BSBPMG414

Applying project information

management and
communications
techniques
Contribute to communications
planning

1.1 Identify, source and

contribute relevant
information
requirements to initial
project documentation
 Project management
 Initiation
 Planning and design
 Execution
 Monitoring and controlling
 Closing.
 Initial project documentation
 Business plan
 Scope
 Resources needed and costs
 Timeline
 Estimated cost
 Potential risks
 Dependencies.
Activity 1A
Contribute to communications
planning

1.2 Contribute to
developing and
implementing the
project communications
plan and
communications
networks
 Communications plan
 List of which team member is responsible for
particular communication activities
 Methods and protocols for communicating
information
 Which stakeholders need what information
 When information is communicated
 How sensitive and confidential
information is handled.
 Communications plan
 Potential constraints affecting the flow of
communication
 The resources allocated to communication
 Standard forms or templates for specific forms of
communication
 A procedure for channels of communication
hierarchy
 Processes for resolving any
communication based conflicts
or issues
 Communications networks and
their uses.
 Communications networks
 Expert groups
 Investors and stakeholders
 Project directorate
 Management team
 Departmental teams
 Communications team
 Steering committees and
working groups
 Open forums
 Task teams
 Social media.
Activity 1B
Conduct information-
management activities

2.1 Act on and process

project information
according to agreed
procedures as directed,
to aid decision-making
processes throughout
project life cycle
 Processing project information
 Gather
 Filter
 Validate
 Disseminate
 Store
 Retrieve.
Activity 2A
Conduct information-
management activities

2.2 Maintain
information to ensure
data is secure and
auditable
 Security and audit requirements
 Despatching and collecting procedures
 Legal and project policies, guidelines and
requirements
 Procedures for deciding which records should be
captured and filed
 Procedures for updating records
 Security procedures.
 Information security policy
 Backup system
 Compliance
 Outsourcing and third party access
 Physical access to information
 IT operations
 Disposal of information systems
 Access
 Confidential or restricted material.
 Security procedures
 Document control/location
 Revision history
 Approvals
 Distribution
 Document history
 Enquiries
 Introduction and purpose
 Scope
 Individual/project’s responsibilities.
 Information security risk
management
There are five stages to the ISRM process:
 Identification
 Assessment
 Treatment
 Communication
 Repeat.
Activity 2B
Communicate project information

3.1 Communicate with

clients and other
stakeholders during
project using agreed
networks, processes and
procedures to ensure
flow of necessary
information
 Stakeholders
 Clients
 Employees
 Directors
 Shareholders
 Investors
 Creditors
 Suppliers
 Contractors
 The community served by the organisation.
 Communication
 Multi-disciplinary environment subject to frequent
change
 Under limited guidance and supervision
 Within agreed authorisation and limits
 Within established organisational framework,
procedures and routines.
 Communication
 Written reports
 Written briefs
 Minutes of meetings
 Letters and other documentation
 Oral briefings
 Advice
 Conversations and telephone calls
 Computer-generated communications, for example
electronic data transfer and internet.
Activity 3A
Communicate project information

3.2 Ensure reports are

prepared and released
according to
authorisation, or
produced for release by
others
 Others
 Higher project authorities
 Project manager
 Project specialists and other personnel
 Team members.
 Project reports
 Project status reports
 Risk register
 Issue log
 Executive summary
 Everything else report.
Activity 3B
Communicate project information

3.3 Seek information

and advice from
appropriate project
authorities as required
 Project authorities
 Project manager
 Project team
 Team leads
 Project/executive sponsor
 Clients
 Investors
 Steering committee
 Departments within the project
 Information databases
 Community.
 Ways to seek information
 Verbal requests – in person/over the telephone
 Written requests – email/organisation
proforma/formal letter
 Questionnaires
 Forums
 Meetings
 On the job demonstrations
 Data systems.
Activity 3C
 Contribute to assessing
effectiveness of communication

4.1 Assist in ongoing

review of project
outcomes to determine
effectiveness of
communications-
management activities
 Best practice for reviews
 Well-planned and conducted
 Specific to your program
 Include input from all key personnel
and stakeholders involved directly
and indirectly with the project
outcomes
 Honest and transparent
 Rigorous and the procedures of the evaluation
recorded so that it can be repeated after the next
stage in the project
 Conducted by one designated person or team.
Activity 4A
 Contribute to assessing
effectiveness of communication

4.2 Report
communications-
management issues and
responses to higher
project authorities for
application of lessons
learned to future
projects
 Lessons learned
 Record essential information
 Document a complete picture
 Ascertain and use honest feedback.
Activity 4B
 Summative Assessments
Summative assessments consist of:
 Skills Activity
 Knowledge Activity
 Performance Activity.

Your assessor will provide you with further guidance on

how and where to complete these assessments.
 Summary and Feedback
 Did we meet our objectives?
 How did you find this session?
 Any questions?