Riverina Agriculture Show: Online Duty Roster Project Charter

This project charter outlines the development of an online duty roster system for the Riverina Agriculture and Lifestyle Show (RALS), initiated by Globex to manage volunteers more efficiently. The project aims to replace manual processes with a computer-based system, capturing volunteer data, task details, and scheduling information. Virtucon is facilitating the project, emphasizing speed, confidentiality, audit trails, and data availability. The charter details the project objectives, scope management plan, system requirements, schedule, risk analysis, and quality management plan. It covers roles such as project manager, sponsor, and system analyst, along with hardware and software requirements. The project schedule spans 20 weeks, including phases for conception, planning, data analysis, design, coding, testing, documentation, and training. Risk assessment addresses decision quality, requirements, technical issues, quality control, and user acceptance. The quality management plan focuses on verification and validation through testing and review. The conclusion highlights the benefits of the computerized system, including improved scheduling, reduced volunteer workload, and enhanced service quality.

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Project Charter
Project Client
System Name Online Duty Roster
Date of Charter
Document Status
Version Number
Prepared by
Team Name
Team Members
Name Contact details

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Table of Contents
Introduction......................................................................................................................................3
Project Description..........................................................................................................................3
Project Objective.............................................................................................................................4
Scope Management Plan..................................................................................................................5
System Requirements......................................................................................................................6
Project Schedule and deliverables...................................................................................................6
Risk Analysis...................................................................................................................................8
Quality Management Plan...............................................................................................................8
Conclusion.......................................................................................................................................9
Recommendation.............................................................................................................................9
References......................................................................................................................................10
Appendix 1: Project Closure Checklist/ Report.............................................................................12
Appendix 2: Project Evaluation.....................................................................................................15

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Introduction
Riverina Agriculture and Lifestyle Show (RALS) was established by sons farming and B T
equipment before the creation of Globex in the year 2000. The RALS demonstrates local
business, lifestyle products, farmers, and suppliers of agricultural equipment in November
annually. RALS management needs coordination of volunteers, show stands, volunteers, live
displays, demonstration and catering.
The RALS is controlled by a society committee and since it implementation it has grown
significantly. Globex possess a strong society engagement to the RAL through volunteers’
coordination and control needed for smooth running of RALS.
Indigenous Community Volunteers (ICV) who are very involved in RALS receives all donations
from the show gates. Societies invite ICV to aid in achieving their own objectives through skilled
volunteers who offer assistance where resources and skills are few. The ICV also give back to
the society by offering volunteers to help with RALS.
RALS rely on volunteers to have the ability to give all takings to ICV. Volunteers are required
for a variety of operations like: ticket issuance at the gate, RALS clean up in the course of the
day and after hours, after event clean up, site set up, data stands, first aid, site maps hanging out,
and lost and found collection maintenance.
Globex employees coordinate these activities manually up to date. However, these operations
take a lot of time due RALS compliance requirement, its strong growth and the rising number of
volunteers.
Globex have decided to contract the RALS on the development of a duty roster system to
manage their volunteers and relieve staffs from manual work. Data of volunteers including those
from agencies are captured through this system.
Project Description
In order to monitor all volunteers of RALS, Globex have asked to change existing manual
processes and fit in the system that are computer-based. Information of all volunteers and
companies that offer volunteers for RALS should be captured. The following is some of the

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information captured by Globex; volunteers contact and name details, volunteer task, relevant
certifications and qualifications, companies offering volunteers, availability time and day,
allocation time and day, and allocation of meal or drink voucher.
Volunteer duties Information captured by online duty roster system includes; task name and
short description, qualifications and certifications needed, filling the task priority, companies
offering volunteers, and required hours or days at the RALS.
Globex has been a committed customer of Virtucon, as such Virtucon has been asked to facilitate
the management of the rostering system. Globex and other society will not be charged for
monitoring the project by Virtucon as a sign of good will and will give solution within the time
frame and without much expenses while still achieving requirements of the project.
Project Objective
The objective of this project is to develop an online duty roster to manage RALS volunteers. It
will take approximately 20 weeks.
Some of the values enhanced by the online duty roster system include;
speed access- information can be stored, retrieved and sorted faster using a computer system as
compared to manual processes. Information queries is faster and ease the search of volunteers
through identifiers like phone number or address due to existence of powerful tools. (Fitsilis,
Gerogiannis & Anthopoulos, 2014).
Confidentiality- documents in a computer system are safeguarded using a password. As such
only authenticated users are allowed to access information. Manual systems on the other hand
use physical keys and locks to manage access. (Elkarmi, Shikhah, Alomari & F. Alkhatib, 2011).
Audit Trail- computer system manages record keeping by tracking additions and changes. It
eliminates paperwork and layers of management. Information accessed by every user, the time
the operation was made as well as any changes that were performed is recorded by a
computer system. (Fisher, 2014).
Space required and data Availability-data sorting is done automatically using computer system
whereas manual processes need constant maintenance so as to sustain their integrity

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Redundancy- maintenance of backup copies is enhanced since computer information is easy to
copy. A manual system on the other hand consist of only one copy of every piece of information,
unless a follow up on an expensive routine of duplication is made. (Horine, 2012).
In order to control threat that can lead to the destruction of the main store of data, backups can be
stored off-site.
Scope Management Plan
The following represents people and their roles during the implementation of their tasks;
Project Manager- Project time and budget is controlled by the project manager. He or she works
together with the stakeholders ensuring the team is organized and communicating to the
management on the status of the project. Project manager acts as a team leader of the project
team. All the project members are answerable to him/her. (Newton, 2013).
Project Sponsor- this is the person who is the driver of the project. Basically it comprises of the
members of the top management- decision makers. They decide on the goals of the project and
are participants of the high-level project planning. Some of the roles and responsibilities of
project sponsor include approving project budget, makes sure that resources are available,
making important decisions for the project and communicating project objectives throughout the
organization
Change Management- concentrates on impacts the project will have to normal organizations
operations, volunteer duties and responsibilities and effects on budget changes.
Trainer- particular training skills of a computer system are carried out by a trainer. For instance,
when the new system that replaces the manual processes is being installed in RALS company,
one of the requirement needed is to facilitate training to the users. (Sarigiannidis & Chatzoglou,
2011).
Systems Analyst- the duty of system analyst is to identify business requirements and analyze
how the new system will fulfill those requirements. This individual recognizes the exact details
of a system that requires to be developed. As such the system analyst must have a clear
understanding of the business first, processes of the business involved, and documentation
ability. (Young, 2013).

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Programmer- in programming language, computer codes are written by programmers. The
programmer tries to accomplish specifications of a design handed over to him or her by the
system analyst. He or she needs a clear understanding on complex processes and programming
language intricacies. (McCarthy, 2010).
System Requirements
The following are some of the hardware requirements for the new system;
A computer- specifications recent CPU model like Celeron or Pentium, 2GB RAM, 32MB RAM
of DVI video adapter and supports a resolution of 1280x1024 and CDROM drive
Monitor- 1280 x 1024 (SXGA) resolution must be possessed by the monitor
Software requirements
Operating system- either windows or LINUX OS.
Supported browsers like google chrome, safaris, Firefox
Up-to-date antivirus. Since this system will be online it would be vulnerable to virus attacks thus
installing antivirus will help protect the computer from virus attacks.
Other requirements
Internet connection- availability of good internet connect so as to allow access of the system
Facilities - where will most of the teamwork be situated
Most of the team activities will be conducted at the client site. These activities include analysis
of the problem, setting objective, building project timeline, budget analysis among other critical
activities like system analysis. (Lester, 2013).
Project Schedule and deliverables
Task Name Duration in weeks
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
Project conception and

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initiation
Project definition and
planning
Data collection
Data analysis
Project design
Project Coding
Project performance
Documentation
Project closure
And Training
Figure 1: Project schedule
Project Phase Deliverable
Project conception and initiation Objectives of the project
Project definition and planning Formulation of project team member and objectives
Data collection User requirements list
Data Analysis Specific user requirements
Project design Conceptual design of the system
Project launch and coding System itself
Project performance and control Testing report
Documentation Project/system manual
Project closure and Training Usability report and acceptance
Table 1: Phase Deliverable
Risk Analysis
The following are risk assessment on the implementation of the new system; Decision Quality-
some of the risks experienced during the initiation and conception of the project are low quality,

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slow and ambiguous decision making. The management should ensure that the decision quality is
high, fast and less complex. (Australia & Blanton, 2015).
Requirements- risk involved during definition and planning of the project is lack of attainable
requirements. To identify this risk, the management should look at the completeness, quality and
feasibility of the requirements. (Wong, 2007).
Technical- during project execution phase the risks that can be experienced are unavailability,
insecurity, and instability of the components. The management should recognize the likelihood
of a component having risk. For instance, the risk that security flaw will be found in a
component. (Kloppenborg, 2015).
Quality- risks like the quality of the system will fail to meet the objectives can be experienced in
project control and performance phase. Rework can trigger system failures. As such, the
management should identify risks for products, infrastructure, components and packages of
work.
User Acceptance- during project close there is a possibility of system rejection by the users. As
such, the management should ensure the system is developed according to the requirements time
and budget included. (Heldman, 2011).
Quality Management Plan
Determination if products of work in a system matches with the given specifications and comply
to planned objective is done through verification and validation this is performed in parallel with
the process of system development. The operations involved include traceability assessment,
analysis, inspection, evaluation, review, and testing. (Graham & Portny, 2011).
Verification is accomplished through; static evaluation of documentation (work and traceability),
dynamic testing (observing the running of the system on a computer). (Chemuturi & Cagley,
2010).
Validation showcase that a systems product matches its purpose. Meaning, it meets all the
client's implied and stated requirements. Validation can be carried out continuously throughout
life cycle development. For instance, user needs that are written can be validated by generating a
prototype and requesting for the confirmation from the user that the shown functionality

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complies with the requirements. System testing is a key event in validation where a system is
tested against the statement of the user’s requirement. Its objective is to ensure that all problems
which could lower the performance of the system have been eliminated before the operation of
the system. Validation is complete if the consumer agrees formally that system operation
matches the intended purpose. (Fox & Van, 2007).
Conclusion
Globex implementing a computerized duty roster will bring to it a lot of advantages including
saving on time and resources. Having a good schedule helps the organization to plan well. Also
this system will help reduce over coverage by assigning several volunteers to one task. With the
computerized system it will easy to identify ad balance task assignment to volunteers. Good
scheduling which is offered by the system will help reduce volunteers overworking thus
experiencing stress and fatigue brought about by poor scheduling. The system will also help
minimize on absenteeism of volunteers. Why sometimes volunteers arrive late is because of poor
schedules and always thinking that someone else will cover their part. Implementing this system
will make sure that a volunteer attends to his/ her task knowing that there is no other person
assigned to the task. Personal preferences. Better schedules help improve volunteer satisfaction
by offering them with more choices and better plan for their time. In return this may result in
high volunteer performance index. Furthermore, quality of service will be greatly improved,
volunteers will spend more time on the task allocated if they are not over capacitated. Weariness,
stress and fatigue can cause service errors, that is, poor quality of service.
Recommendation
The system will meet the requirements and the set objectives by Globex but it should be able to
adapt to changes in future. The development team should also implement security features so as
to protect volunteer details are they are confidential. The system should also give room for
customization in case the need arises to customize it. Globex should also consider adding more
features like mobile notifications so as to be reminding the volunteers on their schedules and
tasks.

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References
Newton, R. (2013). The project management book.
Young, T. L. (2013). Successful project management.
Lester, A. (2013). Project Management, Planning and Control. Elsevier Science.
Australia, C. L., & Blanton, S. (2015). Information Technology Project Management.
Kloppenborg, T. J. (2015). Contemporary project management: Organize, plan, perform.
Heldman, K. (2011). Project management jumpstart. Hoboken, NJ: Wiley.
Graham, N., & Portny, S. E. (2011). Project management for dummies. Chichester: Wiley.
Fox, W., & Van, . W. G. (2007). A guide to project management. Cape Town: Juta.
Chemuturi, M., & Cagley, T. M. (2010). Mastering software project management: Best
practices, tools and techniques. Ft. Lauderdale, FL: J. Ross Pub.
Wong, Z. (2007). Human factors in project management: Concepts, tools, and techniques for
inspiring teamwork and motivation. San Francisco: Jossey-Bass.
McCarthy, J. F. (2010). Construction project management: A managerial approach.
Westchester, Ill: Pareto -- Building Improvement.
Horine, G. (2012). Absolute beginner's guide to project management. Indianapolis, Ind: Que.
Fisher, C. (2014). New Techniques in Project Management. American Journal of Industrial and
Business Management, 4, 739-750. doi: 10.4236/ajibm.2014.412080.
Fitsilis, P., Gerogiannis, V. & Anthopoulos, L. (2014). Ontologies for Software Project
Management: A Review. Journal of Software Engineering and Applications, 7, 1096-
1110. doi: 10.4236/jsea.2014.713097.
Sarigiannidis, L. & Chatzoglou, P. (2011). "Software Development Project Risk Management: A
New Conceptual Framework," Journal of Software Engineering and Applications, Vol. 4
No. 5, pp. 293-305. doi: 10.4236/jsea.2011.45032.

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Elkarmi, F., Shikhah, N., Alomari, Z. & F. Alkhatib, F. (2011). "A Novel Methodology for
Project Assessment and Evaluation," Journal of Service Science and Management, Vol. 4
No. 3, pp. 261-267. doi: 10.4236/jssm.2011.43031.

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Appendix 1: Project Closure Checklist/ Report
Project Schedule and Budget
Expected start date 01/05/2017 Actual Start Date 01/14/2017
Expected End
Date
08/25/2017 Actual End Date 09/16/2017
Project budget $150,000 Total cost used $149,912.06
Consultation $150,000 Consultation Cost Requirement assessment: $68,677.14
Project Management:
$18,254.25
Change of Scope: $42,586.47
Hardware $ 3000 Hardware $4,846.20
Software $20,000 Software $15,548.00
Network N/A Network N/A
Other N/A Other N/A
Scope Verification
Review of requirements Yes No Comments
Were the project goals met? x
Did the client accept all deliverable? x
Did the development team ensured that all the requirements were
met? N/A
Did the project manager ensured all the invoices were paid? x

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Scope Verification
Review of requirements Yes No Comments
Has training been conducted for the client? x
Performance Measures of the Project
Phases End Date Objective Cost Deliverable
Project
conception and
initiation
January
2017
Project charter
development and plan
of management.
$ 0.0 Approval of project
certificates.
Project definition
and planning
February
2017
Development of project
objectives and analysis.
$50000 Technical, Non-
functional and
functional
requirements.
Data collection March
2017
Collect data from client
and users through
interview and
questionnaires
$16,931 User Requirements
Data Analysis July 2010 Fully analyzed user
requirements
$20,581 Specific user
requirements
Project design October
2010
System design $5,000 Conceptual system
design
Project launch
and coding
Development of the
system
$42,400 Actual system

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Project
performance and
control
Testing, verification and
validation
$20,000 Test report
Documentation Document all the
processes of the project
$0.00 Project/ system
manual
Project closure
and Training
Assessment of the
requirements, objectives
if they have been met
$149,91
2
User acceptance
Project Sign Off
This is to confirm that the project deliverables have been met within the specified timeline, budget,
scope and attained desire result.
Stakeholders Name: Signature Date
Client
System Analyst
System developer
Project Manager