Roster Development and Automated System

The provided assignment content is about a project management plan for the development of an automated system for rosters of volunteers by Globex, awarded to Virtucon. The plan includes risk assessment and analysis, cost planning, time planning, communication plan, and leadership skills required for successful completion of the project within the budgeted timeframe. The plan also outlines the responsibilities of different stakeholders, including students, team members, volunteers, customers, sponsor, and others.

Name of the University
ICT project management
Team Work & Reflection
Name of Student
9/8/2017

Index
Part One:........................................................................................................................................2
Project Name / Team / Description............................................................................................2
Team Charter............................................................................................................................. 2
Part Two:....................................................................................................................................... 3
Learning Cycles...........................................................................................................................3
Team’s learning.......................................................................................................................... 3
Team’s Action plan for the unknown matters............................................................................4
Part Three:..................................................................................................................................... 5
Communication Plan..................................................................................................................5
Part Four:....................................................................................................................................... 7
Reflection................................................................................................................................... 7
References..................................................................................................................................... 7
Please replace the ‘Student 1, 2 & 3’ with the name of your group members /
students throughout the assignment before submitting to university. You may
put ‘student’ in search box and replace one by one. Also write your own number
and e-mail id wherever mentioned.

Part One:
Project Name / Team / Description
Software system for RALS’s Volunteers
Team name: Virtucon experts for RALS’s roster
Team members: Student 1, e-mail id & phone number
Student 2, e-mail id & phone number
Student 3, e-mail id & phone number
Project description: Globex Corporation conduct shows every year to display the equipment
being manufactured by them to increase efficiency of agriculture crops. This show is conducted
every year in November for three days. The ticketing system is done to generate revenue from
the show and the total profit is handed to ICV as charity. Many volunteers are required for
smooth operation of the show and its stalls, ticketing system, first aid provider etc. Globex
employees used the manual tracking system to manage the rosters for the volunteers. Globex is
now willing to convert the manual system to computerized one for which they gave the project
to Virtucon consultancy services.
Team Charter
Skills and Knowledge
Inventory
All team members need to be confident (Mascia, 2017), act properly
with team members, refer other members before taking decisions and
of course a passionate team worker
Roles and
Responsibilities
Project Manager: to coordinate between the team members and
other stakeholders
Team Members: to coordinate among the volunteers and collect all
information, then on the basis of requirement need to design the
system requirements and develop the technical specifications
Meeting Times &
Location
All team members need to meet every day to discuss plan and issues
an share progress status
How the team will
communicate
Team members shall communicate with each other using mobile
phone and e-mail
How meetings will be
documented
All the meeting, its discussions and outcome need to be documented
every instance and signed by all attendees
Where subsequent
resources will be
stored
All the data and important document need to be stored at the central
documentation department to avoid any loss of data
Previous experiences Team work need to be encouraged by providing very clear objectives

of working in teams
so that the team members can act towards achieving the common
goal and in single direction. All need to avoid conflict and reduce the
negativity of the team work culture for better management
Team Values
All members need to behave confidently, need to be passionate about
the job, always work transparently, behave generously to others an
always looks for the progress and betterment of the team members
(Karlson, 2015).
Code of Ethics
All team members need to share true and correct data, need to
maintain healthy workplace atmosphere, avoid pointing other’s fault
rather appreciate some good work of the members. All must follow
the company’s policies
Rules and
Expectations
All team members need to understand the culture properly
(WordPress, 2010) and act accordingly to avoid any clashes an all must
work for the team and organization.
All members are required to avoid any conflict and leave ego aside.
Signature Signature Signature
Student 1 Student 2 Student 3
Project Manager Team Member Team Member
Part Two:
Learning Cycles
Organiser: Student 1, Project Manager
Scribe: Student 2 for the week 1 and Student 3 for the week 2 and again rotate their role for
proper distribution of workload.
Team’s learning
Known Facts Assumptions Unknown Matters
All the information related to
the volunteers need to be
documented for entering in
the system
The cost budget is finalized
well before and there shall
not be any issue in between
the project
Project management activities
are not known
Globex awarded the project
to Virtucon for developing the
automated system of rosters
for the volunteers
Volunteers are providing
correct information
Is the risks are identified and
analyzed or is yet to develop

All the profit generated from
RALS is handed over to ICV
All the resources must be
available throughout the
project
Cost planning is required to be
done is over, so that there
should not be any cash crunch
in between
Virtucon shall not charge for
the service it is providing to
Globex for management
activities
Time planning is required to be
done is over, so that there
should not be any time issue in
between
Team’s Action plan for the unknown matters
Unknown Matters Action plan Who shall do it When
Project management
activities are not
known
The activity required to finalize
the project management plan
need to be done along with all
stakeholders to gather the
stakeholder’s expectations too.
All stakeholders
and project
manager to lead
the team
At the
beginning of
the project
itself, during
planning phase
Is the risks are
identified and
analyzed or is yet to
develop
Proper risk assessment along
with analysis need to be done, if
not done before. Or need to re-
verify the risks again
All stakeholders
and project
manager to lead
the team
At the
beginning of
the project
itself, during
planning phase
Cost planning is
required to be done is
over, so that there
should not be any
cash crunch in
between
Proper planning need to be done
to develop the curve
Project manager
with sponsor
At the
beginning of
the project
itself, during
planning phase
Time planning is
required to be done is
over, so that there
should not be any
time issue in between
Proper planning need to be done
to develop the curve
All stakeholders
and project
manager to lead
the team
At the
beginning of
the project
itself, during
planning phase
Part Three:
Communication Plan
Stakeholders
identified
Information
which we need
to share
At what
frequency
does we
need to
share
Location
of sharing
the
informatio
n
Purpose of
sharing the
information
or data
Methods of
sharing he
information
or data

Who What When Where Why How
Student 1,
Project Manager
All the report
from every
department
and team
members and
external
agencies
Daily,
Weekly &
Monthly
E-mail,
meeting
conferenc
e room at
Virtucon
Admin
Centre
To keep
updated
regarding
the progress
and issues
related to
the project
E-mail and
hardcopy
print out
can be the
way of
providing
the
information
Student 2, Team
Member
Need to submit
report to
project
manager
Daily,
Weekly &
Monthly
E-mail,
meeting
conferenc
e room at
Virtucon
Admin
Centre
To update
the project
manager
regarding
the progress
and issues
E-mail and
hardcopy
print out
can be the
way of
providing
the
information
Student 3, Team
Member
Need to submit
report to
project
manager
Daily,
Weekly &
Monthly
E-mail,
meeting
conferenc
e room at
Virtucon
Admin
Centre
To update
the project
manager
regarding
the progress
and issues
E-mail and
hardcopy
print out
can be the
way of
providing
the
information
Volunteers Daily report
for the sharing
and entry of
information in
the system
Daily e-mail and
meeting
on daily
basis with
student 2
& student
To make
them aware
of their
action plan
to update the
e-mail or
hardcopy

3 system
Customers of
RALS
One page
advertisement
From
October
onwards
Advertise
ment,
newspape
r,
television
media
To remind
them about
the show and
increase
attendance
advertiseme
nt
Sponsor All reports of
time, money
and resource,
scope, changes,
procurement,
trend of the
project
progress, next
three months
look ahead
milestone
schedule,
probable
planning figure
for next three
and till the
completion
curves
Monthly
or as per
need
Email,
Globex
central
conferenc
e room
To keep
updated
regarding
the status of
the project
e-mail,
presentatio
ns, reports
etc.
Part Four:
Reflection
To successfully lead a project we need to control the resources like human brains, which is very
complex in nature and it makes the job tougher, but for attaining success, always a leader is

required who can lead from the front and all the team members need to follow. For successful
completion of project the project manager need to have all the leadership skills to get the job
done well within the time frame. The leadership skills required for successfully leading the team
are similar to what we used to develop the assessment ‘team work & reflection’. In this
assessment I experienced the leadership qualities like since from starting we need to finalize a
nice name of the project and team, then defined the roles & responsibilities, defined team
values, defined ethical values, defined the technical and communication skill required and
expectations from the team members (Jones, 2014). This is defined well in the team charter to
align all team members in common direction, so that all think and progress in common
direction with all common objective to complete the project within the time frame.
An ICT project manager needs to adopt all the leadership skills to lead the project and complete
it with in the budgeted time frame. The project manager in IT profession need to handle some
very good engineers who may be the expert of their technical field, but the project needs to
have many such brains and the project manager need to control the job flow and the job done
by such brilliant people. So the project manager has to have very good leadership skills to
always keep the team motivated, aligned in same direction, communicate well to express the
desire of the project peace and bind all together to act like a team (Westland, 2013).
References
Jones, T. (2014, February 19). 11 Leadership Qualities of a Great Project Manager. Retrieved
September 3, 2017, from Brightwork: https://www.brightwork.com/blog/11-leadership-
qualities-great-project-manager#.Wa67_XThXIU
Karlson, K. (2015, November 26). 16 Essential Project KPIs That Benefit the Entire Team.
Retrieved September 6, 2017, from Scoro Software: https://www.scoro.com/blog/16-
essential-project-kpis/
Mascia, S. D. (2017). The Project Team: Skills and Attitudes. Retrieved September 5, 2017, from
Informa UK Limited: http://www.gpmfirst.com/books/project-psychology/project-team-
skills-and-attitudes
Westland, J. (2013, October 10). 7 critical skills for project managers. Retrieved September 3,
2017, from Project Manager: http://projectmanager.com.au/7-critical-skills-for-project-
managers/

WordPress. (2010, March 9). 15 Ground Rules for Project Team Management. Retrieved
September 6, 2017, from https://virk.wordpress.com:
https://virk.wordpress.com/2010/03/09/15-ground-rules-5-project-teams/