Francisco Mardones - BSBPMG516 – Assessment Task 1 (Research and Questioning)

Assessment Task 1

1. How does the project manager ensure that they can direct project information requirements in
consultation with appropriate stakeholders as the basis for projects and program communications
planning?

The project manager have to identify stakeholders and their expectations, the communication enough
to satisfy stakeholder expectations and keep them informed, the frequency of communication
messages, stablish responsible for communicate messages, choose the channels for communicate
messages like written reports where usually the person responsible make a summary of all
information, discussion where team members can give their opinion and make a solution to the
problem, feedback session where team members give their point of view about one problem or
behaviour of a specific team member, meeting which allow to project team discuss and inform about
progress and issues, email where information can be sent to all team members in an email, files can
be attached and distributed and messages can be saved.

2. Why are plans and activities important to ensure clarity of understanding and achievement of
multiple project objectives at all levels?

Usually project team members use a variety of communication tools to organize and present project
information, for do that they have to planning meeting, discussions for example and doing activities
as well. Also, when team members do a meeting one leader in particular have to plan what will be
topics and they take notes for plan their activities as well. Before planning a meeting, the project
manager or assigned team member should consider the communication objectives carefully and
choose a meeting format that will meet the objectives. In consequence, plans and activities are the
base of any phase of the project, it guiding with the objectives established in the beginning.

3. What is a Project Management Information System?

The PMIS defines the program and the projects: cost, time, scope and quality. It defines the team:
people, organizations and their roles. It helps manage agreements contracts, permits, approvals and
commitments, manages documents, produces standard and custom reports. Provides information so
the team has a common understanding of the facts: a prerequisite for collaboration.

It’s a collection of data or information important for the project created and used by project team,
identifies responsibilities, structures information files. Refer to hardware, software and processes that
allow to make project management decisions based on information. Its information is normally
presented in summary form that then project team can review at a high-level.

4. What are the sources of data available to a project management team and where is it usually
collected from?

There are different sources of data, you can find normally 2 types of data, sources of primary and
secondary data.

a) Sources of primary data: It’s the type of data that is collected for the first time. The common
methods are survey, observation and experiment. Usually these methods are not used in the
same time in a project because they have positive and negative aspects. Collecting data
through interviews of people is called survey method, data can be collected through means
Francisco Mardones - BSBPMG516 – Assessment Task 1 (Research and Questioning)

of individuals, telephones, emails, etc. For observation method is when data is collecting by
observing activities of people. Experimental method is when experimental works are done in
lab and field for collection of primary data.
b) Sources of secondary data: This kind of data is when the data used once, it much easier to
collect secondary data than primary data because secondary data can be collected from
several sources. The most common sources are: Library, government, trade, professional and
business associations, private business firm, advertising media, university research
organization.

5. What are the types of project communications? Explain with examples

Formal verbal communication: This type of communication happens when project team need to do
presentations or briefings to committee, customer or sponsor. Reports and meetings are examples of
formal communication, these happens many times for communicate important orders, steps, etc.

Informal verbal communication: when team members use conversations or start to make networking
for improve the business or when they are looking for customers or sponsors, in the same way social
media play an important role in that. Also, when team members make a brainstorming in a meeting
or when they sent informal emails between each other.

Informal written communication: Sometimes when project team need to communicate each other
use informal written communication such as a brief note to a team member, instant messaging, notes,
an inquiry via e-mail.

Formal written communication: Many times, communication on a project is written. Some examples
are project plans, project documents, contracts, status reports, emails letters or proposals, legal
commercial notices.

Furthermore, Project Team can develop communication adhering to this communication guidelines:

a) Awareness: Base communication strategies on stakeholder needs and feedback. Ensure that
communication is shared in a timely manner.
b) Content: Advocate open, honest, face-to-face, two-way communication. Create an
environment where project team members and other stakeholders can constructively
challenge behaviour and ideas.
c) Context: Remember that communication is two-way. Listen as well as deliver the message.
Involve senior management when appropriate.
d) Communication flow: Coordinate communication with project milestone events, activities,
and results. Include key stakeholders in developing an interest-based conflict management
process.
e) Effectiveness: Conduct regular assessments of the communication plan and process.
Communication must focus on the customer.
f) Format and media: Take advantage of existing communication vehicles and opportunities. The
project team has a variety of methods to share information.

6. Why is it important for the project manager to address potential, perceived and actual problems
with communication and management information systems?

When the Project manager use effective communication, more time would be saved in the project.
Therefore, PM can concentrate on other relevant aspects and successfully complete the project.
Communication is not an absolute, finite thing. For do it properly, PM needs to consider all the factor
like the different realities, verbal as well as non-verbal messages, and the intended meaning versus
Francisco Mardones - BSBPMG516 – Assessment Task 1 (Research and Questioning)

the perceived meaning, etc. In the same way, the success of a project largely depends on the efficiency
of its communication network. It starts working from day one of the venture and continues for the
entire life span of the project.

In the same way, if the Project manager use a management information system for manage problems,
he or she can avoid basic day-to-day tasks that produce an waste of time, such as sending emails to
all stakeholders or issuing schedules or send reports to all stakeholders, it can be automated or
programmed with an adequate management information system. Any change in project schedule,
issue assignment, new risk in register, comments to tasks, project meetings, task due date reminder,
project status change notification, etc. could be communicated by a management information system
to team members, sponsors and if it is necessary to customers.

7. Explain how a competent customer relationship management technique can aid in sound project
delivery?

A competent customer relationship management is a very important factor in the project because
customer evaluate quality of the project and the experience, so a good relationship is crucial.

CFO have to discuss aspect related to budget and risks with the project team. CEO is responsible for
report by email and discuss at least every 1-2 days per week. If issues occur raise with them straight
away and seek feedback/advice. This is for have relation clear to the customer. Residential and
Commercial managers make strategies for commercial market and control agents. Legal advisor
control legal aspects and alert to project manager about risks and how legislation can affect the
project. Residential / Commercial agents report every week about market behaviour, costumer’s
behaviour.

Potential strategies for

Stakeholder interest
Stakeholder Assessment of impact gaining support or
in the project
reducing obstacles
Discuss aspect related to
High power / high Control about budget
CFO budget and risks with
interest and risks.
project team.
Responsible for report by
email and discuss at least
every 1-2 days per week
High power / high Control several
CEO with team. If issues occur
interest aspects of project.
raise with them straight
away and seek
feedback/advice.
Inform by email every week
Control direction of
Residential / High power / High in a summary about how Is
agents and customers
Commercial managers interest going commercial market,
in the business.
behaviour of customers.
Alert and report on current
regulations and laws that
may have an impact on the
project. If there are aspects
High power / low
Legal advisor Legal control that require attention, the
interest
current business strategy
must be analysed with the
project team and think how
it can be improved.
 Francisco Mardones - BSBPMG516 – Assessment Task 1 (Research and Questioning)

Delivery of valuable
Control direction of information related to
customers in the customer behavior and the
Residential /
Medium power business, also apply market in general.
Commercial agents
strategies for attract Customer management
and retain customers. skills are an important
aspect for them.

8. How do we best ensure project closure processes are followed?

When the project is closing, the Project Manager will review all prior information from the previous
phase closures to ensure that all project work is complete and that the project has met its objectives.
Since project scope is measured against the project management plan, the project manager will
review that document to ensure completion before considering the project closed. This includes all of
the activities necessary for administrative closure of the project:

- Actions and activities necessary to satisfy completion or exit criteria for the phase or project.
- Actions and activities to transfer the project’s products, services, or results to the next phase
or to production and/or operations.
- Activities to collect project or phase records, audit project success or failure, formal
acceptance, gather lessons learned and archive project information for future use by the
organization.

INPUTS OUTPUTS
TOOLS &
Project management plan TECHNIQUES Final product, service, or result
transition.
Accepted deliverables Expert judgment
Organizational process assets
Organizational process assets
updates.

Furthermore, there are closing process group that complete the project, phase or contractual
obligations. When it is completed, review that the processes defined were completed within all the
process groups to close a project or phase.

9. Why is it important for the project manager to review and analyse project outcomes?

The Project manager have to monitor, evaluate and review project outcomes because it is an essential
component of any adaptation planning and should not be neglected. PM can use KPI’s, Triggers
indicators or performance indicators for monitor outcomes and determine when take actions should
be implemented, for example change of strategies, change of policy, change of target market or target
customer. It can help to demonstrate accountability to stakeholders and communities and show that
funds have been allocated, used wisely and have resulted in desired outcomes. Also, is important say
that review and analyse project outcomes helps to PM to understand issues, learn from the results of
Francisco Mardones - BSBPMG516 – Assessment Task 1 (Research and Questioning)

his planned and implemented activities. Such learning (good or bad) can help to refine the existing
planning and implementation approaches in order to get the adaptation outcomes that the
organization desire.

10. What are some of the lessons that could be learnt from delays in project delivery?

Certainly, there are problems with the internal communication, team members are not connected,
and probably issues between them or the leader is not doing a good role. Also, variables scope and
time, I mean probably weren’t the adequate for the project. Firstly the scope has to be reachable
because if the scope and objectives of the project are not clear, measurable and realizable it will be
difficult to cover. Furthermore, the variable time is very important, because if the schedule wasn´t
create correctly, with the correct resources (human, physical, economic, etc) the project is spending
more time.

In addition to this, I believe that if the organization has a delay in project delivery is due to deficient
reporting schedule, team members don’t know what they have to do in the correct time or correct
moment. Another aspect is stakeholder management because sometimes stakeholder are not happy
or agree with the processes, so they are demotivated doing tasks.

11. The process of communication contains four major parts. Which part is the vehicle or method
used to convey the message?

a) Communicator

b) Message

c) Medium (correct) PMBOK 4 communication models pag. 255

d) Recipient

12. The contemporary view of conflict is that:

a) Conflict is bad

b) Conflict is caused by trouble makers

c) Conflict should be avoided

d) Conflict is often beneficial (correct) PMBOK 4 conflict management pag. 239

13. Approximately what percentage of the project manager's time is spent in some form of
communication, such as: conferences, meetings, writing memos, reading and preparing reports, and
talking with project team members, upper management, and all other stalk holders?

a) 10-20%

b) 50-70%

c) 75-90% (correct)

d) 21-45%
Francisco Mardones - BSBPMG516 – Assessment Task 1 (Research and Questioning)

14. A communications management plan should include all of the following, EXCEPT:

a) Glossary of Common Terminology

b) Risk Register (correct)

c) Person that will issue weekly reports

d) Escalation List/Contacts

15. You are holding a kick off meeting for the build out of a new data center. This will be the largest,
most costly and most complex project you have worked on in your career. You have counted up the
number of stakeholders, vendors and project team members to be 52. In order to stress to the group
how important and difficult communication will be on the project you want to tell them how many
channels of communication exist on the project. What would you tell them?

a) 52 channels exist on the project

b) 2625 channels exist on the project

c) 2704 channels exist on the project

d) 1326 channels exist on the project (correct)

16. An external auditor is auditing the quality of your project’s management processes. Which of
the following processes this activity relates to?

a) Control Quality (correct)

b) Perform Quality Assurance (correct)

c) Validate Scope

d) Control Procurements

17. You are working on a project with a fixed fee contract, therefore communications should tend
toward?

a) Formal Verbal Communication

b) Informal Written Communication

c) Formal Written Communication (correct)

d) Informal Verbal Communication

Francisco Mardones - BSBPMG516 – Assessment Task 1 (Research and Questioning)

18. A project initially starts out with 3 stakeholders but the number increases to 7 during the course
of the project. How many channels does the project manager now need to manage?

a) 18 channels

b) 7 channels

c) 10 channels

d) 21 channels (correct)

19. You are the Project Manager and are responsible for the development of a mall. As with any
construction project, there will be multiple iterations of blueprints and engineering drawings, so
you have decided to create an online database that can be used to query the documents by name,
type, date, etc. This is an example of what type of communication tool?

a) Configuration Management System

b) Project Management Information System (correct)

c) Lessons Learned

d) Project Records

20. You are working on a project where all the team members are located in geographically different
areas, therefore all the communication is done via email and chat. It is sometimes hard to get the
true meaning of these messages because you can’t see facial expression or hear tone of voice, this
is an example of?

a) Decoding (correct)

b) Encoding

c) Medium

d) Noise

21. You are reviewing a project with Tom, a new project manager. While discussing the
communication requirements with Tom, you find that he has an impression that a project with ‘n’
number of stakeholders has ‘n’ communication channels. You are aware that this is wrong. What is
the right answer?

a) No of channels = n(n-1)/2n where n = number of stakeholders

b) No of channels = n(n+1)/2 where n = number of stakeholders

c) No of channels = (n+1)*(n-1)/2 where n = number of stakeholders

d) No of channels = n(n-1)/2 where n = number of stakeholders (correct)

22. Your project calls for communication with a very large audience. What communication method
would be appropriate under such circumstances?
Francisco Mardones - BSBPMG516 – Assessment Task 1 (Research and Questioning)

a) Pull communication (correct)

b) Interactive communication

c) Two-way communication

d) Push communication

23. Successful project managers generally spend an inordinate of time, doing what?

a) Managing Risks

b) Updating the Project Management Plan

c) Communicating (correct)

d) Working Scheduled Activities

24. You are taking over a project during the planning process group and discover that six individuals
have signed the project charter. Which of the following should most concern you?

a) Who will be a member of the change control board

b) Spending more time on configuration management (correct)

c) Getting a single project sponsor

d) Determining the reporting structure

25. What conflict resolution technique is a project manager using when he says, "I cannot deal with
this issue now!"

a) Problem solving

b) Forcing

c) Withdrawal (correct)

d) Compromising