they’re
no longer
required
to assist
project
team
with
product
design
face
Telepho
nic
Mails
Farme
rs
Intern
al
High High The farmers are
one of the end
consumers and
hence, the
communication
should be
effective enough
for making them
satisfied related to
the project
deliveries
After the
accomplishm
ent of each
milestone
Growth
and
progress
of the
project
and
expected
final
delivery
of the
attempts
Newslet
ter
Newspa
per
Media
Survey
Logist
ics
group
Extern
al
Low Low They will be
delivering their
sector of the job
for the payment
and thus,
minimum effort
can be driven for
their assistance in
this project
Twice a
month
The
routes
and
delivery
time
manage
ment
regardin
g the
product
deliverie
s
Newslet
ter
Telepho
nic

15
Spons
ors
Extern
al
Medi
um
High The sponsors will
be informed about
the ongoing
investment and
the overall budget
of the project
including their
contribution in the
management and
delivery of the
project
Monthly Discuss
about the
investme
nt being
made
and the
ongoing
progress
of the
project
Emails
Telepho
nic
confere
nce
Face to
face
meeting
Gover
nment
Extern
al
High High The
communication
strategy will be to
make sure that
government
understands the
positive impact of
the project on the
entire society and
allow necessary
approvals for the
project.
Twice
throughout
the project
lifecycle
Regardin
g the
approval
on
certain
progress
and
growth
of the
project
Email
Legal
contract
papers
Direct
or
Intern
al
High High The directors will
be informed about
the all necessary
operations crucial
for the project
delivery and
manage them in
much efficient
and effective way
On every
milestone of
the project
Ongoing
progress
and
growth
of the
project
including
the
necessar
Telepho
nic
face to
face
emails
Confere
ncing
either

16
y
decision-
making
that can
meet the
final
delivery
of the
project
telepho
nic or
video
Comp
etitors
Extern
al
Low Mediu
m
Contribution of
the competitors
can be requested
however,, the
developed
planning should
be capable of
meeting the
necessary project
scope and
objectives.
- - -
Super
visors
and
manag
ers
Intern
al
High High The needs and
requirements of
the project should
be discussed and
well informed for
further strategies
of the project
delivery
Twice a
month
- -

17
Types of formal communications
Emails, telephonic, meeting records, and survey with questionnaires are the types of the
formal communication mediums those would be delivered for the management and delivery
of the entire project.
Types of informal communications
The informal communication medium incudes meetings, brainstorming with rapid fire of
the questioning and answering sessions, and newsletter are some of the informal
communication mediums those will be adopted in the project for allowing large groups to be
informed and associated with the project.
Role Play Observation Checklist – Assessment 2, Part B
Student name
Unit name and code BSBPMG516 Manage project communications and information
Assessor name
Date of observation
During the role play, did the
student:
Check
(X)
Comments
(How did the student demonstrate this?)
Ye
s
N
Open the meeting and explain the
purpose and agenda of the meeting

Brief the team about the outline of
the communication management
plan, including:
 A brief description of the
project
 Mapping of audience and
communication purpose
 A stakeholder analysis Matrix
detailing:


18
o major internal and
external stakeholders
o the type of information
to exchange and the
timing of that exchange
o power and interests of
stakeholders for
placement
o at least one stakeholder
management strategy per
stakeholder
o communication
resources available to
the project
 Formal communications
processes
 Informal communications
processes
Ask stakeholders for inputs for
communication planning

Use active listening and
questioning to confirm
understanding and agreement

Seek approval to finalise
communication management plan

Participate in verbal exchanges
using clear language and
appropriate non-verbal features


19
Feedback to student:
ASSESSOR I have confirmed the responses given in this report.
Name and signature Date: / /
STUDENT I have read and agree with this report.
Name and signature Date: / /
Part C
Task C
Description of the project
In the existing scenario, Australia is facing the drought that is influencing the country’s
economy despite of the rural or city areas. Various government and non-government
organizations are looking forward to help the community to fight this drought. Westend
Events group is developing and executing the project that can meet the needs and
requirements of the drought facing individuals and assuring their safety and proper comfort
for them in the present scenario. The organization is being handled by the director and he is
the sole decision-making individual regarding the major decisions those could influence the
entire project. Since, the project is big and the impacted audience is the entire Australian
community, the stakeholder identification, and communication strategy will be playing major
role in the successful deployment of the project with an assurance that the project meets the
needs and requirements of the end users. The stakeholder analysis and strategies for every
involved stakeholder is done and presented in the above two sections. This section will
emphasize on the communication management as developed in the following:
COMMUNICATIONS MANAGEMENT PLAN
Defeat the Drought

20
WESTEND EVENTS
Introduction/ Purpose
This communication management plan will emphasize on defining the needs and requirements of
the feasible and sophisticated communication delivery among the involved stakeholders. The
purpose is to make sure that the entire project ongoing activities and related information are
cascaded to the respective stakeholders.
It will make sure that every individual role is well-defined throughout the project lifecycle and
every stakeholder contribute in the successful deployment of the project. A communication matrix
is also proposed in this pan emphasizing on the clear description of the stakeholders needs and
requirements.
Communications Management Approach
The project manager should always be available throughout the project lifecycle in manner to
make sure that all the information regarding the project is well communicated and necessary
decisions are being made for the delivery and management of the entire project. The project
manager’s role is very crucial throughout the project as their role is to monitor manage and
motivate the entire project activities towards the successful deployment and delivery of the project.
This approach will make sure that the entire project activities are well communicated and all the
involved stakeholders are well involved in the management and delivery of the project.
Communications Management Constraints
The proposed communication management plan will follow the legislative, regulatory, technology,
and/or organizational policy requirements, throughout the communication or project lifecycle. The
communication plan will cover the entire stakeholders either internal/external and will manage the
stakeholders’ role throughout the project lifecycle considering the final deliveries and the
management of end users’ needs and requirements.
Stakeholder Communication Requirements
The requirement will cover the necessary resources required for the delivery of the communication
between the stakeholders such as meeting venue, telephone connectivity, network, computers, data

21
analysis tool, and many more. Other than these, proper managerial and leadership style will be
required in addition to the feasible and sophisticated plan that covers the entire project and its
constraints.
Roles
Project Sponsor
The role of the project sponsor will be to analyse the summary of the project report and make sure
that every objective of the project is being managed and delivered. Their responsibility and role is
to provide necessary funding for the successful delivery of the project.
Program Manager
The most crucial stakeholder for the entire communication management and project management
is the project manager and hence, it will be his or her responsibility to make sure that the
developed communication management plan is being followed by every involved stakeholder and
the entire project is being managed and delivered as per the planning.
Key Stakeholders
Key stakeholders of the project will have the responsibility to add their innovation and creativity
and make sure to discuss all the vital aspects of the project to their supervisor targeting the
successful and efficient delivery of the project.
Customer
Australian community will be the biggest targeted customers or consumers for this project and
hence, their role will be to avail the services being introduced to them and make sure that they
provide feedback for the welfare of the project.
Project Team
Their role will be to manage and deliver the operational activities of the project as planned or
discussed by the project manager.
Steering Committee
The steering committee will have the responsibility to analyze the entire data and information of
the project and take the decisions those are best for the successful delivery of the project.
Project Team Directory
Role Name Title Organization/
Department
Email Phone

22
Project
Sponsor
A. White VP of
Technology
IT a.white@a
bc.com
[phone]
Program
Manager
B. Brown PMO
Manager
PMO b.brown@
abc.com
[phone]
Project
Manager
C. Black Project
Manager
PMO c.black@a
bc.com
[phone]
Project
Stakeholders
Referred to
stakeholder
register
Referred to
Stakeholder
Register
Referred to
Stakeholder
Register
Referred
to
Stakehold
er Register
Referred to
Stakeholder
Register
Customer J. Doe XYZ
Corp
Manager IT J.Doe@xy
z.com
[phone]
Project Team Group N/A - - - -
Technical
Lead
Group N/A - - - -
Communication Methods and Technologies
The Gmail or Outlook can be used for communicating with the stakeholder, the newsletter and
digital advertising approaches can be adopted for assuring that all the stakeholders are informed
about the ongoing growth and development of the project.
Communication
Method /Technique
Description
Face to Face All the individuals are available at a particular venue and
discusses the project growth and development
Telephonic (one to one
or conference)
Individuals who are not physically available can be contacted
using the telecommunication technology for discussing the
ongoing project activities
Survey using
questionnaires
The existing problems or benefits being gained by the
stakeholders can be determined through spreading the survey
forms and asking every stakeholder to fill them
Brainstorming It will allow the stakeholders to involve in the rapid fire rounds

23
of the communication between the individuals
Communications Matrix
The following table identifies the communications requirements for this project.
Communi
cation
Type
Objective of
Communicati
on
Mediu
m
Frequenc
y
Audienc
e
Owne
r
Deliverab
le
Format
Kickoff
Meeting
Introduce the
project team
and the
project.
Review
project
objectives and
management
approach.
Face to
Face
Once Project
Sponsor
Project
Team
Stakehol
ders
Proje
ct
Mana
ger
Agenda
Meeting
Minutes
Soft copy
archived
on
project
SharePoi
nt site
and
project
web site
Project
Team
Meetings
Review status
of the project
with the team.
Face to
Face
Confer
ence
Call
Weekly Project
Team
Proje
ct
Mana
ger
Agenda
Meeting
Minutes
Project
Schedule
Soft copy
archived
on
project
SharePoi
nt site
and
project
web site
Technical
Design
Meetings
Discuss and
develop
technical
design
solutions for
the project.
Face to
Face
As
needed
Project
Technic
al Staff
Tech
nical
Lead
Agenda
Meeting
Minutes
Soft copy
archived
on
project
SharePoi
nt site
and
project

24
web site
Monthly
Project
Status
Meetings
Report on the
status of the
project to
management
Face to
Face
Confer
ence
Call
Monthly PMO Proje
ct
mana
ger
Slide
Updates
Project
Schedule
Soft copy
archived on
project
SharePoint
site and
project web
site
Reporting issues and problems
There might the possibility of the agreements on certain decisions as it can be expected that a
group of individuals can agree on the same context and thus, the project delivery can be altered.
The stakeholders might not understand what the planning is trying to deliver and hence, feel in
doubt whether they should follow the lead or not. There should be a documentation of the results
and the topics raised during the communication every time and it must be discussed before and
after the deployment of the meeting with the stakeholders.
Information Management
Document Type/Name Electronic Location Hard copy location
Meeting requests Computer drive (at two
locations)
At the project managers’ desk
Stakeholders present/absent Same as above Same as above
Topics discussed Same as above Same as above
Results collected Same as above Same as above
Problems Same as above Same as above
To be discussed in next session Same as above Same as above
Project charter Same as above Same as above
Project description Same as above Same as above
Status reports Same as above Same as above
Risk management Same as above Same as above

25
Learnings Same as above Same as above
Information validation processes
Communication Flowchart
Guidelines for Meetings
Meeting Agenda
Meeting Agenda will be distributed 5 business days in advance of the meeting. The Agenda should
identify the presenter for each topic along with a time limit for that topic. The first item in the
agenda should be a review of action items from the previous meeting.
Meeting Minutes
Meeting minutes will be distributed within 2 business days following the meeting. Meeting
minutes will include the status of all items from the agenda along with new action items and the

26
Parking Lot list.
Action Items
Action Items are recorded in both the meeting agenda and minutes. Action items will include both
the action item along with the owner of the action item. Meetings will start with a review of the
status of all action items from previous meetings and end with a review of all new action items
resulting from the meeting. The review of the new action items will include identifying the owner
for each action item.
Meeting Chair Person
The Chair Person is responsible for distributing the meeting agenda, facilitating the meeting and
distributing the meeting minutes. The Chair Person will ensure that the meeting starts and ends on
time and that all presenters adhere to their allocated time frames.
Note Taker
The Note Taker is responsible for documenting the status of all meeting items, maintaining a
Parking Lot item list and taking notes of anything else of importance during the meeting. The
Note Taker will give a copy of their notes to the Chair Person at the end of the meeting as the
Chair Person will use the notes to create the Meeting Minutes.
Time Keeper
The Time Keeper is responsible for helping the facilitator adhere to the time limits set in the
meeting agenda. The Time Keeper will let the presenter know when they are approaching the end
of their allocated time. Typically a quick hand signal to the presenter indicating how many
minutes remain for the topic is sufficient.
Communication Standards
The spreadsheets, excel, emails, status reports could be used as the standard reports for the
delivery and management of the project. The documentation will include: project charter, project
description, status reports, risk management, learnings, and project end status report.
File sharing standard Web Portal can be used for sharing the necessary document among the
different stakeholders.

27
Communication Escalation Process
The uncertainties and the risks are the tail of the project and hence, this could be covered and
managed in the brainstorming section or at the meetings where the stakeholders are right in front
of each discussing all the problems and possible remedies. There should be proper documentation
of the project growth and development at the end of every phase of the project and hence, could be
helpful and effective in developing the strategies those could meet the project scope and
objectives.
Priority Definition Decision
Authority
Methods of
communicatio
n
Timeframe
for
Resolution
Priority
1
Major impact to project or
business operations. If not
resolved quickly there will
be a significant adverse
impact to revenue and/or
schedule.
Director Email/ Instant
Messenger
Within 4
hours
Priority
2
Medium impact to project
or business operations
which may result in some
adverse impact to revenue
and/or schedule.
Project
Sponsor
Email Within one
business
day
Priority
3
Slight impact which may
cause some minor
scheduling difficulties
with the project but
Project
Manager
Email Within two
business
days
Priority
4
Insignificant impact to
project but there may be a
better solution.
Project
Manager
Email Work
continues
and any
recommend
ations are
submitted
via the

28
project
change
control
process
Glossary of Communication Terminology
Term Definition
Communication The effective sending and receiving of information. Ideally, the
information received should match the information sent. It is the
responsibility of the sender to ensure this takes place.
Stakeholder Individuals or groups involved in the project or whose interests may
be affected by the project’s execution or outcome.
Communications
Management Plan
Portion of the overall Project Management Plan which details how
project communications will be conducted, who will participate in
communications, frequency of communications, and methods of
communications.
Escalation The process which details how conflicts and issues will be passed
up the management chain for resolution as well as the timeframe to
achieve resolution.
SPONSOR ACCEPTANCE
Approved by the Project Sponsor:
___________________________________________ Date:____________________
<Project Sponsor>
<Project Sponsor Title>
Performance Checklist – Assessment 2, Part C

29
The student prepared a communication
management that includes:
Yes No Trainer/Assessor to complete
(Comment and feedback to
students)
Part C
A brief description of the project 
Mapping of audience and communication
purpose

A Stakeholder Analysis Matrix detailing:
o major internal and external
stakeholders
o the type of information to
exchange and the timing of
that exchange
o power and interest for
stakeholder placement
o at least one stakeholder
management strategy per
stakeholder
o communication resources
available to the project

 Formal communications processes 
 Informal communications processes 
 Communication management
procedures including standards,
escalation processes, version control,
a systematic approach to storage,
searching, retrieval and archiving of
relevant information, process to
update the communications
management plan

 Glossary of terms, flowcharts for
communication, communication


30
constraints
Correct sequencing and scheduling of
complex project activities

The use of vocabulary, structure (template)
and conventions appropriate to the
communication management plan

The use of digital tools to access, organise
and analyse complex data

Task D
Memo
Memorandum
To: [Please fill]
From: [Please fill]
Date: [Please fill]
Subject: Information about project
The project is creating an event for drought relief activities. The concern is named as Defeat
the drought. The project aims to complete the activities like relief matches, concerts as well
as different initiatives. The milestones are selection of venue to ensure that it is ready for the
event, signage, and arrangements of seating. In addition, it is required for gathering the
equipment in order to organise the event. The equipment such as sound and light are required
to be ready for the event. Hospitality is one of the major milestones that are required to
achieve in the event. Sponsor liaison, reception of guest and hospitality services to the
participants are important for the project.

31
In order to organize the project, an executive requires to be placed in charge of the
committee. The project expense above normal production support activities are generally
unbudgeted expenditures for the activities. An executive has budgetary authority that will
allow the committee of the project acting quickly and decisively on requests as well as
protocols, which will be made using present vision of the project.
In the committee charter, the steering committee is recommended for operating the charter.
 The initiatives require a partnership between the milestones
 Senior level-business management sponsorship is considered as prerequisite for the
project activities. The priorities will be managed by the steering committee.
Unit Assessment Task (UAT)
Assessment Task 3 – Unit Project (UP)
Project Status Report for the PMO
<Name of Project>
Status Report
Report for: <Name>, Farmers’ Friends
Project Manager: <Please
Fill>
Project Objective: To manage
and deliver the ‘defeat the
drought’ project under

32
REPORTING PERIOD:
1. Project Progress Summary
The project initiation is completed including the stakeholder analysis, communication
management and the responsibility allocation to every internal/external stakeholder of the
project. The project is going as it was estimated to be delivered and hence, current status of
the report is good however, the final delivery of the project needs to cover proper planning,
execution, monitoring and closing of the project.
2. Milestones
Table 1 - Milestones scheduled for achievement since last report and performance
against those milestones
Milestone Baseline Date Target Date Achievement
The project constraints are
estimated
Mid-June 2018 Mid-June 2018 Mid-June
2018
Prevent schedule and estimation
completed
Mid-June 2018 Mid-June 2018 Mid-June
2018
Media coverage completed Mid-June 2018 Mid-June 2018 Mid-June
2018
Sponsors invited and press released Mid-July 2018 Mid-July 2018 Mid-July 2018
Finalising and mailing invitations
completed
Mid-July 2018 Mid-July 2018 Mid-July 2018
Press release with key stakeholders
name and photos
12th Oct 2018 12th Oct 2018 12th Oct 2018
Plan A completed and Plan B
developed
19th Oct 2018 19th Oct 2018 19th Oct 2018
Concert launched 27th Oct 2018 27th Oct 2018 27th Oct 2018
3. Project Risk Management Statement
Risk Likelihood Seriousness Grad Mitigation

33
e strategy
Scope creep High
High Good
Proper planning
and better press
release
Schedule postponing Medium
High Good
Proper and
sophisticated
planning
Less gathering of
sponsors
Medium
High Good
Proper
advertisement and
well
communicated
with every
involved
stakeholder
Fire or accidents High
High Well
Proper event
management
strategy and
better venues
Dissatisfaction of the
audience
High
Medium Bad
There should be
the availability of
the comfort and
proper facilities
for the audience
Comments
4. Issues
This section can be utilised for recording and monitoring of project issues.
Issue Date
Identifie
d
Actions & Progress Notes Date
Resolved

34
Project communication -- Proper communication
management plan
--
Report development -- Proper spreadsheets and template --
Missing to meet the deadlines -- Proper planning and strict
management
--
5. Recommendations:
Follow the above mentioned and developed planning
Steering Committee Meeting Agenda
Ongoing progress and growth of the project and not meeting the expected benefits of the
project. Development of the strategies those could be utilized for motivating the entire project
growth towards the estimated planning or development estimation. The fundraising event
should have enough availability of the sponsors and funds those could be allowed for better
living of the end consumers (Australian community).

35
Performance Checklist – Assessment 2, Part D
The student prepared a communication
management that includes:
Yes No Trainer/Assessor to complete
(Comment and feedback to
students)
Part C
A brief description of the project 
Mapping of audience and communication
purpose

A Stakeholder Analysis Matrix detailing:
o major internal and external
stakeholders
o the type of information to
exchange and the timing of
that exchange
o power and interest for
stakeholder placement
o at least one stakeholder
management strategy per
stakeholder
o communication resources
available to the project


 Formal communications processes 
 Informal communications processes 
 Communication management
procedures including standards,
escalation processes, version control,
a systematic approach to storage,
searching, retrieval and archiving of
relevant information, process to
update the communications
management plan

 Glossary of terms, flowcharts for 

36
communication, communication
constraints
Correct sequencing and scheduling of
complex project activities

The use of vocabulary, structure (template)
and conventions appropriate to the
communication management plan

The use of digital tools to access, organise
and analyse complex data
