Part One: Project Name / Team / Description
Working as a team you are to
Agree on a suitable team name, list all team members and provide their contact details in a professional looking document.
Provide an overview of the project on which you are working.
Complete a project description. This should be written clearly and concisely so that anyone unfamiliar with the project can fully understand the objectives.
Part Two: Learning Cycles
Learning cycles give structure to your team meetings and accountability for when you and your team work outside of the meeting schedule
Firstly, prior to your next meeting, assign roles to the team. There should only be two central roles – the organiser and the scribe:
Organiser – organises the meeting by writing down the team’s ideas and then distributes them to the team for feedback.
Scribe – documents the ideas and action points going forward.
Note: Roles should be rotated for each meeting and assigned so that everyone on the team has equal responsibility.
Part Three: Communication Plan
As a team, brainstorm and identify all stakeholders to the project. Then individually, develop an appropriate communication plan.
Part Four: Reflection
Write a brief reflection of no more than 300 words of your team work experience in this subject. To guide your reflection you should address the following questions:
- How did your experience compare to your understanding of the leadership qualities required to successfully lead a project?
- Based on your experience, what are necessary techniques, skills, methods and ICT project manager requires in the IT profession?
Answers
Part One- Project Name / Team / Description
|
Project Name:
|
RALS Solution
|
|
Team Name:
|
Consultants for RALS
|
|
Project Description:
|
RALS organizes show for the farmers and other related small business persons to display their latest technology equipment for betterment in the field of agriculture and crop production. The show has different types of stalls and other facilities for which many volunteers are required and are hired from many organizations. The roster is required to be maintained for the volunteer’s better utilization and comfort. The list and roster are maintained manually and need to be changed to software basis so that the roster can be generated automatically. Virtucon been awarded the project to convert the system to automatic from manual for Globex.
|
|
Members:
|
Student 1, Project Manager, [email protected], +61-xxxxxx78
Student 2, Team Member, [email protected], +61-xxxxxx81
Student 3, Team Member, [email protected], +61-xxxxxx20
|
Team Charter
|
Skills and Knowledge Inventory
|
The team members of the group for the project are technically strong in IT field and matured individuals, shall be available for the whole project life cycle, mange stakeholders properly, can keep the project members happy and well satisfied (Mascia, 2017).
The team members are confident and could manage stakeholders very effectively, good negotiator and communicator.
|
|
Roles and Responsibilities
|
Student 1: is project manager and shall coordinate between the members and external stakeholders
Student 2: is team member and shall coordinate among the volunteers for developing the roster online
Student 3: is team member and shall coordinate with different volunteers and document the meeting outcomes
All team members to rotate the location and the target organizations for documenting the rosters
|
|
Team Communications
|
The tea members shall meet daily evening to discuss the progress for the day and shall document the plan for next day and prepare MIS reports for sending it to different stakeholders (Belonwu, 2013).
All team members need to meet at central meeting room at resource Centre building, all must attend the meeting with prepared documents
All important required information shall be stored at common center location for having access to all team members
|
|
Team Rules & Expectations
|
Overall Goal of Team: one ultimate objective is to satisfy stakeholder’s expectations
Past Work Experience as team: There is dependably a positive and negative side of the gathering movement the inspiration is the vitality in cooperation can be brought by keeping up clearness in objective with clear positive objective and negatives. What's more, in the meantime it can have negative impacts too if not managed really like with the unavailability of clear objective and target can provoke conflict finally less proficiency or even by having other issue like inclination.
Team Values (Cox, 2017): all the team members have clear and achievable goals and expectations are clear and well known to the team members.
Code of Ethics (Moylan, 2016): the team shall follow all the ethics of the Virtucon and Globex, follow all the policy regarding punctuality, behavior at workplace, discipline and create supportive culture and always empower others and never present any negative attitude during the work.
Rules & Expectations: proper leave plan should be submitted well in advance, all must attend meeting regularly and in case of any preoccupied job need to inform team members but send the presentations or park it at central location.
|
|
(Signature)
|
(Signature)
|
(Signature)
|
|
Student 1
Project Manager
|
Student 2
Team Member
|
Student 3
Team Member
|
Part Two- Learning Cycles
Organiser: Student 1, Project Manager
Scribe: Student 2 & Student 3, the Team Members (on rotational basis for equal distribution of work) (Golden, 2015)
Team’s Learning Record
After going through the case project thoroughly, few actions are clear and few can even be assumed for the proper functioning of project, but there are many items not known at this point of time and which needs to get clarified as the project progresses (Marchewka, 2003).
|
What we know
|
What we think we know
|
What we don’t know
|
|
Virtucon shall develop the automated system for Globex / RALS
|
Deliver the developed and implementation of system before the next show of RALS
|
What are the quality standards of requirement?
|
|
The system need to generate automatic rosters for the volunteers
|
Proper training shall be provided to RALS employees
|
Does the meal system need to be included in the software?
|
|
All information related to area of interest, qualification, time slots of volunteers need to be entered
|
There shall not be any cash flow issue in between the project
|
Does the compensation to volunteers or its organizations are also required to be included?
|
|
|
Ample resources shall be available during the project phase
|
All sorts of stakeholder’s expectations are not known?
|
|
|
|
Does the system is required to be developed in such a manner that it can be used centrally from the head office for coordination between all three Centre’s?
|
Action Plan for Team Learning
|
What we don’t know
|
What needs to be done?
|
By Whom?
|
By When?
|
|
What are the required quality standards?
|
Requirement finalization meeting need to be organized
|
Student 1,
Student 2
|
Initiation stage of project
|
|
Does the meal system need to be included in the software?
|
Requirement finalization meeting need to be organized
|
Student 1,
Student 2
|
Planning stage of the project
|
|
Does the compensation to volunteers or its organizations are also required to be included?
|
Requirement finalization meeting need to be organized
|
Student 2,
Student 1
|
Planning stage of the project
|
|
All sorts of stakeholder’s expectations are not known?
|
Stakeholder assessment along with all requirements and expectations need to be documented
|
Student 3
|
Initiation stage of project
|
|
Does the system is required to be developed in such a manner that it can be used centrally from the head office for coordination between all three Centre’s?
|
Requirement finalization meeting need to be organized
|
Student 2,
Student 1
|
Initiation stage of project
|
Part Three- Communication Plan
|
Name of Stakeholder
|
What information required to share
|
At what Frequency the information need to be shared
|
Where to share the information
|
Purpose of sharing information
|
How to share the information
|
|
(Who)
|
(What)
|
(When)
|
(Where)
|
(Why)
|
(How)
|
|
RALS, Owner (Sponsor)
|
All project controls documents like updated change request, trend analysis, audit reports, performance indices
|
Monthly, Fortnightly
|
RALS meeting room
|
Satisfy expectation and keep updated for proper decision in case of change request
|
Formal written & verbal (WordPress, 2009)
|
|
MD, Virtucon Consultants
|
All project controls documents like updated change request, trend analysis, audit reports, performance indices
|
Monthly, Fortnightly
|
Virtucon meeting room & E-mail
|
Satisfy expectation and keep updated for proper decision in case of change request
|
Formal written & verbal
|
|
RALS Staff
|
Weekly & monthly progress report, updated change request
|
Weekly, Monthly
|
Meeting room & E-mail
|
To keep updated regarding the progress in the project
|
Formal written
|
|
Student 1, Project Manager
|
Team member’s daily report & Vendor’s progress report
|
Daily, Weekly & Monthly
|
Meeting room, E-mail & Call over phone
|
Effective communication between internal & external stakeholders
|
Formal written & verbal, Informal written & verbal
|
|
Student 2, Team Member
|
Daily progress report, Volunteer’s information
|
Daily
|
E-mail & Call over phone
|
Effective communication with members and volunteers
|
Formal written & verbal
|
|
Student 3, Team Member
|
Daily progress report, Volunteer’s information
|
Daily
|
E-mail & Call over phone
|
Effective communication with members and volunteers
|
Formal written & verbal
|
|
The interested Volunteers
|
Interest as per the prescribed format
|
As per schedule
|
E-mail & meeting room
|
To enter the required information in system
|
Formal written & verbal
|
Part Four- Reflection
Leadership qualities within the project manager are the need of the time for the proper progress and control of any IT project. IT projects generally involves people, and so people management becomes the main task of the project manager. For managing people of own team we always need good leadership qualities like very smart communication skill with the knowledge of what to share to whom and when and how, it makes difference, confident to take decision and even share it with the team members to follow, can manage team members properly and distribute the work load in such a manner that no one feels overloaded and load is equally distributed among all, can delegate the work, must be honest to set an example for others to follow and always be focused (Singh, 2017). Similar to the qualities of a successful leader, many of these factors also been used in developing this report, like the proper delegation of work, proper rotation of work for equal distribution of load, maintain clear objective by providing the documented values, ethical values whatever are expected from the team member for having proper clarity in view.
An ICT project manager should have the characteristics of a leader to manage and lead large base of team. The necessary techniques & skills required to be in project manager for IT projects are mainly the good communication skill (Goudar, 2017) as around 90% of the time a IT project manager spends in doing the proper communication management and stakeholder management by always having an eye on the scope document and the stakeholders expectation list to manage between them and a good negotiation and proper work delegation. As much as technical soundness, the project manager in IT profession needs to have leadership skills too.
References
Belonwu, V. (2013, November 19). 20 Ways to Communicate Effectively With Your Team. Retrieved September 5, 2017, from Small Business Trends: https://smallbiztrends.com/2013/11/ways-to-communicate-effectively-in-the-workplace.html
Cox, A. (2017). 5 Essentials to Project Team Success. Retrieved September 5, 2017, from Project Smart: https://www.projectsmart.co.uk/5-essentials-to-project-team-success.php
Golden, L. (2015, April 9). Irregular Work Scheduling and Its Consequences . Retrieved September 5, 2017, from Economic Policy Institute: https://www.epi.org/publication/irregular-work-scheduling-and-its-consequences/
Goudar, J. (2017). Effective Project Communication Management . Retrieved September 5, 2017, from Project Perfect: https://www.projectperfect.com.au/white-paper-effective-project-communication-management.php
Marchewka, J. (2003). Information technology project management: Providing measurable. New Jersey: John Wiley & Sons.
Mascia, S. D. (2017). The Project Team: Skills and Attitudes. Retrieved September 5, 2017, from Informa UK Limited: https://www.gpmfirst.com/books/project-psychology/project-team-skills-and-attitudes
Moylan, W. A. (2016, February 2). Ethics in Project Management. Retrieved September 5, 2017, from https://www.pminj.org: https://www.pminj.org/16-mtg/files/02njmtg.pdf
Singh, R. (2017). 7 Leadership Qualities Every Project Manager Should Possess. Retrieved September 5, 2017, from Upwork Global Inc: https://www.upwork.com/hiring/startup/7-leadership-qualities-every-project-manager-possess/
WordPress. (2009, March 8). Types of Communication. Retrieved September 5, 2017, from https://www.notesdesk.com: https://www.notesdesk.com/notes/business-communications/types-of-communication/
