Assessment
Task 2
Facilitate stakeholder
engagement
BSBPMG634
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
Unit Code
Student name
Student ID
number
Student Date
signature
Task Number
------OFFICE USE ONLY-----
BSBPMG634 - Facilitate stakeholder engagement V3 2021 Page 2
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For Trainer and Assessor to complete:
◻ Student requested reasonable adjustment for the assessment
Completed successfully Comments
DNS
Did the student satisfactorily:
N
Y
The student has satisfactorily completed and ☐ ☐ ☐
submitted the following:
Stakeholder register in Task 2.1A
Stakeholder report in Task 2.1B
Email to project managers in Task 2.1B
Stakeholder engagement plan in Task 2.2
Communication plan in Task 2.3
Observation checklist in Task 2.4
Record of agreed changes to plans in Task
2.4
Demonstrated ability to: ☐ ☐ ☐
Identify and document program
stakeholders and their communication needs
as they apply to the given program of work
Investigate and document interests and
expectations of key stakeholders for making
program decisions
Develop approaches to influence ongoing
stakeholder commitment according to
organisational policies and procedures
This is evidenced by:
Stakeholder register in Task 2.1A
Communication plan in Task 2.3
Stakeholder engagement plan in Task 2.2
Demonstrated ability to: ☐ ☐ ☐
Engage with pertinent stakeholders and
agree on communication approaches in
accordance with organisational policies and
procedures
Implement approaches to influence ongoing
stakeholder commitment according to
organisational policies and procedures
This is evidenced by:
Email to project managers in Task 2.1B
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RTO Provider: 91153 - CRICOS Code: 02672K
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Completed successfully Comments
DNS
Did the student satisfactorily:
N
Y
Observation checklist in Task 2.4
Record of agreed changes to plans in Task
2.4
Demonstrated ability to: ☐ ☐ ☐
Communicate information as planned and
address identified variances
Communicate information as planned and
address identified variances
Monitor communication interfaces among
constituent projects, and align to relevant
program objectives’
Share evolving stakeholder interests and
expectations across the program
Use different communication approaches in
different stakeholder contexts
Provide examples of internal and external
stakeholder communications, both formal
and informal used in the workplace
This is evidenced by:
Stakeholder report in Task 2.1B
Email to project managers in Task 2.1B
Observation checklist in Task 2.4
Record of agreed changes to plans in Task
2.4
Task Outcome: Satisfactory ☐ Not Yet Satisfactory ☐
Student Name:
Assessor Name:
Assessor Signature:
Date:
BSBPMG634 - Facilitate stakeholder engagement V3 2021 Page 4
RTO Provider: 91153 - CRICOS Code: 02672K
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Table of Content
Student Declaration................................................................................................................................................2
Task 2 – Engage stakeholders..........................................................................................................6
Task 2.1 Stakeholder Register............................................................................................................................9
Task 2.2 Stakeholder engagement plan........................................................................................................10
Task 2.3 Communication plan...........................................................................................................................12
Task 2.4 Review the stakeholder engagement and communication approach..............................14
References................................................................................................................................................................15
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RTO Provider: 91153 - CRICOS Code: 02672K
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Task 2 – Engage stakeholders
Task summary and instructions
What is this Please refer to the program scenario and the simulated work
assessment task environment provided for the course.
about?
You are the Program Manager engaged by the sponsoring
organisation to:
a) Communicate with program stakeholders
b) Manage stakeholder commitment
c) Assess the effectiveness of stakeholder engagement
This task will focus on point a) and b).
The trainer and assessor will play the role of the Program Sponsor in
simulated work conditions.
Consult with them as required.
The trainer and assessor, in their role as Program Sponsor, will
provide feedback on how program leadership was implemented in the
program.
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 and document program stakeholders and their
communication needs as they apply to the given program of work
Engage with pertinent stakeholders and agree on communication
approaches in accordance with organisational policies and
procedures
Communicate information as planned and address identified
variances
Monitor communication interfaces among constituent projects,
and align to relevant program objectives
Investigate and document interests and expectations of key
stakeholders for making program decisions
Develop and implement approaches to influence ongoing
BSBPMG634 - Facilitate stakeholder engagement V3 2021 Page 6
RTO Provider: 91153 - CRICOS Code: 02672K
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Task summary and instructions
stakeholder commitment according to organisational policies and
procedures
Share evolving stakeholder interests and expectations across the
program
Use different communication approaches in different stakeholder
context
Provide examples of internal and external stakeholder
communications, both formal and informal used in the workplace
Your assessor will be looking for demonstrated evidence of your
competency in the above.
You are required to address the following:
Task 2.1 Stakeholder Register
o Develop a written report to introduce the stakeholder register.
o Develop a written stakeholder register.
Task 2.2 Stakeholder engagement plan
o Develop a stakeholder engagement plan for the program.
Task 2.3 Communication Plan
o Develop a communication plan to engage program
stakeholders.
Task 2.4 Review the stakeholder engagement and
communication approach
o Present, negotiate and finalise the stakeholder engagement
and communication plan with a group of stakeholders:
representatives from the project management team, and from
the program board.
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.
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RTO Provider: 91153 - CRICOS Code: 02672K
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Task summary and instructions
Specifications You must deliver/participate in:
Meet with relevant stakeholders in week 4 to consult on and
finalise the stakeholder engagement plans and systems.
You must submit to GOALS
Stakeholder register
Stakeholder report
Email to project managers
Stakeholder engagement plan
Communication plan
Observation checklist
Record of agreed changes to plans
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.
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RTO Provider: 91153 - CRICOS Code: 02672K
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Complete the following activities:
Task 2.1 Stakeholder Register
This task requires you to:
Develop a written report to introduce the stakeholder register.
Develop a written stakeholder register.
A) Register
1. Design and populate a stakeholder register (20-25 program stakeholders - individual or
groups; internal and external) for your program that includes the following:
Category/ID (optional)
Stakeholder Name
Role/Position/Department
Contact Details
Areas of influence
Influence/Power
Interest/Preference
Program Manager Expectations (what the PM expects from those stakeholders)
Note: the use of Excel is recommended.
Submit the register with your assessment.
B) Report
1. Develop a written report directed to the project managers (Template 1) to introduce
them to the stakeholder register (100-150 words) where you address the following points:
Inclusions
Inform the project managers about the method used to identify program stakeholders.
(How the program stakeholders were identified, internally and externally to the program)
Inform the project managers about the method used to categorise program stakeholders
Inform the project managers about the methods used to analyse program stakeholders
Inform the project managers about how the stakeholder register integrates program
components (for example, from all different projects)
Outline the process chosen for the stakeholder register’s updates
Outline the process chosen to share the stakeholder register across program teams
(include any process related to confidentiality and/or level of access)
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RTO Provider: 91153 - CRICOS Code: 02672K
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2. Write an email to the project managers to introduce the report (Template 2).
Template 1 -Report
Program Stakeholder Register - Report
Inclusions
Stakeholder
identification
Stakeholder
categorisation
Stakeholder
Analysis
Integration of
program
components
Updates
Sharing
Template 2 -Email
Email to project managers
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:
Task 2.2 Stakeholder engagement plan
Develop a stakeholder engagement plan for the program.
Use the template below (Template 3) and follow the instructions.
Template 3 -Stakeholder engagement plan
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RTO Provider: 91153 - CRICOS Code: 02672K
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Stakeholder Engagement Plan
Purpose
Provide a brief statement to
describe the purpose of the
plan.
Development
Address the following:
o Outline how the
stakeholder engagement
plan was developed (30-
50 words)
o Outline how differing
stakeholder interests and
expectations will be
accommodated (3-4
methods)
Support and
mitigation
strategies
Address the following:
o Outline how the program
management team will
ensure stakeholders are
actively supporting the
program so that issues
can be quickly resolved.
Identify approaches (3-4)
that will be implemented
by the program
management team to
ensure stakeholders
remain committed to the
program.
o Establish metrics to
measure stakeholder
participation and
effectiveness of the
overall stakeholder
engagement plan. (3-4
metrics)
Feedback
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RTO Provider: 91153 - CRICOS Code: 02672K
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Stakeholder Engagement Plan
Outline how the program
management team will gather
feedback from stakeholders
(specify what type of feedback
will be sought, how it will be
collected, recorded, assessed
and actioned).
(50-100 words)
Updates,
integration and
sharing
o Outline how the plan will
be updated and how it
will be shared across the
program.
o Specify what authority
level and confidentiality
and privacy issues will be
considered to determine
the level of access that
should be granted to the
stakeholder engagement
plan.
(80-120 words)
Task 2.3 Communication plan
Develop a communication plan to engage program stakeholders.
Use the template below (Template 4) and follow the instructions.
Template 4 -Communication Plan
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RTO Provider: 91153 - CRICOS Code: 02672K
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Communication plan
Purpose
Provide a brief statement to
describe the purpose of the plan
Development
Address the following:
o Outline how the communication
plan was developed (methods
used such as consultation with
pertinent stakeholders). – 3-4
methods.
o Outline what communication
principles were considered when
developing the plan – 4-5
Requirements Stakeholder Communicatio Responsibility Type and Frequency
n requirements format of
informatio
Address the following:
o Outline the communication n
requirements of 10 key
program stakeholders
For each one:
o Indicate the program team
members responsible for each
communication requirement
o Define the type and format of
the information needed
(example: reports, emails etc.)
o Identify the frequency of the
communication (example:
weekly)
Medium/Media
List and describe the methods,
media and/or technology that will
be used in the communication
effort.
(40-80 words)
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RTO Provider: 91153 - CRICOS Code: 02672K
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Communication plan
Escalation process
Outline how communication issues
will be escalated (for example, from
project team member to project
manager to program manager).
Include a time frame for issue
resolution. A good way to develop
this section is to assess the
communication issue based on the
seriousness/gravity of the problem.
Updates
Outline what methods and
processes will be used to update
the program communication plan.
(2-3)
Guidelines Meetings
Develop the following high-level
guidelines:
o Outline the meeting
protocols (example:
frequency, templates for
agenda and meetings,
chairing arrangements,
duration, agenda and Emails
meeting distribution and
frequency)
o Use of emails (template,
To/CC/BCC protocols, the
timetable for the required
response, a distribution list)
Task 2.4 Review the stakeholder engagement and communication approach
Schedule a time with the trainer and assessor in week 4 of class.
Present, negotiate and finalise the stakeholder engagement and communication plans with a group of
stakeholders: representatives from the project management team, and from the program board
(played by a group of classmates).
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RTO Provider: 91153 - CRICOS Code: 02672K
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Before the meeting
Make sure that the engagement and communication plans are ready
Prepare to present the plans and to engage the group of stakeholders to support the plans and
the program
During the meeting
Present the plans
Take the opportunity to build and maintain effective working relationships
Share information about the program, focusing on stakeholder engagement and communication
Work towards achieving an agreement on the communication and engagement approaches you
planned for
Consider different stakeholder interests and expectations when making program decisions
Identify, create and utilise linkages to enhance knowledge sharing and commitment
Use active listening and questioning techniques to confirm understanding
After the meeting
Record any change/adjustment/refinement to the plans agreed with the group of stakeholders.
Use the table below:
Change/adjustment/refinement
Stakeholder
engagement plan
Communication plan
Apply any change/adjustment/refinement to the plans agreed with the stakeholders and submit
the finalised version. Please note that the trainer and assessor will check that the agreed changes
were applied to the plans when marking your work.
The trainer and assessor will evaluate your performance during the meeting (Role-Play).
If you are absent from class, it is your responsibility to make alternative arrangements with the trainer
and assessor to perform the Role-Play.
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)
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