BSBPMG516 Manage Project Information and Communication - Solution

This document provides a comprehensive solution to a project management assignment focused on managing project information and communication, likely related to the BSBPMG516 unit. It covers key areas such as identifying information requirements, developing a communication management plan, understanding the role of a Project Management Information System (PMIS), and addressing communication challenges. The solution includes detailed answers to various activities, discussing stakeholder communication, information dissemination methods, data validation, and the importance of record keeping. It also addresses potential improvements to communication strategies and the use of alternative communication methods. The document is a valuable resource for students studying project management and seeking to understand best practices in information and communication management within a project context. Desklib offers a platform to access this and similar resources for academic support.

Running head: PROJECT MANAGEMENT
Project Management
Name of Student
Name of University
Author Note

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Table of Contents
Assessment 1.......................................................................................................................4
Activity 1A......................................................................................................................4
Answer 1......................................................................................................................4
Answer 2......................................................................................................................4
Answer 3......................................................................................................................5
Activity IB.......................................................................................................................5
Answer 1......................................................................................................................5
Answer 2......................................................................................................................5
Answer 3......................................................................................................................6
Answer 4......................................................................................................................6
Activity 1C.......................................................................................................................6
Answer 2......................................................................................................................7
Activity 2A......................................................................................................................7
Answer 1......................................................................................................................7
Answer 2......................................................................................................................8
Activity 2B.......................................................................................................................9
Answer 1......................................................................................................................9
Answer 2......................................................................................................................9
Answer 3......................................................................................................................9

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Activity 2C.......................................................................................................................9
Answer 1....................................................................................................................10
Answer 2....................................................................................................................10
Activity 2D....................................................................................................................10
Answer 1....................................................................................................................10
Answer 2....................................................................................................................11
Answer 3....................................................................................................................11
Activity 3A....................................................................................................................11
Answer 1....................................................................................................................11
Answer 2....................................................................................................................11
Answer 3....................................................................................................................12
Activity 3B.....................................................................................................................12
Activity 3C.....................................................................................................................13
Assessment 2.....................................................................................................................16
Answer 1....................................................................................................................16
Answer 2....................................................................................................................18
Answer 3....................................................................................................................19
Assessment 3.................................................................................................................21
Answer 1....................................................................................................................21
Answer 2....................................................................................................................21

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Answer 3....................................................................................................................21
Answer 4....................................................................................................................22
Bibliography......................................................................................................................27

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Assessment 1
Activity 1A
Answer 1
Communication plan is an important component of a project. In order to develop a
communication plan, for Green House Construction Company, it is essential for the project
manager to collect the necessary information such as target audience, project objectives, the
details of the stakeholders and the applicable communication vehicle.
Answer 2
The Green House Construction Company mainly undertakes the project associated with
building of various houses and apartments. The main stakeholders associated with the projects
undertaken by Greenhouse Construction Company are listed below-
1. Project Sponsors
2. Resource Manager
3. Project Manager
4. Project Owner
5. The Client Company
6. Jay and Dash
The above stakeholders are needed to be communicated regularly with the project
progress and the status of the project.

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Answer 3
In order to documents the initial information associated with the project, a knowledge
management system and a decision support system is needed o be in place. This will help the
project team in documenting the initial information associated with the project. Project manager
is responsible for decision support system while the business analyst is responsible for
knowledge management system. I have been assigned with the role of managing the knowledge
information system.
Activity IB
Answer 1
The delegated authorities within the project associated with the Green House
Construction Company that will determine the activities that is needed to be included in the
communication plan. The delegated authorities associated with the Green House Construction
Company include the Project Supervisor, quality manager and the sub-contractor.
Answer 2
In order to successfully manage the project, it is essential to keep the stakeholders
informed about the project progress. Development of the communication plan is the process by
which the project progress might be reported to the stakeholders of the project. For that, choice
of an appropriate communication vehicle is necessary. The Green House Construction Company
mainly follows the communication vehicle of formal email and teleconference in order to stay in
touch with the related stakeholders of the project undertaken and to communicate the details of
the project.

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Answer 3
Development of a communication plan is an essential aspect of project management in
Greenhouse Construction Company. In order to develop a communication plan, it is essential for
the project team to consider the communication vehicle, the preferable mode of communication
of the stakeholders and the components of the project that are needed to be communicated.
Answer 4
A mixed method of communication is followed in Green House Construction Company.
The four method of communication that are commonly used by the managers and the project
team of Green House Construction Company includes interpersonal Communication, Non verbal
communication, written communication as well as oral communication. The communication
vehicle that is mainly used in Green House Construction Company includes the email, which is a
non verbal communication. Apart from that, the daily communication is carried over phone and
in teleconference.
Activity 1C
PIMS can be defined as the project management web application that is mainly used by
the project teams for completion of different project management activities. PIMS is beneficial
for management of the project as it provides eleven standard modules and five custom modules
that help in easier management of the project data. The standard project modules provide
standard configuration options that help in easier customization of the needs of the project. A
completely customized web application is provided by PIMS that act as a personal organizer of
the projects undertaken by Green House Construction Company. The benefits include easier

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management of the project schedule; tracking the progress of the project and understanding the
basic needs of the project.
Answer 2
The Green House Construction Company makes use of a web based Project Management
Information System in order to keep a track of the project progress. The Web based system is
suitable for consideration in Green House Construction Company mainly because it is easily
accessible from the mobile devices as well. My role is to ensure that the software is in place and
is operating in an appropriate manner. It is my responsibility to ensure that the software is up to
date.
Activity 2A
Answer 1
a) Information generation is an important aspect of the building projects undertaken by
the Green house construction company. The information generation is a part of project initiation
that ensures that an appropriate project communication plan is prepared that will be followed by
the project team for successful project completion. The information generation includes setting
up of a meeting with the clients and to discuss the requirements and the deliverables of the
project, which are documented in order to ensure that the project is implemented in an
appropriate manner.
b) Information gathering is an important aspect of project management in Green House
Construction Company. The information required for successful project management include
gathering of the information such as details of project schedule, budget related to the project,

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resource required in the project and the methods that will be applied for successful project
information. The information gathering is managed by discussing the project requirements with
the project clients.
c) All the information associated with the project that are either gathered or generated are
documented and stored in soft copy form so that it can be easily communicated to the associated
stakeholders of the project.
d) The information retrieval process is easy since the project information are stored in a
web based dedicated Project Information Management System. The Project Information
Management system helps the project team of Greenhouse Construction Company is easier
information retrieval. The web based Project Information Management System can be accessed
through mobile as well.
e) In order to analyze the information associated with the project, The Green House
Construction Company ensure that the information collected are appropriately stored and can be
accessed in times of need.
Answer 2
The different process that can be used for disseminating the information associated with
the project to the staffs and the project stakeholders are as follows-
1. For disseminating information to the staffs, face to face communication method is
chosen as it helps in ensuring that accurate information is communicated to the staffs.
2. For communication with the stakeholders, a formal method of communication is used,
which includes, email and teleconference (when needed). This method of communication is

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appropriate for the stakeholders of the project as sharing the soft copy of the project as an
attachment of the email helps in keeping the stakeholders up to date with the progress of the
project.
Activity 2B
Answer 1
The data associated with the projects undertaken by the Green House Construction
Company is validated by cross checking by requirements and the specification of the project. A
project manager aims in monitoring the project process by comparing the progress of the project
as per the project plan.
Answer 2
The validation check that is followed by the Green House Construction Company
includes comparing the project progress with the project plan that is developed. This method is
appropriate for management of this project since it helps in ensuring that that specifications
provided by the clients are fulfilled while delivering the project.
Answer 3
The validation checks in Greenhouse Construction Company are quite efficient and
effective as the quality manager of the project ensures timely completion of each deliverables of
a project. However, it is to be noted that the validation checks can be further improved by
following a more formal process.
Activity 2C

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Answer 1
The different communication network within the project includes formal emails, face to
face communication, telephonic communication and teleconference meetings.
Answer 2
The three most commonly used communication networks in Green House Construction
Company include email, telephonic conversation and face to face meetings.
a) The frequency of communication in email network is quite frequent while that of face
to face communication is quite less. The frequency of telephonic communication is as per the
requirements.
b) In email, mainly the project progress is shared with the stakeholders of the project. The
telephonic conversations include communicating the urgent needs of the project while face to
face meetings are held to discuss the project progress.
c) The format of email is doc, pdf or ppt. The format for telephonic and face to face
meeting is verbal communication.
d) Green House construction Company follows a formal communication process so that
management of the project becomes easier.
Activity 2D
Answer 1

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There can be certain communication issues associated with the projects undertaken by
Green House Construction Company. This includes insufficient communication, unstructured
communication and irrelevant communication spamming the communication channels.
Answer 2
There are certain issues associated with the information management system in
Greenhouse Construction Company. One of the major issues includes regular maintenance of the
system. Apart from that, the issues include inaccurate information storage leading to erroneous
report generation.
Answer 3
The information that is needed to be recorded in the issue log includes all the factors that
affect the projects undertaken by Green House Construction Company in a negative manner. The
information include the delays in the project, extra expenses in the project, losses in the projects
and the errors identified in the project management process.
Activity 3A
Answer 1
In Green House Construction Company, the ownership of the communication records that
are generated throughout the execution of the project is provided to the program manager. It is
mainly decided by the project team members and the owner of the project.
Answer 2