Online Stud Farm Management System - Project Overview

The project is based on implementation of an Online Stud Farm Management System for the farm in New South Wales. The system enables breeders to make bookings and payments online. The objectives of this system are to reduce errors, provide superior interface, book DNA tests, record procedures, and track costs.

Online Stud Farm Management System<<Your Student ID>> - <<Your Name>>
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Abstract
The project work is based on implementation of an Online Stud Farm Management
System for the farm in New South Wales. The proposed system record bookings into
the spreadsheet as well as accept of credit cards payments along with cheques. The
system is implemented into the firm to perform online booking is due to the cause
that the breeders can able to book as well as pay for seasons and services online.

Part One
1. Project Name / Team: (Team)
Team Name: Please fill
S. No Team Member Contact Number Email Role
1 Karanveer Singh Ajmani Please enter Please enter IT Project
Manager
2 Abhishiek Kalia Please enter Please enter Account
Executive
2. PROJECT OVERVIEW – (Individual Work)
The project is based on implementation of an Online Stud Farm Management System for the farm in New
South Wales. Currently, the Stud farms is used of manual systems to book services with the Stud manager for
taking of bookings over the phone and email and it is recorded into the hardcopy diaries and spreadsheets.
The farms are also keeping record of stud’s enrolment into the breeding registers that align with Australian as
well as international standards. For improving efficiency as well as accuracy of existing manual systems, Globex
decided to invest into development of an Online Stud Farm Management System (OSFMS) to sell existing as
well as prospective clients.
3. PROJECT DESCRIPTION & OBJECTIVES – Individual work
Globex is long standing client of Virtucon, therefore the company contracted Virtucon to manage development
of the management system. The management system will replace current manual systems. The breeders book
services by calling as well as emailing the stud manager to record bookings into the spreadsheet as well as
accept of credit cards payments along with cheques. The decision to invest into online booking system is due
to the cause that the breeders can able to book as well as pay for seasons and services online. The system
enables the breeders to make the bookings and also payments from the online system and use of mobile
devices. The system is generated of breeder's details, stud details, payments in addition to a range of reports.
The objectives of this Online Stud Farm Management System are:
 To book the services online in order to reduce error as well as administration and involvement of the
stud manager
 To provide superior interface for entry of horse breeding procedures and vet examination results
 To book DNA test for parentage, micro-chipping and other identification process and others
 To record of procedures to horses out of the office and review of breeding and vet history for any
horse on farm
 To track all costs and expenses for the business and provide full financial reporting options
4. TEAM CHARTER – Team Work
Team Members Role Skills and Knowledge Inventory
Member 1 IT Project Manager Technical knowledge such as technical management,
analyzing technical information, problem solving,
development of budgets, strategic planning and quality
management and leadership skills
Member 2 Account Executive Technical knowledge and communication skills

Role Roles and Responsibilities
Role in the project is
IT Project Manager.
Responsibilities of the IT project manager are:
 Maintains of information technology strategies by implementation of
technological strategic solutions
 Maintains of organization’s effectiveness by implementing of information
technologies
 Accomplishment of financial objectives by forecasting the project
requirements
 Maintains quality services by establishment of organizational standards
Contribution of team efforts by accomplishment of related results as required
Role in the project is
Account Executive.
Responsibilities of the Account Executive are:
 Guide the customers throughout sales process and determine products
and higher level scope to match with customer’s requirements
 Transition of the project, after sales to the IT project manager
 Bring speed into the account and available as required going forward
 Meeting with the client for discussing the advertising requirements
 Negotiation to the clients, solve the problems and ensure that the project
deadlines are being met
5. Team Communications : Team Work
Communication Type Frequency / Time Location eMails and Document Storage
location
There is an email and presentation
meeting to communicate with each
other and share of information.
Monday at 10
A.M.
In the
conference
hall of
University.
Laptops are used to store
information and resources
which is discussed in the
meeting for ease of access.
Through email, an electronic
document is send to other
members.
Tuesday and
Thursday at 2pm
In the
conference
hall of
University.
The meeting will be
documented by making
effective meeting notes.
Presentation helps to deliver
information on project progress
and status to structure ideas in
such a way that it is persuasive to
the audiences.
Friday at 2pm In the
classroom.
The meeting will be
documented by making
effective meeting notes.
6. Team Rules & Expectations
Individual Work
From the previous experiences, I was part of many group projects. I would like to share my
experience in final year project where my role is as a programmer to create of web
application. I struggled a lot in the project as it was first time when I was working into
developing project. I learnt to manage time and perform work under extreme pressure. From
my experiences, I had learnt to provide importance to the communication which is required
among the team members. I had learnt that failure is not final destination; we had to work
hard for the desired results.

Team Work
o Team Values – The team values are that all the team members should acknowledge that
there are chances of improvement and strive to gain best possible project outcomes. The
project manager should share additional knowledge and sources of guidance for the team
members. Any type of disparity is evaluated and blamed a single team member is not
productive.
o Code of Ethics – Code of ethics is the team members should be honest with others and there
should be respect among the members. The team members should not let personal
differences which influence the team performance. Punctuality should be maintained and
there should be good communication among the team members.
o Rules and Expectations – Rules and expectations are that all the team members should
require becoming active participants and free to provide their suggestions. All the members
should regularly update on assigned task. When there is any conflict among the members,
then the team should notify the project manager. All the team members should provide
equal effort to get required project results. Among the project team members and project
manager, there should no communicational gap. All the members should give the e-mail
details and meet the project deadlines. The team members should be punctual in their work.
 Signatures –
Karanveer Singh Ajmani Please insert the date
Abhishiek Kalia Please insert the date
Signature Date
Part Two:
1. Learning Cycles
Role Date/Time&
Attendees
Organiser
( Name, Role )
1. Introduction of the project team members
2. Exchanging of the contact details of project
team members
12 March 2018
week
Time: 3 pm
Location: CSU
Use of
technology:
Lab computers
Scribe Provide basic idea of the project
Meeting minutes: 30 minutes
Outcome of the meeting:
Action points are that the system should generate of PDF in the application for the booking purposes and
larger number of users should not overload the system.
(Change the role for meeting 2)
Meeting 2(Team)
Role Date/Time&
Attendees
Organiser
( Please insert )
1. Finalizing the name of team members
2. Project briefing as well as details project
26 March 2018
week

description
3. Assign of project tasks to the team
members
4. Understanding the requirements of client
Time: 1 pm
Location: CSU
Use of technology:
Lab computers
Scribe Fixing time and location for the next meeting
Meeting minutes: 60 minutes
Outcome of the meeting:
The actions points are that the technical errors into the system should be minimized.
(Change the role for meeting 3)
Meeting 3(Team)
Role Date/Time& Attendees
Organiser
( Please insert )
1. Identification of the project
stakeholders those are involved into
the project work
2. Discussion of the project
requirements and its respective
objectives
02 April 2018 week
Time: 4 pm
Location: CSU
Use of technology: Lab
computers
Scribe
1. Estimation of the project deadlines
and budget
2. Prepare a project charter
3. Finalized the plan of project work
Outcome of the meeting:
Meeting minutes: 60 minutes
There should be proper use of the Online Stud Farm Management System.

Learning Cycle1
Understand Problem
Problem to estimate the project schedule and budget
Plan
Plan the project time to complete
Act
IT Project Manager
Reflect and Learn
Communicate with the team members
2. Team Learning Record (Individual)
What we know
(Facts)
What we think we know
(Assumptions)
What we don’t know
(Questions to be Answered)
Finalizing the name of team
members
Stakeholder analysis How do perform of stakeholder
analysis?
Project briefing as well as details
project description
Preparing the project plan How does the system should
process?
Assign of project tasks to the team
members
Resource planning What are the possible features of
the proposed system?
Estimate schedule and budget Schedule and budget plan Is the project work complete on
estimated time?
Learning Cycle (Individual)

Part Three:
Communication Plan – Team Work
Stakeholder
name
Information to
be shared
Frequency of
information
exchange
Location of
information
exchange
Purpose of
communication
Mechanism for
communication
Hardcopy, pdf, ppt,
word, email, etc
Who What When Where Why How
Globex
employees
Gathering of the
project
requirements
from the
employees
about the
functionalities
needed into the
Online stud farm
management
system.
On weekly basis
and after
completion of
each phase of
the project
work.
CSU Identification of
main features of the
management
system and
requirements
gathering
Hardcopy and word
CEO of Globex Describing the
project details
and the project
objectives.
Provide the
project
summary,
budget and
timeframe to
complete the
project work.
End of the
project work
CSU Getting all the
project necessities
and discussing them
with the project
board members
PPT and hardcopy
CEO of Vurticon Discuss the brief
of the project
work, budget
plan and time
schedule,
project
deliverables and
project
resources
required for the
project.
Weekly basis CSU Discussing the
budget plan, project
plan and time
schedule plan with
the project board
members
PPT, hardcopy and
PDF, Email
Project Manager
of Vurticon
Learn about the
project
requirements,
technology to be
used to
implement the
proposed
system and
discuss to
manage the
tasks within
Weekly basis CSU Getting all the
project related
information about
the project plan
includes of budget,
schedule and
project deliverables
Hardcopy and PPT,
Email and Word

estimated
timeframe
Stud Farms
participants
Meeting with
additional
participants to
obtain more
project
requirements
Throughout the
project work
CSU More information
on project
requirements
PPT and hardcopy
Stud Farms
visitors
Meeting with
participants to
acquire more
project
requirements
During the
project work
CSU More data about
the project
requirements
PPT and hardcopy
Stud Farms
volunteers
Meeting with
the initial
project phase to
know the
problems that
are occurred
into the project
work. Addition
to more features
into the system
to meet with
client’s
requirements.
Throughout the
project work
CSU More information
with reference to
the project
requirements
PPT and hardcopy
Development
team
Defining the
project team
member’s roles
On weekly basis CSU Getting more
information about
the project
requirements
PPT and hardcopy
Project Manager
of Globex
Knowing about
the updates into
the project.
On weekly basis CSU Project schedule to
complete the plan
within deadlines
PPT and hardcopy
Accounts
Manager
Knowing about
the project
budget
Multiple times
throughout the
project work
CSU Project deliverables PPT and hardcopy
Part Four:
Reflection – Individual Work
Involvement into the Online Stud Farm Management System project provides a great learning process in my
career. There are various factors which are contributed towards success of the project work. The best thing
about working into the team is that each of the members should be unique to in their professional. A quality
project team leader should exploit strengths of the team members. The factors which lead to successful
project are that the project manager should be clear about its vision to achieve of the project management
methods to achieve the project outcomes. The other factor which alters success of the project is
communication among the project team member and project manager. There should be good communication
and interaction among the team members to get success into the project. Both the project manager as well as
the team members is able to provide their project related ideas to each other.
The project manager must have leadership traits to lead their project team members. The manager
should allow the team to work into better working relations and should trust the team members. The
members should always be honest in their work. The manager should build such an environment of
participation such that the project team members should perform relevant tasks in addition to express the
project ideas with the project manager. The leadership style of project manager allows members to feel
authorized rather than intense on authority on the project manager. The team leader should guide the

members of team to perform the project tasks. It creates chance for project manager to find out from the
team rather than direct as well as hand over the roles. Each of the project team members should be patient as
well as resilient when they face of any project failures throughout the project work and take proper steps to
mitigate the failures.
Conclusion:
The project work will be helpful for the firm as the proposed system helps to perform online work of booking
and payment. It will reduce the operating cost for the firm. The proposed system helps to error as well as
administration and track all costs and expenses for the business and provides full financial reporting options.
Part Five: Team and Individual Work
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