ITC505 ICT Project Management For Communication Plan

Question

Task

You are to complete the following tasks based on the discussions and learnings from meetings held with your assigned team.

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.

Note: Roles should be rotated for each meeting and assigned so that everyone on the team has equal responsibility.

Using peer learning and reflections, document your understanding of the project at this point in time in a table format.

Note: it is likely at this early stage of the project that you will write down very few facts. You will have a few more assumptions and probably a larger list of questions to be answered. Seek answers to your questions, and show the iteration of learning cycles as you gain a deeper understanding.

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

Write a brief reflection of your team work experience in this subject. To guide your reflection you should address the following questions:

How did your experience compare to your understanding of the leadership qualities required to successfully lead a project?
Based on your experience, what are necessary techniques, skills, methods and ICT project manager requires in the IT profession?

Answer

Part One : Project Name / Team / Description

Project Name:

RALS Rostering System

Team Name:

Virtucon Experts

Members:

Student’s Full name, Contact Number, e-mail ID

John Elder, 6789100243, [email protected]

Rohan Bopana, 9786346578, rohan,[email protected]

Project Description:

The project is about developing a software based system which can overcome the manual entry system management being handled by Globex employees who are willing to participate as volunteers for the Riverina Agriculture and Lifestyle Show (RALS). The system must be capable of maintaining the various data related to the volunteers.

yle="text-align: justify;">Team Charter

Technical Knowledge

The team members with different knowledge base of logic and software development, first aid, working method with children etc. can contribute to the project.

Communication Skill

The team members with good skill of negotiation, effective communication and mass addressing character can contribute to the project.

Leadership Skill

The team members with different leadership skills like autocratic, participative, transactional and transformational can contribute to the project (Johnson, 2017).

Roles and Responsibilities

All members shall play the roles every week with rotation basis, for the first week the responsibilities shall be:

Student: coordinate among the key stakeholders

John Elder: shall organize all meetings for data collection

Rohan Bopana: compile the data in software as per desired format

Team Communications

The team must meet twice in a week on Monday and Thursday at Student’s Name’s room.

In between the physical meeting days, the team members can connect with each other by mobile or e-mail and share a daily report with Student’s Name for further coordination.

Team Rules & Expectations

The overall goal of the team ‘Virtucon Experts’ is to resolve the issues being faced by the volunteers. I personally had a great experience working in his team, so we all are aligned and matured enough to understand other team member’s requirement. Still the below factors must be kept in mind while working on the project:

Team Value (Edwards, 2005): our team must maintain below values to get the positive outcome of our project:

All team members should listening with open mind

All members should share their knowledge for the beneficial of project

Members should share all information which can impact the project

All members should behave as a responsible person

All should approach towards achieving continuous improvement culture

Integrity should be maintained

Members should maintain their positive attitude at all condition

Last but most important, there should not be any ego among each other

Code of Ethics (Pilot, 2008):

We all must share the correct information related to project with each other and should maintain s healthy working environment by not blaming to each other under any circumstances. We all shall work as a cohesive group and misunderstandings should be cleared at the time of arising. We must be honest to our work and project.

Rules and Expectations:

Below rules must be abided by all team members:

Members need to take decision after discussing with each other

In case of arising of conflict, we all need to meet physically even before our scheduled meeting time

All members should be present in meeting, if someone wants to skip should notice one day in advance

All members need to contribute and such list shall be discussed in Monday meeting and stock taking will happen in Thursday meeting

Signature: _____________ Signature: _____________ Signature: _________

Student’s Name John Elder Rohan Bopana

Part Two : Learning Cycles

Team Roles

Table 1: Role roster of team ‘Virtucon Experts’

Role	Week 1		Week 2		Week 3
Role	Monday	Thursday	Monday	Thursday	Monday	Thursday
Organizer	Student	Student	John	John	Rohan	Rohan
Scribe	John	John	Rohan	Rohan	Student	Student

Our team must follow the above documented (refer table 1) roster as agreed in the team charter and all should get the equal work load, so accordingly every week one member is kept for bridging the gap of other two members and support in case of any emergency leave of any other team member.

Team Learning Record

After reviewing the case project content, our team is required to develop a tabular document to ensure all the scope of work and constraints are properly written. The table is prepared with reference to the sample provided (Marchewka, 2003).

Table 2: Virtucon Expert’s learning record

Facts	Assumptions	Questions
Manual entry regarding the information and updating of record system need to be remained same for the work	All volunteers interest for their respective fields has adequate knowledge about the subject	Are the volunteers associated with other similar organizations too. This is required to access the availability of the volunteers at the time of crisis.
The report for setting the roster should be generated automatically	The data provided by the volunteers are true and are not required to be cross checked	Will the volunteers bring their own tools required for the service or Globex need to arrange the same
Collection of data from volunteers is required to be done	The time slot agreed and authorized for the volunteers for their service is always adhered by them	What actions can be taken if some volunteer miss the time slot provided for delivering their service and how to continue the job without them
Document volunteer’s fields of interest for proper distribution of work	The meals during their service hours shall be provided by RALS	What if RALS is unable to provide food during service hours and the break time for the volunteers needs to be decided.

Action Plan

As per the above found details of the project, the action plan is required to be developed in below format for capturing the possible roles shall be defined to fix our responsibilities and provide the document to RALS organizer Globex about our action plan (Marchewka, 2003).

Table 3: Action plan for our team

Action	By whom	Deadline
Collect the requirement and expectations of volunteers from the system	Student’s Name	September 15, 2017
Collect and document the volunteer’s area of interest	Rohan Bopana	September 15, 2017
Collect and document the volunteer’s area of expertise	Rohan Bopana	September 15, 2017
Collect and document the area or subject in which volunteers gathered certification	Rohan Bopana	September 15, 2017
Collect and document the time of availability of volunteer for the service	John Elder	September 15, 2017
Collect other miscellaneous data for entering in the system	John Elder	September 22, 2017
Document the requirement list and time of the RALS’s functions which are required to be performed by the volunteers	John Elder	September 22, 2017
Coordinate among all team members	Student’s Name	Throughout the project

Part Three: Communication Plan

This portion of the documentation is required to be developed for maintaining effective communication and efficiently between all the stakeholders (Board of Regents of the University of Wisconsin System, 2006).

Table 4: Communication plan for ‘RALS Rostering System’

Stakeholder	Position	Information to be shared	Frequency of information exchange	Location of information exchange	Purpose of exchanging information	Mechanism for exchanging information
CEO, Globex	Sponsor	All reports related to schedule and cost impacts	Every fortnight	Central Meeting hall & E-mail	Help in taking proactive actions in case of any ambiguity	Formal Written & Formal Verbal
CEO, Virtucon Consultancy	Owner of Virtucon		Every fortnight
RALS management group	Top management		Weekly
Volunteers	Volunteers	Progress status report, except cost report	Twice in a week	Site meeting room & E-mail	To keep them informed about the expectations from them	Informal Written, Formal written & Informal Verbal
Student’s Name	Project Manager	All sorts of daily report including issues and response plan	Daily	Site meeting room, E-mail & phone	To be updated and raise flag whenever required to	Informal written & Informal verbal
John Elder	Team member
Rohan Bopana	Team Member

Part Four : Reflection

To successfully lead a project, the Project Manager should have the leadership qualities like good communicator, good ability to delegate the work among the team in such a manner that all the team members share equal work load, has a team building characteristic and problem solver (Barry, 2017). So all the above capabilities of being good project manager or leader are present in current project manager too and is equally competent to act properly in the team and take the whole team along and at the same time maintains the ethical values, progress rate and transparency level in the project processes and documentation.

A successful project manager of IT profession required to have many leadership skills and techniques to take out the best result from the team members and generate good pace of progress along with the quality of work and attain staff satisfaction level to its best. For achieving such result the ICT project manager should have should have the adequate professional skills like positive attitude, set an example for others to follow, be demanding and respect team members equally, always keep by the words along with the technical skills with depth knowledge of IT operations and project management (Murch, 2000). The successful ICT project manager should also be confident enough to take any decision along with the flexibility to learn from the team and take decision after proper analysis of the comments received from the team.

References

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

Board of Regents of the University of Wisconsin System. (2006, February 1). Stage 3: Plan the Project. Retrieved September 4, 2017, from https://pma.doit.wisc.edu: https://pma.doit.wisc.edu/plan/3-1/what.html

Edwards, M. (2005). Teamwork : The Ten Values of Excellent Teams. Retrieved September 4, 2017, from Leader Values: https://www.leader-values.com/article.php?aid=727

Johnson, R. (2017). 5 Different Types of Leadership Styles. Retrieved September 1, 2017, from Hearst Newspapers: https://smallbusiness.chron.com/5-different-types-leadership-styles-17584.html

Marchewka, J. (2003). Information technology project management: Providing measurable. New Jersey: John Wiley & Sons.

Murch, R. (2000). Project Management: Best Practices for IT Professionals. Prentice Hall [ISBN: 0130219142].

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

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