Project Management for Development of Computer Based Ticketing System
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This report provides a project charter for the development of a computer-based ticketing system for the Annual Riverina Agriculture and Lifestyle Show (RALS). It includes a stakeholder analysis, risk analysis, work breakdown structure, and the role of the project manager.
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Running head: PROJECT MANAGEMENT Project Management Name of Student Name of University Author Note PROJECT MANAGEMENT
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1 Table of Contents Introduction..........................................................................................................................2 1. Project Background.........................................................................................................2 2. MOV................................................................................................................................3 3. Stakeholder’s Analysis and Communication Plan...........................................................4 4. Risk Analysis...................................................................................................................7 5. Work Breakdown Structure.............................................................................................9 6. Leadership Qualities and Role of Project Manager.......................................................11 Conclusion.........................................................................................................................14 References..........................................................................................................................15
2 Introduction The aim of the report is to prepare a project charter for development of a computer based ticketing system for Annual Riverina Agriculture and Lifestyle Show (RALS). The RALS was established by Globex in the year 2000. The tickets for the program are only available for purchasing from the RALS gates. The manual ticketing system gives rise to a number of problems such as increase in queue, slow sales processing, people slipping through gates without paying and others. In order to deal with these problems, a project for developing an e-ticketing ot computer based ticketing system is proposed. The report will give an idea of the project background, measurable organizational value, risks associated with the project and the role of project manager in this project. The detailed project charter is illustrated in the following sections. 1. Project Background The project of developing a computer based ticketing system is proposed in order to deal with the problems faced by manual ticket selling process. Currently the tickets for annual Riverina Agriculture and Lifestyle show can only be purchased from the gates. The crowd in the gates becomes difficult to control and manual ticket selling is a slow process. Ticket selling is an important aspect of RALS as all the takings from the show are donated to charity Indigenous Community Volunteers or ICV. Therefore, accurate ticket selling is important. ICV are very active in the Riverina Region and are invited by the communities to help them achieve their goals. Thus, in order to ensure no one can trespass the event without ticket, the use of a computer based system is proposed. The facility of online ticket booking will help in reducing the crowd gathering in front of the gate and trespassing. The online ticketing system will enable the patrons
3 in accessing ticket sale from any online platform and mobile devices (Kerzner & Kerzner, 2017). The tickets will be digitally enabled that will validate the identity of the individual. Theobjectiveof the project is to plan a charter for development of e-ticketing system so that the operational inefficiencies associated with ticket selling and allowing entry to the event can be reduced. The projectin-scopesare as follows- 1. To develop the e-ticketing system 2. To decrease the operational inefficiencies 3. To increase the profit from the event 4. To reduce the hassle of manual ticket booking system 2. MOV Measurable Organisational Value (MOV) helps in evaluating a project in terms of business value. The values that the e ticketing system will help be providing the clients are as follows- Better:Thecomputerbasedticketreservationsystemwillhelpinreducingthe operational inefficiencies associated with manual ticket selling for RALS project (Burke, 2013). The use of computer based ticketing system will further help in increasing the profits. Therefore, the proposed system will be advantageous for both the business and customers. Faster:The new system will help in faster ticket booking and ticket checking. The interested participants for the programs can book ticket well in advance over the internet
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4 (Marchewka, 2014). This will further eliminate the issue of lengthy queue thereby giving a faster access to the event. The desired area of impact of the project is as follows 1.Operational:The Project is expected to increase the operational efficiency of the RALS event.Since the patrons will be able to access ticket sale from any online platform. Earlier, the tickets were available for purchase only at the gates (Larsonet al.,2014). With the implementation of the project, tickets should be available to purchase from a number of other locations in the town for the ones who have no access to computer or any other suitable devices. The ability of purchasing tickets in advance will reduce the queues at the gates. 2.Financial:The project will help in increasing the financial figure associated with RALS. The computer based ticketing system will replace the current manual system (Fleming, & Koppelman, 2016). Although the cost of implementation of the system will be higher initially, it will bring financial profit for RALS. This measurable organization value for this project was developed on basis of the overall business goal (Harrison & Lock, 2017). The identified MOV will help in measuring the overall success of the project. 3. Stakeholder’s Analysis and Communication Plan Stakeholders play a significant role in ensuring success of a project. The stakeholders associated with the project and their interest in the project in represented in the following table (Heagney, 2016). StakeholderDescriptionInterestInfluence
5 GlobexGlobex is one of the main stakeholders of the project RALS event is volunteered by Globex HighMedium VirtuconVirtucon is an important stakeholder of the project as well since the computer based ticketing system will be delivered by Virtucon HighHigh RALS CommitteeRALS committee is in charge of Riverina Agriculture and Life Show MediumMedium Project ManagerTheprojectmanagerisresponsibleforensuring successful completion of the project MediumLow ICVThe Indigenous Community Volunteers are in charge of volunteering the program. MediumMedium VolunteersDeals with ticket checking and ticket sales.LowLow Table 1: Representing the Stakeholders associated with the Project Stakeholder’s management is an important need for successful implementation of a project (Haimes, 2015). For that, an effective communication among the stakeholders is needed to be maintained. For that a communication plan is prepared which will be followed by the stakeholders for efficient communication. StakeholdersDescriptionof Purpose Communication Vehicle Communication Frequency Target Audiences GlobexTocommunicate themajor specificationsof Face-to-Face Meetings Once in a monthProject Team, Virtucon
6 StakeholdersDescriptionof Purpose Communication Vehicle Communication Frequency Target Audiences thesystemtobe developed VirtuconTo share the status ofproject implementation Face-to-Face Meetingsand conferences WeeklyGlobex, RALS Committee, Project Team RALS CommitteeTospecifythe Projectneedsand anyadditional requirements of the project(Phillips, 2013) Face-to-Face Meetingsand conferences MonthlyVirtuconand Project Team Project ManagerTosharethe updates on project progress Face-to-Face,email and telephone Bi WeeklyVirtuconand Globex ICVTocommunicate changesinthe Project EmailMonthlyVirtucon, projectteam and Globex VolunteersTOshareproject status Face to FaceWeeklyProject Team Table 2: Representing the Communication Plan for the Project
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7 4. Risk Analysis Although the project is of less complexity, there are a number of risks that can have a large impact on the successful execution of a project (Kendrick, 2015). In order to manage the risk, a risk management process will be followed. The risk matrix below identifies the most significant risk associated with the project and their severity. Risk DescriptionRisk Responsibility Likelihood (from a scale of1to5 where5 indicates greater likelihood) Impact (froma scale of 1 to 5 where 5 indicates greater Impact) PriorityMitigationPlans/Strategy for Risk Management ScheduleRisk: The Project May not be completed withinthetime allocatedasa resultof unrealistic deadline set Project manager 33MediumThe schedule Risk can be mitigated by setting up a realisticschedule. ThereforethisRiskis needed to beavoided. Technicalfaults in the e-ticketing system Technical Managerof Virtucon 45HighThetechnicalteamof Virtucon should be sound enough to deal with the majorrisksassociated
8 Risk DescriptionRisk Responsibility Likelihood (from a scale of1to5 where5 indicates greater likelihood) Impact (froma scale of 1 to 5 where 5 indicates greater Impact) PriorityMitigationPlans/Strategy for Risk Management with the project so that the systemcanbedelivered ontime.Thisriskis thereforeneededtobe transferredtothe technical team of Virtucon Risk of Shortage of Resources Resource Manager 24MediumTheRiskofResource Shortage can be mitigated by appointinga resource manager and this risk is needed to betransferred to the resource manager Risk of incorrect Requirement specifications Globexand RALS Committee 24LowThe risk is needed to be mitigatedbyensuring proper specification check priortoproject implementation. Thus, this riskisneededtobe
9 Risk DescriptionRisk Responsibility Likelihood (from a scale of1to5 where5 indicates greater likelihood) Impact (froma scale of 1 to 5 where 5 indicates greater Impact) PriorityMitigationPlans/Strategy for Risk Management avoided. Incorrectcost estimate and over budgeting ProjectTeam of Virtucon 34LowThe risk of incorrect cot estimate can be mitigated byaccurateproject budgeting and cost benefit analysis. Table 3: Representing the most Significant Risk associated with RALS project and their Mitigation Strategy 5. Work Breakdown Structure The work breakdown structure of the e-ticking project that is needed to be implemented in represented in the following picture-
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10 Figure 1: Representing the Work Breakdown Structure of the Project (Source: Create by Author using MS Project and MS Schedule Pro) The detailed task list and the work breakdown structure of the e-ticketing project is represented in the following picture-
11 Figure 1: Representing the Work scheduled of the Project (Source: Create by Author using MS Project) 6. Leadership Qualities and Role of Project Manager Project manager has a vital role to play in successful project implementation. A project manager is in charge of successful project initiation, planning, design, execution, monitoring and controlling the project (Muller, 2017). Project manager often play a role of a leader in motivating
12 his/her project team so that a good team work is observed in the project (Martinelli & Milosevic, 2016). Therefore, it is essential for a project manager to posses certain leadership qualities that can help in better management of the project team. The leadership qualities that a project manager should possess are as follows- 1.Aprojectmanagershouldbeagoodcommunicatoraswell.Theabilityto communicate with the people at all levels is a necessary skill that is required by the project manager to leadthe team towardsthe completionof a project(Too & Weaver,2014). Negotiation is a skill that a project manager should posses and therefore, a leader must be able to negotiate effectively. 2.A project manager or a project leader should remain cool under pressure. If a project manager is able to remain cool under pressure, the project team will also be able to handle the pressure (Turner, 2017). A leader should be able to cope up with the uncertain events associated with the project. 3. A project manager and the project leader should posses a team building skill. A team builder can be described as a strong person who is able to hold the team together (Tabassiet al., 2016). In order to achieve this, it is essential for a leader to understand the capacity and capabilities of its team members. 4. A project manager should be a good problem solver. Every project is expected to face a number of problems which are needed to be solved. Therefore, having a problem solving skill is essential for a project manager.
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13 4. Another leadership quality that a project manager should posses includes appropriate team management (Boyle, 2017). A project manager should be able to direct and co-ordinate the members of the team by delegating tasks to the appropriate members. 5. A project manager should be creative so that the work can be completed within the scheduled time. 6. A leader should be honest with the team member and therefore honesty is an integral characteristic of a leader. Project managers need to establish trust with the team members so that the transparency in project processes can be maintained. The Roles and responsibilities of project team members are represented in the following table- Team Members Roles and Responsibilities Project Manager Project Manager is responsible for development of project plan and leading the team towards successful completion Resource Manager The Resource Manager is responsible for Resource allocation (Martinelli & Milosevic, 2016) Technical Expert Technical Expert is responsible for managing the technical difficulties that can be faced by the project team Business Analyst Business Analyst responsible for identifying the profit areas of the project Software CoderSoftware Coder is responsible for coding the new software Software TesterSoftware Tester is responsible for testing each modules of software.
14 Table 4: Representing the Roles and Responsibilities of the Team Member Conclusion The report discusses the need for developing a online ticketing system in order to eliminate the operational inefficiencies that are observed as a result of manual ticket sales for RALS event. The RALS event is mainly organized with an aim of generating funding for charity works. However, with the manual systems, it becomes difficult to track the number of tickets sold. The manual ticketing system further increases the queue resulting in lack of count of the number of visitors and ticket sold. The new system that is proposed is expected to eliminate these inefficiencies.
15 References Boyle, G. (2017).Design project management. Routledge. Burke, R. (2013). Project management: planning and control techniques.New Jersey, USA. Fleming, Q. W., & Koppelman, J. M. (2016, December). Earned value project management. Project Management Institute. Haimes, Y. Y. (2015).Risk modeling, assessment, and management. John Wiley & Sons. Harrison, F., &Lock,D.(2017).Advancedprojectmanagement:astructuredapproach. Routledge. Heagney, J. (2016).Fundamentals of project management. Amacom. Kendrick, T. (2015).Identifying and managing project risk: essential tools for failure-proofing your project. Amacom. Kerzner, H., & Kerzner, H. R. (2017).Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons. Larson, E. W., Gray, C. F., Danlin, U., Honig, B., & Bacarini, D. (2014).Project management: The managerial process(Vol. 6). Grandview Heights, OH: McGraw-Hill Education. Marchewka, J. T. (2014).Information technology project management. John Wiley & Sons. Martinelli, R. J., & Milosevic, D. Z. (2016).Project management toolbox: tools and techniques for the practicing project manager. John Wiley & Sons. Muller, R. (2017).Project governance. Routledge.
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16 Phillips,J.(2013).PMP,ProjectManagementProfessional(CertificationStudyGuides). McGraw-Hill Osborne Media. Tabassi, A. A., Roufechaei, K. M., Ramli, M., Bakar, A. H. A., Ismail, R., & Pakir, A. H. K. (2016). Leadership competences of sustainable construction project managers.Journal of Cleaner Production,124, 339-349. Too, E. G., & Weaver, P. (2014). The management of project management: A conceptual framework for project governance.International Journal of Project Management,32(8), 1382-1394. Turner, J. R. (2017).Contracting for project management. Routledge.