RALS Volunteer Roster System: ICT Project Management Assessment 2

This report presents a student's project, undertaken as part of an ICT Project Management assessment, focusing on the development of an automated volunteer roster system for Globex Corporation's RALS show. The project, assigned to Virtucon, addresses the inefficiencies of the existing manual system. The report is divided into several key sections, including a project overview with objectives, a detailed team charter outlining roles, responsibilities, communication strategies, team values, and ethical guidelines. It also includes a learning cycle section detailing meeting information and a comprehensive communication plan for stakeholders. Finally, the report concludes with a reflection on the project management experience, emphasizing the importance of leadership qualities such as decision-making, motivation, and communication within an ICT project context. References from various sources such as American Management Association, BP, Dummies, National Careers Service, and Quick Base are included to support the findings and arguments presented.

Assessment 2 ICT Project Management
Teamwork and Reflection
<<Your Student ID>> - <<Your Name>>
[Email address]
Abstract
Virtucon needs to develop an automatic computerized roster system for managing
the volunteers who participate at Globex’s show (RALS) to make the show successful

Part One:
1. Project Name / Team / Description
Team Name: RALS’s Volunteer’s roster system
Team Members
Student
James Williams
Harry Crane
Role / Title
Project Manager
Team Member 1
Team Member 2
Contact No
XXXXXXXX67
5
XXXXXXXX34
6
XXXXXXXX49
6
Email
[e-mail]
[e-mail]
m
[e-mail]
2. PROJECT OVERVIEW
The project is being developed to help the employees of Globex Corporation in managing the roster of volunteers required for
managing the RALS show.
3. PROJECT DESCRIPTION & OBJECTIVES.
Globex Corporation organizes a show of their agricultural and lifestyle products every year during the month of November for 3 days.
Many volunteers are required for the proper conducting of show by being at the gate, ticketing system etc. the show’s name is RALS.
The employees of Globex used to maintain the roster of the volunteers manually, for which they all were facing many issues.
Virtucon being the old consultants, Globex gave the project to Virtucon to develop the computerized automatic roser system.
4. TEAM CHARTER
Team Members Title Skills and Knowledge Inventory Roles and Responsibilities
Student
James Williams
Harry Crane
Project Manager
Team Member 1
Team Member 2
Team members need great
communication skill, group
working attitude, persuades the
group, alongside the specialized
information with respect to the
framework advancement
Project Manager need to convey
well, design asset, create plan and
deliver it too, investigate risks and
show management qualities (Quick
Base, 2010).
Team Member 1 & Team Member
2, need to convey well, work in
group, enable group to develop, to
keep up peace at working
environment, keep up positive in
team and maintain a strategic
distance from any kind of conflict
(Dummies, 2017).

 Team Rules & Expectations
o Discuss your previous experiences of working in teams, both positive and negative. What is the overall team goal?
Past experience of working in group has given couple of data about how to influence the group to function positive,
in light of the fact that if the group don't get any target or plan to accomplish, don't convey well and dependably
raises issues can turn into the most negative effect on the group working. So the working in a group can be made
positive by keeping up great climate, all ought to inspire other's work, acknowledge great work, don't condemn
others, and act legitimately with all colleagues (American Management Association, 2004). The overall goal of team
is to achieve the target within budgeted time and scope / cost.
o Team Values – Discuss as a team what values are important. Develop a statement or itemised list that summarises
these values.
All the colleagues need to keep up great conduct with others; group should be sure about their employment, should
be straightforward, never get the personal ego in-between the work, energetic and keep up positive culture and
state of mind.
o Code of Ethics – Based on your team values, create a statement that summarises a code of ethics to guide your
teams ethical behaviour.
The code developed are required to be adhered by the team members and they never cheat others and dependably
give right and genuine figures, never blanket any errors, all the employees must take care of owns health, safety and
the environments (BP, 2017).
o Rules and Expectations – Build a set of rules and expectation that all members of the team shall abide by. Consider
team decisions, conflict, absence from meetings, and an individual’s lack of contribution for example.
Communication Type Frequency / Time Location eMails and
Document Storage
location
Oversight and Accountability
eMails Daily, Weekly &
Monthly
- All to communicate
through eMail
whenever outside
project.
All team members need to forward the
progress and issues daily to project
manager
Project Status Reports Monthly Meeting room All reports and
minutes of meeting
need to be kept at
documentation
Centre
All the minutes need to be forwarded to
all stakeholders as per communication
plan
Team Lead Meetings Weekly Meeting room The trend reports,
progress and issues
required to be
discussed
All the minutes need to be forwarded to
all stakeholders as per communication
plan
Individual Team Meetings Daily Conference
room
Daily plan vs
achievements need
to be discussed
All the minutes need to be forwarded to
all stakeholders as per communication
plan
Working Committee
Meetings
Weekly Meeting room Daily issues which
are escalated need
to be discussed and
resolved
All the minutes need to be forwarded to
all stakeholders as per communication
plan
Steering Committee
Meetings
Monthly Meeting room The trend reports,
progress and issues
required to be
discussed
All the minutes need to be forwarded to
all stakeholders as per communication
plan
Project Stand-up Meetings Daily Meeting room All reports and
minutes of meeting
need to be kept at
documentation
Centre
All the minutes need to be forwarded to
all stakeholders as per communication
plan

All members of the team should maintain the decisions taken in the group, always be available for the meeting,
never take leave without earlier endorsement, dependably keep away from clashes, always try to find the solution
early in case of any conflict and energize group working and always motivate others.
Signature Date
______________________ ________________
(Student, Project Manager)
______________________ ________________
(James Williams, Team Member 1)
______________________ ________________
(Harry Crane, Team Member 2)
Part Two:
Learning Cycles
Meeting Date Organiser – organises the
meeting by writing down the
team’s ideas and then distributes
them to the team for feedback.
Scribe – documents the ideas and
action points going forward.
Understanding of the
project
Meeting 1 [23 August 2017] Project Manager Team Member 1 The information regarding
project scope of work
Meeting 2 [30 August 2017] Team Member 1 Team Member 2 The information regarding
project cost and its
distribution planning
Meeting 3 [7 September 2017] Team Member 2 Project Manager The information regarding
project integration planning
documents including the
project charter
Part Three:
Communication Plan
Stakeholder Role Power/Influence Interest Communication
Strategy
Meetings
stakeholders are
part of
Other forms of
communication
Project Sponsor High High Manage Closely Monthly task or as
and when asked by
the sponsor
eMails
Meeting Minutes
Video Conference
Audio Conference
RALS
management
High High Manage Closely Monthly task or as
and when asked by
the sponsor
eMails
Meeting Minutes
Video Conference
Audio Conference
RALS Employee Low High Keep informed Daily job eMails
Meeting Minutes
Project documents
Catch up (one-on-
one)

Telephone Calls
Volunteers Low Low Monitor Closely Daily job eMails
Meeting Minutes
Project documents
Catch up (one-on-
one)
Video Conference
Audio Conference
Telephone Calls
Project Manager High High Manage Closely Duty eMails
PSR
Meeting Minutes
Project documents
Catch up (one-on-
one)
Video Conference
Audio Conference
Telephone Calls
Team Member 1 Low High Keep Informed Duty eMails
PSR
Meeting Minutes
Project documents
Catch up (one-on-
one)
Video Conference
Audio Conference
Telephone Calls
Team Member 2 Low High Keep Informed Duty eMails
PSR
Meeting Minutes
Project documents
Catch up (one-on-
one)
Video Conference
Audio Conference
Telephone Calls
farmers Low High Keep Informed Information
gathering
Video Conference
Audio Conference
Telephone Calls
Part Four:
Reflection
 Any project can be effectively executed by a leader only. For the effective finish of the project a
project manager must have the initiative expertise as well. The administration qualities required to
effectively lead a group is self-confident to take right choice, propel the group to get their best input,
dependably bring the group with him, set objectives for the group, fair & honest, regard other
colleagues, tune in to all with receptive outlook and in the meantime can designate and get the
greatest yield from the individuals (Barry, 2017). As far as I can tell and comprehension, the
assignment we did in over three areas are the obligation of a leader to get every one of the
individuals on table and choose the name of the task, the group’s name collectively by including all
with the goal that they should feel to be included, at that point filled the group contract by choosing
the standards of communication, characterized the estimations of the group, the morals which should
be taken after, parts and duties and so forth are absolutely an abilities of a successful leader. So I feel
this assignment has given us a splendid chance to considers and go about as a project manager.
 In my view to successfully lead a project the leadership characteristics must be present in the project
manager of IT profession. The project manager need to be confident to take decision, always motivate
the team, can lead the team by example, listen to other members, never criticize other, appreciate
other’s good work even if the amount of good is less, delegate the work equally among all and have
good communication skills of negotiation and demanding (National Careers Service, 2017). So an ICT
project manager needs to have above skills and knowledge to manage the project successfully.

References :
American Management Association. (2004). The Top Three Skills of a Project Team Leader.
Retrieved September 8, 2017, from http://www.amanet.org:
http://www.amanet.org/training/articles/the-top-three-skills-of-a-project-team-
leader.aspx
Barry, T. R. (2017). Top 10 Leadership Qualities of a Project Manager. Retrieved September
4, 2017, from PM Times: https://www.projecttimes.com/articles/top-10-leadership-
qualities-of-a-project-manager.html
BP. (2017). Code of Conduct. Retrieved September 11, 2017, from http://www.bp.com:
http://www.bp.com/en/global/corporate/about-bp/people-and-values/code-of-
conduct.html
Dummies. (2017). How to Create and Maintain a Team Identity. Retrieved September 2,
2017, from http://www.dummies.com: http://www.dummies.com/careers/project-
management/how-to-create-and-maintain-a-team-identity/
National Careers Service. (2017, April 11). IT project manager. Retrieved September 6, 2017,
from https://nationalcareersservice.direct.gov.uk:
https://nationalcareersservice.direct.gov.uk/job-profiles/it-project-manager#
Quick Base. (2010, March 1). 10 Signs Your Team is Effective. Retrieved September 10, 2017,
from quickbase.com: http://www.quickbase.com/blog/10-signs-your-team-is-
effective