Riverina Agriculture And Lifestyle Show Essay

Question:

Discuss about the Report for Riverina Agriculture and Lifestyle Show.

Answer:

Name of the Project

Globex: RALS Rostering System

Details of Project Team

Globex: RALS Rostering System

Role of Team Members

Name of Team Member

Preferred means of Contact

Contact Details

Implementation steering committee

ZA

Email communication would be the ideal mean of communication or contact for team members. However, team members can also reached out on their telephone for high priority work/issues. Telephone can also be preferred for urgent works. Communication can also be carried by face to face meetings as per convenience.

ZA@globex.com

Project Sponsor

XY

Email communication would be the ideal mean of communication or contact for team members. However, team members can also reached out on their telephone for high priority work/issues. Telephone can also be preferred for urgent works.

XY@globex.com

Consultant team leads

DI

Email communication would be the ideal mean of communication or contact for team members. However, team members can also reached out on their telephone for high priority work/issues. Telephone can also be preferred for urgent works.

DI@globex.com

Project Director

CQ

Email communication would be the ideal mean of communication or contact for team members. However, team members can also reached out on their telephone for high priority work/issues. Telephone can also be preferred for urgent works.

CQ@globex.com

Work Teams

FM

Email communication would be the ideal mean of communication or contact for team members. However, team members can also reached out on their telephone for high priority work/issues. Telephone can also be preferred for urgent works.

FM@globex.com

Team Leads

EO

Email communication would be the ideal mean of communication or contact for team members. However, team members can also reached out on their telephone for high priority work/issues. Telephone can also be preferred for urgent works. Communication can also be carried by face to face meetings as per convenience.

EO@globex.com


Project Description and its Overview

Riverina Agriculture & Lifestyle Show (RALS ) was started in 2000. Since its inception, this event is organized by BT and Sons Farming Equipment every year in November. Among other purpose, this event is primarily organized to introduce the latest farming equipment, management techniques, and business operations to the farmers, other professionals and companies involved into the farming business. With its planning every year, they have been making some improvements and progress every year. These changes are managed by its board. To manage an event of such a large scale, they need to recruit volunteers in high numbers who are very essential to the success of Riverina Agriculture & Lifestyle Show. Recruitment and management of volunteers are taken care by Globex. The funds collected through the event are transferred to Indigenous Community of Volunteers or ICV, who offers its assistance providing them with the volunteers. Complete process and operations of the event are looked after by its volunteers. Volunteer management and assigning them with the tasks and responsibility was managed by the staffs of Globex through manual system. But, now with the increases scale of RALS, they find it difficult to manage this with their existing manual system. They are facing several issues in managing the event due to its time taking and slow manual system. Globex has now decided to shift to an automated system for the same, which would be far more intelligent and fast then their existing system. This will not only reduce their work load but will also help them save time and money in long term. For this purpose they have approached Virtucon to develop a Rostering system for them. New system that is being developed will store all information and data, and it will process all backend work for the appointment of volunteers. It will also help allot work and responsibility to the volunteers. (Horine & Francis, 2016)

Team Charter

Skills, Inventory, Knowledge, Responsibilities and Roles

Name of Team Member

Role of Team Member

Requisite Skill Set

Responsibilities

ZA

Implementation steering committee

They need to have good and quick decision making skills. Negotiation abilities along with good Communication skills at the higher level especially where stakeholders are involved. Managerial abilities along with basic technical knowledge on minute project components.

· Taking approvals as and when needed

· Problem solving abilities and decision making

· Laying out best in the class practices with applicable guidelines

XY

Project Sponsor

They need to have good and quick decision making skills. Negotiation abilities along with good Communication skills. They also need to have managerial capabilities together and technical information needed for project’s components.

· It’s their job to make sure that all decisions are taken without any delay and in efficient manner.

· They would prepare strategic alignment as well as associated planning

DI

Consultant team leads

Hands-on experience and In-depth knowledge in the subject’s area that they need to deal with.

· Helping others in creating a plan for the given project.

· Assistance & guidelines in setting up the system.

· Creation of prototypes.

· Testing and analysing of the prototypes.

· Reporting any bugs, if found, in the system.

CQ

Project Director

Ability to handle their the team well and team Coordination skills. Apart from this, quick decision making skills. Negotiation abilities along with good Communication skills at the higher level especially where stakeholders are involved. Managerial abilities along with basic technical knowledge on minute project components.

· Communication and Coordination with internal resources, involved in the project.

· Managing and coordinating entire project activities.

· Coordination as well as Management of every project activities.

FM

Work Teams

Technical expertise as well as coordination skills, in the given subject. They also need to have communication and reporting skills.

· Reporting of overall work status as well as of individual stats

· Completion of all tasks that have been allotted to managers as well as team leads.

EO

Team Leads

Good managerial skills along with excellent communication skills which would help them motivate & guide their team members. They also need to have excellent technical knowhow of the project

· Motivate the team members and make sure that they perform they tasks efficiently and achieve their goals

· Developing & deliver the training.

· Allocation of responsibilities and tasks to all the team members as well as define the tasks of management of the complete project.


Team Communication

A. Team meeting

Rules of Participation:

1. Every team member who have been invited for the meeting needs to acknowledge the receipt and its acceptance to attend for the meeting through proper pre-defined means

2. Any member who has been invited but won’t be able to attend the team meeting should acknowledge, express their inability to attend this as well as provide the reason for not being able to attend the same.

3. The discussion on issues should be carried politely among the facilitators and all team members.

4. There should not be any bias or preferences while decision making.

Rules of Communication:

1. Meeting agenda should be sent at least three days in advance. There should also be the coordination of meeting carried through emails.

2. The minutes of the meeting should be circulated right after the meeting to all of its attendees.

Rules of Problem-Solving:

1. The summarized viewpoints should be drawn amicably

2. Coordinator and facilitator are required to make notes of the point put forward by each team member.

Decision Making Rules:

1. Coordinator and facilitator are required to make notes of the point put forward by each team member.

2. The summarized viewpoints shall be prepared and a decision made by consolidating all of these viewpoints would then be drawn.

The ground rules for conflict-handling include:

1. Coordinator and facilitator are required to make notes of the point put forward by each team member.

2. The summarized viewpoints shall be prepared and a decision made by consolidating these viewpoints would then be drawn.

B. Meeting guidelines.

1. Meetings should be conducted every day at around 10 am

2. Invite for the team meeting should be sent to the team leads in advance every day.

3. Agenda of the meeting is prepared by the company director and consultants. The work teams would prepare the meeting’s minutes and circulates it to everyone present at the meeting.

C. Meeting procedures.

1. It should be ensured that all the members and parties involved are before the starting of the meeting.

2. There would be a small Q & A session before the meeting is concluded (Dds, 2016)

D. Code of Conduct

1. Meeting must be attended by everyone who are party to the project and are invited.

2. Uses of mobile phones & PDAs are not allowed as basic etiquette. Hence these should either be switched off before the meeting starts.


Learning Cycles

Facilitator/Organizer

Sharing of the meeting’s agenda with everyone who is expected to attend the meeting.
Include all necessary discussion areas and comments for the meeting according to the employee’s feedback.
All activities involving decision making along with the resolution of all problems and issues already reported.

Scribe

Actively participate in meetings basis the meeting agenda and pre-preparation of active discussion’s points and plausible solutions.
Make efforts to make discussions even more productive and interactive to provide constructive and applicable feedback.

Communication Plan

Information

Receiver

Sender

Medium of Sharing

Location

Frequency

Charter Document

Project Sponsor & Implementation Steering Committee

Project Director

The report be sent to the e-mail of the receiver

A SharePoint location would be dedicated to the project. It will also have the access set up for all of the stakeholders to felicitate file access and sharing

It’s a onetime document which will be sent once the initiation phase for the project is over

Project Progress Report

Project Director

Team Leads & Consultant

The report be sent to the e-mail of the receiver

A SharePoint location would be dedicated to the project. It will also have the access set up for all of the stakeholders to felicitate file access and sharing

It will be sent every week after the the consultant team’s leads review

Implementation Plan

Project Director and Project Sponsor

Implementation Steering Committee

The report be sent to the e-mail of the receiver

A SharePoint location would be dedicated to the project. It will also have the access set up for all of the stakeholders to felicitate file access and sharing

It’s a onetime document which will be sent once the development phase for the project is over

Closure Report

Project Sponsor & Implementation Steering Committee

Project Director

The report be sent to the e-mail of the receiver

A SharePoint location would be dedicated to the project. It will also have the access set up for all of the stakeholders to felicitate file access and sharing

It’s a onetime document which will be sent once the closure phase for the project is over

Project Plan

Project Sponsor & Implementation Steering Committee

Project Director

The report be sent to the e-mail of the receiver

A SharePoint location would be dedicated to the project. It will also have the access set up for all of the stakeholders to felicitate file access and sharing

It’s a onetime document which will be sent once the planning phase for the project is over

Closure Checklist

Ensure that all the deliverables are handed over as well as receipt acknowledgement is received from all parties
The final project completion/ closure report is prepared, checked as well as submitted
All financial processes or transactions related to the project are completed
The monitoring and review activities with the review report are completed
Evaluation of all staff members is done and their corresponding reports are prepared & submitted
The contracts associated with all third party vendors and the suppliers are submitted according to the deadline
The announcement of the project completion is done externally and internally
The materials and equipment related to the project are disposed of (OpenLearn, 2016)

Project Evaluation Outline

The evaluation of the project will be carried in the Project Closure and Project Control phases to understand and to ensure that all the project activities are carried over and all deliverables and expectations from the project are met with as per the desired level of quality.

MOV or The Management of Value of the project would be assessed through following:

Impact calculation on the critical areas related with the project. These critical areas include strategy, financial and organization. Also, comparison of these with the estimated impact order is produced

Value created assessment through the project’s activities and comparison of these with the estimated impact order is produced

Targets achieved by the project is calculated and comparison is carried of the same with targets estimated for each stakeholder related to the project

Changes measurement brought about by the and its comparison with the its estimated values set

The estimated outcomes in terms of target, changes, value and impacts will be compared with the existing system, which will be recorded & presented in the desired and pre-defined form & the results would be documented to understand and figure out the project’s MOV.

Reflection

The teams as well the individual involve d, acquired great knowledge and skills set as well as newer details related to the review, monitoring, evaluation and closure phases involved in this project. Along with this, It also helped the team to understand the significance & importance of these activities. They could also understand the extent of damage faulty execution or absence of any of this intermediate execution might cause. The learning of the team was excellent due to very able leadership and management involved into this project right from the very beginning till the end.

Required Set of Skills for ICT Project Manager

ICT Project Manager needs to have a certain skill sets which are required for them to manage the project that they are responsible for. Communication and negotiation skills would be the top skill that an ICT Project Manager need to possess. Communication is the main activity and necessity which is involved in project operations. It is very important for the progress of the project activities as well as for its maintenance in the healthy environment. The managers need to also have the leadership qualities. They also need to be proficient with the latest automated management tools like those for the reporting, resource management, resource tracking and many others. The manager should also be technically sound with complex technical tasks to understand the details that are part of the project so that he can guide the team members properly with on the approach which must be followed by their team and all of its members. Ethical regulations and compliance as well as legal policies awareness of the same is also must for any Project Manager. It is the duty of the manager to ensure that all resources follow appropriate ethical practices during the complete project life cycle. Project manager should lead by example for the others.

References

Tilkin, G. & Biesen, A. (2016). Project Evaluation. Retrieved 3 October 2016, from

Small, K. (2016). Project Evaluation. Retrieved 3 October 2016, from

OpenLearn,. (2016). Completing the project. Retrieved 3 October 2016, from

Mmu,. (2016). A checklist for project managers. Retrieved 3 October 2016, from

Miller, S. (2008). Overview of Measurable Organizational Value (MOV) ?€“ Sheep Guarding Llama. Sheepguardingllama.com. Retrieved 3 October 2016, from

Ifrc,. (2016). Project/programme monitoring and evaluation (M&E) guide. Retrieved 3 October 2016, from

Francis, D. & Horine, G. (2016). The Purpose of the Project Charter | PMP Exam Cram: Project Initiation | Pearson IT Certification. Pearsonitcertification.com. Retrieved 3 October 2016, from

Dds,. (2016). Meeting Rules. Retrieved 3 October 2016, from

Annotated Bibliography

Ifrc, (2016). Project/programme monitoring and evaluation (M&E) guide. [online] Available at: [Accessed 1 Oct. 2016].

This resource page is a guide, which is developed by IFRC. This is mainly for the evaluation and monitoring of the projects. It explains all of the major steps which are needed in the evaluation and monitoring. All explanations are along with the required examples and relevant figures. The writing style is concise and is clear. These helps the readers understand the topics with much ease.

Tilkin, G. and Biesen, A. (2016). Project Evaluation. [online] Available at: [Accessed 1 Oct. 2016].

This resource page is a presentation which brings forward and explains clearly the different components, involved in the project evaluation process. It covers the evaluation process’s aims along with the role of external and internal, implementation changes and different others.

Small, K. (2016). Project Evaluation. [online] Available at: [Accessed 1 Oct. 2016].

This resource page is a white paper which showcases all important and required elements associated with the project evaluation. Topics like cost benefit measurement, benefit analysis, external issues and costs that emerge because of the extended decision making in the evaluation procedure.

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