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This project is elaborating about the implementation of a new record keeping system for the Globex crop. The organization is entirely dependent on the volunteers that are managing their programs and other details. This record keeping system is going to keep check on collected details by the volunteers.
The project is being started by the organizational heads in order to reduce the dependence on the volunteers of the Globex crop. The previous system of RALS were using the manual operating system for record keeping. Therefore, to improvise the system architecture, it is necessary to transform the system to computerized one. Intermediate volunteers creates so many functional disorders the computerized system will be helpful to reduce these. The computerized system architecture will be helpful in reducing the errors incurred within the record keeping system.
Name of the Team | Private Group |
Manager of the project | Robin Duke |
Additional Team members | Flora Grenade, Duke Paterson, levora Radwanska |
Date of Report submission | 20th October, 2016 |
Project Name | Riverina Agriculture and Lifestyle Show |
Team Charter | Project Name: Riverina Agriculture and Lifestyle Show | Project Number: 1006 |
Skills and roles | ||
Project Stakeholders | Roles of Stakeholders | Skills and Knowledge |
Robin Duke | Project Manager | Managerial skills, motivational skills and leadership |
Flora Grenade | Project Designer | Drawing capability, innovation, designing and creativity |
Duke Paterson | Tester and Coder | Coding skills, programming capabilities, critical analyst |
levora Radwanska | Financial representative | Financial knowledge, costing and share details, market analysis knowledge |
Roles and Responsibility of Project Members | ||||
Roles | Project Manager | Project Designer | Tester and Coder | Financial representative |
Key Responsibilities | The core or key responsibilities of a project manager are to operate all manageable operations within the project setup. This aspect will leads to the successful completion of the project. | The role of project designer is to prepare a useful platform or software interface (e.g. GUI) for the record keeping system for improving the system architecture of the RALS. The designer will maintain the software design of the interface. | The coders of RALS system are responsible for making the coding successful that will improve the computerized system of the organization. All the programs and codes will have to well programmed by the coder in order to maintain the client satisfaction. The software set up provided by the coder should meet all the requirements of the client. | The financial representative is one of the most effective members of the project. The accountant will systematically update all the details about the expenses that is being incurred within the RALS system. There are several elements, the price of which must be kept confidentially and should be maintained within a certain range. The financial manager maintains all of these aspects. |
Team Communications Location and Tim Arrangements of Meeting | |||
Objective of the Meeting | |||
Name of the Team: Private Group | |||
Date: 15th October Time: 1500 Hours Location: Central Auditorium | |||
Purpose of the Meeting: “Proposing the New Computerized Record Keeping System” | |||
Details about the Communication | Responsible person | Timings | |
Description about the meeting agendas | Project head of the meeting | 6 minutes | |
Plan of the concerned project | Manager of the project | 10 minutes | |
Discussion on the roles and responsibility of the project member s | Every team members | 14 minutes | |
Objective and goals setting | Manager of the project | 11 minutes | |
Assignment of task for each individual with the estimated time for each | Manager of the project | 11 minutes | |
Clarification of the doubts among all team members | Every team members | 20 minutes | |
Synopsis about the dos and don’ts involved within the project | Project head of the meeting | 5 minutes | |
Team Communications | |||
Information Sharing within the Communication Channel: Every project have several project communication channels within their structure. These communication channels can be classified as the follows- | |||
Communication Channels | Roles of Communication Channels | ||
Intranet | Intranet is being used within the structure of the RALS record keeping system in order to make the system more improvised. Internal communication can easily be done through the web-based portal that is provided by the intranet to RALS. Each queries related to the progress of the project can be easily monitored with the help of this web based portal. | ||
Head to head Communication | Head to head meeting of the project member leads to the clear and clarified communication process about any kind of problems regarding the project. This kind of communication process is not time consuming and can easily be adjusted with the packed up schedule of the project management. | ||
Mails | This is one of the effective and formal ways of communication between the project members. Project group communicates with each other with the help of this formal medium of communication that makes the problems cleared. This makes the communication process go smooth. | ||
Rules and Expectations of the Team: There are certain rules and expectations that are being used within the project management. These are explained as follows with the positive and negative impacts- | |||
Positive Effects | 1. The divided workload helps in improving the operating measures of the project. This will have a good impact on each individuals of the company. 2. Over thinking about the project topic will help the critical analysis about the project and it will resolve many problems about it. 3. Division of the workload will be helpful in doing the project work so brilliantly by the individually. Each member can bring their best out o them. 4. The group work helps in making the team for being socially accustomed. This aspect increases the impact of their social aspects. 5. The members are more dedicated than it is expected from them. | ||
Negative Effects | 1. The late coming of one person destroys the entire teamwork. In addition to this, this aspect also affects the team spirit. 2. Various kind of opinion affects the team spirit and makes team ineffective. Arguments and counter arguments are increased rather than the teamwork. 3. The increased argument increases the conflicting situations. 4. Many people within the project that are unable to understand the project process due lack of proper communication. 5. Chatting is increased rather than the work within the project. 6. It is hard to maintain a big amount of people than managing a small group of people. It is difficult to share and understand different opinion of each individual. | ||
Team Values | |||
Statement related to team values | Important aspect about the team values | ||
“Connecting the project goals and objectives” | Commitment for project from all the members | ||
“Knowledge sharing with individual members of the project” | Sharing of ideas impartially | ||
“Decision making based on correct logic” | Power development related to reasoning | ||
“Team work will be on high priority” | Team spirit | ||
“Simple and successful work culture” | Work culture | ||
“Core target of the project will be development of the project goals” | Developmental orientation | ||
“No wrong steps will be taken” | Absence of ego or dishonesty | ||
Codes of Ethics | |||
Statement: “Our aim is to provide our viewers a structured and quality program. We always try to show our team spirit within our work. In addition to this, we always try to show present the impartiality of our work within our program. There no tresses of dishonesty and ego in our work structure.” | |||
Rules and expectations: The project also has some rules and expectations to be related with the project goals and objectives. These aspects can be elaborated with the help of the following descriptions- | |||
Proper sharing of the task | All the tasks allocated for each project members of the project team must be distributed among all the project members equally in order to achieve the effective results. All the strengths of the individual members must have to utilize within the project structure. | ||
Effective workplace | It is very essential for the project to be successful that the work place should be perfect and fruitful for managing all the project related operations. This positive environment will be helpful to the employees for giving their best to the project. | ||
Respect for the individual opinions | Respect is one of the most effective aspects that must be carried out by each project member of the project. This will be helpful in completing the project successfully. | ||
Signatures of the Important Project Stakeholders | |||
Project Stakeholders | Signatures | ||
Robin Duke | Robin Duke | ||
Flora Grenade | Flora Grenade | ||
Duke Paterson | Duke Paterson | ||
levora Radwanska | levora Radwanska |
Events organized | Purpose of the project | Scribe | Organizer | Medium of Communication | Date of Status |
Preliminary Commitment | Combining the team members within the same page | All members of the team | Manager of the Project | Face to face meeting | 16th October, 2016 |
Reviewing the external agenda | Study of government policies | Coordinator of the Project | Regulators (External) | Mails | 12th October, 2016 |
Weekly basis Evaluation | Project Review of the progress till date | Stakeholders and Manager of Project | Team members | Intranet | 20th October, 2016 |
Review of the design | Study of Designing requirements of clients | Chief Designer | Quality management Process | Head to head meeting or Intranet | 15th October, 2016 |
Requirement of Coding | Creation of code | Quality Management Process | Tester and Coder | Requirements related to Data | 13th October, 2016 |
Integrating the codes and designs | Development of the code and completion of designs will leads to the project completion | Quality management Process | Coder and Designer | Result Sheets of Project | 20th October, 2016 |
List of Stakeholders and their importance in the project | |
List of Project Stakeholders | Important Roles |
Management Team of the Contract | These members of the pr0oject team manages the terms and conditions of the project contract. In addition to this, management of the negotiation is also the responsibility of this management team. |
Clients | Customers or clients are the part of the board. In addition to this, they can also be considered as the monetary supporter. |
Effective Regulators | There are several representatives those are involved in the project as the external project constraints. These can be the government bodies and other important stakeholders of the project team. |
Manger of the Project | Successful completion of the concerned project and important decision making related to the project are done with the help of the project manager. The scope and quality of the project is determined with the help of the project lead within the concerned project. |
Project Group | The assessment members of the concerned project of RALS should have to be active and effective performers while meeting their goals and objectives until the project is completed. It is the duty of the project group that it should meet all the demands of the concerned project. |
Testing and Management of Quality | This should be sure that if the project developed by the project lead and its concerned project members is successful enough. In addition to this, it should also be noted that the project is giving profitable results to the project members. |
Accounting and Budget Management | The accountant of the project should be responsible while managing the budget and other financial expenses of the project. This concerned perspective of the budget control helps the project to give effective results. |
Suppliers | Suppliers of the project are very important in case of managing the project accurately. |
Target Audience | Delivery Methods | Delivery Frequency | Responsible Person | Medium of Communication | Transferred Message |
Sponsor, manager, committee etc. | Report send to TA by mails | Daily | Project lead, coders | Formal set of papers with reports | Overview of the system that contains the goals, the objectives, scope and strategies for future of the project |
Local audience, project manager | Presentations | Monthly | Budgeters and sponsors | Report, demos and documents | Formation of strategies, budgeting, development of the technologies |
Committee related to task | Presentations | Monthly | Management team and project lead | Mails | Goals and objective selection, analysis of the project phases, core responsibilities of project |
Department admin | Presentations | Monthly | External regulators, project lead | Mails and training papers | Resolutions, strategies and responsibilities concerned with the project |
End users of the project | Report send to TA by mails | Daily | Coders and admin | Mails and training details | Forms of business process, access to those processes |
Article 1: “Project management office a knowledge broker in project-based organizations”
According to Pemsel and Wiewiora (2013), the researches done on the project management offices it is found that the PMO is highlighted as the knowledge brokers within the project management aspect. In spite of this, this literature is not providing the proper description about the brokering role of the project management within the project management perspective. This report is mainly focusing on the examination of the PMO’s function that relates the knowledge sharing. In addition to this, this report is also reflecting the relation between the knowledge sharing between seven organizations. The crucial contribution of this paper is among the project members that structures the PMO’s needs and aligns the objectives of PMO to the expectations of the project leads and project members.
Article 2: “Cultural Flexibility in ICT Projects: A New Perspective on Managing Diversity in Project Teams”
According to Bohm (2013), the project managers face many challenges ue to the international information and communication technology projects. These challenges are distributed among the intercultural teams. There are certain aspects that affects on the success of the ICT project management, these are intercultural teams, cultural differences and cross cultural differences among the project partners. These cross cultural and intercultural relationships are organized in order to manage the diversity among these project groups. The paper is critically reviewing about the existing approaches and concepts about the diversity and cultural difference management among ICT project management teams. This paper will be suggesting the diversified aspects that will be helpful in increasing the flexibility and efficiency of the project. All of these aspects will be helpful in identifying the future perspectives of the project.
Article 3: “The management of project management: A conceptual framework for project governance”
According to Too and Weaver (2014), it is clear that there must be a strong relation between the outputs and business strategies or the concerned project. This aspect means that the organizational project management needs to be aligned with the business strategies and their organizational values in comparison with the competitive market trends. This concerned literature is elaborating about the governance other important policies for the project management.
The list of activities that are incorporated within the project structure is elaborated within the project closure checklist.
Steps | Actions implemented within project | Checks |
1 | Assembly of the team members with proper task allocation to them | Yes |
2 | Evaluation of the work from the team members | Yes |
3 | Development of the strategies and plans | Yes |
4 | Iterative analysis of the cost factors | Yes |
5 | Completion and programming of the software | Yes |
6 | Integration and coding of design | Yes |
7 | Updating of the client requirements | Yes |
8 | Feedback collection from the viewers | Yes |
This project of RALS record keeping system can be evaluated with the help of the following four aspects. These aspects are Relevancy, efficiency, sustainability and effectiveness.
Project Evaluation | |||
Relevancy | Effectiveness | Efficiency | Sustainability |
This project of RALS record keeping system is capable of meeting all the demands of the project. | This project is effective in reducing the dependence on the volunteers. | Benefit and cost analysis of the project helps to make it more efficient. | The plan of the project is very much useful in meeting all demands of their customers. |
Leadership qualities are one of the most effective and trending advantages that leads to the success of any project. This aspect keep motivating every individual members of the project management team. In contrast with the this project of RALS I have learned that the a proper leadership strategies and other important aspect about the project will be helpful in evaluating the impact of the leader on the project goals and objectives. I found that this project is mainly focusing on the process and details that should be maintained within the project structure that will be helpful in our understanding about ICT project management. In contrast with concerned scenario of ICT project management, I have already developed the leadership qualities within me to resist the problems and other challenges that I might be facing in upcoming project ICT project-management programs in my college premises.
In concerned with the ICT project management context within this project report, I also have learned how to maintain the integrity among the project groups. In contrast with my experience on the ICT project management, it is found that there were the conflicts within my project group about the date and timing details of the starting of the project. It took me almost five hours to understand and sought it out. This leads to the resolution process of the problem. I took the decision with the help of the decision-making skills I have learned from the concerned literature review. I have realized the roles and responsibility of the project manager within this project. All of these aspects guided me in finding not only the reason behind the problems and conflicts but also I realized the core responsibilities of a project manager within any project management context.
In addition to all of these above mentioned aspect I have found that skills, knowledge and positive environment is very important in order to maintain a project properly. This aspect will be helpful in making the project successful and committed with its core objectives and goals.
Hence, I have learned all the important aspect that is mandatory in gaining the success of the project. The RALS record keeping system has guided me in finding the solution of ICT project management issues within the project group. The core responsibility of the ICT project management is clearly understood by me in concerned with the RALS record keeping project. This project has given me a clear overview about the ICT project management objectives in order to combat all challenges within the project group. The knowledge sharing and skill development of the team leader is very much important in order to maintain the success during the project development. In contrast with the scenario of ICT project management it is found that leader is most important element in the project and it leads all the challenges and success that one project development faces.
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