Project Management Report: Team Charter, Communication & Reflection

This project management report details the formation of a team named 'Explorers' and their approach to developing an Online Stud Farm Management System (OSFMS). It includes a team charter outlining skills, knowledge, roles, and responsibilities of each member, along with a communication plan to ensure effective collaboration. The report also reflects on the importance of leadership qualities, necessary techniques, and methods for successful project completion. The team emphasizes values such as integrity, proactiveness, and positive attitude, and adheres to a code of ethics based on transparency and mutual understanding. The project aims to transform a manual system into an online platform, improving efficiency and expanding business potential.

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PROJECT MANAGEMENT

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Contents
PROJECT MANAGEMENT...............................................................................................5
PART ONE...........................................................................................................................5
Name of the Team – Explorers....................................................................................................5
OVERVIEW OF PROJECT........................................................................................................5
PROJECT DESCRIPTION.........................................................................................................5
TEAM CHARTER......................................................................................................................6
Skills and Knowledge..................................................................................................6
Team Communications................................................................................................7
Communication............................................................................................................7
Rules and Expectations................................................................................................8
Team Values.................................................................................................................8
Code of Ethics..............................................................................................................8
PART TWO..........................................................................................................................8
PART THREE......................................................................................................................9
Communication Plan...................................................................................................................9
PART FOUR......................................................................................................................11
Experience and Comparison of Leadership Qualities...............................................................11
Necessary Techniques, Skills and Methods...............................................................................11
REFERENCES..................................................................................................................12

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PROJECT MANAGEMENT
PART ONE
Name of the Team – Explorers
List of Team Members
S
.NO.
TEAM
MEMBER NAME
CONTACT
NUMBER
ADDRESS
1 A XXXXX
XXXXX
XXXXXXXXXXXXXX
XXXXX
2 B XXXXX
XXXXX
XXXXXXXXXXXXXX
X
3 C XXXXX
XXXXX
XXXXXXXXXXXXXX
XXXXX
4 D XXXXX
XXXXX
XXXXXXXXXXXXXX
XXXX
Table: Personal Details of the Team Members
OVERVIEW OF PROJECT
The project Online Stud Farm Management System (OSFMS) is to transform a manual
system for service bookings of stud farms, into an online, so that standards, efficiency and
performance of the thoroughbreds can be improved. The project also keeps record of the
enrolment of the studs, aligning with the Australian and International Standards.
PROJECT DESCRIPTION
The objective of the OSFMS is to replace current manual systems into an online book
servicing system, done through calling or emailing, with the credit card or cheque payment
system, to overcome the challenges, like erroneous, information double handling and
unsustainable of the existing manual system. In addition to that the project is expected to reduce
the stud manager involvement, error and administration, than the manual system.

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Apart from the above, the project offers many new and sophisticated breeding features in
thoroughbred system and increasing the potential of business through breeders, in not only New
South Wales, but also with increased radius for the potential customers. The project is also
expected to follow new mobile features and financial features.
The project Online Stud Farm Management System (OSFMS) is undertaken by Globex,
which contracts Virtucon, for performing the tasks of the project, like development of the new
online stud farm management system. Globex delivers the service as inexpensive as possible.
TEAM CHARTER
Skills and Knowledge
The team consists of four members and the four members have got varied skills that help
to fulfil varied tasks, needed for the project. Such varied skills of the team members help the
team to fulfil varied roles and responsibilities.
S
.NO.
TEAM
MEMBER
SKILLS AND
KNOWLEDGE
ROLES AND
RESPONSIBILITES
1 A Leadership Skills
and Subject Matter Expert
about Project Management
Project Manager - to lead the
team with assigning the roles
2 B Analytical Skills Resource Person, Team
Leader– Analysing the best option,
from multiple options to select for
each task
3 C Problem solving
skills, Communication
Skills
Requirement Explorer, Team
communicator - For Finding possible
and multiple options to proceed with
the project tasks
4 D Domain knowledge
about IT and stud farm
Website Developer
Table: Knowledge, Skill and Roles & Responsibilities of the Team Members

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Team Communications
There are three meetings expected to be conducted, prior to the commencement of the
project, to win a common ground about the rules, regulations, code of ethics and others.
S.NO. MEETIN
G
OBJECTIVE DATE
& TIME
PARTICIP
ATION
Loc
ation
1 I Discussion on
the project and its tasks
First
Monday of the
project
commencing
month- 10AM
All the
team members
and coordinated
by Team
Member, C, Team
Communicator
Cla
ssroom or
Library
2 II Exploring the
roles, responsibilities
of the team members
and explore the
resources
Second
Monday of the
project
commencing
month- 10AM
All the
team members
and coordinated
by Team
Member, C, Team
Communicator
Cla
ssroom or
Library
3 III Explore the
project elements, like
values, rules &
expectations, code of
ethics, communication,
Third
Monday of the
project
commencing
month- 10AM
All the
team members
and coordinated
by Team
Member, C, Team
Communicator
Cla
ssroom or
Library
Communication
All the team members do have smartphones and so WhatsApp Group will be created with
the four members. Each and every piece of information will be shared among the four team
members. Apart from that video calls will be taken place on Google Hangouts. Information will
be shared thus through WhatsApp and Google Hanger. Meetings are documented and will be
recorded in a document and will be stored in the Google Drive, which has common access to the
team members.

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Rules and Expectations
The previous experience in working with the projects, has taught that team work is the
most potential and most complex to deal with, since there are team members, who are human
beings and so have varied thought processes, backgrounds, domains of knowledge, personal
strengths and weaknesses. Hence, it is important to deal with all of them carefully to drive to the
objective of the project.
Team Values
The team has set the values of integrity, proactiveness, positive attitude. So, the value is
“Deal proactively with positive attitude towards integrity of the project and team”.
Code of Ethics
The team is expected to have ‘Be transparent with mutual understanding and
communication, to honestly present the skills to obtain the final objective of the project’.
Rules and Expectations
1. All the team members are expected to attend the meetings timely, without fail, failing
which needs explanation.
2. Decisions are taken, only after all the team members are convinced.
3. In case of any conflict, the team is expected to resolve among themselves, with focus
on project objective, failing which the team approaches to project guide.
4. Every member has to update the status and progress of the assigned task, at the end of
the day and week, failing which, explanation is expected.
5. Any leave is entertained, only if informed prior and convincing.

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PART TWO
S.N
O.
MEE
TING
ORGA
NISER
S
CRIBE
COORDI
NATOR
PRES
ENTOR
1 I Team
Member, C
T
eam
Member,
D
Team
Member, A
Team
Member, B
2 II Team
Member, B
T
eam
Member,
C
Team
Member, D
Team
Member, A
3 III Team
Member, D
T
eam
Member,
A
Team
Member, B
Team
Member, C
Table: Meeting Schedule
PART THREE
Communication Plan
Stake
holder name
Infor
mation to be
shared
Frequ
ency of
information
exchange
Locat
ion of
information
exchange
Purpose
of
communicatio
n
Mechanism for
communication
Hardcopy, pdf,
ppt, word, email, etc
Who What When Where Why How
Proje
ct Manager
Projec
t plan and
Work
In the
beginning
and during
Googl
e Drive
documents
To get
updated with
the Work
Making PDF
and uploading into the
Google Drive

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Breakdown
Structure
changes if
done
Breakdown
Structure of the
project
Team
Leader
Assig
nment of
roles and
responsibilitie
s to the team
members
At the
time of
project
commenceme
nt and while
changes are
done
Googl
e Drive
documents
Having
to know the
roles and
responsibilities
of each of the
team member
Making PDF
and uploading into the
Google Drive
Coor
dinator
About
the meetings
and task
allocation and
monitoring
Almos
t every
working day,
at the end of
the day
Whats
App for small
information
and Google
Drive
documents
for major
changes
To be
accountable for
each of the task
completion and
justification
WhatsApp for
small changes and PDF
for major tasks
Web
Developer
About
the
transformatio
n of each
aspect of the
After
the beginning
of the website
and every
weekend
Googl
e Drive on
weekends and
WhatsApp at
the end of the
To get
the virtual task
to be
materialized
into a website
PDF about the
blueprint of the website
development

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project into a
website
element
about the
progress
working day
Requi
rement
Explorer
Abou
t the list of
the
requirements
for project
At the
time of
commenceme
nt of the
project and
when changes
are needed
Goog
le Drive for
the macro list
and
WhatsApp
for the micro
and day to
day
requirements
To
ensure that the
requirements
are in place,
timely
PDF for the
macro list and
WhatsApp messages for
day to day requirements
Table: Communication Plan
PART FOUR
Reflection
Experience and Comparison of Leadership Qualities
Every project is unique and so every experience with the project. However, one common
point is quite significant to consider that is driving the project with leadership skills. A good
leader is a good driver of the sailor of boat, consisting of the team members. The best leadership
quality is the balance between being focused on the objective of the project and respecting and
adding the human element in handling the human team members. Other important qualities that

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have been learnt from the previous experience and wished to apply for the present project is to
develop a reasonable and possible Work Breakdown Structure and ensuring that each and every
team member is made accountable for their own assigned tasks.
Necessary Techniques, Skills and Methods
The project manager has to possess various skills, techniques, methods to ensure that the
project gets successfully completed and the objective is fulfilled. The project manager needs to
be focused and should be able to lead and make the team to be focused on the objective of the
project. It needs various techniques such as conducting meetings on frequent basis and updating
the day to day progress at the end of each working day. Great leadership skills and
communication skills make the team members to be united and work towards common objective.
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2014). "Can agile project management be adopted by industries other than software
development?". Project Management Journal
Curlee, Wanda (2011). The Virtual Project Management Office: Best Practices, Proven
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