Project Name - Virtucon system for Volunteers

Team Members

Question:

Discuss about the ICT Project Management Teamwork and Reflection.

Please write your names as per the instruction in highligted portions of the assignment. Also please don’t forget to remove the highlighted colour and make it normal before submission to University.

Project Name	Virtucon system for Volunteers
Team	At RALS’s Service
Project description	B T & Sons Farming Equipment was the earlier name of Globex Corporation, which started the exhibition of agriculture equipment and other lifestyle products in November every year for three days from the year 2000 onwards. For successfully managing the stores, ticket counters, cleanliness of the site, first aid facility, and lost and found collection and so on RALS need to be dependent on Volunteers who belongs to ‘Indigenous Community’. The profit generated from the show is being directly handed over to ICV charity for the betterment of the Indigenous community. For the proper management of the requirement of volunteers at site, a roster system is maintained manually by the Globex employees. But now Globex is willing to change it from manual system to automatic computerized system, so that the roster need not be required to be maintained manually and all the data regarding the area of interest, qualifications, timing slot and many more can be entered for once and can be used to prepared roster more efficiently.
Team members	Student 1, Project Manager, Personal contact number & e-mail
	Student 2, Team Member 1, Personal contact number & e-mail
	Student 3, Team Member 2, Personal contact number & e-mail

Skills & Knowledge	The team members need to have good communication skill, decision making skill, team working behavior, motivates the team, along with the technical knowledge regarding the system development
Roles & Responsibilities	Project Manager need to communicate well, plan resource, develop schedule & budget, analyze risk and show leadership characteristics (Haughey, 2017)
	Team Member 1 & 2, need to communicate well, work in team, help team to grow, maintain peace at workplace, maintain positive atmosphere and avoid conflict
Team Communications	All the members need to meet daily once to discuss the progress and issues & next plan at Conference room (Virtucon office) Team shall communicate outside meeting room using personal meeting as far as possible and when outside office, all need to be in touch using e-mail and mobile phone The data used to present in the meeting and the minutes need to be maintained at central library to get access by all and as well as store the information
Team rules & expectations	Previous experience of working in team has provided few information about how to make the team work positive, because if the team don’t get any objective or aim to achieve, don’t communicate well and always raises conflict can become the most negative impact on the team working. So the team work can be made positive by maintaining good atmosphere, all should motivate other’s work, appreciate good work, don’t criticize others, and behave properly with all team members (Quick Base, 2010). Goal of Team: the ultimate goal is to maintain the team spirit among the members Team Values: all the team members need to maintain good behavior with others, team needs to be confident about their job, need to be honest, passionate and maintain positive culture and attitude (WordPress, 2010). Code of Ethics: team members should never cheat others and always provide correct and true figures, never hide any mistakes and follow the office timings and other policies (Moylan, 2016). Rules and Expectations: members shall abide by the decision taken in meetings, always try to be present during meeting, never take leave without prior approval, always avoid conflicts, even if some conflict happens always try to find a solution quickly, never bring ego in between the work and encourage team working (Gupta, 2017).
Signature
Name	Student 1	Student 2	Student 3
Designation	Project Manager	Team Member1	Team Member2

Organiser	Project Manager to coordinate among the various stakeholders, organize meetings and circulate the minutes after obtaining signatures
Scribe	Team Member 1 and Team Member 2 on rotation basis to maintain equal distribution of work load (Marchewka, 2005)

Known Information	Information Assumed	Unknown Information
Virtucon team to develop the automatic system for RALS, Globex show	The information provided by the volunteers are correct	How the scope can be controlled or verified
Volunteers need to take care of all supporting facilities at the show like ticketing system, first aid facility etc.	All the required resources shall be available throughout the project life cycle	Quality standards required to meet are not known
Volunteer roster system need to be developed by Virtucon		Does all the risk response plan developed and the reserve for the risk are kept aside
		What is the time available for developing the system

Unknown Information	What is to be done for making the unknowns to known	Action required by whom	Action need to be taken by when
How the scope can be controlled or verified	Scope statement and the scope management plan need to be finalized	RALS Employee, Sponsor, Project Manager & team Member	Before the start of project during initiation & planning stages
Quality standards required to meet are not known	Quality assurance plan and control procedure need to be developed	RALS Employee, Sponsor, Project Manager & team Member	Before the start of project during planning stages
Does all the risk response plan developed and the reserve for the risk are kept aside	Risk identification, assessment and analysis are required to be done	RALS Employee, Sponsor, Project Manager & team Member	Before the start of project during planning stages
What is the time available for developing the system	WBS and schedule need to be developed	RALS Employee, Sponsor, Project Manager & team Member	Before the start of project during planning stages

Who (Stakeholder’s Name)	What (Information)	When (at what frequency)	Where (location of meeting or sharing data)	Why (Purpose of sharing data)	How (method of sharing data)
Sponsor (Globex Corporation)	High level reports regarding the condition of time, cost, resources, quality, change orders and risks as of the data date	Monthly & Fortnightly	Meeting room, Globex & Virtucon	Sponsor need to be updated to take care of the fund issue for any unforeseen risks	E-mail, Hardcopy, presentations
RALS Management	High level reports regarding the condition of time, cost, resources, quality, change orders and risks as of the data date	Monthly & Fortnightly	Meeting room, Globex & Virtucon	RALS management also needs to be updated to take care of any kind of unforeseen risks	E-mail, Hardcopy, presentations
Virtucon Management	High level & detailed reports regarding the condition of time, cost, resources, quality, change orders and risks as of the data date	Weekly, Fortnightly & Monthly	Meeting room, Globex & Virtucon	Virtucon management is also required to be updated to resolve any issues with Globex management, if required to do so	E-mail, Hardcopy, presentations
RALS Employee	Detailed reports regarding time, resources, quality, change orders and risks as of the data date	Weekly, Fortnightly & Monthly	Meeting room, Globex, E-mail	RALS employee are the main user of the system and had manually updated it since many years, so to gather practical issues, they need to be kept satisfied	E-mail, Hardcopy, presentations
Project Manager	Need all the reports regarding time, delivery, scope, cost, resources, quality, risk everything from every stakeholders	Daily, Weekly, Monthly	Meeting room at Virtucon, E-mail, Phone	To compile and send to top management for updating top management and other stakeholders	E-mail, Hardcopy, presentations
Team Member 1	Need to send reports from various stakeholders like volunteers, vendors etc.	Daily, Weekly, Monthly	Meeting room at Virtucon, E-mail, Phone	To compile and send to project manager	E-mail, Hardcopy, presentations
Team Member 2	Need to send reports from various stakeholders like volunteers, vendors etc.	Daily, Weekly, Monthly	Meeting room at Virtucon, E-mail, Phone	To compile and send to project manager	E-mail, Hardcopy, presentations
Volunteers	Planning of upcoming activities	Daily & Weekly	E-mail & meeting rooms	To update regarding next course of action for updating the automatic system	E-mail, Signed hardcopy
Farmers	Information related to the product and technology & events	As per the requirement	Advertisement & Publications	To keep updated regarding events and products	Advertisements through television and newspaper
Local Businessmen	Information related to the product and technology & events	As per the requirement	Advertisement & Publications	To keep updated regarding events and products	Advertisements through television and newspaper
Agriculture Equipment Supplier	Information related to the product and technology & events	As per the requirement	Advertisement & Publications	To keep updated regarding events and products	Advertisements through television and newspaper
Lifestyle product supplier	Information related to the product and technology & events	As per the requirement	Advertisement & Publications	To keep updated regarding events and products	Advertisements through television and newspper

A project can be successfully executed by a leader only. For the successful completion of the project a project manager is must, similarly the project manager must have the leadership skill too. The leadership qualities required to successfully lead a team is self-confident to take right decision, motivate the team to get their best feedback, always take the team with him, set goals for the team, honest, respect other team members, listen to all with open mind and at the same time can delegate and get the maximum output from the members (SkillsYouNeed, 2017). In my experience and understanding, the task we did in above three sections are the responsibility of a leader to get all the members on table and decide the name of the project, the teams name unanimously by involving all so that they must feel to be involved, then filled the team charter by deciding the rules of communication, defined the values of the team, the ethics which need to be followed, roles and responsibilities etc. are purely a skills of a leader. So I feel this assessment has provided us a brilliant opportunity to thinks and act as a project manager.

The leadership skills like being confident, always motivate team, set objective for the team, delegate the work properly, distribute load equally among all, always listen to their concern, know the strength and weaknesses of each team members, maintain good relationship with all levels of the members and can get the job done by the team as per commitment or schedule (Management Concepts, 2017). I feel if these techniques of delegating the work and the skill of maintain good communication between the team members are the leadership skills required to be present in project managers of the IT profession.

References

Gupta, M. (2017, March 30). Ground rules to set you up for success. Retrieved September 10, 2017, from www.simplilearn.com: https://www.simplilearn.com/rules-to-set-you-up-for-success-article

Haughey, D. (2017). The Role of the Project Manager. Retrieved September 10, 2017, from Project Smart: https://www.projectsmart.co.uk/the-role-of-the-project-manager.php

Management Concepts. (2017). Leadership and Communication Skills for Project Managers - 6101. Retrieved September 10, 2017, from www.managementconcepts.com: https://www.managementconcepts.com/Course/id/6101

Marchewka, J. (2005). Information technology project management: Providing measurable. New Jersey: John Wiley & Sons.

Moylan, W. A. (2016, February 2). Ethics in Project Management. Retrieved September 10, 2017, from https://www.pminj.org: https://www.pminj.org/16-mtg/files/02njmtg.pdf

Quick Base. (2010, March 1). 10 Signs Your Team is Effective. Retrieved September 10, 2017, from quickbase.com: https://www.quickbase.com/blog/10-signs-your-team-is-effective

SkillsYouNeed. (2017). Leadership Skills. Retrieved September 10, 2017, from www.skillsyouneed.com: https://www.skillsyouneed.com/leadership-skills.html

WordPress. (2010, March 9). 15 Ground Rules for Project Team Management. Retrieved September 10, 2017, from https://virk.wordpress.com: https://virk.wordpress.com/2010/03/09/15-ground-rules-5-project-teams/

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