ICT Project Management Team Work Reflection

This project focuses on teamwork and reflection within the context of ICT Project Management. It includes a detailed description of the project, team roles, communication plans, and reflections on leadership qualities necessary for effective project management. The project aims to automate volunteer roster management for an agricultural show, highlighting the importance of stakeholder management and effective communication in IT projects.

Name of University
ICT Project Management
Assessment Item 2: Team Work and Reflection
Student’s Name

Assessment Item 2: Team Work and Reflection
Table of Contents
Part One......................................................................................................................................................... 2
Project Name / Team / Description.............................................................................................................2
Team Charter............................................................................................................................................. 2
Part Two......................................................................................................................................................... 5
Learning Cycles.......................................................................................................................................... 5
Part Three....................................................................................................................................................... 7
Communication Plan.................................................................................................................................. 7
Part Four......................................................................................................................................................... 9
Reflection....................................................................................................................................................9
References..................................................................................................................................................... 9
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Assessment Item 2: Team Work and Reflection
Part One
Project Name / Team / Description
Project Name: RALS Solution
Team Name: Consultants for RALS
Project Description: RALS organizes show for the farmers and other related small business
persons to display their latest technology equipment for betterment in the
field of agriculture and crop production. The show has different types of stalls
and other facilities for which many volunteers are required and are hired from
many organizations. The roster is required to be maintained for the
volunteer’s better utilization and comfort. The list and roster are maintained
manually and need to be changed to software basis so that the roster can be
generated automatically. Virtucon been awarded the project to convert the
system to automatic from manual for Globex.
Members: Student 1, Project Manager, [e-mail], +61-xxxxxx78
Student 2, Team Member, [e-mail], +61-xxxxxx81
Student 3, Team Member, [e-mail], +61-xxxxxx20
Team Charter
Skills and
Knowledge
Inventory
The team members of the group for the project are technically strong in IT
field and matured individuals, shall be available for the whole project life
cycle, mange stakeholders properly, can keep the project members happy
and well satisfied (Mascia, 2017).
The team members are confident and could manage stakeholders very effectively,
good negotiator and communicator.
Roles and
Responsibilities
Student 1: is project manager and shall coordinate between the members and
external stakeholders
Student 2: is team member and shall coordinate among the volunteers for
developing the roster online
Student 3: is team member and shall coordinate with different volunteers and
document the meeting outcomes
All team members to rotate the location and the target organizations for
documenting the rosters
Team
Communications
The tea members shall meet daily evening to discuss the progress for the day and
shall document the plan for next day and prepare MIS reports for sending it to
different stakeholders (Belonwu, 2013).
All team members need to meet at central meeting room at resource Centre
building, all must attend the meeting with prepared documents
All important required information shall be stored at common center location for
having access to all team members
Team Rules &
Expectations
Overall Goal of Team: one ultimate objective is to satisfy stakeholder’s
expectations
Past Work Experience as team: There is dependably a positive and negative side
of the gathering movement the inspiration is the vitality in cooperation can be
brought by keeping up clearness in objective with clear positive objective and
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Assessment Item 2: Team Work and Reflection
negatives. What's more, in the meantime it can have negative impacts too if not
managed really like with the unavailability of clear objective and target can
provoke conflict finally less proficiency or even by having other issue like
inclination.
Team Values (Cox, 2017): all the team members have clear and achievable goals
and expectations are clear and well known to the team members.
Code of Ethics (Moylan, 2016): the team shall follow all the ethics of the Virtucon
and Globex, follow all the policy regarding punctuality, behavior at workplace,
discipline and create supportive culture and always empower others and never
present any negative attitude during the work.
Rules & Expectations: proper leave plan should be submitted well in advance, all
must attend meeting regularly and in case of any preoccupied job need to inform
team members but send the presentations or park it at central location.
(Signature) (Signature) (Signature)
Student 1
Project Manager
Student 2
Team Member
Student 3
Team Member
Part Two
Learning Cycles
Organiser: Student 1, Project Manager
Scribe: Student 2 & Student 3, the Team Members (on rotational basis for equal distribution of work)
(Golden, 2015)
Team’s Learning Record
After going through the case project thoroughly, few actions are clear and few can even be assumed for the
proper functioning of project, but there are many items not known at this point of time and which needs to
get clarified as the project progresses (Marchewka, 2003).
What we know What we think we know What we don’t know
Virtucon shall develop the
automated system for Globex /
RALS
Deliver the developed and
implementation of system before
the next show of RALS
What are the quality standards of
requirement?
The system need to generate
automatic rosters for the
Proper training shall be provided
to RALS employees
Does the meal system need to be
included in the software?
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Assessment Item 2: Team Work and Reflection
volunteers
All information related to area of
interest, qualification, time slots of
volunteers need to be entered
There shall not be any cash flow
issue in between the project
Does the compensation to
volunteers or its organizations are
also required to be included?
Ample resources shall be
available during the project phase
All sorts of stakeholder’s
expectations are not known?
Does the system is required to be
developed in such a manner that
it can be used centrally from the
head office for coordination
between all three Centre’s?
Action Plan for Team Learning
What we don’t know What needs to be done? By Whom? By When?
What are the required quality
standards?
Requirement finalization meeting
need to be organized
Student 1,
Student 2
Initiation stage
of project
Does the meal system need to
be included in the software?
Requirement finalization meeting
need to be organized
Student 1,
Student 2
Planning stage
of the project
Does the compensation to
volunteers or its organizations
are also required to be
included?
Requirement finalization meeting
need to be organized
Student 2,
Student 1
Planning stage
of the project
All sorts of stakeholder’s
expectations are not known?
Stakeholder assessment along with
all requirements and expectations
need to be documented
Student 3 Initiation stage
of project
Does the system is required to
be developed in such a
manner that it can be used
centrally from the head office
for coordination between all
three Centre’s?
Requirement finalization meeting
need to be organized
Student 2,
Student 1
Initiation stage
of project
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Assessment Item 2: Team Work and Reflection
Part Three
Communication Plan
Name of
Stakeholder
What
information
required to
share
At what
Frequency
the
information
need to be
shared
Where to
share the
information
Purpose of
sharing
information
How to share the
information
(Who) (What) (When) (Where) (Why) (How)
RALS, Owner
(Sponsor)
All project
controls
documents like
updated
change
request, trend
analysis, audit
reports,
performance
indices
Monthly,
Fortnightly
RALS
meeting
room
Satisfy
expectation and
keep updated for
proper decision in
case of change
request
Formal written &
verbal
(WordPress,
2009)
MD, Virtucon
Consultants
All project
controls
documents like
updated
change
request, trend
analysis, audit
reports,
performance
indices
Monthly,
Fortnightly
Virtucon
meeting
room & E-
mail
Satisfy
expectation and
keep updated for
proper decision in
case of change
request
Formal written &
verbal
RALS Staff Weekly &
monthly
progress report,
updated
change request
Weekly,
Monthly
Meeting
room & E-
mail
To keep updated
regarding the
progress in the
project
Formal written
Student 1,
Project
Manager
Team
member’s daily
report &
Vendor’s
progress report
Daily,
Weekly &
Monthly
Meeting
room, E-mail
& Call over
phone
Effective
communication
between internal
& external
stakeholders
Formal written &
verbal, Informal
written & verbal
Student 2,
Team
Member
Daily progress
report,
Volunteer’s
information
Daily E-mail & Call
over phone
Effective
communication
with members and
volunteers
Formal written &
verbal
Student 3,
Team
Daily progress
report,
Daily E-mail & Call
over phone
Effective
communication
Formal written &
verbal
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Assessment Item 2: Team Work and Reflection
Member Volunteer’s
information
with members and
volunteers
The
interested
Volunteers
Interest as per
the prescribed
format
As per
schedule
E-mail &
meeting
room
To enter the
required
information in
system
Formal written &
verbal
Part Four
Reflection
Leadership qualities within the project manager are the need of the time for the proper progress and control
of any IT project. IT projects generally involves people, and so people management becomes the main task
of the project manager. For managing people of own team we always need good leadership qualities like
very smart communication skill with the knowledge of what to share to whom and when and how, it makes
difference, confident to take decision and even share it with the team members to follow, can manage team
members properly and distribute the work load in such a manner that no one feels overloaded and load is
equally distributed among all, can delegate the work, must be honest to set an example for others to follow
and always be focused (Singh, 2017). Similar to the qualities of a successful leader, many of these factors
also been used in developing this report, like the proper delegation of work, proper rotation of work for
equal distribution of load, maintain clear objective by providing the documented values, ethical values
whatever are expected from the team member for having proper clarity in view.
An ICT project manager should have the characteristics of a leader to manage and lead large base of
team. The necessary techniques & skills required to be in project manager for IT projects are mainly the
good communication skill (Goudar, 2017) as around 90% of the time a IT project manager spends in doing
the proper communication management and stakeholder management by always having an eye on the
scope document and the stakeholders expectation list to manage between them and a good negotiation
and proper work delegation. As much as technical soundness, the project manager in IT profession needs
to have leadership skills too.
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Assessment Item 2: Team Work and Reflection
References
Belonwu, V. (2013, November 19). 20 Ways to Communicate Effectively With Your Team. Retrieved
September 5, 2017, from Small Business Trends: https://smallbiztrends.com/2013/11/ways-to-
communicate-effectively-in-the-workplace.html
Cox, A. (2017). 5 Essentials to Project Team Success. Retrieved September 5, 2017, from Project Smart:
https://www.projectsmart.co.uk/5-essentials-to-project-team-success.php
Golden, L. (2015, April 9). Irregular Work Scheduling and Its Consequences . Retrieved September 5,
2017, from Economic Policy Institute: http://www.epi.org/publication/irregular-work-scheduling-and-
its-consequences/
Goudar, J. (2017). Effective Project Communication Management . Retrieved September 5, 2017, from
Project Perfect: http://www.projectperfect.com.au/white-paper-effective-project-communication-
management.php
Marchewka, J. (2003). Information technology project management: Providing measurable. New Jersey:
John Wiley & Sons.
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
Moylan, W. A. (2016, February 2). Ethics in Project Management. Retrieved September 5, 2017, from
http://www.pminj.org: http://www.pminj.org/16-mtg/files/02njmtg.pdf
Singh, R. (2017). 7 Leadership Qualities Every Project Manager Should Possess. Retrieved September 5,
2017, from Upwork Global Inc: https://www.upwork.com/hiring/startup/7-leadership-qualities-every-
project-manager-possess/
WordPress. (2009, March 8). Types of Communication. Retrieved September 5, 2017, from
http://www.notesdesk.com: http://www.notesdesk.com/notes/business-communications/types-of-
communication/
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