Assessment Task 1: Project Communication and Stakeholder Management

This homework assignment delves into the intricacies of project communication and management. It explores different types of information needed for communication planning, including audience analysis, tool selection, and reporting requirements. The assignment examines delegated authorities in communication management plans, effective reporting methods for various stakeholder groups, and essential details for developing communication management plans. It also covers various communication methods, the role and benefits of a Project Management Information System (PMIS), different communication networks, and potential issues in project communication along with solutions. The assignment concludes with activities and document requirements for project finalization, ensuring required controls are met. The provided solution offers comprehensive insights into effective project communication strategies, stakeholder management, and the practical application of communication management plans.

AssessmentTask1–KnowledgeTest
All questions need to be answered as per the instructions above. A maximum word count of
75 words per answer is applicable unless otherwisestated.
Question1:
Question2:
In your own words, explain at least 3 different types of information that you will
need to gather that will form the basis for your communication planning
activities?
The type of information which needs to gather is:
To whom and what to address: In this the communicator gathers the information about to whom
communication needs to be done. If the communication is done to stakeholders then according to that
the whole presentation would be made or if to the customers or clients then different presentation
needs to be made (Barry, Lee and Messerschmitt, 2012).
Tools and techniques: For communicating with the people, the right tools and techniques for which
the communication process needs to be done should get evaluated. The type of audience decides a
lot about the tools and techniques which needs to adopt for communication planning activities.
Reporting requirements: In communication activities the communicator also needs to analyze the
resources which are required for communication process. Requirements would be according to the
audience and kind of communication needs to get delivered to the audience.
What delegated authorities within your project will determine the activities in
your communication management plan?
A project communication success is the contribution of all the team members. These team members
include the team leader who has the role to give the information to individuals or team members.
Team members who also provide information to the group and contribute to the communication plan
success (Biocca and Levy, 2013). What and how much information is given to the team members is
the task of a team leader.
Question 3:
Using your own words, explain the most effective methods you will use when
reporting on your project status to the following stakeholder groups:
 Steering communities: The best way to communicate with these people via prower point
presentation in the terms of agreed format with them should be mentioned and the contract
agreements must be included.
 Senior stakeholders: 1 to 1 meetings and POC meetings are the effective tools.
 End users: Reports related to the project
Question 4:
List at least 5 details you will need to consider when developing your
communication management plan? (Can be provided in a bullet point list but
must contain an explanation for each)
 Audience: They are the people to whom the communication needs to made. The actual audience needs to
get consider as they will help the communicator to decide for the communication tool or techniques.
 Tools and techniques: They are the modes or the mediums in which the communication needs to get made.
It includes how the actual communication will go to take and how they will deliver the communication to
the end user or say audience.
 Timing: This includes the time for which the communication needs to get made. The time here refers to at
what time period the communication process would take place.
 Key purpose: The key purpose for the communication should need to take under account. The
communication should be such that it should cover all the objectives and goals for which the
communication needs to take (Broadbent, 2013).
 Gathering of inputs: The resources which are necessary for performing the communication also need to
keep in mind while developing for communication management plan.
Question5:

Question6:
Question7: List at least 5 methods of communication that are available touse to
disseminate information to the stakeholders of your project? (Can be provided in a bullet
pointlist)
 Power point presentation: A power point presentation should help in communicating to the stake holders
where the terms or the agreements can get stated. In ppt the communication regarding the current status can
also get mentioned.
 Report: In this the reports are made in which the information for feed about the project objectives, terms
and conditions, agreements and so on into the reports.
 Video calling: In video calling the involved parties can talk to interact among themselves through digital
talking where all of them are connected among each other digitally, also can see each other, and can put
their opinions or ideas,
 One to one meetings: The one to one meetings are the one where all the parties associated sit together face
to face and then they discuss.
 Project hub: A project hub can be created where all the associated people for project can have access the
hub and there they can perform all their communication related to the project.
Using your own words, explain what a project management information system
(PMIS) is and what are the benefits of using one within a project?
It is a system in which the information or the data can get saved, share and store. From these data or information the
company can make the necessary decisions about the project and its related activities. PMIS is a platform where the
associated parties can have access to all the important information about the project so that they get updated about the
same.
Benefits:
 The PMIS is a device that can enable the undertaking to group to design, timetable, screen and report on a
venture.
 A PMIS can compute plans, costs, desires, and likely outcomes.
 PMIS is ordinarily a PC driven framework (however it very well may be paper-based) to help a venture
supervisor in the improvement of the undertaking. A PMIS is an instrument for, not a substitution of, the
undertaking chief.
Identify and explain the different communication networks within your project
(using the Albright case study or your own project if selected and approved).
Chain network: In this the communication diagram is connected with a chain where proper formation for
communication is present. In this the head communicate with the just below management level people and these
people communicate with the lower level of people.
Vertical network: In vertical network two people are involved who exchanges communication among each other
(Washiro, 2012)
Wheel network: In this the sub ordinates directly communicate to their team leader and their team leader directly
communicates with the team members.
Question
8:
S e l ec t tw o o f y o u r p r o j e c t’ s co mm un i ca t i o n n e tw o r k s a n d e x pl a in :
➢ The frequency ofcommunication
➢ The information with which you providethem
➢ The format and method ofcommunication
➢ The reasons for theabove.
There are selected two communication network for the project that are mentioned below:
Local area Network:
 Frequency of communication: Using frequencies from 2.4 to 5 gigahertz (GHz), such
networks can transfer data at rates up to 600 mbps. Early in 2002 another Ethernet-
like standard was released (Downs and Adrian, 2012). It will also provide transparency in
communication.
 The format and method of communication: This networks are used in broad manner to
share resources like printers, share hard drive etc. connecting locally all the work stations in
developing to let them communicate with each other locally without any internet access.
 The information with which you provide them: This network based on resource sharing
like DVD Rom drives and hard disks can be shared with the help of local networks. The data
provide to employees and share files in PDF format.
 The reasons for the above: The reason of selecting this network that it is cheaper to use

same software over network rather than of buying separate licensed software.
Wireless
 Frequency of communication: It is related with the 2.4 GHz frequency range and many
devices use radio frequencies that below 1 GHz (1000 MHz).
 The format and method of communication: For the wireless communicate requires to use
different systems like satellite communication, radar, mobile telephone system and many
others. These are hel;ping in effective communication and share files easily.
 The information with which you provide them: The transmission of data is possible by
wireless which was manipulating of radio waves. Such waves are generated naturally
through generating pulses of electricity.
 The reasons for the above: It connects with computer without using network cables and use
radio communications to send data between each other. Through this network communicate
directly with other wireless computers and connect with existing by wireless AP.
Question 9:
Explainwhatissuesyouthinkyoumightyouencounterwhenusingaproject
management informationsystems?
Confusion: It might be able to create confusion into individuals about its use because it might be possible that people
might not get how to make use for it.
Expert judgment: However the PMIS cannot replace the judgments which are given by the manager as this system
fails to provide the expert judgments to the company or for the project.
any PC, tablet or PDA. You can even hold video conferencing with various individuals.
Question 10:
Explaininyourownwordsbetween3and5issuesthatyoumightencounterwith
communication on your project and for each one, give an explanation on how
you could overcome this problem?
Keeping with everyone’s interest: It is very much difficult for the project to keep up with everyone interest (Liu
and et al., 2013). The parties involved into the project have their own interest and with the poor communication it is
very difficult to keep an account to keep up with everyone’s viewpoints and opinions and interest.
Infrequent communication: The communication process which took place is infrequent which create some issues
and disturbances among the people.
Overcome steps:
Lead Effective Stakeholder Analysis : An incredible undertaking correspondence system begins with a nitty gritty
comprehension of every one of the task partners and colleagues. The objective is to attempt to comprehend what
data they wish to get, in what group, how regularly and what their sensitivities are. None of the underneath rundown
will be powerful on the off chance that you are simply conveying unimportant data.
Skype Video Conferencing: Eye to eye gatherings are consistently the best for venture correspondence and
commitment; however when groups are dispensed or working distantly around the globe, up close and personal
gatherings can be unrealistic and costly (Gallois and Giles, 2015). The following best thing is video conferencing
and Skype offers an incredible answer for separate the hindrances of far off group venture correspondence.
Anybody, anyplace, can utilize Skype for video approaching any PC, tablet or PDA. You can even hold video
conferencing with various individuals.
Question 11 The activities that you would perform when finalizing your project to ensure you meet the required
controls. Include a list of the documents that you would raise.
The project engineer has all the documents regarding the project, these documents needs to get uploaded that the
company’s portal where the people who are associated with the project can see these documents. These documenting
frameworks points out among one of them dread inclined parts of venture correspondence over long ranges of time
(Kreuter and et al., 2013). By and large, the beneficiaries of expectations may not require the expectations until quite a
long while after they are delivered. The future beneficiary must realize where to locate the deliverable and
comprehend past undertaking choices, regardless of whether the assignment director and other venture colleagues are
not, at this point accessible.

There are different activities conduct by me for the finalization of project that are mentioned below:
 Collect all the information about the project
 Conduct research
 Collect all appropriate data
 Set all the tasks in systematic manner
 Take right decision on right timeliness
 Provide guidance to search team in regard of project
When the finalize of project so for this require to focus on different documents such as:
 Different task of project
 Summary document
 Forms of information document
 Authority signature document

Assessment Task 2 – Role Play/ Presentation
T h ef o ll ow i n ga c t iv i t y /r o l ep l ay ( T a s k 2.1 ) c an be und er t a k e ne i t h er i n de p en d en t l yor i n a
gr ou p of u p t o3 o t h e r s t u de n t s as a ppr o v e db yyour t r ai n er / a ss e ss o r .I f t h is t as k i s
completedwithotherstudentsasateameffortallstudentsmustcontributeandparticipate
equally in the role play, will need to be able to answer questions regarding all aspects of
the task to ensure compliance and to all demonstrate a clear understanding of the task
and the contribution made to thetask.
Task 2.2 must be completed individually
Instructions to complete this assessment task:
Role play – Scenario
In the role play, you will take the role of the Project Analyst at Albright (or your chosen and
approved company) who has been asked by the Project Manager to meet with the project
spo n s o r (p l ay e db yy o u r ass e ss o r / t r a i ne r )i n o r d e r to i d e n ti fy , an a ly se a n dd o c u me n tt h e information
requirements of the project stakeholders, including the project manager themselves. Within
delegated authority, you will then utilise that information as the basis for developing an
agreed communication management plan and identifying a relevant project management
information system(PMIS).
Assessment Task 2.1
Y o u will a ss um e/ t a k e o nt h er o l e o faP r o j e c tA n a ly s t a tA l b ri gh t (o r y o u r ch o se n an dapp r o v ed
company) to complete this assessment task. You will In the role play/meeting you will verbally
validate the information and communication requirements of the various stakeholders with
input from your project sponsor in order to be able fully document your Communication
Management Plan. You will also seek information from your project sponsor (played by your
tr a in e r / a sse ss o r ) o nh i s/h e rr e qu ir e me n t sfo r aP r o j ec tM a na g em en t I n fo r m at io n S y ste m( P M I S ).
Assessment Task 2.2
Usingthegatheredinformationfromtheroleplayasprovidedbyyourprojectsponsor,youwill then
write a report for your project manager which will inform him/her in regards to a
recommendedPMIStobeusedonthisprojecttoensurequality,validity,timelinessandintegrity of
information andcommunication.
Done in excel sheet which is attached
ThisreportmustnametherecommendedPMISforyourprojectmanagertoestablish.Youwill obtain
this information from research on the web and you must clearly explain the purpose of
thePMISandlistthebenefitsofusingaPMIS
Project management information system is a platform where the project members can save and store the data or
information which is related or important to the project. At this portal or system as all the information or data gets
saved it helps the people who are associated with the project to make the decision after analyzing and evaluating this
information only. These information can include the information regarding the raw materials required or which has
dispatched to the project, the labor total who are into the project, finance put yet and also how much needs to put
more, the and etc. The system is also used to make the schedules or pattern about how the activities would go to
take place in this. All the information is should into a particular data base in which the people or members who are
associated with the project has the access.
Apart from this the information system also helps out in forming the financing table in which all the related figures or
heads that comes into finances part is includes. They also make the time table for the activities which states what

activities needs to get done and at what sequence.
1. Project Performance Indicator Tracking System
It is a system or a platform in which is used to keep a track upon the activities which has happen into the project
(Galvin, Braithwaite and Bylund, 2015). This system is very useful in matching or comparing the activities which were
planned at the time of start of project and the actual performance of the project. Through the nice comparison the
project can analyze the gap between the two and they have and can take the corrective and control measures at time.
If during the comparison they found out that the gap between the standard and actual performance is not much then
there will be no need to take any kind of corrective measures.
The P P I T S saves the information about the performances which has been done yet into the project. This enables
the organization about the activities which has yet completed. The database categories the activities into 5 heads
which are attained successfully, in progress, having minor issues, having major issues, for this rescheduling of
activities is required and not due yet. The activities are get labeled under these heads so that the members of the
project are get clear about the activities or tasks which is done and which they required to done. After the completion
of announcing period, the report is made up and gets delivered.
2. Procurement Planning and Monitoring System (PPMS)
In PPMS, the activities are first get planned by the project manager. After the whole planning the project and its
activities gets inserted into the system. Inserting the activities into the reports would enable to know about the
activities which need to get monitored. This system enables the project manager to monitor the activities which
needs to get included into the project. It just keeps an account of them and their progress level of activities which
has done yet (Konečný and etl al., 2016) . Through this system the activities and its performance can get observed
very keenly and any problem related to that can get detected at time.

What needs to be submitted
• A completed Communications Management Plan (template provided separately by
softcopy)
• A report detailing your recommended project management information system
(PMIS),whythisshouldbeusedandthebenefitstobedeliveredbyestablishingand
maintaining thisPMIS
Assessment Task 3 – Project – Implement project information
and communication processes
This task must be completed individually Scenario
1
The project is now at the start of the execution phase and for the first time on the project
there is a full team of people now allocated and working. The project manager is required to
report to the steering committee on a weekly basis to provide them with details on the
pr o j e ct ’ s pr o g r ess , th et ea mm e mb er sa ct iv i ti esfo r t ha tw ee k a nda n y k ey u pc o mi ng milestones
and activities.
As the project analyst, you are assisting the project manager in getting all this information
from the team members and then putting that information into one single weekly status
report for the project manager to then provide up to the steering committee. To do this you
are required to send out a template each week for the team members to fill in which will
provide all the required information. The team members must have this back to you by end
of business every Friday evening, ready for you to compile and present one single report to
the project manager each Monday.
Assessment Task 3.1
You are required to write an email to your project team members which will be sent out to
them that contains instructions on the need for them to complete their weekly reports.
This email must explain the purpose of this report (as detailed in the assessment instructions
above) and give the team members a deadline of midday every Friday for them to return it
to you (knowing that your own deadline is actually 5:00pm).
You must also clearly explain that when you receive it back from the team members, you will
extract the information provided and combine it all into one central report to be submitted to
the steeringcommittee.
To,
All the team members
It is to inform all the team members that they all need to submit their reports which consist of their status regarding the
work which they have done yet. This report needs to get submitted weekly in which every member has to include the
total work he has done yet in his work allotted. The reports which all the team members will go to submit will then get
communicated to steering community. All the information which is important will be extracted from the reports and
combine for presenting it before the community people. The reports should be get ready and emailed before 5 pm.
Thank you
Team Leader

AssessmentTask 3.2
Thenwritea2ndemailtothePMthatexplainsyourweeklystatusreportisattachedfor him/her to
forward on to the steeringcommittee.
To,
The Project Manager
This is to inform you that the report for current performance or the status has been sent and attached with this mail.
Please check the report and provide us the required advices or approval onto this. This report will be going to get
forward to the steering team so it needs to get prefect. We want your opinion onto the report so that we can forward
the same to the steering team. Waiting for your early and positive reply.
Thank You
Project Analyst

Scenario 2
Th eP r o j e c tM an a g er fi nd sth a td o c u me n ty o u ’ v ese n tt he md o esn o t ha v et he I TL e ad ’ s
u pda te an d s tillsh o w st h ep r ev i o u swee k ’ su pda t efr o m th e Q u ali ty A n a ly st ;y o u ’ v e fo r go tt e
n to include these two pieces of information. Because of these two errors, the PM
requires you to modify the information-validation processes that you’ve been
following to ensure this won’t happenagain.
Assessment Task 3.3
You write a 3rd and final email back to the PM confirming that you’ve now received
the r e q uir e d u pda t ef r o mt h eI T L e ada nd th a t y o u’ v ea ls o u pda t e dt h eQ ua li t y A n a ly s t ’ s
activities to the current week. You also need to confirm the steps you’ve taken
(developed a qualitychecklist)toensurethistypeoferrorwillnotreoccurinthefuture.
To
The Project Manager
This is to inform you that all the updates have been made from IT lead team and the activities from the
Quality team have also been taken under care of. To maintain the quality the following steps have taken,
Data that is explored and gathered for venture must be kept up so that:
▪ It is open to every single significant gathering (for example assigned colleagues, support and so
on.)
▪ It is in an organization that will empower simplicity of availability and revealing
▪ It is steady with pertinent security enactment
▪ Complies with support/customers classification prerequisites.
What needs to be submitted
• Threeemails:one toyourprojectteam,two toyourprojectmanager
AssessmentTask4-FinalisationProject–Assess information
and communicationoutcomes
This task must be completed individually
Project task:
Assessment Task 4
YouarerequiredtowriteaprojectreporttotheProjectSponsor(amaximumof100-
150words) discussing your project information and communication activities and
explaining the effectiveness of your processes and procedures. You need to clearly
state that you have finalised and archived all project communication records to the
required PMIS location as detailed on the Communications ManagementPlan.
This report also needs to include lessons learned and recommendations for
improvements on future projects

Project report to Project Sponsor
The activities related to the project are ready in which they all are divided into groups and chart. The proper
scheduling of the activities has done through the use of gantt chart. In that gantt chart the activities which needs to be
taken under account are shown in a flow or in the form of chart according to their flow to activities. A scheduling
report has also been made in which the schedules of activities and their time and date for its performance have been
mentioned. The scheduling report would help the project in making it complete in time as the proper schedules has
been prepared for all the tasks associated. Milestone report in which the charts and graphs are attached, these
graphs and charts shows the current progression and current status with regard to the work which has done yet.
These graphs or charts are then compared with the standard charts and graphs.
Communication activities are also taken under account for this particular project. The kinds of correspondence
exercises that are regular at this stage include:
▪ Holding for the most part casual conversation and conceptualizing thoughts with partners to distinguish
venture inclusion issues and what ought to be incorporated and avoided in the undertaking.
▪ Investigating and seeing the opportune individual as associated with the undertaking for example the
individual who will have the necessary aptitudes, information or put interests in venture results/forms.
▪ Informally revealing back to partners and looking for their input as the venture scope advances.
And to measure the effectiveness certain measures or steps are taken which are:
Investigation of the adequacy of venture interchanges will be founded on:
▪ Information of correspondence the executives issues created during the undertaking
▪ improvements to correspondences made during the task in light of input or issues that emerged.
In leading an assessment of the correspondence you should include:
▪ offical interchanges forms remembering troubles for accessing the necessities of partners.
▪ The adequacy of offical venture interchanges items, for example, advancement materials and showcasing
items.
▪ The viability of casual venture correspondences, for example, calls and gatherings in adding to extend
progress.
At the point when you are leading an assessment of undertaking interchanges you may utilize:
▪ Questionnaires to look for input from share holders
▪ official and non offical reactions to inquiries concerning project communications
▪ An outside evaluator who may utilize both of the above strategies to gather criticism data for the benefit of
the project
Your job in assessment of correspondence, as a colleague, may include:
▪ Collecting, examining and observing criticism from partners
▪ Providing input to the task chief, other colleagues or an outer evaluator on correspondence forms
▪ Revising correspondence procedures to mirror the input
▪ Implementing procedures to gather input and distinguish issues with correspondence
▪ Maintenance of the issues register to guarantee it is forward-thinking and exact.
What needs to be submitted
• A completed report on your project information & communication
management
activities,lessonslearnedandrecommendationsforfutureprojects