Task 1 Stakeholder Engagement Communication Plan Instructions to Learners: * This summative assessment can be completed in class or at any other convenient location. * Students are required to complete this task using digital tools and ensure to submit in an acceptable formaot, e.g. .docx, .pdf, .pptx, or as advised by your assessor. * Please use the following formatting guidelines to complete this assessment task: = Font Size: 12; Line Spacing: Double; Font Style: Times New Roman * Assessment activities can be completed either in real workplace environment or in a simulated environment such as your classroom. In both cases, appropriate evidence of the assessment activities must be provided. Instruction to Assessors: * You must assess student's assessment according to the provided Marking Criteria. * You must complete and record any evidence related to assessment activities including role-plays and presentations using appropriate forms which must be attached with student assessment submission. You must provide students with detailed feedback within 10 working days from submission. Assuming that your organization has been awarded contracts to undertake the following projects: Project 1 - Website redevelopment and hosting and maintenance services for Destination: Australia This project is for the technical upgrade of the Archives' website Destination: Australia. In order to ensure the best value for money and optimal functionality (for the website and related exhibition interactive) going forward, it is necessary for the website to be transferred from a proprietary CMS to a commonly available CMS (including, but not limited to, an Open Source CMS). The website will enable the National Archives of Australia to collect user contributed data about the photographic collection featured on the site. The interface must be modern, engaging and user-friendly, designed to meet the needs of people of all ages, and differing levels of computer and English literacy. The website must interact successfully with an support services to be provided from contract execution until 31 December 2019. Task 1 MaxRERIE\\DMS\\CURRENT TRAINING LIBRARY \\Project Management\\BSB60720: Advanced Diploma of Program Management \\Units of Competency\\BSBPMG634: Fascilitate Stakeholder Engagement\\\\ Revision: 1.3 Revision Date: 15 Apr 2024 Next Review: 15 Apr 2025 Approved by: Tania Gisela Project 2 Re-development of Intranet A redevelopment of the Clean Energy Regulator Staff Intranet into SharePoint 2013 Project 3 - Database for community engagement - Software as A Service Customer Relationship Management system (SAAS CRM) The National Radioactive Waste Management Facility project is currently in Phase 2, best described as the technical assessment and continued community consultation phase. One The system must be fully operational (tried and tested) within two weeks of the commencement of the proposed contract. The project, and related community engagement, will be ongoing for years. Access to maintenance and advice will be desirable. Your task is to, considering the 3 projects above to be developed concurrently, develop a stakeholder communications management plan. Effective communication is one of the most critical aspects of any change initiative. This resource will help you to address key guestions around your communication effart: Key Questions Who are the people who need to know about your change? What are the likely concerns for each group? How are you going to ensure they understand it? What are the key points you need each group of people to know/understand? How will you respond to them, to ensure you build a critical mass who support your change? Stakeholder Analysis A Stakeholder Analysis is a useful way to identify the people who need to know about the change and their likely concerns. The following is a brief guide to developing a Stakeholder Analysis, for a more detailed explanation, review the resources. Step 1: Identify your Stakeholders Use your guiding coalition to identify all those who can contribute to or are impacted by the change initiative. This can be achieved through a brainstorming activity. Cast your thoughts as widely as possible. Step 2: Categorise your Stakeholders It can be useful to categorise your Stakeholders according to Influence and Attention. What is the amount of influence that each stakeholder group has on the success of the change? You can then map each stakeholder group onto the Influence Attention diagram (example below). High Consult Consult Often Infarm Consult s Influence Low Low High Attention Mapping Influence and Attention Communication Plan Now that we have a better understanding of who our stakeholders are, we can develop a Communication Plan. The Communication Plan gives us a planned, structured approach to our communications and ensures that all the key stakeholders are consulted on their areas of interest and concern. Key Messages Consider the key messages that you want to reinforce in your communication. These will abviously be different for each change imitative. Channel It is important to consider multiple channels for communication. 'Change by Email' is rarely effective. Communication channels include; meetings; newsletters; project briefs; emails; teleconferences; video link; one-on-one; etc. Consider the channel that will be most useful for the audience and the message you are trying to convey. We now have a better understanding of our stakeholders, the key messages we want to communicate, and the channels of communication available to us. We can now develop our Communication Plan. The templates attached, or suitable alternatives may be utilized to complete this task. Stakeholder Analysis and Management Plan Template Definition of a 'stakeholder\": A stakeholder is a person, group or organisation that affects or can be affected by the change and can be characterised by the following: e will be impacted, positively or negatively by the change; * arein a position to support or oppose the change; can influence the thinking or actions of other stakeholders involved in the change; or have the ability to impact the change effort directly or indirectly Program/Project Mame: Stakeholder Key Level of | Present Stakeholder | Key points for Name/Group: interests | influence | attitude to | management | Stakeholder or stake in | over the | the change | strategies Engagement the change | change (H, | (in favour and and M or L?) or Management degree of opposed?) Plan impact (H, M or L?) e.g. Interest H Favour Consult and | Two-way Program/Project | High keep engagement Board Impact informed essential Medium Impacted Interest M Opposed Consult, Two-way Business Users High involve and | engogement Impact support and close High support essential Suppliers Interest L Neutral Keep One-way Low informed communication Impact Low External Interest L Neutral Keep One-way Customers Low informed communication Impact Low Task 1 NnwaCnred IMSVCHRRFNT TRAINING | IRRARY \\Proiect Manarement\\RSRRO720- IT Department Interest High Impact High Favour Consult keep informed and | Two-way engagement essential Stakeholder Engagement and Management Plan The stakeholder groups below correspond to hose identified above Stakeholder Characteristics Stakeholder (eg. attitude to | Anticipated Primary Method change; Needs [ | Key Messages Group - - of Engagement information Concerns needs; time & availability) Program Regular Progress Program Board Board | progress against plan | meetings, sponsoring updates and | and resolution reports and change early sight of | of issues hriefings Issues Impacted Listening to| Foce to foce Business Users | Concerned and briefings plus resistont to | aboutnew way | responding to| involvement in change of warking concerns | designing the details of help | change and support available to IT Department | Regular them Face to face progress o briefings plus updates and | Progress involvement in early sight of | against plan designing and issues and technical | supporting the updates change Medium Impact MSVCURRENT TRAINING L Management\\BSE60720: am Management \\Units BSBPMGE3 Eascllitate Star Gazers Education Pty Lid T/AAS Danford College External To be kept Progress News bulletins Customers informed updates one-way communication Low Impact Suppliers To be kept Progress News bulletins informed updates one-way communication Note: Your Assessor will provide a variance to the program throughout the assessment task which may include the addition of a project or alteration to one of the existing projects within the program