University Project: RALS Volunteer Management System Development

This project report details the development of a volunteer management system for RALS, an organization that hosts an annual show. The project, undertaken by Virtucon, involves creating an automated roster management system to replace the existing manual process. The report is structured into four parts: a project overview, a team charter outlining skills, roles, and communication strategies; learning cycles identifying known, assumed, and unknown facts and planned actions; a communication plan specifying stakeholder communication; and a reflection on leadership qualities and project management skills. The team charter defines roles and responsibilities, emphasizing communication and ethical conduct. The learning cycles address resource allocation, time schedules, and communication management. The communication plan outlines the frequency and method of communication with various stakeholders. The reflection highlights the importance of leadership skills, such as communication, conflict resolution, and team motivation, for successful project management. The report references several sources on project management and leadership.

Assessment Item 2
Name of University
University address
9 / 7 / 2 0 1 7
Name of Student1

Index
Part One...........................................................................................................................2
Project Name / Team / Description...............................................................................2
Team Charter................................................................................................................2
Part two............................................................................................................................ 3
Learning Cycles............................................................................................................3
Part Three........................................................................................................................ 4
Communication Plan.....................................................................................................4
Part Four.......................................................................................................................... 6
Reflection......................................................................................................................6
References.......................................................................................................................6
Part One

Project Name / Team / Description
Project: RALS Volunteer management System
Team: Virtucon RALS Consultants
Members: Student 1, your e-mail id, your phone number
Student 2, your e-mail id, your phone number
Student 3, your e-mail id, your phone number
Project Description: RALS organizes annual show for farmers and other business
members to educate them regarding the use of agricultural equipment to increase
efficiency of crop production and the fund generated is given to ICV charity. For the
show many volunteers’ takes part and Globex maintain their roster manually. Globex
handed the project to Virtucon to develop automatic roster management system to
avoid the hassle of updating it manually.
Team Charter
Skills and Knowledge: along with technical knowledge the team must have positive
attitude, communication skill and willingness to work in team for the success of project.
Roles and Responsibilities:
Student 1: coordinate among the sponsor, owner, top management of RALS and
other key stakeholders
Student 2: document the meeting outcome
Student 3: draw the path forward action plan
Team Communications:
Meeting Times & Location: daily evening need to meet at meeting room in office
How to communicate: formally with external stakeholders and informally with
team members
Where to store: central data management system needs to be developed
Rules & Expectations:
Team Goal: work cohesively and towards common objective
Previous Experience: to get positive results of team work clear goal with
achievable targets should be there, keeping mind open to hear other’s view are

required to be maintained. There is equal chance to get negative impact too if the
goals are not defined properly.
Team Values (Cox, 2017): team members to always project some achievable
goals and never commit to provide something unachievable to any stakeholder,
always give positive effort to achieve objective, be self-confident to take right
decision and never publish any decision without taking concern of the other
members.
Code of Ethics (OSP International LLC, 2017): all team members need to
maintain positive culture, all are required to be honest towards the work and
organization, should never lie among the team, always provide correct and true
figures to management and never cheat anybody.
Rules and Expectations (WordPress, 2010):
Team members require following all policies of the organization
Team will ensure maintaining positive atmosphere
Team will complete all work as per schedule provided
Team is required to attend all meetings without fail
Signature Signature Signature
Student 1, Student 2, Student 3
Project Manager Team Member Team member
Part two
Learning Cycles
Organiser: Student 1, project manager,
Scribe: Student 2 & Student 3, the Team Members on weekly rotational basis.
Known Facts (Marchewka,
2003)
Assumed Facts Unknown Facts
Virtucon doing the
management activities free
of cost & shall nor charge
Globex for this service
Time and cost shall not be
an issue at all at any point
of the project life cycle
What is the budget of the
project
Virtucon shall develop an Resources shall not be an What is the time schedule

automatic system to
replace existing manual
tracking of volunteers roster
problem in between the
project execution and
implementation phase
of the project
Volunteers shall provide the
data correctly and need not
follow up for the same
How to manage
communication with the
volunteers
Central coordinator from
the RALS / Globex side not
known
Unknown Facts Planned Actions By Whom By When
What is the budget of
the project
Need to finalize
along with sponsor
and owner of
Virtucon
Student 1 Within 15 days
from the start of
project
What is the time
schedule of the
project
Need to finalize
along with sponsor
and owner of
Virtucon
Student 1 Within 15 days
from the start of
project
How to manage
communication with
the volunteers
Communication
matrix and
stakeholders
expectation
management system
need to be
developed
Student 2 At the beginning
of the project
Central coordinator
from the RALS /
Globex side not
known
Need to be finalized
for regular
coordination, so
refer charter if
available or ask
sponsor.
Student 3 At the beginning
of the project
Part Three
Communication Plan
Stakeholder What need to
send
How
frequently
Why need
to send
Where to
send
How need to
send
Sponsor,
Owner of
RALS
All types of
the progress
reports and
cost analysis
report with
Fortnightly
and Monthly
To
appraise
the
condition of
the project
Chamber
of Sponsor
and E-mail
too
Hardcopy, E-
mail or Hand-
to-hand

forecast
figures
and get
support
Head,
Virtucon
All types of
the progress
reports and
cost analysis
report with
forecast
figures
Fortnightly
and Monthly
To
appraise
the
condition of
the project
and get
support
Chamber
of Sponsor
and E-mail
too
Hardcopy, E-
mail or Hand-
to-hand
Staff of RALS Progress
report with
updates in
change
management,
but not the
cost data
Weekly &
Daily
To keep
updated
E-mail &
Meeting
room
Formal
written &
verbal
Volunteers Daily activity
plan
Daily To capture
information
Meeting
room only
Formal
written &
verbal
Project
Manager,
Student 1
Report from
the team
members,
external
stakeholders
Daily,
weekly,
fortnightly &
monthly
To
coordinate
efficiently
E-mail,
phone,
meeting all
Formal
written &
verbal (with
external
stakeholders)
and informal
written &
verbal from
team
members
Team
member,
Student 2
Report from
volunteers
daily To
coordinate
efficiently
E-mail,
phone,
meeting all
Formal
written &
verbal
Team
member,
Student 3
Report from
volunteers
daily To
coordinate
efficiently
E-mail,
phone,
meeting all
Formal
written &
verbal (with
external
stakeholders)
Part Four
Reflection
Leadership qualities are must for project manager for successfully leading a project.
The top few qualities required are communication skills, capabilities of resolving any
conflict and building commitment (American Management Association, 2004).

Communication management includes the ability to speak, write and negotiate &
convince own words to others are the few key characteristics which makes a man
leader. Moreover in IT organizations the profit Centre remains the human assets, so
they need to utilize the team members better for generating profits and for handling
human beings properly, the project manager had to have leadership skill else the
project may fail even. Like as described, I too experienced similar experience during
developing the paper in which I too had to delegate the work among team members,
decide to conduct meetings and take out the best from my team mates by always
keeping them motivated by involving members in every required cycle, set the criteria
for their behavior and action required at workplace.
ICT project manager in IT profession are required to have good communication skill to
communicate with the team members in better way, always look for some solution out of
the problem, provide good feedback for the good performer, encourage to provide
training, must be confident to take decision, consistence in work and many more and all
these characteristic matches with that of leadership skills (State Government of Victoria,
2014). So it can be summarized that the basic technique and skills required in the
project manager for the IT field needs to have good leadership skills.
References
American Management Association. (2004). The Top Three Skills of a Project Team
Leader. Retrieved September 6, 2017, from http://www.amanet.org:
http://www.amanet.org/training/articles/the-top-three-skills-of-a-project-team-
leader.aspx
Cox, A. (2017). 5 Essentials to Project Team Success. Retrieved September 6, 2017,
from Project Smart: https://www.projectsmart.co.uk/5-essentials-to-project-team-
success.php
Marchewka, J. (2003). Information technology project management: Providing
measurable. New Jersey: John Wiley & Sons.
OSP International LLC. (2017). Project Management Institute (PMI)® Code of Ethics
and Professional Conduct for Project Managers. Retrieved September 6, 2017,
from https://www.project-management-prepcast.com: https://www.project-
management-prepcast.com/free/pmp-exam/articles/21-pmi-code-of-ethics-and-
professional-conduct-for-project-managers

State Government of Victoria. (2014, December 23). Communication skills for
managers. Retrieved September 5, 2017, from http://www.business.vic.gov.au:
http://www.business.vic.gov.au/hiring-and-managing-staff/staff-management/
communication-skills-in-the-workplace-for-managers
WordPress. (2010, March 9). 15 Ground Rules for Project Team Management.
Retrieved September 6, 2017, from https://virk.wordpress.com:
https://virk.wordpress.com/2010/03/09/15-ground-rules-5-project-teams/