Project Management Assessment 2

This project report details a student team's experience working on an automatic roster system for volunteers at RALS. The report is structured into four parts: Part One introduces the project, team, and description, including a team charter outlining skills, roles, communication, rules, and expectations. Part Two focuses on learning cycles, identifying known and unknown facts about the project and developing action plans to address the unknowns. Part Three presents a communication plan detailing stakeholders, information shared, frequency, location, purpose, and media used. Finally, Part Four offers a reflection on the project, emphasizing the importance of leadership characteristics such as communication, negotiation, conflict resolution, and team building. The report concludes with a list of references.

Project Management
(Assessment item 2: Team work and reflection)
Name of University
Student’s Name
Dated:

Table of Contents
Part One:......................................................................................................................................................3
Project Name / Team / Description..........................................................................................................3
Team Charter...........................................................................................................................................3
Part Two:.....................................................................................................................................................4
Learning Cycles.......................................................................................................................................4
Part Three:...................................................................................................................................................6
Communication Plan...............................................................................................................................6
Part Four:.....................................................................................................................................................8
Reflection................................................................................................................................................8
References...................................................................................................................................................9

Part One:
Project Name / Team / Description
Project: Automatic roster system for volunteers of RALS
Team: Virtucon at service
Team members: Full name of Student 1, your full email id, phone number and address
Full name of Student 2, your full email id, phone number and address
Full name of Student 3, your full email id, phone number and address
Description: Globex Corporation organizes show every year in November for three days; the
show is named as RALS. Many volunteers are required for the show so their rosters too for
proper management. The employees of Globex used to maintain, update and use the roster
manually. Now Globex has handed over the project to Virtucon develop an automatic roster
system for RALS.
Team Charter
Skills & Knowledge of the
team members
Team members need to have the adequate technical knowledge
along with the leadership skills to take appropriate decision and
be confident about the task one is doing, know the objective and
aim behind doing the project
Roles and responsibilities of
the team members
Each team members have defines roles but to level the
distribution of work load except the job of project manager all
other tasks need to be rotated among the team members. This
rotation techniques has two benefits:
The one is to the work load can be distributed among the team
members and the second all the team members shall always
remain aware of the other’s job and can take immediate action in
case of one’s absence.
Team Communications
Meeting Times & Team members shall not meet for more than an hour for meeting,

Location except some urgency or top management’s requirement.
All the members shall meet preferably in the evening before
leaving office to discuss briefly about the next day plan
How to
communicate
Team members can communicate using any method, let it be
formal or informal written or verbal. But the only thing need to
take care is the proper flow of information is required to be done
among the members.
Where to store data All minutes of the meeting and important data shall be maintained
with the documentation Centre of Virtucon to avoid any loss of
data
Team Rules & Expectations
Previous experiences
of working in teams
The previous experience to work in team reveals that the team
work can be made positive by setting clear goal and objective, so
that the all can think and move towards same direction
Similarly the negative can be happened due to unclear goal.
Goal of team Fulfill all expectations of the stakeholders along with completing
the system development project as per schedule
Team Values The team members should behave properly with other members,
avoid raising conflicts and even quickly resolve the issue if at all
arises, remain confident, listen to others, move along the team,
passionate about working as team mate, maintain good
communication among all members, always have a team building
character (Barry, 2017).
Code of Ethics All the policies in the organization need to be strictly followed by
the members, always produce the current or latest available
correct data, never leak any secret information to rivals and
follow office rules properly
Rules &
Expectations
Team members need to attend the day meeting
Team members are required to maintain descent behavior
Team members should be confident

Team members should avoid taking unapproved leaves
Team members should meet with open mind and leave their ego
apart.
________________________
Signature
________________________
Signature
________________________
Signature
Name of Student No. 2 Name of Student No. 1 Name of Student No. 3
Team Member Project Manager Team Member
Part Two:
Learning Cycles
Project manager being the central coordinator of the whole project, need to organize the meeting
and distribute the minutes of meeting to all stakeholders as per set criteria – Organiser
The team member 1 and team member 2 shall document the ideas and action points of the
members – act as Scribe
Now, the learning of the team need to be documented and then accordingly the action plans need
to be developed (Marchewka, 2005):
Known Facts about the
project
Facts which can be assumed
regarding project
Few unknown facts about
the project
Virtucon consultancy shall
develop the software for
automatic roster system of
RALS’s volunteers
The team members formed for
the project shall remain intact
Whether the meal system of
the volunteers need to be
included in the software and
manage the food system for
them during the show
RALS organizes the show
every year in November for
The volunteers shall provide
true and honest data to enter in
The requirement information
need to be finalized before the

three days
the system so that no
verification is required to be
done
start of the project
Volunteers are required to
manage the show at ticket
counters, first aid center and
other facilities
The flow of basic information
required to develop the system
shall be available readily from
RALS employees
Proper risk assessment is
required to be done for
assessing the threats and
opportunities involved in the
project
Cash reserve is required to be
kept aside to tackle with the
unforeseen situations
Now for the unknown facts about the project, action plan is required to be developed to make
them clear. The action plan is shown below:
Few unknown facts
about the project
Action plan to make the
unknowns known By whom? By when?
Whether the meal
system of the
volunteers need to be
included in the
software and manage
the food system for
them during the show
Initial meeting need to be
organized among the RALS
employees and volunteers to note
the needs and requirement and
expectation from the system for
proper delivery of the automatic
system
RALS,
Volunteers,
Project Manager
During the
Initiation stage
of the project
The requirement
information need to
be finalized before the
start of the project
Initial meeting need to be
organized among the RALS
employees and volunteers to note
the needs and requirement and
expectation from the system for
proper delivery of the automatic
system
RALS,
Volunteers,
Project Manager
During the
Initiation stage
of the project
Proper risk Risk identification, assessment, Need to involve After the

assessment is required
to be done for
assessing the threats
and opportunities
involved in the project
analyze, ranking and finally the
response plan according to the
ranks obtained need to be
developed for proper assessment
of the project
all stakeholders
initiation stage
and stakeholder
identification
Cash reserve is
required to be kept
aside to tackle with
the unforeseen
situations
As per the risk assessment the
extra money need to be kept
aside for the high rank risks
Sponsor, RALS,
Project Manager
During the
planning stage
Part Three:
Communication Plan
The communication plan is developed after discussing with the team members and other
stakeholders of the project is provided below (Template, 2017):
Who
(Stakeholders)
What
(Information /
report)
When
(Frequency)
Where
(Location of
information
sharing)
Why
(purpose of
sharing)
How
(Media of
information
sharing)
Project
Manager
Time, Cost and
resource status to
be developed
along with the
trend analysis
and change order
status
Daily,
Weekly &
Monthly
Meeting
room, E-
mail &
conference
calls
To update the
status of the
project from all
the sides of the
project and own
team members
Through e-
mail,
softcopy or
hardcopy
Team
Member 1
Develop all sorts
of reports from
the project
manager
Daily,
Weekly &
Monthly
Meeting
room, E-
mail &
conference
calls
To update the
status of the
project to
project manager
Through e-
mail,
softcopy or
hardcopy

Team
Member 2
Develop all sorts
of reports from
the project
manager
Daily,
Weekly &
Monthly
Meeting
room, E-
mail &
conference
calls
To update the
status of the
project to
project manager
Through e-
mail,
softcopy or
hardcopy
Sponsor
Change order
status,
performance
indices, CPI,
SPI, SV, CV and
other earned
value reports,
quality non-
conformance
reports status
Monthly or
as per
advise from
Sponsor
Sponsor’s
chamber,
Central
meeting
room, E-
mail
To keep
updated being
the most valued
stakeholder and
always inform
so that sponsor
can be ready for
arranging funds
to run the
project
smoothly
E-mail,
presentation
, softcopy
and
hardcopy
Volunteers
Daily plan for
maintaining the
common
information
Daily and
weekly
E-mail,
meeting
room
To update
regarding the
status and plan
for next action
as per activity
schedule for
system
development
E-mail,
hardcopy
RALS Change order
status,
performance
indices, CPI,
SPI, SV, CV and
other earned
value reports,
Monthly or
as per
advise from
Sponsor
RALS
meeting
room or
Globex
central
conference
room
Being the end
users of the
system, always
need to receive
comments on
the
development
E-mail,
presentation
, softcopy
and
hardcopy

quality non-
conformance
reports status
process
Customers
Advertisements
of the new
technologies
developed to
increase the
efficiency of the
crops
As per the
developme
nt schedule
of the new
technique
Television,
Newspaper
Customers are
the main reason
for arranging
the RALS and
attract them to
display and
advertise the
new techniques
to increase the
revenue of
Globex
Corporation. So
to maintain the
enthusiasms
need to inform
the status
Newspaper,
Television
advertiseme
nts, E-mails
Part Four:
Reflection
To successfully lead a project, leadership characteristic is required to be present in the team
members and especially the manager of the team. The leadership characteristics like good
communication skill, healthy interpersonal skills, very strong negotiation skill, resolving
character for all type of issues which can be raised with in the team (American Management
Association, 2004), lead the team by example, always get the group to work together towards
achieving common goal and objectives, always adopt the techniques for developing skills of the
team members (SkillsYouNeed, 2017), always confident about own decision (Tracy, 2017). The
leadership qualities like never criticize own team members, always praise the good work of the

other team mates, always listens to other and respect others are the other few characteristics
which need to be present with the leaders of the team (Olson, 2014). Similar understanding is
also been experienced by me while developing the team charter, communication plan and the
learning cycles. During the development of team charter, we need to communicate along each
other team members and met thrice to finalize our roles and responsibilities and then finally
developed the document after receiving the agreement of all team members.
As per my experience, an ICT project manager require the leadership skill to lead a team and
especially in the IT field, where the software are developed after having several rounds of
discussions and receiving comments at every stage and then proceed further like in Agile
methodology. The sequence need to be coordinated very closely and there remains the chance of
getting delayed if the steps are overlooked or the team members are not tracked properly or if the
schedule is not been adhered by the team. So the project manager need to keep all aligned in
same line to achieve the set objective by applying the leadership skills.
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
Marchewka, J. (2005). Information technology project management: Providing measurable.
New Jersey: John Wiley & Sons.
Olson, J. (2014, July 24). Lead by Example: 10 Ways to Be a Successful Team Leader. Retrieved
September 6, 2017, from Portent:
https://www.portent.com/blog/project-management/lead-example-guide-successful-team-
leader.htm
SkillsYouNeed. (2017). Leadership Skills. Retrieved September 8, 2017, from
www.skillsyouneed.com: https://www.skillsyouneed.com/leadership-skills.html