BSBPMG522: Undertake Project Work - Structure and Communication Plan

This report focuses on the project structure and communication plan for a small business, addressing the requirements of the BSBPMG522 assignment. It begins by outlining the organizational structure, detailing the roles and responsibilities of key stakeholders such as business partners, project managers, finance managers, sales managers, project leaders, project developers, testers, system analysts, finance supervisors, and finance consultants. Each role's specific duties are described, emphasizing their contribution to the overall project success. The report then proceeds to develop a comprehensive communication plan. This plan includes timelines for various project stages and communication strategies to engage stakeholders effectively during the planning, implementation, and review phases. The report incorporates feedback from the assignment brief, ensuring clarity in reporting lines and the use of appropriate communication methods for stakeholder engagement. The structure of the assignment includes charts and clear communication plans. The assignment leverages the provided case study of a small business with eight staff members, providing practical application of project management principles.

ORGANIZATION
STRUCTURE AND
COMMUNICATION
PLAN

ORGANIZATION STRUCTURE
Organization structure determines role and responsibilities of
assigned project stakeholders
Controlling and coordinating the project plan
Flowing of information among various levels of management
Based on objectives and strategies of the organization

ORGANIZATIONAL
STRUCTURE

ORGANIZATION STRUCTURE
(CONTD.)
Business partners:
Keeping the records of the business operations
Keeping the finances and paying the taxes for the business (Kerzner and
Kerzner 2017).
Project manager:
Planning for the project resources
Budgeting and time management
Financial manager:
Raising and allocating the project funds to the project manager
Understanding the capital markets (Larson and Gray 2017).

ORGANIZATION STRUCTURE
(CONTD.)Sales manager:
Leading the project team to meet with revenue and meet with
customer’s requirements
Analysing data based on past business performance
Project leader:
Performing daily operations of the development work (Heagney, 2016).
Ensuring that the project resources are used properly
Project developer:
Coordinating with the management team to prepare the proposal and
project documents
Tracking the progress of project activities

ORGANIZATION STRUCTURE
(CONTD.)
Tester:
Defining the testing activities for the project subordinates
Preparing the status report to perform testing activities of the network
infrastructure
System analyst:
Maintenance and upgradation with the existing system (Larson and Gray
2017).
Designing of the new computer system plus technical frameworks
Finance supervisor:
Performing a feasibility study
Registering the finance transactions towards future references

ORGANIZATION STRUCTURE
(CONTD.)
Finance consultant:
Presenting the financial plans with long and short term financial
goals (Harrison and Lock 2017).
Assessing the financial status of the business organization
Sales supervisor:
Coordinating with the sales activities
Managing the sales staffs and coordinating training with the sales
employees (Larson and Gray 2017).

COMMUNICATION PLAN
Communication Frequency Goal Owner Timelines
Business Partners
Review the entire project plan Once Discussion of the project plan Project Manager 2 days
Progress report Weekly Review the project status Project Manager and
Financial Manager
1 day
Update about completion of each
project phases
As required Detailed report on status of the project
plan
Project Manager 15 days
Project Manager
Status document Weekly Update the project status Project team members 2 days
Stand-up of the project team Weekly Presenting the deliverables Project Leader 8 days
Review of the project document At project milestone Discussion of the project activities with
the project team
Project team members 17 days

COMMUNICATION PLAN
(CONTD.)Communication Frequency Goal Owner Timelines
Finance Manager
Budget estimation related Weekly Discussion and review of the project budget Project Manager 8 days
Review the budget plan Monthly Discussion of the project budget related issues Project Manager 10 days
Project status report Monthly Sharing a daily progress to the project team Project Manager 15 days
Sales Manager
Review the sales document Weekly Discuss the sales related plans Sales Supervisor 5 days
Sales meeting Monthly Discuss the sales related issues Sales Supervisor 17 days
Project Leader
Kick off the project meetings Monthly Introducing the project and review project related objectives
plus goals
Project Manager 19 days
Reports on the project status Monthly Review the status of the entire project Project Manager 13 days
Monthly project meetings Weekly Review the status of the entire project Project Manager 8 days

COMMUNICATION PLAN
(CONTD.)
Communication Frequency Goal Owner Timelines
Project Developer
Technical report on the
development work of
computer network
Once Technical problems and
solutions report
Project Manager 10 days
Technical meetings Weekly Review the technical
documents
Project Manager 12 days
Tester
Testing documents Monthly Introduce the testing plan Project Developer 6 days
System Analyst
Design meetings Weekly Review the project status Project Developer 16 days

COMMUNICATION PLAN
(CONTD.)
Communication Frequency Goal Owner Timelines
Finance Supervisor
Financial documents Weekly Review the financial project plan Project Manager 21 days
Kick off the project meetings Monthly Introducing the project and review project related
objectives plus goals
Project Manager 9 days
Finance Consultant
Budget plan Weekly Update the financial plan Finance Manager 8 days
Review the project plan Weekly Detailed report on the project status Finance Manager 5 days
Sales Supervisor
Sales review Monthly Discuss the sales related plans Sales Manager 8 days
Sales documents Weekly Discuss the sales related issues Sales Manager 10 days

REFERENCES
Harrison, F. and Lock, D., 2017. Advanced project management: a
structured approach. Routledge.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems
approach to planning, scheduling, and controlling. John Wiley & Sons.
Larson, E.W. and Gray, C.F., 2017. Project management: The
managerial process. McGraw-Hill Education.