ITC505 ICT Project Management- Learning Cycles
Questions
Part One: Project Name / Team / Description
Working as a team you are to
Agree on a suitable team name, list all team members and provide their contact details in a professional looking document.
Provide an overview of the project on which you are working.
Complete a project description. This should be written clearly and concisely so that anyone unfamiliar with the project can fully understand the objectives.
Team Charter
After your team agreed on a team name and identified all of the contact details of your team members, address the following points and present them in a professional looking document:
- Skills and Knowledge Inventory – List the specific knowledge and / or skills that each team member can contribute to the project. This could be technical knowledge, communication or leadership skills.
- Roles and Responsibilities – Define roles and responsibilities for each team member. This can be defined for entire project or can be shared or even rotated.
- Team Communications
- Meeting Times & Location – Agree on mutually convenient times and location to convene to work on the case assignments.
- Define how the team will communicate with each other and share information. Also specify how meetings will be documented and where subsequent resources will be stored for ease of access.
- Team Rules & Expectations
- Discuss your previous experiences of working in teams, both positive and negative. What is the overall team goal?
- Team Values – Discuss as a team what values are important. Develop a statement or itemised list that summarises these values.
- Code of Ethics – Based on your team values, create a statement that summarises a code of ethics to guide your teams ethical behaviour.
- Rules and Expectations – Build a set of rules and expectation that all members of the team shall abide by. Consider team decisions, conflict, absence from meetings, and an individual’s lack of contribution for example.
- Signatures – Get each member of the team to sign the team charter. This will indicate an understanding and agreement to the rules and expectations as specified in the points above.
Part Two: Learning Cycles
Learning cycles give structure to your team meetings and accountability for when you and your team work outside of the meeting schedule
Firstly, prior to your next meeting, assign roles to the team. There should only be two central roles – the organiser and the scribe:
Organiser – organises the meeting by writing down the team’s ideas and then distributes them to the team for feedback.
Scribe – documents the ideas and action points going forward.
Part Three: Communication Plan
As a team, brainstorm and identify all stakeholders to the project. Then individually, develop an appropriate communication plan.
Part Four: Reflection
Answers
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
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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
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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.
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Team Communications |
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Meeting Times & Location |
Team members shall not meet for more than an hour for meeting, 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 | ||
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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. | ||
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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
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Team Rules & Expectations |
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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. | ||
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Goal of team |
Fulfill all expectations of the stakeholders along with completing the system development project as per schedule | ||
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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). | ||
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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 | ||
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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.
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Signature |
Signature |
Signature | |
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Name of Student No. 2 |
Name of Student No. 1 |
Name of Student No. 3 | |
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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):
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Known Facts about the project |
Facts which can be assumed regarding project |
Few unknown facts about the project |
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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 |
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RALS organizes the show every year in November for three days |
The volunteers shall provide true and honest data to enter in the system so that no verification is required to be done |
The requirement information need to be finalized before the start of the project |
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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 |
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Cash reserve is required to be kept aside to tackle with the unforeseen situations |
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Few unknown facts about the project |
Action plan to make the unknowns known |
By whom? |
By when? |
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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 |
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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 |
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Proper risk assessment is required to be done for assessing the threats and opportunities involved in the project |
Risk identification, assessment, analyze, ranking and finally the response plan according to the ranks obtained need to be developed for proper assessment of the project |
Need to involve all stakeholders |
After the initiation stage and stakeholder identification |
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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):
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Who (Stakeholders) |
What (Information / report) |
When (Frequency) |
Where (Location of information sharing) |
Why (purpose of sharing) |
How (Media of information sharing) |
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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 |
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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 |
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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 |
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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 |
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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 |
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RALS |
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 |
RALS meeting room or Globex central conference room |
Being the end users of the system, always need to receive comments on the development process |
E-mail, presentation, softcopy and hardcopy |
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Customers |
Advertisements of the new technologies developed to increase the efficiency of the crops |
As per the development 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 advertisements, 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 https://www.amanet.org: https://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
Template. (2017). 8+ Project Management Communication Plan Templates. Retrieved September 8, 2017, from www.template.net: https://www.template.net/business/plan-templates/project-management-communication-plan-template/
Tracy, B. (2017). What Makes a Good Leader? Simple Ways to Improve Your Management Skills. Retrieved September 8, 2017, from Brian Tracy International: https://www.briantracy.com/blog/business-success/management-skills-what-makes-a-good-leader/
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