University ICT Project: RALS Volunteer Teamwork and Reflection Report

This project analyzes the RALS Volunteer project, focusing on teamwork, reflection, and project management principles. The document includes a project charter outlining team roles, responsibilities, and communication plans. It details learning cycles, team records, and action plans for addressing project unknowns. The communication plan specifies stakeholder information sharing, methods, and frequencies. The reflection section emphasizes the importance of leadership skills, particularly in IT project management, highlighting the need for good communication, people handling skills, and leadership qualities. The project aims to develop an automated computer system for managing volunteer rosters for the RALS annual show, addressing aspects like data entry, online request generation, and risk management.

Assessment 2 ICT Project
Management
Teamwork and Reflection
9/7/2017
Name of University

Assessment Item 2: Team Work & Refection
Table of Contents
Part One......................................................................................................................................................................... 2
Project Name / Team / Description..............................................................................................................2
Team Charter.......................................................................................................................................................... 2
Part Two........................................................................................................................................................................ 3
Learning Cycles...................................................................................................................................................... 3
Team’s Learning Records.............................................................................................................................. 3
Action plan for the Unknowns.................................................................................................................... 4
Part Three..................................................................................................................................................................... 5
Communication Plan............................................................................................................................................ 5
Part Four........................................................................................................................................................................ 9
Reflection.................................................................................................................................................................. 9
References.................................................................................................................................................................. 10
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Assessment Item 2: Team Work & Refection
Part One
Project Name / Team / Description
Name of Project RALS Volunteers
Name of Team At service for RALS
Project
description
RALS organizes annual show for agricultural equipment display with
target customers like farmers and few small businessmen.
Volunteers are always required to perform many actions to regulate
and control the movement of the mass through the show by
coordinating at different sections and provide service like first-aid,
children care etc. maintain the roster of the volunteers are the most
important planning need to be done for those three days of the show.
Globex employees maintain the register manually and now Globex
has handed over the project to Virtucon to develop an automated
computer system for maintaining the roster.
Team members Name of Student 1, Project Manager, Personal contact number & e-
mail
Name of Student 2, Team Member, Personal contact number & e-mail
Name of Student 3, Team Member, Personal contact number & e-mail
Team Charter
Skills &
Knowledge
All team members are required to be technically competent, and
have good communication skill to maintain positive atmosphere in
workplace, confident enough to take decision, however joint
decision talking method is more preferable (Mascia, 2017).
Roles &
Responsibilitie
s
Project
Manager
To oversee and coordinate among all the stakeholder
and act as the central coordinator
Team Member
1
To accumulate all data required to be entered and
designing of the system along with Team member2
Team Member
2
To accumulate all data required to be entered and
designing of the system along with Team member1
Team
Communicatio
ns
Meeting Time: Every day at morning 0830 hrs for ½ an hour
Meeting Location: Virtucon conference room
How to communicate: Outside meeting room or office team members
need to communicate through e-mail or phone
Specific file location: all important data need to be stored at one shared
computer at office and connected through intranet with all team
member’s personal equipment
Team rules &
expectations
Previous
team
working
experience
Positive: impact of team working can be obtained by
defining a clear goal and objective so that all can put
their effort to achieve the goal, all the members need to
cooperate to each other
Negative: in case of miss communication the team work
can result in a horrible product, so proper
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Assessment Item 2: Team Work & Refection
communication management need to be adopted
Goal of Team The ultimate goal of the team is to behave in positive
manner and always show eagerness to welcome new
ideas in team members
Team Values All the members need to behave properly in office,
always walk with the team not against it, avoid conflict
at workplace, appreciate other’s good work, behave like
a part of cohesive team and always look for the
betterment of the project and organization (Karlson,
2015)
Code of
Ethics
All the team members should follow the organizational
ethical values and all policies must be followed with true
sense and always respect other’s idea and work (Pilot,
2008).
Rules &
Expectations
Team need to attend all meetings, as per the plan for
next day all members should come prepared for the
meeting, leave shall be availed with approved leave plan
and always contribute in work (WordPress, 2010)
Meetings should not be missed without any notifications,
cannot go for leave without intimations, cannot raise
conflict at workplace
Signature
Name Student 1 Student 2 Student 3
Designation Project manager Team Member1 Team Member2
Part Two
Learning Cycles
Organiser Student 1 (Project Manager), Student 2 & Student 3 on weekly rotation basis
Scribe Student 2, Student 3 & Student 1 on weekly rotation basis for proper distribution of
work
Team’s Learning Records
Known facts Assumed Facts Unknown Facts
An automated computer
system is required to be
developed by Virtucon for
Globex to change the manual
entry process of rosters for
volunteers of RALS
Online request generation
form is also required to be
developed for the new
volunteers whoever wants to
participate for the show
Meal system is also
required to enter in the
system or not
All different information
about volunteers like their
During the course of the
project there shall not any
How to deal with the
change of scope
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Assessment Item 2: Team Work & Refection
area of interest,
qualifications, time slot of
availability need to be
entered in the system
constraints of fund, time and
resources
requirement in between
the project life cycle
The salary system of the
volunteers are not to be
considered in the system
Is there any list of vendors
from whom the
procurement of hardware
system are required to be
done
How to deal with the risks
which may arise during
the project life cycle
Is there any additional
reserve cost is kept aside
for the unknown
unknowns
Action plan for the Unknowns
Unknown Facts What need to be done By whom By when
Meal system is also required to
enter in the system or not
Requirement matrix is
required to be finalized
before the start of work
Student 1,
Project
manager
Before the
start of
Execution
stage
How to deal with the change of
scope requirement in between
the project life cycle
Change control
management system need
to be developed
Student 1,
Sponsor, Owner
of Virtucon,
RALS
management
During the
planning
stage of the
project
Is there any list of vendors from
whom the procurement of
hardware system are required to
be done
Approved vendor list
need to be obtained from
Globex Corporation
Globex / RALS
Employees
During the
planning
stage of the
project
How to deal with the risks which
may arise during the project life
cycle
Risk management plan
need to be finalized
before the start of work
All
stakeholders
Student 1 to
chair &
compile the
minutes of the
meeting to
develop the
risk register
and further
assessment
During the
planning
stage of the
project
Is there any additional reserve
cost is kept aside for the
Need to be confirmed
from Sponsor (Globex
Sponsor,
Owner,
During the
planning
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Assessment Item 2: Team Work & Refection
unknown unknowns Corporation) Student 1 stage of the
project
Part Three
Communication Plan
Stakeholder Information
need to share
When
need to
share
Location
of
sharing
Purpose of
sharing
Method of
sharing
Who What When Where Why How
Globex Owner,
Sponsor
Progress
report of Time,
Cost, Quality
and Resources.
Performance
Index report,
At completion
analysis
report, Risk
report,
Procurement
report, Change
Management
report
Monthly E-mail &
Monthly
meeting at
central
conferenc
e room
The sponsor
is the focal
person who
approves the
change
management
items for
which the
impact of the
items must
be well
known &
accordingly
arrange
funds
Hard and
soft copy for
use and
documentati
on
department
using
Formal
written and
verbal
method of
communicat
ion
Virtucon Top
Management
Progress
report of Time,
Cost, Quality
and Resources.
Performance
Index report,
Monthly E-mail &
Monthly
meeting at
central
conferenc
e room
The Virtucon
management
is also a key
stakeholder
of the project
and can
Hard and
soft copy
using
Formal
written and
verbal
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Assessment Item 2: Team Work & Refection
At completion
analysis
report, Risk
report,
Procurement
report, Change
Management
report
influence
too, so we
need to
always keep
them
informed
about the
status of the
project
method of
communicat
ion
RALS
Management
Progress
report of Time,
Cost, Quality
and Resources.
Performance
Index report,
At completion
analysis
report, Risk
report,
Procurement
report, Change
Management
report
Monthly E-mail &
Monthly
meeting at
central
conferenc
e room
The RALS
management
is the actual
end user of
the project,
so they need
to always be
keep
informed so
that any
modification
requirement
can be
advised
Hard and
soft copy
using
Formal
written and
verbal
method of
communicat
ion
RALS
Employee
Progress
report of Time,
Cost, Quality
and Resources.
Monthly,
Weekly
E-mail &
Meeting
room at
RALS
office
Employees
shall use the
system, so
their
valuable
feedback are
important
Hard & Soft
copy using
Formal &
Informal
Written &
verbal
Volunteers Daily Plan Daily E-mail & To gather Soft copy
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Assessment Item 2: Team Work & Refection
meeting at
Virtucon
office
information
related to
them for
properly
designing
the database
using
Formal
written type
of
communicat
ion
Student 1,
Project
manager
Daily report,
Weekly
compiled
report
Daily
Weekly
Monthly
E-mail,
Meeting at
various
locations,
Phone
Project
manager
need to
accumulate
all data and
make it one
document
for reporting
to top
management
All forms of
communicat
ion from all
different
corners
Student 2,
Team Member
Daily report,
Weekly
compiled
report
Daily
Weekly
Monthly
E-mail,
Meeting at
various
locations,
Phone
Team
member
need to
accumulate
the reports
of their
respective
field and
send to PM
for further
action
All forms of
communicat
ion from all
different
corners
Student 3,
Team member
Daily report,
Weekly
compiled
report
Daily
Weekly
Monthly
E-mail,
Meeting at
various
locations,
Team
member
need to
accumulate
All forms of
communicat
ion from all
different
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Assessment Item 2: Team Work & Refection
Phone the reports
of their
respective
field and
send to PM
for further
action
corners
Farmers Bulletins,
Magazines,
Publications
Monthly,
Quarterly,
half
Yearly,
Yearly
Media,
Internet,
Newspape
r, books
Farmers are
the real
customers of
the
agricultural
equipment,
so proper
enthusiasm
must be
maintained
Informal
Written
using
advertiseme
nt in
different
forms
Small
Businessmen
Bulletins,
Magazines,
Publications
Monthly,
Quarterly,
half
Yearly,
Yearly
Media,
Internet,
Newspape
r, books
Small
businessmen
are the next
common
customer to
farmers, who
invests in
buying
agricultural
equipment,
so proper
enthusiasm
must be
Informal
Written
using
advertiseme
nt in
different
forms
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Assessment Item 2: Team Work & Refection
maintained
Advertisers Write-ups,
presentations
As and
when
required
to publish
some
informati
on
E-mail &
meeting to
make
them
understan
d the
format of
publicatio
n
To publish or
advertise the
show and the
equipment
Formal &
Informal
written
Part Four
Reflection
To lead a project successfully, all project manager need to have good leadership
capabilities. The leadership capabilities are required to lead a mass of people for which few
distinct characteristics like lead by example to others, confident, always listen to all, take
valuable comments in the system, understand every one’s concern, always motivate the
team, always walk together, passionate to work in a team, but at the same time is very
smart in delegating the work, always distribute the work among all equally and no one in
the team feels overloaded an all enjoys the company (Riley, 2017). All such characteristics
should be present in a leader. In current work too, all such values are presented to develop
the report on teamwork like from starting itself the development of team charter has
provided the opportunity to think and behave like a leader so that the team values, team
morals, objectives, their basic requirements, rules, required skills could be defined so that
all the team members remain aligned in single direction and aware of their roles and
responsibilities for properly executing the project.
IT profession is a specialized field of engineering where almost all the projects are being
executed by people, so there is more people interactions present in this sector. All the
projects are mainly dependent on people, not like other sectors where the productivity can
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Assessment Item 2: Team Work & Refection
be improved by using some equipment. Since this includes people, so the manager also
needs to have mass control or leading skill that is the leadership skill (Marsh, 2013). Any IT
project cannot be executed properly by a project manager who doesn’t have enough
leadership skill in him or her. So the necessary skills and techniques required to be an ICT
project manager are good communication skill, people handling skill and leadership
qualities.
References
Karlson, K. (2015, November 26). 16 Essential Project KPIs That Benefit the Entire Team.
Retrieved September 6, 2017, from Scoro Software:
https://www.scoro.com/blog/16-essential-project-kpis/
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/
Mascia, S. D. (2017). The Project Team: Skills and Attitudes. Retrieved September 5, 2017,
from Informa UK Limited:
http://www.gpmfirst.com/books/project-psychology/project-team-skills-and-
attitudes
Pilot. (2008, December 15). Code of Ethics and Business Conduct. Retrieved September 4,
2017, from https://pilotpen.us:
https://pilotpen.us/images/custom/CodeofEthics.pdf
Riley, K. (2017). 6 leadership skills for project managers. Retrieved September 6, 2017, from
Geoff Crane: http://edge.papercutpm.com/6-leadership-skills-for-project-
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/
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