Communication Management Plan Building XYZ
- Subject Code :
PMGT602
Assessment Task 2 Project
CASE STUDY
You are a project manager assistant at Wilson & Jones. You have been assigned a new project for the construction of a new building. As the PM assistant, you need to start preparing your communication management plan to hand over the project information. You must ensure that you were able to incorporate project management methodology covered in this unit
Part A: Plan information and communication processes
Document Control Information
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Settings |
Value |
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Document Title: |
Communications Management Plan |
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Project Title: |
Building XYZ |
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Document Author: |
Your name |
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Project Owner (PO): |
Your client give a name |
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Project Manager (PM): |
Your boss give a name |
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Doc. Version: |
01 |
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Sensitivity: |
General |
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Date: |
06/12/22 |
Document Approver(s) and Reviewer(s):
It is necessary to keep records for each approver. Unless specifically noted as Optional, all Reviewers on the list are necessary.
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Name |
Role |
Action |
Date |
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XX |
Project Manager |
Review |
XX |
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XX |
Project Owner |
Approve |
XX |
Communication Objectives
You need to describe the different communication management plan objectives.
OBJECTIVES TO WRITE
Communication Management Steps:
To complete your project, you must follow some steps. Please identify the different processes you may follow to prepare your communication management plan. Please demonstrate and explain every step
- PROCESSES TO FOLLOW TO PREPARE COMMUNICATION PLAN
Project Management information system:
Describe the PMIS according to the project management and how it can be incorporated in the communication plan. Please describe the data and documents distributed by the PMIS and how they are prepared.
- TO WRITE ABOUT PMIS (4 things to address according to the above statement)
Communication Inputs
- Project charter: you are required to prepare the project charter which includes a high level of details. The project charter will include the project description, project sponsor (owner), project manager, project risks, budget, start & completion date, and stakeholder.
Project Charter Template
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Project Specifics |
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Project sponsor |
OWNER write name as previous |
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Project manager |
As previous |
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Project organization |
Wilson & Jones |
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You |
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Version No. |
01 |
Date Published |
XX (1stdate) |
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Project authority to proceed |
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Project sponsor |
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Name |
As previous |
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Signature |
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Date |
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Project manager |
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Name |
As previous |
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Signature |
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Date |
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Details |
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Background |
XX why are you constructing this building? |
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Project objective |
What do you hope to achieve with this building? Try to write 2-3 objectives (one main one and then sub objectives) |
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Project scope statement |
Example : Build a 10 storey residential tower in XX months/years. |
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Project inclusions |
Example exterior, build, etc |
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Project exclusions |
Example - furniture |
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Project deliverables |
-Write on your own -Example: - building, electrical works, reports (end report, progress report, etc) -Use the ppt to look at what reports would be included, etc |
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Milestones |
Due date |
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XX |
XX |
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Example - Exterior |
XX |
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Plumbing |
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Use google to look at key milestones when constructing a building |
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Project budget |
Up to you to decide what budget is appropriate for a building. Depends on how many storeys your building is, where it is located, etc. |
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Project constraints |
XX |
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Benefits |
How will this benefit your organization, your client, the community and any other stakeholders? |
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Major risks |
Construction risks? Natural disasters? Any general but major risks |
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Team members and stakeholders |
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Team members |
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XX Role of team member |
Use both columns if needed |
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XX |
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Stakeholders |
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Client |
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Community |
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Use the slides and ppt to fill accordingly |
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- Stakeholder register:as a major part of the communication plan inputs, you need to prepare the stakeholder register which identifies all the involved individuals, entities, or companies in the project whether internally or externally. To do so, you need to go through some stakeholder analysis by using the power & interest mode
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Stakeholder name |
Title |
Role |
Power (H/L) |
Interest (H/L) |
Requirements |
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write name |
Project Owner |
Client |
H |
H |
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At least one external and 1 internal. Minimum 3 stakeholders |
High Low If you want you can add medium |
High Low |
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Information/Communication Management Plan:
You are required to finalize the output of your planning which is the communication management plan. You may use the below table to finalize it.
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Stakeholder |
Communication needs |
Person responsible |
Medium (How?) |
Frequency |
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and delivery method including any technology being used> |
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At least 3 examples in this table
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Part B: Apply Project information and communication processes
- Give an example of how you communicated about a project's status, including its scope, budget, and time frame. This might be communicated through a meeting, status report, project performance report or project dashboard.
The student can prepare a status report or a dashboard.
Project status report template
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Project name |
As previous |
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Report to |
Example - Project Owner (depends on what report you are writing this status template for) |
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Project manager |
As previous |
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Project status |
Constraint progress |
Status |
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Schedule |
% Completed (as of this status report. Example-75%) |
On track or at risk Example:On track |
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Quality |
Good / poor Example - poor |
On track or at risk Example at risk |
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Cost |
Actual vs planned Actual is as planned |
On track or at risk On track |
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Achievements milestones |
-List any achieved milestones from previous section |
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Issues |
-Write any issues (try to write at least 1 or 2) |
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Risk |
-What are the risks? (detail 2-3) |
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- Describe the procedure you followed to assess the data to make sure it was reliable and accurate.
- According to the slides, please write.
- Example: You made sure you had PMIS in place, appropriate training was given so team members are aware of how to use and update it. You had a communication plan in place and recorded all data appropriately, etc.
- Please write your own and elaborate and explain.
Part C: Assess information and communication outcomes
- Assume your project has been completed successfully. How would you complete and archive documents now that you have achieved your key goals? How does this correspond with information ownership and control requirements?
- As in slides / research
- Example - You will have a lessons learned document to ensure future projects dont have the same mistakes
- Ensure all project related data/reports is put into afolder or location within PMIS and shared with relevant team members
- Write at least 3 points
- Evaluate how well you managed information and communications for your project. Would your methods and practices for managing information and communications be regarded as effective? why or why not
- What did you do to manage information and communication?
- Was it effective? Why or why not?
- What could you have done better?
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Communication management plan |
Completeness |
Accuracy |
Timing |
volume |
Average |
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Project records |
60% |
80% |
55% |
70% |
66.25% (average of the 4 columns) |
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Project reports |
Similarly fill all columns |
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Project presentations |
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Performance reports |
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Change requests |
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Project archives |
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Project closure |
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Lesson learnt |
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Average |
Average based on above rows |
Final average value here |
- Include a recommendation for future projects along with a list of any information and communication problems you may have encountered on the project (in the table below).
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Date |
Description of problem/opportunity |
Recommended Action for next time/project |
Lesson Learnt |
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XX |
A team member didnt update the communication plan (problem) |
-Ensure members responsible for any updates are aware of their tasks |
-Have frequent team meetings to ensure smooth delivery and track progress |
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Write 3 problems / opportunities. Include at least 1 of each |
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Company organizational chart
Performance Criteria/Performance Checklist (Part A)
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Your task must address the following performance criteria/ performance checklist. |
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To be assessed as satisfactory (S) in this assessment task the participant needs to demonstrate competency in the following critical aspects of evidence |
S |
N/S |
Trainer/Assessor to complete (Comment and feedback to students) |
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a)Identified, analysed and documented information required to prepare communication planning |
q |
q |
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b)Interacted with stakeholders to collect information for communication plan. |
q |
q |
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Performance Criteria/Performance Checklist (Part B)
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Your task must address the following performance criteria/ performance checklist. |
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To be assessed as satisfactory (S) in this assessment task the participant needs to demonstrate competency in the following critical aspects of evidence |
S |
N/S |
Trainer/Assessor to complete (Comment and feedback to students) |
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a)Included purpose, affecting stakeholders and means of communication in the plan. |
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q |
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b)Identified required stakeholders for the plan approval. |
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q |
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c)Elaborated any key terms used in the plan. |
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q |
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d)Used appropriate communication channel for formal approval. |
q |
q |
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Performance Criteria/Performance Checklist (Part C)
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Your task must address the following performance criteria/ performance checklist. |
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To be assessed as satisfactory (S) in this assessment task the participant needs to demonstrate competency in the following critical aspects of evidence |
S |
N/S |
Trainer/Assessor to complete (Comment and feedback to students) |
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a)Used project management software to create Project Management Information system. |
q |
q |
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b)Update project management software with available information. |
q |
q |
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c)Shared uses guide of project management software with team members to use PMIS appropriately. |
q |
q |
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Assessment Results Sheet
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Outcome |
Outcome (make sure to tick the correct checkbox): Satisfactory (S) ?or Not Satisfactory (NS) ? Date: _______(day)/ _______(month)/ ____________(year) Feedback:
Outcome (make sure to tick the correct checkbox): Satisfactory (S) ?or Not Satisfactory (NS) ? Date: _______(day)/ _______(month)/ ____________(year) Feedback: |
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Student Declaration |
I declare that the answers I have provided are my own work. Where I have accessed information from other sources, I have provided references and or links to my sources. I have kept a copy of all relevant notes and reference material that I used as part of my submission. I have provided references for all sources where the information is not my own. I understand the consequences of falsifying documentation and plagiarism. I understand how the assessment is structured. I accept that the work I submit may be subject to verification to establish that it is my own. I understand that if I disagree with the assessment outcome, I can appeal the assessment process, and either re-submit additional evidence undertake gap training and or have my submission re-assessed. All appeal options have been explained to me. |
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Student Signature |
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Date |
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Trainer/Assessor Name |
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Trainer/Assessor Declaration |
I hold: ?Vocational competencies at least to the level being delivered ?Current relevant industry skills ?Current knowledge and skills in VET,and undertake ?Ongoing professional development in VET I declare that I have conducted an assessment of this students submission. The assessment tasks were deemed current, sufficient, valid and reliable. I declare that I have conducted a fair, valid, reliable, and flexible assessment. I have provided feedback to the student. |
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Trainer/Assessor Signature |
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Date |
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Office Use Only |
The outcome of Assessment has been entered into the Student Management System on _________________ (insert date) by (insert Name) __________________________________ |
