Project Management and Communication

This assignment delves into the significance of effective communication in project management. It emphasizes the importance of daily meetings between project managers and team members to address issues and challenges. The document highlights the critical responsibilities of project managers, including planning, resource management, and control. It also stresses the need for clear communication of project requirements and specifications, along with proper documentation and approval processes for any changes.

Riverina Agriculture and Lifecycle Show (RALS)
Project Report
9/1/2017

RALS – Ticketing System
Table of Contents
Project Name...............................................................................................................................................3
Project Team...............................................................................................................................................3
RALS Ticketing System - Overview...........................................................................................................3
Description of the Project............................................................................................................................3
Team Charter...............................................................................................................................................3
Allocation of Roles and the Set of Skills.................................................................................................3
Team Communications – Meeting Details...............................................................................................4
Time and Location...............................................................................................................................4
Meeting Procedure and Steps..............................................................................................................4
Information Exchange.........................................................................................................................4
Rules and Guidelines – Set of Expectations.........................................................................................4
Team Values & Virtues.......................................................................................................................5
Code of Conduct..................................................................................................................................5
Meeting Rules and Guidelines.............................................................................................................5
Learning Cycles...........................................................................................................................................5
Organizer.................................................................................................................................................5
Scribe.......................................................................................................................................................5
Communication Plan...................................................................................................................................6
Stakeholder List and Metrics...................................................................................................................6
Communication Plan Details...................................................................................................................6
Project Reflection........................................................................................................................................8
References.................................................................................................................................................10
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RALS – Ticketing System
Project Name
Ticketing System for Riverina Agriculture and Lifestyle Show (RALS)
Project Team
Name of the Project Team: RALS Project Team
Team Name Contact Information
Email Details Phone Details
RALS - Finance [e-mail] 444-787-8765
RALS - Development [e-mail] 444-787-8765
RALS – Administrative &
Management
[e-mail] 444-787-8765
RALS - Sales [e-mail] 444-787-8765
RALS - Support [e-mail] 444-787-8765
RALS Ticketing System - Overview
RALS is an annual event in the area of farming and agriculture and is hosted by Globex. The
ticketing system at RALS is comprised of manual operations and processes. The contract of
developing an automated ticketing system has been assigned to the company called Virtucon by
Globex.
Description of the Project
The project will include the mix of functional and non-functional requirements. There will be
options included in the system on various ticketing types and the system shall also provide
automated reports on the ticketing processes. The users shall be allowed to access the system at
any point of time and there shall be option to send the e-ticket on the registered email id as well
(Guthrie, 2003).
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RALS – Ticketing System
Team Charter
Allocation of Roles and the Set of Skills
Name Skills Responsibilities
FM Financial Assignment of the cost to every project activity
DE Programming Source code development
UI System Designing Setting up of the user interface
TE System and Application
Testing
System, application and performance testing
MS Support and Maintenance Incident recording and the resolution of the same
PM Project Management Overall project planning and management of the
project resources
Team Communications – Meeting Details
Time and Location
Time of the meeting will be 9:30 AM and the meeting will be organized in the meeting room on
a daily basis.
Meeting Procedure and Steps
The meeting will be organized by the Project Manager by sending an email invitation to the
project team resources. The invitation will be acknowledged by the team members and the
meeting agenda will be circulated thereafter.
The conduction of the meeting will include the point wise discussion from the agenda (Fbcd,
2016).
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RALS – Ticketing System
Information Exchange
Meeting information will be exchanged in the form of meeting notes among all the project team
members and the responsibility will be on every team member in a round-robin manner which
will change every week.
Rules and Guidelines – Set of Expectations
 A mandatory acknowledgement shall be sent to the organizer of the meeting.
 The responsible member must share the meeting notes with the rest of the team.
 The ethical and professional code of conduct shall be maintained in the meeting.
Team Values & Virtues
The use of polite and soft tone must be done by the team members. The conflicts, matters of
disputes and the problem areas shall be brought up with a showcase of professional behavior
(Uakron, 2017).
Code of Conduct
The team values along with the team spirit shall be showcased during the conduction of the
meeting. The organizational code of conduct along with the maintenance of the professional
behavior and ethical values must also be maintained.
Meeting Rules and Guidelines
 The meeting must start at 9:30 AM sharp.
 In case of cancellation or change in the schedule of the meeting, the organizer must send
a notification regarding the same one day in advance.
 In case of the absence of the organizer, that is the Project Manager, the Heads of the
Departments must jointly organize and conduct the meeting.
 The communication shall be made regarding the points discussed in the meeting in the
form of meeting notes (Pvamu, 2006).
Learning Cycles
Organizer
 The organizer must have the information regarding the project progress and status with
the aid of the project status reports.
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RALS – Ticketing System
 The agenda shall be prepared on the basis of these reports.
 The organizer must send a cancellation email one day in advance in case of inability to
conduct the meeting.
 The matters of disputes and conflicts shall be listened without bias and the decision shall
be made as per the project interest and priorities.
Scribe
 The scribe must make sure that the meeting is attended with utmost attention and the
points discussed are reflected.
 A mandatory acknowledgement regarding the meeting must be shared and sent to the
organizer.
Communication Plan
Stakeholder List and Metrics
Stakeholder Information to be
Shared
Reports to be Shared Location of the
Exchange
Project
Client/Sponsor
Information on the
progress of the project
and the activities
pending
Project Status -
Weekly
Weekly upload on the
project SharePoint
address
Program Manager Information on the
progress of the project
and the activities
pending (Panna,
2005)
Project Status -
Weekly
Weekly upload on the
project SharePoint
address.
Project Manager Requirements related
with the project and
the changes requested
by the client
Project Requirements
Specification
Approved Change
Requests
To be uploaded on the
project SharePoint
address.
Customer/End-User Automated Ticketing
System
Released for use On the RALS website
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RALS – Ticketing System
Communication Plan Details
Name of the Project: Ticketing System for Riverina Agriculture and Lifestyle Show (RALS)
Team
Member
Details
Name Skills
FM Financial
DE Programming
UI System Designing
TE System and Application Testing
MS Support and Maintenance
PM Project Management
A.
Commitm
ents.
Adherence to the ethical and professional code of conduct to achieve the project
objectives by fulfilling the project specifications and requirements.
B. Team
meeting.
Time: 9:30 AM
Location: Meeting Room
Frequency: Daily
Meeting
Agenda
To be prepared on the basis of the status and progress reports including the slot for
resolution of conflicts and disputes
Risk
Manageme
nt
The risks associated with RALS project shall be presented by the concerned team
member and the same shall be analyzed by the Project Manager. The resolution
strategy shall be announced keeping the interest of the project as the top priority
(Interlabs, 2013).
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RALS – Ticketing System
Conflict
Resolution
The conflicts associated with RALS project shall be presented by the concerned
team member and the same shall be analyzed by the Project Manager. The
resolution strategy shall be announced keeping the interest of the project as the top
priority.
Dispute
Resolution
The disputes associated with RALS project shall be presented by the concerned
team member and the same shall be analyzed by the Project Manager. The
resolution strategy shall be announced keeping the interest of the project as the top
priority.
C.
Meeting
Rules
 The meeting must start at 9:30 AM sharp.
 In case of cancellation or change in the schedule of the meeting, the
organizer must send a notification regarding the same one day in advance.
 In case of the absence of the organizer, that is the Project Manager, the
Heads of the Departments must jointly organize and conduct the meeting.
 The communication shall be made regarding the points discussed in the
meeting in the form of meeting notes (Fleet, 2017).
D.
Meeting
Process
The meeting will be organized by the Project Manager by sending an email
invitation to the project team resources. The invitation will be acknowledged by the
team members and the meeting agenda will be circulated thereafter.
The conduction of the meeting will include the point wise discussion from the
agenda (Usma, 2015).
Project Reflection
 Team meetings and discussions form a part of the effective communication process
which is extremely essential for the success of the project. In this case, there is a daily
meeting that is conducted between the Project Manager and the team members. In such
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RALS – Ticketing System
sessions, the project team members for a connection with the project management to
freely discuss the issues and problems affecting the project success. There are various
disputes and challenges that come up during the project execution which can become
serious matters of concern if not resolved timely. The team meeting enable the
management to manage and handle such matters and also provide the team members with
the guidance and motivation for adopting the correct path.
 There are various resources that are engaged in a project and every resource has its share
of contribution in the project success. One such resource that may have a huge impact on
the future of the project is the Project Manager. It is due to the reason that there are some
of the extremely important responsibilities that a manager is required to carry out. These
responsibilities include project planning, project resource management and project
control. If there is anything that goes wrong during the project, then the manager is held
responsible for the same. It is necessary to select the project manager as per the nature of
the project with adequate set of skills.
 Every project has a specific set of requirements that need to be covered to achieve a
specific set of objectives. These requirements and specifications must be communicated
properly to the team members. Also, in case of any changes, the modifications must be
approved and shall be documented properly. The adequate funds and schedule must also
be assigned to such changes. The project client/sponsor must accept and approve the
changes.
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RALS – Ticketing System
References
Fbcd. (2016). Building in Faith Project Charter. Retrieved 1 September 2017, from
http://www.fbcd.ca/wp-content/uploads/2016/06/BuildingInFaithProjectCharter.pdf
Fleet, D. (2017). Strategic Communications Planning. Retrieved 1 September 2017, from
http://davefleet.com/wp-content/uploads/2008/08/comm-plan-ebook.pdf
Guthrie, B. (2003). University of Notre Dame: Project Charter. Retrieved 1 September 2017,
from
https://www.uaa.edu/esp/uploads/file/ciencias/University_of_Notre_Dame_Project_Charter
.pdf
Interlabs. (2013). Project Communications Planning. Retrieved 1 September 2017, from
http://www.interlabs.bradley.edu/uskov/MS_EXAMS/CS591_MS_EXAM/Topic_09/
Topic_Project_Communications.pdf
Panna. (2005). Strategic Communications Planning. Retrieved 1 September 2017, from
http://www.panna.org/sites/default/files/StrategicCommunicationsSPIN.pdf
Pvamu. (2006). Project Charter. Retrieved 1 September 2017, from
http://www.pvamu.edu/include/Benchmarks/BENCHMARKS%20CHARTER.pdf
Uakron. (2017). Kaizen Event Project Charter. Retrieved 1 September 2017, from
http://www.uakron.edu/uabs/powerpoints/Kaizen%20Event%20Project%20Charter.pdf
Usma. (2015). USMA Strategic Communication Plan. Retrieved 1 September 2017, from
http://www.usma.edu/dsi/SiteAssets/Strategic-Communication-Plan.pdf
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