BSBPMG425 - Assessment Task 2 V1.1

Assessment
Task 2
Apply project information
management and communications
techniques
BSBPMG425
Student Declaration
To be filled out and submitted with assessment responses
I declare that this task and any attached document related to the task is all my own work and I have not
cheated or plagiarised the work or colluded with any other student(s)
I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me
according to the process explained to me
I have correctly referenced all resources and reference texts throughout these assessment tasks.
I have read and understood the assessment requirements for this unit
I understand the rights to re-assessment
I understand the right to appeal the decisions made in the assessment
Unit Title Apply project information management and communications techniques

Unit Code BSBPMG
Jose Nicolas SOSA MORENO
Student name
Student ID 69406
number
Student JNSM Date
signature
2 18/02/2023
Task Number
BSBPMG425 - Apply project information management and communications techniques V3 2021 Page 2
RTO Provider: 91153 - CRICOS Code: 02672K
greenwichcollege.edu.au
------OFFICE USE ONLY-----
For Trainer and Assessor to complete:
Student requested reasonable adjustment for the assessment
Marking Sheet Comments
Completed successfully
DNS
N
Did the student satisfactorily:
Y
The student has satisfactorily completed and ☐ ☐ ☐
submitted the following:
• Screenshot of email sent to team in Task

2.1
• Communication Plan -Project 1 in Task 2.1A
• Screenshot of Monday.com board – Project
1 in Task 2.1B
2 in Task 2.1B
• Screenshot of Monday.com Board Members
-Project 1 in Task 2.1B
• Screenshot of folders in Google drive –
Project 1 in Task 2.1B
• Screenshot of how the Project folders were
shared with the team in Task 2.1B
• Feedback Summary in Task 2.2A
• Peer Review Forms in Task 2.2A
• Email to Project Stakeholders – Project 1 in
Task 2.2B
Task 2.2B
• Status Report -Project 1 in Task 2.3A
• Change request Form – Project 1 in Task
2.3B
• Meeting Minutes – Project 2 in Task 2.3C
• Status Report – Project 2 in Task 2.3D
• Email to Project Sponsor in Task 2.3E
• Screenshot of Monday.com board updates
– Project 1 in Task 2.3F
DNS
N
Y
• Screenshot of updates to Google Drive
Project 1 in Task 2.3G
The student worked collaboratively with the ☐ ☐ ☐
project team, under the supervision of the
project manager (Trainer and Assessor), to
develop two project communication plans and
to set-up project communication systems.
Feedback in Comments.
The student asked another team to peer-review ☐ ☐ ☐
their communication plans as per instructions.
The student actively participated in the meeting ☐ ☐ ☐
with the project team to discuss Project 2
issues @ 75% timeline.
Feedback in Comments
Demonstrated ability to: ☐ ☐ ☐
• Identify project needs and organisational
objectives
• Contribute to developing project
communications plan networks and
techniques
• Agree on and document communication
procedures
This is evidenced by:

2.1
1 in Task 2.1B
2 in Task 2.1B
DNS
N
Y
• Collaboration with the project team (refer
to Marking Sheet)
• Seek feedback on communication plan,
networks and techniques from clients and
other relevant stakeholders
• Modify communication plan according to
feedback

• Feedback session validated by the trainer
and assessor (Refer to marking Sheet)
• Identify, gather and analyse project
information

2.1
1 in Task 2.1B
2 in Task 2.1B
Task 2.2B
Task 2.2B
DNS
N
Y
2.3B

• Communicate procedures for storing
stakeholder information to relevant
stakeholders according to organisational
policies and procedures

Task 2.2B
Task 2.2B
• Store information and confirm data is
secure and auditable

1 in Task 2.1B
2 in Task 2.1B
2.3B
DNS
N
Y
• Communicate with clients and other
stakeholders according to agreed
communication plan, networks and
techniques and confirm flow of necessary
information

1 in Task 2.1B
2 in Task 2.1B
Task 2.2B
Task 2.2B
2.3B
DNS
N
Y
• Seek feedback from relevant project
authorities on information management

Task 2.2B
Task 2.2B
• Confirm reports are prepared and released
according to organisational policies and
procedures

Task 2.2B
Task 2.2B
2.3B

• Assist in ongoing review of project
outcomes and determine effectiveness of
communication management activities
• Seek feedback and advice from relevant
stakeholders on communication
management activities

DNS
N
Y
2.3B
When collaborating with the group, the student ☐ ☐ ☐
has actively participated in group work with a
substantial contribution that can be assessed
individually for all the requirements of this task.
Task Outcome: Satisfactory ☐ Not Yet Satisfactory ☐
Student Name:
Assessor Name:
Assessor Signature:
Date:
Table of Content
Student Declaration ............................................................................................................................................... 2
Task 2 – Plan and conduct project communication ............................................................. 10
Task 2.1 Contribute to communication procedures planning ............................................................... 15

Task 2.2 Seek feedback and communicate project information .......................................................... 29
Task 2.3 Implement project information and communication processes and systems .............. 35
References ............................................................................................................................................................... 45
Task 2 – Plan and conduct project communication
Task summary and instructions
What is this Refer to and read the documents saved in a separate folder:
assessment task
about? o Zeemh Business Profile
o Zeemh Company profile and Project Task
o Policies and Procedures
And the website: https://projectdipem.wixsite.com/zeemh
You have been engaged by Zeemh as a Project Officer.
You will work with the Project Manager (played by your trainer and
assessor) and a Project Team in a simulated work environment. You
will work on two projects:
PROJECT 1 - NEW WEBSITE
Zeemh is building a new website to sell a new line of products:

o Home coffee machine
o Coffee capsules
The website must have e-commerce capabilities and interface with

the social media platforms and the CRM in use at Zeemh.
Budget: $ 75,000
Timelines: 30 weeks
The project scope includes:

o Select web designer
o Provide content to web-designer
o Provide marketing guidelines for the website
o Facilitate work between the Zeemh marketing department and
the web designer
o Liaise with product and service expert to gather information
about the products
o Test the website
o Launch the website
o Evaluate the website
PROJECT 2 – EVENT TO PRESENT THE NEW WEBSITE TO

SUPPLIERS
Budget: $ 2,000
Timelines: 2 weeks to organise the event
Project Sponsor and steering Committee as per Project 1.
Information about the event:
Event Presenting the new website to suppliers

Type of event Virtual event
Use Zoom
Structure PowerPoint Presentation
Virtual tour of the website
Q&A
Duration 1 hour
Date 20/6/20XX
Presenter Marketing Manager
Organiser Project Team
Attendees • Suppliers
• CEO
• COO
• Marketing Manager and Marketing team
• Production Manager
Form or join a project team (3-4 students in the team).

Document the name of the students in the team below:
Student Name Caroline

Student Name Miyuki
Student Name Gustavo
Student Name Nicolas
You will collaborate with the project team in a simulated work

environment to carry out the responsibilities of your role as a project
office relevant to project information and communication
management.
The trainer and assessor will observe your work in the project team
and provide feedback on the marking sheet.
Although you will collaborate with the project team, your
assessment's work must be individual, and it will be marked as such.
Having a clear vision of the two projects and their structure will help
you plan and implement it in simulated work conditions.
Your trainer and assessor will provide support and mentorship in the
role of Project Manager (PM).
Please note that the performance evidence for this unit of

competency, require you to demonstrate the ability to apply
communication and information management approaches during at
least two different projects. This assessment has been designed
to meet that requirement.
This task comprises of the following assessment methods:

o Product-based ☒
o Direct observation of Role-Play ☒
o Case Study ☒
o Other (specify) ☐
It has been designed to evaluate your ability to/competency in:
• Identify project needs and organisational objectives

• Contribute to developing project communications plan networks
and techniques
• Agree on and document communication procedures
• Seek feedback on communication plan, networks and techniques
from clients and other relevant stakeholders
• Modify communication plan according to feedback
• Identify, gather and analyse project information
• Communicate procedures for storing stakeholder information to
relevant stakeholders according to organisational policies and
procedures
• Store information and confirm data is secure and auditable
• Communicate with clients and other stakeholders according to
agreed communication plan, networks and techniques and
confirm flow of necessary information
• Seek feedback from relevant project authorities on information
management
• Confirm reports are prepared and released according to
organisational policies and procedures
• Assist in ongoing review of project outcomes and determine
effectiveness of communication management activities
• Seek feedback and advice from relevant stakeholders on
communication management activities
Your assessor will be looking for demonstrated evidence of your

competency in the above.
You are required to address the following:
• Task 2.1 Contribute to communication procedures

planning
o Develop project communication plans
o Set-up communication networks and systems
• Task 2.2 Seek feedback and communicate project

information
o Seek feedback on project communication plans
o Communicate communication procedures to relevant

stakeholders
• Task 2.3 Implement project information and

communication processes and systems
o Implement communication plans, systems and processes
Although the assessment requires group collaboration to simulate a

work environment, the assessment submission is individual, and it will
be marked as such.
What do I need to do • submit the completed assessment tasks, according to instructions,
to complete this task • complete the tasks with sufficient detail and present them in a
satisfactorily? professional manner,
• use your own words and reference sources appropriately,
• meet the word count where required,
• use the scenario provided,
• use the templates provided where required,
• for your performance to be deemed satisfactory in this
assessment task you must satisfactorily address all of the
assessment criteria,
• if part of this task is not satisfactorily completed you will be asked
to complete further assessment to demonstrate satisfactory
performance.
Specifications You must deliver/participate in:
• Develop the project communication plan and set-up

communication network systems in collaboration with the project
team in week 2 and 3 (Role-Play)
• Request a peer-review of the project communication plans from
another project team in week 3 (Role-Play)
• Meeting with the project team to discuss Project 2 issues @ 75%
timeline in week 4
You must submit to GOALS
• Screenshot of email sent to team

• Communication Plan -Project 1
• Communication Plan -Project 2
• Screenshot of Monday.com board – Project 1
• Screenshot of Monday.com board – Project 2
• Screenshot of Monday.com Board Members -Project 1
• Screenshot of Monday.com Board Members -Project 2
• Screenshot of folders in Google drive – Project 1
• Screenshot of folders in Google drive – Project 2
• Screenshot of how the Project folders were shared with the team
• Feedback Summary
• Peer Review Forms in
• Email to Project Stakeholders – Project 1
• Email to Project Stakeholders – Project 2
• Status Report -Project 1
• Change request Form – Project 1
• Meeting Minutes – Project 2
• Status Report – Project 2
• Email to Project Sponsor
• Screenshot of Monday.com board updates – Project 1
• Screenshot of Monday.com board updates – Project 2
• Screenshot of updates to Google Drive Project 1
• Screenshot of updates to Google Drive Project 2
Resources and • Computer with Internet access
equipment • Access to Microsoft Office suites or similar software
• Learning material
• Scenario for assessment as provided
• Appendices as provided
• Relevant policies and procedures as provided
• Templates as provided
Re-submission You will be provided feedback on your performance by the Assessor.

opportunities The feedback will indicate if you have satisfactorily addressed the
requirements of each part of this task. If any parts of the task are not
satisfactorily completed, the assessor will explain why, and provide

you written feedback along with guidance on what you must
undertake to demonstrate satisfactory performance. Re-assessment
attempt(s) will be arranged at a later time and date. You have the
right to appeal the outcome of assessment decisions if you feel that
you have been dealt with unfairly or have other appropriate grounds
for an appeal. You are encouraged to consult with the assessor prior
to attempting this task if you do not understand any part of this task
or if you have any learning issues or needs that may hinder you when
attempting any part of the assessment.
Complete the following activities:
Task 2.1 Contribute to communication procedures planning
Work in collaboration with the project team, and under the supervision of the Project Manager (PM) in
simulated work conditions, to actively contribute to planning information and communication
management for both projects (Task 2.1A).
Additionally, set-up communication networks (Task 2.1B and C).
Schedule a time with your project team in week 2 and 3 of class to complete this work (planning
sessions).
The trainer and assessor will observe the planning sessions and evaluate your performance as a
Project Officer.
Before the planning sessions
• Review the case study

• Review the instructions for both projects (Project 1 and Project 2)
• Review the communication plan template (Template 1)
• Clarify the requirements of the communication plans with the PM (trainer and assessor)
• Send an email to the other team members as a reminder of the planning sessions: day, time,
location.
Take a screenshot of the email you sent to the team members and copy and paste it in the space
provided below:
During the session
• Work collaboratively with the project team to complete two project communication plans
• Consult with the Project Manager
• Set-up the projects’ communication networks and information systems
After the session
• Copy and paste the communication plans in two separate word documents (Project 1 and
Project 2) and save the documents in Google Drive (refer to Task 2.1B2 where you will set-up the
Google Drive):
o Project Folder>Plans
o Name the file according to convention:
Communication Plan – date – version.
A. Develop a Project Communication and Information Plan
Use Template 1 to complete the communication plan for both projects. Follow the instructions in
Italic.
Template 1 -Communication Plan Project 1 (Website)
Purpose
The purpose of the Project Communication Management Plan is to describe how communication will
be managed throughout the lifecycle of the project, and define how the project team will implement,
support, and communicate project communication and information through the project. It also
includes the processes and procedures for conducting communication and information planning. The
Project Communication Management Plan will assist the Project Manager in determining if
communication and information are conducted as required to ensure an effective project.
In summary, the Project Communication Management Plan for the project will establish
communication and information activities, processes, and procedures for ensuring an effective project.
The purpose of this plan is to:
• Promote awareness of and excitement for the project
• Ensure adoption of the responsibilities and actions assigned to each stakeholder and
• Encourage two-way communication about the project between the project team and all
stakeholders.
The plan contributes to meeting project needs and to achieving organizational objectives.
List three (3) key project needs and three (3) key organizational objectives in the table below.
Project needs -Communicate to the members all steps of the project
-Ensure the new website show new products in an attractive way
-Collect important information from experts
Project objectives -Stablish the sale of new products in the new website
-Ensure people know about the new products thorough good divulgation
-Increase the number of sales of the organisation
Communication and information objectives
The following are the communication and information objectives (identify and add 3 SMART objectives
in the space provided below) of the project that reflects the overall intentions to be applied regarding
communication and information throughout the project.
- Face to face communication on a daily basis between the Web developer and the project
team for the duration of the Project (30 weeks).
- Key Stakeholders receive a status report from the PM and the Project team at the end of
every month (28th) for the term of the Project (30 weeks).
- To attain feedback for every email sent out to external stakeholders 3 days after it was sent.
Communication and information responsibilities
Describe the communication and information responsibilities of team and steering committee in the
spaces provided below.
The Project Steering Committee is responsible for (3 responsibilities):
- Conduct monthly meetings with project manager in order to collect information about
project progress.
- Approve the layout of the new website.
- Approve change in timeframe if necessary.
The Project Manager is responsible for managing the project and the following communication and
information responsibilities:
• Oversees the implementation of the project daily to ensure consistent communication
• Responsible for clear, timely, documented, correct communication with project team and the
project steering committee
• Communicates project progress and directions to the project team and project steering committee.
• Regularly analyze the information in the team’s project progress reports, or delegate someone to
do this. A project status report based on all the information provided by the team should be
written and distributed.
The Project Team is responsible for (3 responsibilities):
- Ensure web designer has access to all required information for the development of the new
website.
- Test the new website and ensure it will be working well one week before official launching.
- Seek feedbacks related to the quality of the new website from staff two times before project
launch, and from people outside the organization once.
Communication and information processes
To ensure smooth information flow within the project team itself, all communication and information
will be completed via Monday.com, Google Drive and Emails.
Project team members will be able to access all project documentation such as the Project Charter,
the Project Management Plan, and other project-related documentation to inform their work.
The workspace will also allow for shared communication and reminders about meetings.
Project Team Directory
Develop a Project Team Directory (Team Members and Project Manager).

Name Role Email Availability
Caroline Project Officer caroline.zeehm@gmail.com Monday and Tuesday, 9 am – 5 pm
Miyuki Marketing miyuki.zeehm@gmail.com Monday, Tuesday and Wednesday 9

Assessor am – 5 pm
Gustavo Project gustavo.zeehm@gmail.com Monday and Tuesday, 9 am – 5 pm
Manager
Nicolas TI Assessor nicolas.zeehm@gmail.com Monday, Thursday, and Friday, 9
am – 5 pm
Communication and information timing
Describe the project communication and information timing (50-100 words).

The project manager will report the project progress weekly and update the information on Google
Drive to ensure all stakeholders are informed about it. To collect this information, the Project
Manager will meet with team members and web designer once a week. Besides, once a month the
Project Manager will meet the Project Steering Committee to report the project progress and all
necessary details.
Communication and information metrics
Effective project communication and information will be measured through:
• Clear communication of goals and status of project- to-project team members and external
stakeholders as per project requirements.
• Achievement of communication and information methods and timing.
Communication and Information Control Mechanisms
Describe how communication will be monitored and controlled. (50-100 words)
Communication will be monitored through spreadsheets that will be updated after weekly
meetings and will be stored at Google Drive in order to be viewed by all team members.
The spreadsheets detail all steps of the project and the respective communication actions
and will contain information about the progress of them.
Communication Matrix
Develop a Stakeholder Communication Matrix for three (3) key stakeholders.

Stakeholder Communication Format Responsibility Media or Frequency
needs Channel
Who Why What Who is responsible How When
(example: for the
reports, communication?
meeting
minutes...) and who approves
it
CEO Seek approval of Reports The Project E-mail Twice a month

changes in the Manager is
project and responsible for
inform about the
project’s progress communication
and has
autonomy for
that
Financial Report about Report and Gustavo E-mail and Every time
Manager project costs and meetings (financial meeting there is a new
inform about assessor) is when cost related to
requirement for responsible for necessary the project
budget changes the
communication
with the
Financial
Manager. The
Project
Manager
approves it
needs Channel
Investors Report about the Report The Project E-mail Once a month
progress of the Officer is
project responsible for
the
communication
and has the
autonomy for
that
Template 1 -Communication Plan Project 2 - Event
Purpose
The purpose of the Project Communication Management Plan is to describe how communication will
be managed throughout the lifecycle of the project, and define how the project team will implement,
support, and communicate project communication and information through the project. It also
includes the processes and procedures for conducting communication and information planning. The
Project Communication Management Plan will assist the Project Manager in determining if
communication and information are conducted as required to ensure an effective project.
In summary, the Project Communication Management Plan for the project will establish
communication and information activities, processes, and procedures for ensuring an effective project.
The purpose of this plan is to:
• Promote awareness of and excitement for the project
• Ensure adoption of the responsibilities and actions assigned to each stakeholder and
• Encourage two-way communication about the project between the project team and all
stakeholders.
The plan contributes to meeting project needs and to achieving organizational objectives.
List three (3) key project needs and three (3) key organizational objectives in the table below.
Project needs -Develop the presentation for the event that will explain the benefits of
the new website for the suppliers.
-Define the date for the even.
-Communicate about the event for all suppliers
Project objectives -Show the layout and the functionalities of the new website to the
suppliers.
-Explain the benefits of the new website to suppliers
-Develop a better confidence with the suppliers; use the vent to create
relationship with new suppliers
Communication and information objectives
The following are the communication and information objectives (identify and add 3 SMART objectives
in the space provided below) of the project that reflects the overall intentions to be applied regarding
communication and information throughout the project.
- Inform all current suppliers in Day 1 and 2 about the Event in order to achieve 85% of
attendance.
- Develop a Flow chart detailing the project steps and the timeframe on the first day of the
Project to show what needs to be done by all team members by the end of Day 10.
- Establish a weekly record system on the intranet to guarantee the availability and protection
of the information to be able to consult it when is required by the stakeholders.
Communication and information responsibilities
Describe the communication and information responsibilities of team and steering committee in the
spaces provided below.
The Project Steering Committee is responsible for (3 responsibilities):
- Approve the way the presentation will be conducted and inform the Project Manager
- Approve the day of the event that will be informed by the Marketing Manager
- Communicate with the suppliers after the event in order to understand if the project has
achieved its objectives.
The Project Manager is responsible for managing the project and the following communication and
information responsibilities:
• Oversees the implementation of the project daily to ensure consistent communication
• Responsible for clear, timely, documented, correct communication with project team and the
project steering committee
• Communicates project progress and directions to the project team and project steering committee.
• Regularly analyze the information in the team’s project progress reports, or delegate someone to
do this. A project status report based on all the information provided by the team should be
written and distributed.
The Project Team is responsible for (3 responsibilities):
- Inform the Financial Manager about the actual costs of the event.
- Define with the Marketing Manager the best date for the event.
- Report the Project Manager about the progress with the project.
- Inform all staff about the event in order to ensure everyone will attend to the event and
create a better environment for the suppliers
Communication and information processes
To ensure smooth information flow within the project team itself, all communication and information
will be completed via Monday.com, Google Drive and Emails.
Project team members will be able to access all project documentation such as the Project Charter,
the Project Management Plan, and other project-related documentation to inform their work.
The workspace will also allow for shared communication and reminders about meetings.
Project Team Directory
Develop a Project Team Directory (Team Members and Project Manager).

Name Role Email Availability
Caroline Project Officer caroline.zeehm@gmail.com Monday and Tuesday, 9 am – 5 pm
Miyuki Marketing miyuki.zeehm@gmail.com Monday, Tuesday and Wednesday 9
Assessor am – 5 pm
Gustavo Project gustavo.zeehm@gmail.com Monday and Tuesday, 9 am – 5 pm
Manager
Nicolas TI Assessor nicolas.zeehm@gmail.com Monday, Thursday and Friday, 9 am

– 5 pm
Communication and information timing
Describe the project communication and information timing (50-100 words).

As the project timeframe is only two weeks, the communication and information timing should be
each three days or less. The project manager will report to the CEO about the project progress
every three and update the information on Google Drive in order to ensure all stakeholders are
informed about it. To collect this information, the Project Manager will meet with team members
every three days.
Communication and information metrics
Effective project communication and information will be measured through:
• Clear communication of goals and status of project-to-project team members and external
stakeholders as per project requirements.
• Achievement of communication and information methods and timing.
Communication and Information Control Mechanisms
Describe how communication will be monitored and controlled. (50-100 words)

Communication will be monitored through spreadsheets that will be updated after weekly meetings
and will be stored at Google Drive in order to be viewed by all team members. The spreadsheets
detail all steps of the project and the respective communication actions, and will contain information
about the progress of them.
Communication Matrix
Develop a Stakeholder Communication Matrix for three (3) key stakeholders.

needs Channel
Who Why What Who is responsible How When
(example: for the
reports, communication?
meeting
minutes...) and who approves
it
Project Report the Meeting Project Officer Presential The meetings

Sponsor progress of the meeting will occur once
project and the a week and
expected after the
achievements of project is
it concluded
Marketing Report the date Reports Marketing E-mail Every two days
Manager for the event and Assessor
the number of (Miyuki)
participants
Financial Report about Report and Gustavo E-mail and Every time
Manager project costs and meetings (financial meeting there is a new
inform about assessor) is when cost related to
requirement for responsible for necessary the project
budget changes the
communication
with the
Financial
Manager. The
Project
Manager
approves it
B. Establish the project information management systems
To manage project communication and information, the Project Manager has decided to use:
• Monday.com, which allows collaboration on projects (keeps track of tasks’ progress)
• Google Drive for filing project documents
• Google Hangouts for communication (chat)
• Emails (your personal email)
During the planning sessions in week 2 and 3, set-up the project information management system.
1) Set up Monday. Com

a) Visit the website www.monday.com
b) Create a free account
c) Add your team members
d) Create two new boards, call them Website Project (Project 1) and Event Project (Project 2)
e) Organise your work by grouping tasks together. A group can be a project phase, a time frame
or anything else. Focus on project communication, therefore call the group ‘Project
Communication’.
f) Add two tasks based on the project communication plan for both projects
g) Check your boards
h) Add two additional tasks in each board
i) Assign an owner for each task
j) Add a due date and assign a priority to each task
Take a screenshot of the boards, copy and paste it below:
Project 1 -Website
Project 2 - Event
Please note: Add additional communication tasks as you progress in the assessment based on the
tasks you and/or your team must complete. Keep track of task completion; you will be required to
copy and paste screenshots of the two Monday.com boards at set points as you progress in the
assessment to demonstrate the use of the project information systems.
Take a screenshot of the Board Members, copy and paste it below:
Project 1 -Website
Project 2 - Event
2) Set up Google Drive
a) Access Google Drive (through your gmail account or the gmail account of a team member. If
none of you has a gmail account, set-up a gmail account for the purpose of this assessment)
b) Create two new folders:
• ‘Project Zeemh Website - Communication’ and
• ‘Project Zeemh Event - Communication’
c) Create sub-folders:
• Meeting
• Reports and requests
• Feedback
• Information
• Plans
d) Share the folder with the project team
Take a screenshot of the main folder showing the sub-folders, copy and paste it below:
Project 1 - Website
Project 2 - Event
Take a screenshot of how you shared the folders with people and groups (your team members).
Copy and paste it below:
The folders were shared by a link
Note: do not forget to
Copy and paste the communication plans in two separate word documents (Project 1 and Project
2) and save the documents in Google Drive (refer to Task 2.1B2 where you set-up the Google Drive):
o Project Folder>Plans
Communication Plan – date – version
Task 2.2 Seek feedback and communicate project information
A. Communication Plan – Review
Schedule a time in week 3 of class and ask another project team to peer-review your communication
plans.
Duration: 15-20 minutes
The members of the other project team will play the role of project management experts, clients and
management from the sponsoring organisation that will provide feedback on the communication
plans.
Ask the other project team members to complete a Peer-Review Form (Template 2) and submit the
completed forms with your assessment (min. two forms must be completed and submitted).
The trainer and assessor will validate that the feedback session took place on the Marking Sheet.
After the feedback session:
• Review the feedback received
• Summarise the feedback in the space provided below
Feedback Summary
Recommended changes/refinements/adjustments
Project 1 - The Project Steering Committee will conduct meetings with the
Project Manager twice a month, instead of once a month. It will
improve the project communication.
- Feedbacks from staff about the layout of the website will be
collected two times before the website launch. The feedback from
people outside of the organisation will continue to be collected
only once.
Project 2 - The event should be used not only to improve the relationship
with current suppliers, but also to develop a relationship with new
suppliers.
- Inform all staff about the event in order to ensure everyone will
attend to the event and create a better environment for the
suppliers. It is very important to the organization that all staff
understand the impact of the event in the organization’s future
• Apply the feedback to the communication plans before submitting your assessment
Please note that the trainer and assessor will check that the recommended changes (Feedback
Summary) are applied in the finalised communication plans you will submit with your assessment.
• Copy and paste the peer-review forms in two separate word documents (Project 1 and Project 2)
and save the documents in Google Drive (refer to Task 2.1B2 where you set-up the Google Drive):
o Project Folder>Feedback
Communication Plan Feedback– date – version.
Template 2 -Peer Review Form
Student Providing Student Name: Gustavo Palmeira
Feedback Student ID: 68460
Date 27/01/2023
Project Communication Feedback Comments
Plan - Section Positive feedback and areas to
improve/update/
refine/complete.
Note: must be completed
Project Needs and Project 1 The project needs and objectives are
Objectives Strongly agree ☐ aligned with the organisation strategic
Agree ☒ plan.
Project communication Neutral ☐ The communication objectives were
Objectives Disagree ☐ well defined and will ensure the
projects needs will be met.
Strongly disagree ☐
Identified and well defined.
Project 2 The project needs and objectives are
Strongly agree ☒ achievable and were well defined.
Agree ☐ The communication objectives are
Neutral ☐ aligned with the project needs and will
Disagree ☐ guarantee a good communication
during the project execution
Communication: Project 1 The stakeholders were well identified,

Strongly agree ☐ as so as their responsibilities and
• Information Agree ☒ communication needs. The investors
responsibilities Neutral ☐ are an important stakeholder, and it is
• Project Team directory Disagree ☐ very important to comply with their
• Timing communication needs
• Matrix
Project 2 The stakeholders were well defined and
Stakeholders are well
Strongly agree ☐ also the timing for communication.
identified, and responsibilities
Agree ☒ Their communication needs will be met
are assigned carefully.
Neutral ☐ if the communication timing is
The timing of communication
Disagree ☐ respected
is well planned.
Control Mechanisms Project 1 The monitoring control through

Strongly agree ☒ spreadsheets and check marks are well
Effective monitoring and Agree ☐ defined and will ensure the
control mechanism have been Neutral ☐ effectiveness of the processes
determined and planned for. Disagree ☐
Student Providing Student Name: Gustavo Palmeira
Date 27/01/2023
improve/update/
refine/complete.
Project 2 The monitoring control through
Strongly agree ☒ spreadsheets and check marks are well
Agree ☐ defined and will ensure the
Neutral ☐ effectiveness of the processes
Disagree ☐
Further comments (optional).
Student Providing Student Name: Miyuki

Date 04/02/2023
improve/update/
refine/complete.
Project Needs and Project 1 The project needs were well defined,
Objectives Strongly agree ☒ and the most important need is to
Agree ☐ ensure the new website show new
Project communication Neutral ☐ products in an attractive way. In
Objectives Disagree ☐ general, the project needs are
Strongly disagree ☐ compatible with project objectives
Identified and well defined.
Project 2 The project needs represent the next
Strongly agree ☐ step the organisation should work on,
Agree ☒ and if achieved the project objectives
Neutral ☐ will meet the project needs. However,
Disagree ☐ another important objective is to use
Strongly disagree ☐ the event in order to create relationship
with new suppliers
Communication: Project 1 The stakeholders and the project matrix
Strongly agree ☐ were well identified. It is only
Student Providing Student Name: Miyuki
Date 04/02/2023
improve/update/
refine/complete.
• Information Agree ☒ recommended to improve some of
responsibilities Neutral ☐ communication timing: the Project
• Project Team directory Disagree ☐ Steering Committee should conduct
• Timing Strongly disagree ☐ meetings with project manager twice a
• Matrix month instead of once a month.
Besides, it is necessary to seek
Stakeholders are well feedbacks from staff two times before
identified, and responsibilities the website launch
are assigned carefully. Project 2 Stakeholders were well identified, and
The timing of communication Strongly agree ☒ the matrix was well developed, as so as
is well planned. Agree ☐ communication timing. The only
Neutral ☐ suggestion is to increase the Project
Disagree ☐ Team responsibilities: the team should
Strongly disagree ☐ ensure all staff will attend to the event
in order to create a better environment
for the suppliers
Control Mechanisms Project 1 The control mechanisms are based in
Strongly agree ☒ the use of spreadsheets and checklists.
Effective monitoring and Agree ☐ I believe it was well developed and will
control mechanism have been Neutral ☐ help the manager to do a good
determined and planned for. Disagree ☐ management
Project 2 The control mechanisms are based in

Strongly agree ☒ the use of spreadsheets and checklist,
Agree ☐ which are a simple tool that will help
Neutral ☐ the manager to do a good
Disagree ☐ management.
Further comments (optional).
B. Communicate procedures
Write and email (Template 3) to the steering committee, the PM, and the project team about how to
store project stakeholder information and how to store project information.
Develop a brief process to ensure project reports are prepared and released timely and include that
procedure in the email.
Ask the stakeholders for feedback on the procedures about project information management.
The email text should be in grammatically correct English, written in an appropriate (polite, business-
like) style.
(100-150 words)
Complete the tasks above for both projects.
Template 3 -Email Project 1

Email to project stakeholders
To: committee.zeemh@gmail.com; gustavo.zeemh@gmail.com
Cc: nicolas.zeemh@gmail.com; miyuki.zeemh@gmail.com
Bcc:
Subject: Website Project Information Storage
Date email is sent: 15/02/2023
Attachments: N/A
Greetings.
As you know, it is fundamental to ensure a good information storage during the project
execution, including stakeholder and project information. The main control tool for the project is
spreadsheets, that are used to management and information storage. As defined in the
Communication Plan, information will be updated once a week after meeting between managers,
CEO and investors. Each stakeholder has a specific timing for communication; however, the
spreadsheet will be updated weekly and will be stored at ZeemH Google Drive in order to ensure
all information are available for the stakeholders. I will be waiting for your feedback related to
the control and store process, and if necessary, it is possible to improve the system.
Regards
Jose Nicolas SOSA MORENO.
Template 3 -Email Project 2
Email to project stakeholders

To: committee.zeemh@gmail.com; gustavo.zeemh@gmail.com
Cc: nicolas.zeemh@gmail.com; miyuki.zeemh@gmail.com
Bcc:
Subject: Event Project Information Storage
Attachments: N/A
Greetings.
For the Website Project it was defined that all information would be controlled and stored in
spreadsheets, which were stored at ZeemH Google Drive to ensure easy access for all
stakeholders. As defined in the Communication Plan, information will be updated once a week
after meeting between managers and project sponsor. Each stakeholder has a specific timing for
communication; however, the spreadsheet will be updated weekly, as so as in the Website
Project. This process has a good potential for ensure effective communication during the project
execution. I will be waiting for your feedback related to the control and store process.
Kind regards,
Task 2.3 Implement project information and communication processes and

systems
A. Status Report – 50% timeline Project 1
You are now half-way through Project 1. You have received an email from the Marketing
Department stating the following:
• The Marketing team is receiving emails from several members of the project team asking
information about the branding of the new website. The marketing team would like to have one
point of contact only in the project team to channel the communication.
• Some project team members are not following the Writing Guidelines provided in the Marketing
policy.
Complete a status report to send to the Project Manager (Template 4) where you describe the
issues outlined by the Marketing Department and the remedial actions needed to resolve the
issues.
Template 4 -Status Report
Status Report
Project Name: Website Project
Status Report
Author: Project Officer
Date: 30/01/2023
Project information and communication issues
Some members of the project team are not following the Writing Guidelines from Marketing
Policy and are using several points of contact to channel the communication
Actions required and responsibilities.
The Project Manager must conduct a meeting with the project team members in order to explain
the importance of following the Marketing Policy and demand from them the responsibility to
follow the policy
Report developer: Jose Nicolas SOSA MORENO

Signature: JNSM
Date: 30/01/2023
Copy and paste the status report in a separate word document and save the document in the
Google Drive- project folder under the sub-folder ‘reports and forms’. Name the file
according to convention:
Status Report – date – version
B. Change Request – 50% timeline Project 1
Complete a Change Request form (Template 5) to request one or more changes based on the
remedial actions you recommended in the Status Report.
Template 5 -Change Request Form

Change Request – Form
Issued by Jose Nicolas SOSA MORENO
Change Stablish an obligation for each new project for the Project Manager to
Requested conduct a meeting with the team members in order to specify the
channel of communication that must be used within the organisation. As
Change Request – Form
the project has already started, the Project Manager must conduct the
meeting as soon as possible
Reason for The Marketing Manager has reported that some staff are not following
change the Writing Guidelines from the Marketing Policy
Impact on the It impacts directly on the effectiveness of communication of the project,

project which impacts on the achievement of project goals.
Change Yes/No Adj. completion Adj. budget: $

authorised: date:
YES No impact on current budget
13/02/2023
Record
Complete the filing record below so that the project document can be saved in the project management record system.
Project Title: Website Project Date: 13/02/2023

Version: 1
Project Project File Name:

Sponsor: Manager:
Change Request – 13/02/2023 – Version 1
Marla Bennet Gustavo
Copy and paste the change request form in a separate word document and save the document in
the Google Drive- project folder under the sub-folder ‘reports and forms’. Name the file
Change Request – date – version
C. Issue Management – 75% timeline Project 2
You have now completed 2/3 of Project 2.
Meet with the project team in week 4 of class to discuss the following issues:
• Weekly progress reports are submitted late

• The Project Manager would like the team to improve their knowledge and skills about cultural
intelligence (read the article Why You Need Cultural Intelligence (And How To Develop It)
https://www.forbes.com/sites/iese/2015/03/24/why-you-need-cultural-intelligence-and-how-to-
develop-it/#726ad04b17d6
• Some team members do not reply to emails promptly
With the project team discuss:
• Remedial actions to submit progress reports by the due date

• Strategies to encourage team members to respond timely to emails
• Ideas to organise training on cultural intelligence for the team
Ask the Project Manager for advice if needed.
Please note that the trainer and assessor will validate your attendance and active participation in the
meeting.
Document the meeting minutes using Template 6.
Template 6 -Meeting Minutes
Copy and paste the meeting minutes in a separate word document and save the document in the
Google Drive- project folder under the sub-folder ‘meetings’. Name the file according to
convention:
Meeting Minutes – date – version
Meeting Minutes
Date: 12/08/2023
Time: 3 pm
Place: ZeemH Office
Attendees: Caroline, Miyuki, Nicolas and Gustavo
Apologies: Reports and emails are not being priority
Discussion Item Summary of discussion
The meeting has the purpose to discuss with the team ways to
Meeting purpose improve communication timing and also improve cultural
improvements
It is very important to respect the reports timing because it impacts

on the effectiveness of project communication. In order to improve it,
the Project Manager will develop a chart with the date to conclude the
Progress reports reports. This chart will be fixed in the office in order to ensure all
members are aware of the date for conclude the report. Also, the
Project Manager will monitor closely the report development.
The Project Officer will be responsible for promoting a training about

Cultural Intelligence cultural intelligence. For this training, a foreign specialist in cultural
intelligence will promote discussions and activities in order to make
team members aware of the importance of the subject
At the meeting was accorded between team members and Project
Manager that every will be more careful about email timing response.
Email response Besides, if it continues happening, the Project Manager will be
responsible for conducting a meeting with this person to talk more
seriously about it
- The Project Manager will develop a chart showing the date to

conclude next reports.
- The Project Officer will be responsible for promoting a training
conducted by a foreign specialist in order to promote cultural
Action Items intelligence.
- If some member does not respect the team agreement of be
more aware with email replying, the Project Manager will
conduct an individual meeting with this member to talk more
seriously about it
D. Status Report 75% timeline Project 2
Complete a status report to send to the Project Manager (Template 4) where you summarise the
outcome of the meeting with the team and the actions agreed on with the other team members.
Template 4 -Status Report
Status Report
Project Name: Website Project
Author: Project Officer
Date: 13/02/2023
Project information and communication issues
Some members of the project team have had different arguments between them. Even though
the project is going well the group environment is not good at all, the team is split, and a
solution is needed to complete the task
Actions required and responsibilities.
The Project Manager must gather with every team member, ask them what the issues between
the group are and set a meeting outside work environment to find a kind solution and, try to
recover the harmony in the group to complete the task and deliver results.
Report developer: Jose Nicolas SOSA MORENO

Signature: JNSM
Date: 13/02/2023
Copy and paste the status report in a separate word document and save the document in the
Google Drive- project folder under the sub-folder ‘reports and forms’. Name the file
Status Report – date – version
E. Email to client – Project 2
The Project Manager asked you to write an email to the Project sponsor, Marla Bennet, to invite
Zeemh staff to join the project team for cultural intelligence training.
In the email:
• Explain what cultural intelligence is
• Describe how beneficial the training for Zeemh staff would be
• Mention that the cost of the training is covered by the project budget
• Provide information about the training (mode, day, time)
Use the template below to write the email. Note: you do not need to send the email, just write the
email using Template 1. (40-80 words)
Template 3 - Email
Email to Project Sponsor

To: Marlabennet@sponsor.com
Cc: Caroline@zeemh.com, miyuki@zeemh.com , guspal@zeemh.com
Bcc:
Subject: Be part of the cultural intelligence training
Attachments: N/A
Respected Marla.
Through this email I extend to you the invitation to be part of the cultural intelligence event, which
is a program designed to develop and strengthen the intellectual competencies of our work team.
With this program, Zeemh seeks that all personnel are able to give a timely response and have the
criteria to solve any problem, thus seeking for the company to be recognized not only for the
quality of the product but also for the human warmth of the team.
On the other hand, this is the opportunity to tell you that the value of said event is $4000 AUD, a
value that was contemplated in the budget and we hope it will be a success.
Without further ado, you are welcome on February 28, 2023 at Sydney Olympic Park for the event
at 5:00 p.m.
Best regards,
F. Monday.com Board Update – Project 1 and 2
Take a screenshot of the updates and additions you made to the Monday.com Boards. Copy and
paste the screenshots below.
Project 1 - Website
Project 2 - Event
G. Google Drive Update – Project 1 and 2
Take a screenshot of the updates you made to the Google Drive folders and sub-folders for Project
1 and 2 where you have saved the following documents according to instructions:
Plans
Communication Plan – Project 1 and 2
Peer-Review Forms – Project 1 and 2
Reports and forms

Status Report at 50% timeline – Project 1
Change request at 50% timeline – Project 1
Status Report at 75% timeline – Project 2
Meetings
Meeting Minutes at 75% timeline – Project 2
Copy and paste the screenshots below.
Project 1 - Website
Project 2 - Event
Note: more than one screenshot may be needed if Google Drive does not show the content of ALL
folders in a single view.
References
Please include your references below:
(Please refer to this referencing guide if needed or speak to your trainer for any specific referencing
requirements for this assessment)
Greenwich Management College. Learner Guide – BSBPMG425 – Apply project information

management and communications techniques. V3 2021

BSBPMG425 - Assessment Task 2 V1.1

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Assessment

Unit Title Apply project information management and communications techniques

Student requested reasonable adjustment for the assessment

Marking Sheet Comments

• Screenshot of email sent to team in Task

This is evidenced by:

This is evidenced by:

This is evidenced by:

Demonstrated ability to: ☐ ☐ ☐

This is evidenced by:

This is evidenced by:

This is evidenced by:

This is evidenced by:

This is evidenced by:

Demonstrated ability to: ☐ ☐ ☐

This is evidenced by:

Task Outcome: Satisfactory ☐ Not Yet Satisfactory ☐

Student Declaration ............................................................................................................................................... 2

Task 2 – Plan and conduct project communication ............................................................. 10

Task 2.1 Contribute to communication procedures planning ............................................................... 15

Task summary and instructions

And the website: https://projectdipem.wixsite.com/zeemh

You have been engaged by Zeemh as a Project Officer.

PROJECT 1 - NEW WEBSITE

Zeemh is building a new website to sell a new line of products:

The website must have e-commerce capabilities and interface with

The project scope includes:

PROJECT 2 – EVENT TO PRESENT THE NEW WEBSITE TO

Information about the event:

Event Presenting the new website to suppliers

Form or join a project team (3-4 students in the team).

Student Name Caroline

You will collaborate with the project team in a simulated work

Please note that the performance evidence for this unit of

This task comprises of the following assessment methods:

It has been designed to evaluate your ability to/competency in:

• Identify project needs and organisational objectives

Your assessor will be looking for demonstrated evidence of your

You are required to address the following:

• Task 2.1 Contribute to communication procedures

o Develop project communication plans

o Set-up communication networks and systems

• Task 2.2 Seek feedback and communicate project

o Seek feedback on project communication plans

o Communicate communication procedures to relevant

• Task 2.3 Implement project information and

o Implement communication plans, systems and processes

Although the assessment requires group collaboration to simulate a

Specifications You must deliver/participate in:

• Develop the project communication plan and set-up

You must submit to GOALS

• Screenshot of email sent to team

Re-submission You will be provided feedback on your performance by the Assessor.

satisfactorily completed, the assessor will explain why, and provide

Complete the following activities:

Task 2.1 Contribute to communication procedures planning

Additionally, set-up communication networks (Task 2.1B and C).

Before the planning sessions

• Review the case study

Jose Nicolas SOSA MORENO

During the session

Communication Plan – date – version.

A. Develop a Project Communication and Information Plan

Template 1 -Communication Plan Project 1 (Website)