Development of Online Stud Farm Management System - Virtucon

This project report details the development of an online stud farm management system, undertaken by a student team. The project, for the client Globex and consultant Virtucon, aims to streamline stud farm operations by transitioning from manual to an online system. The report includes a project overview, description, and objectives, emphasizing features such as online booking, breeder information access, and DNA tracking. The document also outlines team roles, responsibilities, communication plans, and team rules. Furthermore, it incorporates learning cycles, team learning records, and a comprehensive communication plan to facilitate project execution and stakeholder engagement. This project provides a detailed analysis of project management, team dynamics, and practical application of business development principles.

[Document title]
[Document subtitle]
<<Your Student ID>> - <<Your Name>>
[Email address]

Part One
1. Project Name / Team
:
Team Name: Team Name (A name that would be professional and appropriate)
S. No Team Member Contact
Number
Email Role
1 Student 1 Project Manager
2 Student 2 Business analyst
3 Student 3 System analyst
4 Student 4 Software Manager
https://hbr.org/2016/11/five-critical-roles-in-project-management
2. PROJECT OVERVIEW – (Individual Work)
The online management system has been developed in order to give some relief to the workers of the
stud farm by lessening the excessive load of work on the workers of the stud farm. Which will have to be
used online and it will help in the management and tracking of the documents regarding the horses and
the funds. Globex is the client and Virtucon is the consultant of the project. the project main objective is
to develop an online system which will reduce the problems faced by the members of the state farm and
which will help them in maintaining the hard copy.
3. PROJECT DESCRIPTION & OBJECTIVES – Individual work
The main objective of the project is to develop an online system for the storage management with
some additional features for the bridges team and the landlords which will help them in sustaining
the database by replacing the manual. The owners will get the opportunity to book the store from
their place of comfort and they will get a chance to choose the manager too. They will get the online
receipt after doing the payment. Some features of using this system are-
(1) As because the form will be filled online, there are no chances of problems or errors
(2) The breeder’s webpage request to contain the information history about the horses
(3) DNA test reports of the horses are required to be kept in order to track their parents
(4) The new system should report BAS and GST regarding information
4. TEAM CHARTER – Team Work
Team Members Role Skills and Knowledge Inventory
Student 1 Project Manager Communication and leadership skills’ knowledge
Student 2 Business analyst Communication and technical skills’ knowledge
Student 3 System analyst The system analyst should know the coding language system
of the computer and should have communication and
technical skills' knowledge
Student 4 Software Manager The software manager should have the team building
characteristics, along with the proper technical knowledge
to develop the OSFMS system
Role Roles and Responsibilities
Project Manager As per the communication plan for sharing the progress report after its
documentation by discussing among the team members, the project managers
should send it to the stakeholders (Menga & Boyd, 2017)

Business analyst The business analyst should try to maximize the plant Bass by showing their
achievements and the current project to the stud farm
System analyst System analyst should develop the system in such a way so that the proper
implementation of the system can be done
Software Manager Software Manager should lead the team in such a way that the system analysts
always listen and conduct the task according to the wish of software manager
https://www.villanovau.com/resources/project-management/project-team-roles-and-responsibilities/
#.WsQelKhuaUk
5. Team Communications : Team Work – (I need to see at the least 3 meetings listed here)
Communication
Type
Frequency /
Time
Location eMails and Document Storage location
Meeting with client Per month Globex office By using hardcopy, and email, documents are
shared. Documentation made about the meetings
held along with the outcome of the meetings and
stored them in a different folder which can be
easily accessible to the team members.
Meeting with the
team members
Daily Virtucon
office
By using email, hardcopy, and presentation,
documents are shared.
Documentation made about the meetings held
along with the outcome of the meetings and
stored them in a different folder in the Virtucon
office which can be easily accessible to the team
members.
Contacting the
provider
Daily or weekly Provider or
Virtucon
office
By using email, hardcopy, and presentation,
documents are shared.
Documentation made about the meetings held
along with the outcome of the meetings and
stored them in a different folder in the Virtucon
office which can be easily accessible to the team
members.
VC with sponsor Per month VC through
Virtucon
office
By using email, hardcopy, and presentation,
documents are shared.
Documentation made about the meetings held
along with the outcome of the meetings and
stored them in a different folder in the Virtucon
office which can be easily accessible to the team
members.
Meeting the
committee
Per month Globex office By using email, hardcopy, and presentation,
documents are shared.
Documentation made about the meetings held
along with the outcome of the meetings and
stored them in a different folder in the Virtucon
office which can be easily accessible to the team
members.
6. Team Rules & Expectations
Individual Work
My experience in team working from my previous projects:

Positive
 Establishment of the tough work easily
 Each quality and skills of the members of the team used in proper place and time
 Good working productivity (Reddy, 2016)
 Skills are enhanced
Negative
 No distribution of work among the members
 If project not completed properly, the workers will be responsible for it
 If communication not done properly, the chances of the occurrence of conflicts among the workers
get increased.
 the team members try to show them as the best by criticizing others.
Team Work
Team values- The team members are required to maintain a positive attitude throughout the project from the
beginning to its end. They should trust each other and should listen to what the other team members say
(Demosphere International, 2018). They should share their knowledge about the project from their previous
experiences with the other team members so that the project on which they are working can be developed
without leaving behind any la any lacunas. The decision should be taken after discussing among themselves by
the team members and we should not try to show others as inferior.
Code of Ethics- The team members should behave positively while working on the project and should have
good communication skills. They should never leave behind any lacunas in the project so that the name of the
company does not get spoiled (Peterson, 2016).
Rules and Expectations- The team members should work in a positive mind for getting success in the project.
They should not try to prove themselves as the best worker of the team by criticizing the other members and
should encourage them. They all should discuss among themselves about making decisions, should be
attentive and should not try to give rise to conflicts.
https://www.pmi.org/learning/library/ground-rules-high-performing-team-9338
 Signatures – Insert the electronic signature of all the team members here. This will indicate an
understanding and agreement to the rules and expectations as specified in the points above.
______________________ ________________
______________________ ________________
______________________ ________________
______________________ ________________
Signature Date

Part Two:
1. Learning Cycles – I need to see at the least 3 meetings. I have facilitated 3 meetings.. – Team Work
Role Date/Time&
Attendees
Organiser
(Student 1, Project Manager)
For distributing the ideas to the team for getting
feedback, meetings are organized by the organizer
12 March 2018
week
5 pm
For 2 hours
Attendees:
 Name of
Student 1
 Name of
Student 2
 Name of
Student 3
 Name of
Student 4
Scribe
(Student 2, Business analyst
& Student 3, system analyst)
Forwarding the documented plan of action and
ideas
Outcome of the meeting:
Conforming all the rules and the responsibilities of the team members and their name list
(Change the role for meeting 2)
Meeting 2
(Team)
Role Date/Time&
Attendees
Organiser
(Student 2, Business analyst)
For distributing the ideas to the team for getting
feedback, meetings are organized by the organizer
26 March 2018
week
9 am
For 2 hours
Attendees:
 Name of
Student 1
 Name of
Student 2
 Name of
Student 3
 Name of
Student 4
Scribe
(Student 1, Project Manager
& Student 3, System analyst)
Forwarding the documented plan of action and
ideas
Outcome of the meeting:
Giving confirmation about the scope of work by showing the level 2 WBS for the development of the charter of
the team
(Change the role for meeting 3)
Meeting 3
(Team)
Role Date/Time& Attendees
Organiser
(Student 3, System analyst)
For distributing the ideas to the team for
getting feedback, meetings are organized by
the organizer
02 April 2018 week
Eg. Wednesday, 4 April
2018
9 am

For 2 hours
Attendees:
 Name of
Student 1
 Name of
Student 2
 Name of
Student 3
 Name of
Student 4
Scribe
Student 1, Project Manager
& Student 4, Software Manager)
Forwarding the documented plan of action
and ideas
Outcome of the meeting:
Begin working on the project in order to develop the system and stopping meetings
2. Team Learning Record (Individual)
(Using peer learning and reflections, document your understanding of the project)
What we know
(Facts)
What we think we know
(Assumptions)
What we don’t know
(Questions to be Answered)
Virtucon has been chosen by
Globex for the project
The new system will help in
resolving the problems which the
clients of the farm had to face
How much is the schedule for the
project?
The breeders can book their
tickets for the season of the studs
online without visiting the site
The landlord and the breeders will
get a chance to develop the
business further by increasing it.
What is the project cost in the
project?
The tracking of the transactions
and the managers can be done
easily
The information regarding the
hardcopy is required to be inserted
for one time in the system
The booking of the hardware is
done by whom?

(Each cycle provides the opportunity to challenge framing assumptions, create new understanding & find
radical solutions)
Learning Cycle
Learning
Cycle1
Development of responsibility matrix
is required to have clear direction
about the roles in purchasing of
hardware and other services for the
project
Project Manager to
streamline the
responsibilities after
discussing with the
key stakeholders
PM to meet with sponsor
(Globex) and owner of
Virtucon to define the
RACI matrix
This cycle has
provided
experience
regarding the
development of
RACI matrix

Part Three:
Communication Plan – Team Work
Stakeholder
name
Information to
be shared
Frequency of
information
exchange
Location of
information
exchange
Purpose of
communication
Mechanism for
communication
Hardcopy, pdf, ppt,
word, email, etc
Who What When Where Why How
Project’s
sponsor
Scope, cost,
time and risk
with the proper
AOCs
Per month
Conference hall
(Globex)
Ordering the
changes and
funding as per the
requirement
Presentation, word,
email, ppt
Project manager The team
members should
report it on a
monthly basis
Per week and
month
Providers office
and conference
hall of Virtucon
Project status
updated regularly
ppt, hardcopy
Business analyst The team Per month Breeders office, Project status Email, word,
Learning
Cycle2
Project boundaries are
needed to be fixed to start
the project execution and
prevent from gold platting
Project Manager to
fix the scope, time,
cost and quality at
first before start of
the project
Develop time and cost
budget and quality
metrics
Learned that
before the start of
any project, the
boundaries are
required to be
finalized

members should
report it on a
monthly basis
Virtucon
conference hall,
Owner of the
stud farm office
updated regularly
for attracting the
attention of the
customers
presentation
System analyst Report on
weekly progress
Per week Conference hall
(Virtucon)
status updated
regularly
Ppt, word, email
Software
Manager
Report on
weekly progress
Per week Conference hall
(Virtucon)
status updated
regularly
Ppt, word, email
Breeder Reporting on the
estimated time
and the quality
of the report
Per month Conference hall
of Virtucon or
the office of the
breeder
Supply the project
status to the
customers for
involving them in
the project
Ppt, hardcopy
Landlord (stud
farm)
Reporting on the
estimated time
and the quality
of the report
Per month Stud farm
owners office or
conference
room of
Virtucon
Supply the project
status to the
customers for
involving them in
the project
Ppt, hardcopy
Team members
(Globex)
Time, scope,
risk, etc. report
Regularly Conference hall
(Globex)
Supply the project
status to the
customers for
involving them in
the project and for
making the delivery
stage easy
Ppt, word,
presentation
Team members
(Virtucon)
Time, scope,
risk, etc. report
Regularly Conference hall
(Virtucon)
Updating the team
for increasing the
vision of progress
Ppt, word,
presentation
Hardware
provider
Report on the
weekly progress
to the project
manager
Per week Providers office
or Virtucon’s
conference
room
Project status
updated regularly
for attracting the
attention of the
customers
Ppt, word,
presentation
Manager (stud
farm)
Progress report
on a weekly
basis to be given
to the project
manager
Per month Office of the
stud farm or the
Virtucon
conference hall
Project status
updated regularly
for attracting the
attention of the
customers
Email, hardcopy

Part Four:
Reflection – Individual Work
While working in the assignment for developing the solution for the way to lead a project for submitting a very
effective work, for gathering the meetings and for finalizing the action plan for the project, I concluded a lot of
things. I concluded that the project manager who will be leading the whole team in the development of the
new system should be good in communication skills as he will have to communicate with all the workers
(Munns & Bjeirmi, 1996). He also requires having a high patience level with him as he will have to encourage
the team members for the development of the system (Moura, Carneiro, & Diniz, 2017). By encouraging the
team members, the members will get motivated and will try to develop the system very properly. And
because the team members of this project will be very knowledgeable about the development of the system,
the project manager or the leader of the team should have a very good and clear knowledge about the
development of the new system. He will have to manage the whole team and direct them wherever required.
He should encourage the good work of the workers and should also get involved in the project as this will help
them in developing the system in a better way (Anantatmula, 2010). If the project manager is not enough
skilled and does not have knowledge about how to direct the project, then the whole project during the
execution will get failed and the efforts given by them will be wasted.
Just because the responsibilities and the rules of the team members and the stakeholders were discussed
properly at the beginning of the project, the project was a huge success and we all were able to create a good
working environment which helped us a lot. The errors and the issues faced were easily sorted out by us as we
all discussed the project together in our team among us. The organization gave us the opportunity to work
team which helped us in getting success in our project. After working on this project and getting success we all
got confidence and now we will be able to develop more such kind of projects in our future.
Conclusion:
After delivering the task which was highly successful in meeting the desires and solving the problems of the
customers, which can be easily understood that the teamwork and reflection style in the team for creating the
solution for the assignment should be chosen. Proper date and the requirements should be documented
properly for the confirmation of the working scope as this will allow maintaining the limit of the working scope
of the project. The project manager and the other team members should be very much known for developing
this type of system and should motivate and help each other while working in the system.
Part Five: Team and Individual Work
References
Anantatmula, V. S. (2010). Project Manager Leadership Role in Improving Project Performance.
Engineering
Management Journal, 22(1), 13-22.
Demosphere International. (2018).
Common Values Create Long-Term Success. Retrieved April 26, 2018, from
http://parklandtravelsoccer.com: http://parklandtravelsoccer.com/common-values-create-long-term-
success
Menga, X., & Boyd, P. (2017, July). The role of the project manager in relationship management.
International
Journal of Project Management, 35(5), 717-728.
Moura, R. L., Carneiro, T. C., & Diniz, B. D. (2017).
Influence of the project manager’s personal characteristics
on project performance. Brazil: Universidade Federal do Espirito Santo – UFES.
Munns, A. K., & Bjeirmi, B. F. (1996). The role of project management in achieving project success.
International Journal of Project Management, 14(2), 81-87.
Peterson, K. (2016, December 21).
Develop and Implement an Effective Code of Conduct. Retrieved April 26,
2018, from http://complianceandethics.org: http://complianceandethics.org/develop-implement-
effective-code-conduct/

Reddy, C. (2016).
Top 16 Advantages and Disadvantages of Working in a Group. Retrieved April 26, 2018, from
https://content.wisestep.com: https://content.wisestep.com/top-advantages-and-disadvantages-of-
working-in-a-group/