University ICT Project Management: Teamwork and Reflection Report 2017

This report provides a comprehensive analysis of teamwork and reflection within the context of ICT project management. The report details a project involving the development of a volunteer roster system for Globex Corporation, undertaken by Virtucon. It begins with a project overview, team charter, and a description of the project's objectives, team roles, and responsibilities. The report then delves into learning cycles, documenting known facts, assumptions, and unknowns, followed by an action plan to address the unknowns. A communication plan is presented, outlining stakeholder information sharing, frequency, and methods. Finally, the report concludes with a reflection on the student's experience, highlighting the development of leadership skills and the importance of these skills in ICT project management. The report covers key aspects of project management including stakeholder management, team dynamics, and communication strategies.

Name of university
Assessment 2 ICT Project Management
Teamwork and Reflection
Name of Student
2017

Assessment Item 2 Team Work & Refection
Table of Contents
Part One...................................................................................................................................................2
Project Name / Team / Description.............................................................................................2
Team Charter.....................................................................................................................................2
Part Two...................................................................................................................................................4
Learning Cycles.................................................................................................................................4
Part Three................................................................................................................................................6
Communication Plan........................................................................................................................6
Part Four...................................................................................................................................................7
Reflection.............................................................................................................................................7
References..............................................................................................................................................7
Please write your names at highligted portions and remove this label.
Part One
Project Name / Team / Description
Project: ROASTER SYSTEM for VOLUNTEERS
1 | P a g e

Assessment Item 2 Team Work & Refection
Team: PATHFINDERS
Members:
Name & Surname of Student 1, [e-mail], personal phone
number
Name & Surname of Student 2, [e-mail], personal phone
number
Name & Surname of Student 3, [e-mail], personal phone
number
Project Description:
Globex Corporation organizes the show for the publicity of its agricultural equipment
and lifestyle facilities since the year 2000. During 2000 it was the same company but
with different name (BT & Sons Farming Equipment). The show is being name as
Riverina Agriculture and Lifestyle Show (RALS). Many tasks like ticketing, guard at
gate, clean the area after the show, first aid facility and many more are required to be
performed for the proper management of the show. To manage all such tasks, few
volunteers are being invited every year during three days show in November. The
volunteers are being managed by Globex employees like their meals, roster,
transportations etc. all these lists are being maintained manually by the Globex
Employees. To increase the efficiency and error free system, Globex has ordered
Virtucon to develop an automatic system for maintaining the roster. Virtucon being the
old consultants of Globex and shall not charge for its project management activities
from Globex Corporation.
Team Charter
Skills & Knowledge: all the members need to have good hold on their respective
technical field along with the soft skills which are mandatory like good communication
skills, conflict management skills, group work skills and motivational skills (Quick Base,
2010).
Roles & Responsibilities:
Project Manager: the overall coordination among the stakeholders, especially the
external stakeholder management needs to be taken care. Taking care of
wellbeing of the team, always motivate the team members and look for resolving
any conflict quickly (Carson, 2015).
Team Members: the technical and system development part shall be taken care
and along with this team members are expected to be confident, never take
2 | P a g e

Assessment Item 2 Team Work & Refection
decision alone and always decide after a meeting, never criticize any fault,
always maintain the basic discipline of the organization (Basu, 2017).
Team Communication:
Meeting Times & Location: we shall meet at every alternate day at mutually
agreed time may be at the beginning of the day or at noon else evening before
leaving office at Virtucon campus.
How to communicate: when within the office premises, we shall avoid e-mails
and rather try to meet personally to make the interpersonal relationships better
and whenever outside, we shall use the e-mail, sms or phone for communicating
to each other.
Where to store data: we need to store all our important documents at some
central location so that all can access along with maintaining its security too. For
this reason the documents need to be kept at the documentation folder with very
restricted administrative rights.
Team Rules & expectations:
Previous Team Experience: the working experience with the team is very positive
till the goals and objective of the project are well defined (Miller, 2017). If the
objectives are defined and shared with the team then whole team shall always
put their effort towards the common goal and so the bright result can come.
Whereas on the other hand if the objectives and goals are not clear then it has a
potential to develop conflict, communication gap, reduce team work and may
also incur loss.
Goal of the team: the ultimate goal is to develop an automatic roster system
which shall satisfy every stakeholder’s expectation.
Team values: all members need to be passionate about the work they have been
assigned, loves to work in a team, never generate conflict (Santilli, 2017), always
motivate the team members, never criticize other’s work and always value the
organization we are working and maintain faith in management.
Team Ethics: all the members need to maintain integrity, the responsibility sense
towards organization and employees, put the effort to generate the quality work
and always share correct information, never break discipline of the office and
maintain good team work spirit (Jenkins, 2017).
Rules and Expectations: all the communications need to be flown through project
manager, all the members need to attend meetings every alternate day, all
3 | P a g e

Assessment Item 2 Team Work & Refection
planned leaves must be taken prior approval, all must maintain good behavior
with others (WordPress, 2010). All the organizational policies are required to be
maintained properly.
Part Two
Learning Cycles
Organiser: the team member who shall coordinate among the stakeholders and
document the minutes of the meeting is the organizer. The organiser for the case shall
be the Project Manager, being the central coordinator project manager can justify the
position well.
Scribe: the other team members shall document the ideas to look forward for the
changes which can help in going ahead by rotational basis to equally own the workload
and the balance to visit the volunteers to collect the requirements of the project.
By adopting the above skill, we shall develop learning records as per the author
(Marchewka, 2005).
Learning Records of Team members
Known Facts Information assumed Few unknowns
Globex corporation awarded
the consultancy contract to
Virtucon for developing the
automatic roster system
RALS to organize the show
this year too
Final scope of work
which is required to be
considered while
developing the system
The fund generated by this
show shall be given to ICV
charitable trust for the
wellbeing of Indigenous
people
Few RALS coordinators shall
be within our team to assist
the development of the
system
Schedule of the project is
not clear (the overall time
duration).
In spite of not getting any
profit from the project
management activities to be
done for the project, Virtucon
management shall provide
all administrative supports
toward the team
Cost heads and cash
reserves are not known
Resource availability
during the project is not
known
Required quality
standards is not known
4 | P a g e

Assessment Item 2 Team Work & Refection
Action plan for the Unknowns
Now once the unknowns of the project is documented, so the way forward to resolve it
is required to be identified so that we can finalize the actions beforehand.
Few unknowns What is to be done for
making the unknowns
to known
Action required by
whom
Action needed
to be taken and
by when
Final scope of work
which is required to be
considered while
developing the system
Requirement gathering
meeting is required to
be organized with all
stakeholders either at
a common place or at
different locations with
separate stakeholders
Main coordination
is required to be
done by the
Project Manager
but all the
stakeholders are
required to be
involved in the
process
Minutes of the
meeting need
to be
developed and
get signed by
all stakeholders
on the same
day.
The meeting is
very important
so need to be
organized at
the Initiation
stage itself.
Schedule of the project
is not clear (the overall
time duration).
After the requirement
is finalized, the activity
listing and their
dependencies are
required to be finalized
Main coordination
is required to be
done by the
Project Manager
but all the
stakeholders are
required to provide
their inputs
especially the
RALS employees
Minutes of the
meeting need
to be
developed and
get signed by
all stakeholders
on the same
day an develop
the time and
cost schedule.
The task is very
important so
need to be
organized at
planning stage.
Cost heads and cash
reserves are not known
Cash flow charts are
required to be
developed at the very
beginning to know that
how far we can stretch
with the scope of work
Project manager
need to coordinate
among Virtucon
and Globex
management to
finalize the same
Similar to
above, the
minutes is
required to be
developed and
circulated
among the
applicable
stakeholders in
planning stage
5 | P a g e

Assessment Item 2 Team Work & Refection
Resource availability
during the project is not
known
Resource requirement
need to be finalized
after the scope & time
finalization
Project manager
need to coordinate
among Virtucon
and Globex
management to
finalize the same
Similar to
above, the
minutes is
required to be
developed and
circulated to
HR department
for further
action during
planning and
execution stage
Required quality
standards is not known
Quality requirements
shall also be finalized
along with the scope.
But the checkpoints
need to be finalized
before the start of
execution
Main coordination
is required to be
done by the
Project Manager
but all the
stakeholders are
required to provide
their inputs
especially the
RALS employees
Again the
minutes is
required to be
circulated to all
stakeholders in
planning stage
itself
Part Three
Communication Plan
The document which is prepared by involving each and every team members to write
down the stakeholder’s expectations and the plan to meet such expectations is the
communication plan document (WordPress, 2009). The communication plan for the
case is below:
Name of
Stakeholder
What information
need to share
At what
frequency
At which
location
Why need to
share the
information
Method of
sharing the
information
Project
manager
All the reports
related to
progress and
constraints
Daily,
weekly &
monthly
from
different
internal
and
external
stakeholde
rs
Mails or
at
meeting
room at
various
locations
Being the
focal point
and central
coordinator,
the project
manager
need to be
updated to
take proper
decisions on
the project
e-mail, fax,
presentation
6 | P a g e

Assessment Item 2 Team Work & Refection
Team
Members
All reports from
stakeholders
Daily,
weekly &
monthly
Meeting
room
To update
PM
e-mail,
report
Sponsor
All reports
related to time,
cost, resource,
quality & change
order status
Monthly
Confere
nce
room
To take
appropriate
decision and
arrange
funds
Presentation
Virtucon
management
All reports
related to time,
cost, resource,
quality & change
order status
Monthly
Confere
nce
room
To take
appropriate
decision and
arrange
funds
Presentation
Volunteers Status report Weekly Meeting
room
To update
the status
e-mail,
report
Globex
Employees
All reports
related to time,
quality & change
order status
Daily &
Weekly
E-mail &
Meeting
room
To update
the status
e-mail,
report
Customers
like farmers
New product
information Quarterly Newspa
per
To maintain
enthusiasm
Advertiseme
nt
Customers
like small
businessmen
New product
information Quarterly Newspa
per
To maintain
enthusiasm
Advertiseme
nt
Customers
for lifestyle
equipment
New product
information Quarterly Newspa
per
To maintain
enthusiasm
Advertiseme
nt
Local
authorities
All status reports
of time Monthly E-mail &
meeting
To inform
and keep
satisfied for
obtaining
permissions
e-mail,
reports
Indigenous
people
All status reports
of human
resource
requirement
Monthly
Meeting
&
Publicati
on
To provide
opportunity
Advertiseme
nts,
newspaper
Advertisers Report to publish Quarterly Meeting To publish Report
7 | P a g e

Assessment Item 2 Team Work & Refection
the report
Part Four
Reflection
My experience while developing this report has provided me an exposure to the various
leadership skills. I got the opportunity to use techniques of a leader which is very much
required for the success of any project. My experience started with the development of
team charter, in which we (our team) had to meet four times to finalize the roles and
responsibilities, skill requirement, team values, ethical values, communication
procedure and team spirit level as these are the main skills and techniques which are
being used by the leader. This assignment has provided the opportunity to develop all
such skills which are required for leading a project successfully in the real professional
world. Because in professional world, the above learned skills like developing the best
communication skill, being confident, always motivating the team, passionate to work in
a team, delegates the work load equally (Marsh, 2013) and so on are the few important
skills required to be present in a leader to lead the project successfully.
Based on my experience which I gathered during the preparation of this report
‘Teamwork and Reflection’, I feel that an ICT project manager involved in IT profession
must have all the skills and techniques which are being used by the leaders to lead a
project successfully. The minimum skills like confident of own decision, always listen to
other team members, provide motivation to all, appreciate the good work of the team,
never criticize the bad work in fact provide training to the member, delegates the work
with equal workload, maintain discipline in office by setting an example of self, always
look for a resolution, never attract any conflict (Krahn & Hartment, 2006) and maintain
harmony in the team to deliver the objective of the project and satisfy the expectations
of all stakeholders.
References
Basu, R. (2017). Project Success Criteria and Success Factors. Retrieved September 3,
2017, from Informa UK Limited: http://www.gpmfirst.com/books/managing-
quality-projects/project-success-criteria-and-success-factors
Carson, R. (2015). TOP 10 QUALITIES OF A PROJECT MANAGER. Retrieved
Septmber 6, 2017, from 2020 Business Insight:
http://2020projectmanagement.com/2013/04/top-10-qualities-of-a-project-
manager/
8 | P a g e

Assessment Item 2 Team Work & Refection
Jenkins, A. (2017). 5 Factors That Demonstrate a Strong Work Ethic. Retrieved
September 14, 2017, from Hearst Newspapers:
http://smallbusiness.chron.com/5-factors-demonstrate-strong-work-ethic-
15976.html
Krahn, J., & Hartment, F. (2006). Effective project leadership: a combination of project
manager skills and competencies in context. Skill Development. Newtown
Square: Project Management Institute.
Marchewka, J. (2005). Information technology project management: Providing
measurable. New Jersey: John Wiley & Sons.
Marsh, F. (2013, July 11). 10 Great Leadership Skills of Project Management. Retrieved
September 6, 2017, from About Leaders: https://aboutleaders.com/10-great-
leadership-skills-of-project-management/
Miller, B. (2017). The Purpose of Project Management and Setting Objectives.
Retrieved August 27, 2017, from www.projectsmart.co.uk:
https://www.projectsmart.co.uk/purpose-of-project-management-and-setting-
objectives.php
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
Santilli, M. (2017). 8 core values every team should have. Retrieved September 3,
2017, from TechBeacon: https://techbeacon.com/8-core-values-every-team-
should-have
WordPress. (2009, March 8). Types of Communication. Retrieved September 6, 2017,
from http://www.notesdesk.com: http://www.notesdesk.com/notes/business-
communications/types-of-communication/
WordPress. (2010, March 9). 15 Ground Rules for Project Team Management.
Retrieved September 10, 2017, from https://virk.wordpress.com:
https://virk.wordpress.com/2010/03/09/15-ground-rules-5-project-teams/
9 | P a g e