BSBPMG414

Apply project information management and

communications techniques
Learner Workbook
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Table of Contents

Table of Contents..............................................................................................................................1
Candidate Details.............................................................................................................................2
Assessment – BSBPMG414: Apply project information management and communications
techniques.....................................................................................................................................2
Competency Record to be completed by Assessor........................................................................3
Activities...........................................................................................................................................5
Activity 1A......................................................................................................................................5
Activity 1B......................................................................................................................................6
Activity 2A......................................................................................................................................8
Activity 2B....................................................................................................................................10
Activity 3A....................................................................................................................................12
Activity 3B....................................................................................................................................14
Activity 3C....................................................................................................................................16
Activity 4A....................................................................................................................................18
Activity 4B....................................................................................................................................20
Skills and Knowledge Activity.......................................................................................................22
Major Activity..............................................................................................................................23
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Candidate Details
Assessment – BSBPMG414: Apply project information management and
communications techniques
Please complete the following activities and hand in to your trainer for marking. This forms part of
your assessment for BSBPMG414: Apply project information management and communications
techniques.

Name: _____________________________________________________________

Address: _____________________________________________________________

_____________________________________________________________

Email: _____________________________________________________________

Employer: _____________________________________________________________

Declaration

I declare that no part of this assessment has been copied from another person’s work with the
exception of where I have listed or referenced documents or work and that no part of this
assessment has been written for me by another person.

Signed: ____________________________________________________________

Date: ____________________________________________________________

If activities have been completed as part of a small group or in pairs, details of the learners
involved should be provided below:

This activity workbook has been completed by the following persons and we acknowledge that it was
a fair team effort where everyone contributed equally to the work completed. We declare that no
part of this assessment has been copied from another person’s work with the exception of where we
have listed or referenced documents or work and that no part of this assessment has been written
for us by another person.

Learner 1: ____________________________________________________________

Signed: ____________________________________________________________

Learner 2: ____________________________________________________________

Signed: ____________________________________________________________

Learner 3: ____________________________________________________________

Signed: ____________________________________________________________
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Competency Record to be completed by Assessor

Learner Name: _______________________________________________________

Date of Assessment: _______________________________________________________

The learner has been assessed as competent in the elements and performance criteria and the
evidence has been presented as:

Assessor Initials

Authentic

Valid

Reliable

Current

Sufficient

Learner is deemed: COMPETENT NOT YET COMPETENT (Please circle)

If not yet competent, date for re-assessment: ____________________________________

Comments from Trainer / Assessor:

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________

Assessor Signature: ________________________________________________________

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Observation/Demonstration
Throughout this unit, you will be expected to show your competency of the elements through
observations or demonstrations. Your instructor will have a list of demonstrations you must complete
or tasks to be observed. The observations and demonstrations will be completed as well as the
activities found in this workbook. An explanation of demonstrations and observations:

Demonstration is off-the-job

A demonstration will require:

 Performing a skill or task that is asked of you

 Undertaking a simulation exercise

Observation is on-the-job

The observation will usually require:

 Performing a work based skill or task

 Interaction with colleagues and/or customers

Your instructor will inform you of which one of the above they would like you to do. The
demonstration/observation will cover one of the unit’s elements.

The observation/demonstration will take place either in the workplace or the training environment,
depending on the task to be undertaken and whether it is an observation or demonstration. Your
instructor will ensure you are provided with the correct equipment and/or materials to complete the
task. They will also inform you of how long you have to complete the task.

You should be able to demonstrate you can:

1. Contribute to communications planning

2. Conduct information-management activities

3. Communicate project information

4. Contribute to assessing effectiveness of communication

You should also demonstrate the following skills:

 Reading

 Writing

 Oral communication

 Interact with others

 Get the work done

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Activities
Activity 4A
Estimated Time 30 Minutes
Objective To provide you with an opportunity to assist in ongoing review of project
outcomes to determine effectiveness of communications-management
activities.
Activity What are the project outcomes of your project?

What communications strategies have you applied to each project outcome?

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Of these strategies identify the most effective one in terms of reaching project
outcomes and explain the reasons for its success.

Of these strategies identify the most ineffective one in terms of reaching project
outcomes and explain why. Suggest ways of improving it.
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Activity 4B
Estimated Time 30 Minutes
Objective To provide you with an opportunity to report communications-management
issues and responses to higher project authorities for application of lessons
learned to future projects.
Activity From the last part of Activity 4A, take the most inefficient communications
strategy and record essential information that will form the basis of a lessons
learned report to higher project authorities.
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From whom would you ascertain feedback to help make improvements to your
communications strategies?

To whom would you report your lessons learned within your project and how
would it be reported?
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Skills and Knowledge Activity

Estimated Time 45 Minutes
Objective To provide you with an opportunity to demonstrate your knowledge of the
foundation skills, knowledge evidence and performance evidence.
Activity Complete the following individually and attach your completed work to your
workbook.

The answers to the following questions will enable you to demonstrate your
knowledge of:

 Reading
 Writing
 Oral communication
 Interact with others
 Get the work done
 Models and methods of communications management in context of
project life cycle and other project management functions
 Importance of managing risk by treating information securely
 Methods of reviewing outcomes
 Organisational policies and procedures relevant to this role in a specific
context

Answer each question in as much detail as possible, considering your

organisational requirements for each one.

1. Identify a stakeholder or group of stakeholders within your project that

requires frequent project communications. Establish the information
they require, gather the information from the necessary sources, and
produce a written report communicating the relevant information in an
appropriate format. Detail how you would treat information securely.

2. Identify a communications strategy currently used within your project

that you believe could be improved. Gather feedback from relevant
stakeholders using an appropriate method. Sort through the information
to evaluate the efficiency of the strategy in relation to the protect
objectives. Produce a lessons learned report to submit to a relevant
project authority and explain organisational policies and procedures
that are required. Attach all of your findings to your workbook.
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Major Activity
Estimated Time 1 Hour
Objective To provide you with an opportunity to demonstrate your knowledge of the
entire unit.
Activity This is a major activity – your instructor will let you know whether you will
complete it during class or in your own time.

Attach your completed answers to the workbook.

You must individually, answer the following questions in full to show your
competency of each element:
1. Contribute to communications planning
2. Conduct information-management activities
3. Communicate project information
4. Contribute to assessing effectiveness of communication

1. Using your current project, provide the following information that would be
used to influence the plan at the outset of the project:

 Overall aim of the project

 Scope
 Resources needed
 Timeline
 Estimated cost
 Potential risks
 Dependencies.

2. What communications networks are included in your communications plan?

3. What ways of processing project information are there?

4. What is the information storing policy of your project? How does this relate
to your role?

5. In what environments do you communicate with clients and other

stakeholders as part of your role?

6. What reports must you prepare and produce within your role and what
authorisation do they require?

7. What information would you seek to obtain from the following project
authorities within your role?
 Project manager
 Project team
 Team leads
 Project sponsor
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 Clients
 Investors
 Steering committee
 Internal departments
 Information databases
 Community.

8. When evaluating the efficiency of a communications strategy within your

project, from whom would you seek input?

9. Why is it important to complete lessons learned reports?