Project management - Charter

RESEARCH PROJECT

Online Stud Farm Management System (OSFMS) ;

a case study of Globex corp

11574186 Chethani Hewa Sahabanduge

[email protected]

Part One

Project Name: Online Stud Farm Management System (OSFMS)

Team Name: BUSINESS MANAGERS  

S. No	Team Member	Contact Number	Email	Role
11574186	Chethani Hewa Sahabanduge	451988050	[email protected]	Project Manager
11652821	Yasintha Amarasekara	0404811686	[email protected]	Project Team Member.
11605608	H.W.Amila Shayaman	0452191231	[email protected]	Project Sponsor
11634820	Chamod Ranasinghe	431833752	[email protected]	Business Analyst

1. PROJECT OVERVIEW – (Individual Work)

Over the last few years, the stud farms in rural communities have developed rapidly in NSW. These stud farms ensure the maintenance of true parentage and provide breeding services. Many stud farmers use manual system for booking, and servises are booked by phone or e-mail and hard copies are recorded in the diaries or spreadsheet. Breeding registration studies have also been recorded in these farms which meet Australian and international standards. In order to increase the efficiency and accuracy of existing manual systems, Globex decided to invest in the Online Stud Farm management system (OSFMS) to sell to existing and potential customers. Globex has determined that this online system will have potential customers of New South Wales and other rural stud farms in Australia. Globex has contacted Virtucon on the basis of its long term cooperation.

2. PROJECT DESCRIPTION & OBJECTIVES – Individual work

As Globex is a long-term client of Virtucon, Globex has contract with Vitucon to manage the development of a new online stud farm system. The Globex OSFMS will develop in-house and will do its best to reduce costs while providing all the project requirements, to provide timely solutions.

· General objective

i. An online booking system, so that breeders can book and pay for seasons/services online.

· Specific objectives

a. Enable breeders to make bookings and payments from any online platform and mobile device through the OSFMS.

b. Breeder's details, stud details, payments and a range of reports should be generated by the system.

3. TEAM CHARTER – Team Work

Team Members	Role	Skills and Knowledge Inventory
Chethani Hewa Sahabanduge	Project Manager	Ensures that project plans are developed Primarily manages and leads the team members of dealing with the project Decides on appropriate methods used during the entire project. The manager assigns duties to other project members.
Yasintha Amarasekara	Project Team Member.	This member ensures to contribute to the objectives of the project. Throughout the project, this member provides expertise to the team. Team member is required to document the whole process of the project.
H.W.Amila Shayaman	Project Sponsor	The sponsor is responsible for the approval of all changes that are made within the project. The sponsor basically sponsors the project.
Chamod Ranasinghe	Business Analyst	Provide relevant information that relates to business Business Analyst does the verification to identify if the project meets the required standards. The analyst is responsible to assess the solutions provided in order to give validation of the objectives.

4. Team Communications : Team Work

Communication Type	Frequency / Time	Location	E-Mails and Document Storage location
Face-to-face meeting Video conferencing meeting Audio conferencing meeting	Meeting will be held at intervals of one week	In normal meetings of face-to-face, the meetings will be held at the institutions Video and audio conferencing meetings will be held anywhere as long as the team member is present in the conferencing.	The team will have a single WhatsApp group where all relevant information will be posted and any queries raised in the same group. Audio and video conferencing will also be a better way to make communications with the team members. In all meetings, minutes will be taken by the secretary and presented in the following meeting. This particularly helps document and keep clear records of the meetings.

5. Team Rules & Expectations 

Individual Work

Teams tend to be the best way for individual to achieve better results. Though similarly, teams are consequently accompanied by both negative and positive challenges. Team work is often accompanied by numerous advantages. Positively, team creates an atmosphere that is conducive to all members of the team and hence propelling and supporting them towards achieving the set objectives of the project. Teams ensure that the abilities of each and every member are put to use. Through this, they work together and eventually become so resourceful to the accomplishment of the project. Despite the advantages that accompany teams, there are often negative factors from it. From my experience, ego constantly leads to conflict and resentments within the group especially when individuals cannot leave their egos aside. Members hence become so unwilling to share within the group and therefore failure is bound.

The overall team goals should always aim to achieve the set objectives and make use of all individuals belonging to the team without any sort of discrimination. Through my experience of working with teams, I have come to learn that, every member of the team is equally important as the team managers and others. Not a single member should be left out at all cost. Objectives and set goal are better and enormously achieved when individuals come together with understanding.

Team Work

· Team Values – Honesty, Working Habits, Excellence, Team Work

· Code of Ethics – we shall work together as on in honesty and at all times we shall ensure proper working habits, excellence and embrace team work.

· Rules and Expectations

· Each and every member shall be responsible for achieving the set objectives of the team.

· Respect shall always remain paramount amongst all group members.

· Individual disagreements shall not interfere with the group’s collaborative decisions.

· All communications regarding the group shall always be made open and honest.

· Before making conclusions, proper and adequate clarifications shall be made.

· Signatures Date

Chethani Sahabanduge 26/04/2018

Yasintha Amarasekara 26/04/2018

H.W.Amila Shayaman 26/04/2018

Chamod Ranasinghe 26/04/2018

Part Two: 1. Learning Cycles – Team Work

Role		Date/Time& Attendees
Organizer (Chethani Hewa, Project Manager)	The manager should counter check that the project is completely developed and assign duties to other member as well as making decisions on the methods to be used in the project.	19 March 2018 week 1
Scribe	· Ensures that project plans are developed · Decides on appropriate methods used during the entire project. · Assigns duties to other project members.
Outcome of the meeting: the meeting was adjourned and the manage was able to counter check the project plan, through members of the team, the manager decided on the most appropriate methods to be used during the entire time of the project. In the meeting, members of the team were assigned different duties which all members agreed to.

Meeting 2

Role		Date/Time& Attendees
Organizer (Project Team Member. )	The member organized a meeting to identify through which all members of the team would provide their required expertise and how they would document the entire process of the project.	05 April, 2018 week 3
Scribe	· Member provides expertise to the team. · Member is required to document the whole process of the project
Outcome of the meeting: In the meeting, it was concluded that all member will bring forward their expertise that would help achieve the set objectives of the project and it was also agreed by all members that the whole process of the project shall be documented by each member of the team.

Meeting 3

Role		Date/Time& Attendees
Organizer (Business Analyst)	The business analyst organized a meeting to provide all relevant information that accompanies the project, to give clarification to the team members that the project meets the required standards and validate the project objectives with the help of team members.	19 April, 2018 Week 5
Scribe	· Provide relevant information that relates to business · Does the verification to identify if the project meets the required standards. · Responsible to assess the solutions provided in order to give validation of the objectives.
Outcome of the meeting: With the conclusion of the meeting, an agreement was reached to show that the project had met the required standards and all the project objectives were validated.

 2. Team Learning Record – Individual

What we know (Facts)	What we think we know (Assumptions)	What we don’t know (Questions to be Answered)
Online management system can greatly influence an error free service.	Bookings that take over the phone or email directly store in a data base .
Online management system can influence customer satisfaction.
	There is a customer service officer to take bookings over phone or email.

Learning Cycle

Part Three: Communication Plan – Team Work

Stakeholder name	Information to be shared	Frequency of information exchange	Location of information exchange	Purpose of communication	Mechanism for communication Hardcopy, pdf, ppt, word, email, etc
Who	What	When	Where	Why	How
Project manager	Project reviews	2 weeks	Virtucon office	To identify ways of meeting customer satisfaction.	Email
Globex corp	Data collection	3 weeks	Wagga wagga Office	To collect data required to accomplish the objectives of the project.	Ppt
Project team member	Overall project review	1 month	Virtucon office	To inquire more on online management system.	Pdf
Business managers	The project proceedings.	4 days	Virtucon conference room	To inquire more information to be included in the project.	Hardcopy
Project sponsor	Produce a financial report	1 week	Virtucon office	To keep track on financial usage.	Word

Part Four: Reflection – Individual Work

· Professionally communicated reflection with detailed reference to all specified areas)

· How did your experience compare to your understanding of the leadership qualities required to successfully lead a project?

Occasionally, most people may think that leadership is a easy and extremely simple deal but this never true. Leadership demands a lot that without determination, it is difficult to be a good and respectable leader. My experience varied much with the understanding of leadership. Applying the simple understood qualities of leadership can prove to be challenging especially when leading a team.

· Based on your experience, what are necessary techniques, skills, methods and ICT project manager requires in the IT profession?

With the experience gained in leading the team, project managers need to possess skills and techniques in operating computer and be able to use different computer software.

· Do we have clear roles and responsibility?

It is clear to identify that the roles and responsibilities listed by team members are clear and equality effective to the fulfillment of the projects objectives.

· Are we working effectively as a unit?

A team is usually a unifying word that represents people working towards a common goal. It is then without doubt that the team has embraced unity and their by working as a unit; as one.

· Is there a feeling of joint responsibility for success or failure?

All team members adhere to the rules and regulations stipulated for the team, it is thus goes without any doubt that we all work with a joint responsibility for success.

· Is the Reflexive Monitor contributing effectively all the time?

Through analysis done in the team and conclusions made, Reflexive Monitor perfectly and effectively contributes all the time.

· Are we well enough resourced to meet our objectives/goal?

It is noticeable that the resources acquired and used by the team are enough to meet the objectives set by the team.

· Are we managing the interactions between participants effectively?

Respect is made paramount in the team and their by this rule effectively help managing the interactions between different team members.

· Do we understand the participant’s perspectives/needs and interests?

Needs and interests of all participants are well understood and given highest considerations

· Will our organizations assist and support us to achieve the objectives/goal?

The agreement made between all the parties in support of the project is a clear indication that the objectives set to be achieved will fully be accomplished.

· Are we confident we can work with others to improve the issue?

When people come and work together better and greater things are achieved, we are thereby confident that involving others and working together with them will help and give solution to the problem.

Conclusion:

In summary, it is important to note that team work is sufficiently effective in realizing set team objectives and goals. Through team work, different members of the team put in practice their skills and knowledge thus not a single person is left out. It is therefore worth noting that team work is way much better than individuality.

Part Five: Team and Individual Work

References

Morris, P. (2013). Reconstructing project management reprised: A knowledge

perspective. Project Management Journal, 44(5), 6-23.

Rose , S. (2017). Software Project Team Roles and Responsibilities. Retrieved from https://medium.com/@SherrieRose/software-project-team-roles-and-responsibilities-152a7d575759

West,M.A. (2012). Effective teamwork: Practical lessons from organizational resarch. Chichester: John Wiley & Sons.

Learning Cycle1

Understand Problem

Plan

Act

Reflect and Learn

Learning Cycle1

Understand Problem

Plan

Act

Reflect and Learn