BSBPMG516 - Project Communication and Information Management

This report provides a detailed solution for an assignment on project communication and information management. It addresses key aspects such as the role of communication in project success, creating communication plans, ensuring consistency and productivity, and using project communication examples like a user-friendly website for the National Archives of Australia. The report also covers methods for finalizing and archiving records, including masking, private browsing, encryption, host-proof hosting, and accessibility. A review of project performance, including a table of communication issues and recommended actions, is provided along with an issue log that highlights challenges like poorly defined goals. The document concludes with a review of communication and management processes, key stakeholders, communication issues, types of communication required, and potential pitfalls. Desklib offers a wide array of resources, including past papers and solved assignments, to support students in their academic endeavors.

Running head: Project Communication and Information Management
Project Communication and Information Management
Name of the Student
Name of the University
Author Note:

1Project Communication and Information Management
Table of Contents
Task 1...............................................................................................................................................2
Communication management and project management..............................................................2
Part 2................................................................................................................................................3
Example of Project Communication............................................................................................3
Description of validation process................................................................................................4
Part 3................................................................................................................................................5
Methods for finalizing and achieving records.............................................................................5
Review of Project performance...................................................................................................7
Part 4................................................................................................................................................9
Issue log.......................................................................................................................................9
Part 5..............................................................................................................................................10
Review of communication and management processes............................................................10
Key stakeholders of the project.................................................................................................10
Communication issues addressed..............................................................................................10
Types of communication required.............................................................................................11
Pitfalls which were aware during communicating with stakeholders.......................................11

2Project Communication and Information Management
Task 1
Target Audience Receiver Messenger Vehicle Frequency
Documents
(Approval )
Project manager Project team Email or shared
drive
As required
Expense Approval Website incharge Project manager Email As needed
Time usage, hours Website in charge Project manager Email Weekly
Project status
report
Incharge of
website
Project Email Monthly
Communication management and project management
Communication plays an important role in keeping a project on task. Generally, project
manager of the National Archive of Australia is mainly charged with guiding all the aspects of
the project like communication plan. It mainly checks the communication which is mainly
inclusive of method and frequency depending on the requirements of the project. With the help
of project communication plan the project manager of the Archive’s website to easily understand
the goal of various plans.
Expectation: Project communication plan will set up some of the standards for the
project manager of the Archive’s website to easily understand the process of communication
between team members and project manager. The communication will help in maintaining
control of the project and also ensure the fact the all the stakeholders receive important
information.

3Project Communication and Information Management
Consistency: A proper communication plan will help in increasing the consistency of the
method how the project is handled. It also ensures the fact that all the stakeholders of this project
receive information on proper time like changes, project requirements.
Productivity: Communication on regular interval will allow various team members of
this Archive’s project to remain productive. When the team members of this project are kept in a
loop then they will feel more comfortable about their various duties.
Part 2
Example of Project Communication
The new website will ultimately enable the national achieves of Australia for easy
collection of data about the photographic feature of the website. The interface of the website
must be modern, engaging and user-friendly. The major advantage of the making the website
user-friendly will include terminologies like more efficient navigation of the process. Better
navigation of the website will include the fact that this website will be much easier for users
to access the website and surf their desired findings. User-friendly website also includes texts
with a bigger size that will include processing of the website and understand the content of
the website. Bigger texts will ensure the fact that it gets easier for users to read the content of
the website with ease. This will help in faster surfing of data that are present in this website.
Users of this website will stay satisfied with proper navigation on this website. The download
speed of this website is also increased in order to make it more efficient as a website. The
website has been designed in such a way that it can easily meet the requirements of various
people of all ages. To make the website user efficient, one of the most important features that
must be taken into consideration is that the processing must be done irrespective of the age of

4Project Communication and Information Management
the users. This increases the popularity of this website to a high extent. This fact will also take
into considering that usage if this website will increase drastically as the global popularity of
this site will be very high. The website should successfully interact with the help of the
existing API. The website should come up with the option of hosting, maintenance, and
support services.
Description of the validation process
The validation process in the National Archive Website can be easily defined as the
proper collection and evaluation of data from the design process stage throughout production.
There is mainly three-step validation like process design and development, process qualification
and process maintenance which can be used for ensuring the quality and accuracy of data.
Process design and development will include an evaluation of the website including the product
of the organization. This will include software that is embedded in nature. This embedded
software that is included will be preponed in the user end of the website. This entire process will
increase the efficiency in the interaction at the back end of the website. Calibration of documents
with help of above-stated protocols increases the efficiency of the product. Proper caution
measures must be taken in order to keep the website protected and efficient. The main purpose of
the process maintenance is that the authorities that are in charge of the maintenance of the project
need to take care of processing of this website. This will help in the efficient functioning of this
website that is to be built.
Part 3
Methods for finalizing and achieving records
A list of five steps can be easily taken for finalizing and achieving records for this
website like

5Project Communication and Information Management
 Masking
 Private browsing
 Encryption
 Host proof-hosting
 Accessibility
Masking: Email, social networks and various other kinds of social network services and
payment information. The free version of Mask Me creates an alternative of email address
whenever an email address of the user is required. A data that is masked find sits major usage in
the bitwise operation in the bit field. This will take into consideration the fact that the
transcription of the data is done in the bit field. Multiple bits in a byte is the technique that is
used in the processing of this website. Nibbles in a word will ensure the fact that the process is
performed in a single bitwise operation. Multiple bit operations are set on or off in accord to the
requirement of this website.
Private browsing: Web browser mainly stores various kinds of information which is all
about browsing session. It is mainly inclusive of various kinds of page visited along with
documents and images which can be used for download. Private browsing helps in securing the
search of the user. This enables facts like imposters who are trying to get access to the data of the
users who are using the website, do not get access to the network in case the usage of private
browsing is made. Private browsing also helps in masking of the data that user do not want to
expose to the admin of the website and the back end developers of the website.
Encryption: Encryption tools can be considered to be an effective measure for keeping
an eye from a reading of various e-mails, instant message and other content which are sent to and
fro. Encryption of the data ensures that imposters who try to get access to data that are stopped

6Project Communication and Information Management
by the encrypted layer. This encryption of data that are present in this website. This layer if
encryption can be broken only by means of decrypting the data that the imposters want to get
access to. Data is covered and protected by the encryption layer, which stops imposters to gain
access to data that are present in this website.
Host-proof hosting: Data storage from services website can easily have gigabytes of
data in the cloud storage which can easily allow users to easily access a various variety of
devices inclusive of tablets, PC, and smartphone. Host-proof hosting acts as the major security
layer in ted at processing, leading to the fact that the processing of the data will help in the data
protection that is present in the website. But the major problem that this layer faces is that in case
an imposter gets access to the server of the website, data present in the website is easily accessed
by them. In that case, host-proof hosting will not be a major obstacle for an imposter.
Accessibility: The various elements of the solution should comply with the Australian
government mandatory criteria which are inclusive of the meeting of Web Content accessibility
guidelines. Any kind of online form should be inclusive of the identification of mandatory fields,
error validation and suggestion of errors. Accessibility of the website must be very high. The
locations from where the website can be accessed must be very high. This will increase the
global support for the website and in turn, the usage of the website will increase drastically. The
major issue regarding accessibility is that an increase in the accessibility of the website, the
number of clients using this website will increase exponentially. This will include the fact that
the database of the website needs to be upgraded to store the data of the users who are using this
platform. Increase in accessibility will also increase the popularity of the website.

7Project Communication and Information Management
Review of Project performance
Data communication can be considered to be much effective in both electronic and
hardcopy format for website organization like National Archive of Australia. Such examples of
formats mainly range from computer-based database and files. The use of information and
communication technologies can easily facilities the access to a large number of formats by
making use of shared networks within this website within the given organization. ICM strategy
can be easily defined as a proper kind of framework which mainly provides direction along with
the establishment of priorities for the given management of this website.
Yes, the information and communication management process and the procedure can be
considered to be effective because information resources which are allocated to various programs
and projects are considered to be designed priorities which can be used for achieving the goals of
this website. ICT based software for this website can be easily carried out by making use of
consultation with the users.

8Project Communication and Information Management
Date Description
of problem
Recommended action Leeson learned
16 JULY
2018
Conflict and
tension
This problem can be easily solved
by establishing a proper
communication with project
manager and team members
Communication can be
considered to be an
effective thing which can
be used for tackling a large
number of problems in a
team.
26 JULY
2018
Lack of
transparency
Without transparency, the trust will
be effected on both the sides that
are the project team and client end.
Trust plays a key role in
successfully completing
the project within the
given deadline.
12
AUGUST
2018
Poor change
management
Poor change management can be
considered to be as one of the
drawbacks which are noticed in this
particular project. Establishing
communication between project
team members and project
managers on regular basis.
Change is considered to be
constant until and unless it
is managed in a careful
way.
28
AUGUST
2018
Not sharing
information
The team members should
effectively share information on a
regular basis. It will bring benefit
to team members along with
Knowledge plays a vital
role in everyone’s life.
Knowledge is not
considered to be power

9Project Communication and Information Management
providing benefits to the success of
the project.
unless and until it is
shared.
Part 4
Issue log
There are a large number of issue log of communication and information issues like
Poorly defined goals: On this website, some major challenges encountered by the
project manager and team members is that what can be expected as the output of this website
project. The poorly defined project goal is a major reason for the failure of the project. In case
the project does not have a goal set initially, the processing of the project gets difficult in case
the goal is not set properly. This is the major reason that decreases the efficiency of the process
is done.
Solution: It is vital for both project managers of this website and team to be clear about
roles, responsibilities along with deliverables right from the starting of the project. The solution
is the most important fact that takes into consideration that the bridge between stakeholders of
the organization is maintained.
Insufficient team skills: If the team members and project manager does not have proper
skill or training for meeting the challenges then it can easily put the development of a website at
a risky spot. Team skill is increased with the help of the proper training of the employees of the
organization. This has been the major reason behind the lack of efficiency if the employees. This
is the only reason for the proper training of the employees to fulfill the efficiency of the
employees.

10Project Communication and Information Management
Solution: The best way to tackle this situation is to document the core set of skills which
is needed for accomplishing the workload. Apart from this, the strength and weakness of team
members should be accomplished.
Part 5
Review of communication and management processes
Key stakeholders of the project
There is mainly two type of stakeholders for this project that is primary and secondary
stakeholders. The primary stakeholders of this website are customers and employee who can be
directly benefited from this project that is the National Archive of Australia. While the secondary
stakeholders for this website can be government bodies.
The successful supplier will need to have
 Attendance for project kick-off meeting
 Attending of regular updates at a given time and day
 The suppliers need to schedule project meetings so that they can report at key milestone
or deliverables throughout the given project.
 Communication of any kind of issue which can impact the given website project.
 Working collaboratively with the staff of national archives so that they can easily meet
expectation and resolve various kinds of issues.
Communication issues addressed
The main kind of issues addressed in this website project is like diverse location,
reporting requirements which can cause a large number of issues and lastly different kinds of
communication group which may be in competition with each other.

11Project Communication and Information Management
Types of communication required
The various kinds of communication resources in the National Archive of Website are
formal reporting, high quality of information technology and communication. This technology
can be easily used for telephone linkage for ongoing projects like this website and another form
of regular communication. The linkage between the stakeholders of the product that is produced
ensured the fact that the processing of the communication is maintained with proper efficiency.
This will also help in prosecuting the data analysis of the communication that is processed by the
transcription of the data among the stakeholders of the organization
Pitfalls which were aware during communicating with stakeholders
While communicating with the stakeholders of this National Archive project one needs to
be aware of three parameters namely timely reporting, accurate and transparent methods. Along
with it also necessary that the communication format and content meet the need the group of the
group. While having a conversation with the stakeholders it is also important to not to oil
squeaky wheel and agree to the procedure and protocol of communication.