Automated System for Managing the Roster-Samples for Students

Question: Discuss about the automated system for managing the roster of Globex Company at the time of exhibition of RALS. Answer: Introduction The project management is a systematic way to undertake a particular set of tasks so that it can be started and finished on a specific time. The project management needs to be handled carefully by appointing a team having different specialisation required to accomplish work (Kerzner, 2013). The present project is related with Globex corporation who use to organise exhibition of agricultural equipments and related products. For managing all kinds of work concerned with this exhibition, volunteers are required who are managed through a proper roster system. This roster is prepared manually, which is now proposed to be handled through automatic computerised system. For this purpose, the work will be accomplished under project management so that task can be completed within determined time. MOV The above stated project has been developed to install an automatic computerised system that can help in managing rosters and other important information on the system (Burke, 2013). This will replace the manual system of maintaining sheets and other materials for management. Accordingly, the major areas of impact are: Area of impact Impact Strategy Project will help in setting a ingenious strategy to manage team and their schedules. Operational The new automated system will aid in proper assignment of tasks as per the qualification and areas of interest among volunteers. Social As per the current trend of computerised system, this will help in giving appropriate services to clients (Fleming Koppelman, 2016). Customer The number of customers in exhibition will grow following to better arrangements and required information provided by the volunteers. Financial The financial position may get better following to apt arrangements and management. Types of value Better: The proposed computerised system for managing rosters and time schedules will help in delivering better services based on efficient time management (De Bakker, Boonstra Wortmann, 2010). Faster: The manual system of making roster takes a lot of time, therefore new system will help in making the performance faster. Acceptance criteria The project has been completed as per the determined budget and on stipulated time period. The performance of the installed system is appropriate as per the expectation delivering its proper usability. The duration of the project will be from 5th October to 29th November 2017. Scope management plan The projects scope is to develop an automated system that can help in managing roster and schedule of volunteers. As per this the initiation stage describe the proper starting of project by arranging all documents, making a charter of project and submitting the required documents (Alves et.al., 2012). Besides this, next stage of planning will attempt to make a proper outlining of the entire project and various tasks that will be undertaken to accomplish the work. As per this, the next phase of system development will be undertaken where designing of the system will be finalised. On this basis, the final stage of project documentation will be carried out to accomplish all formalities required for proper closure of the project. Name of member Role in project Role and responsibility Vatsava Tummala Project manager Communicate with team members, planning and scheduling along with leading members with proper motivation and analysing risks (Bredillet, Yatim Ruiz, 2010). Raghu Team member 1 Work in cooperation and be in touch with project manager about growth of team and work. Kanishka Team member 2 Well communication, maintaining peace at workplace, manage team work avoiding conflicts. Project schedule WBS Task Name Duration Start Finish Predecessors Resource Names 1 Development of an automated system to manage roster and schedule of volunteers 40 days Thu 10/5/17 Wed 11/29/17 1.1 Pre initiation 6 days Thu 10/5/17 Thu 10/12/17 1.1.1 Problem identification 1 day Thu 10/5/17 Thu 10/5/17 Project manager ,Technical head 1.1.2 Drafting project scope 2 days Fri 10/6/17 Mon 10/9/17 3 Project manager 1.1.3 Defining objectives and deliverables 1 day Tue 10/10/17 Tue 10/10/17 4 Planner 1.1.4 Team structuring 2 days Wed 10/11/17 Thu 10/12/17 5,4 Planner 1.2 Planning 14 days Fri 10/13/17 Wed 11/1/17 1.2.1 Budget planning 2 days Fri 10/13/17 Mon 10/16/17 6 Planner 1.2.2 Development of interface 3 days Tue 10/17/17 Thu 10/19/17 8 Technical head 1.2.3 Selection of design 3 days Fri 10/20/17 Tue 10/24/17 9 Technical head 1.2.4 web development plan 4 days Wed 10/25/17 Mon 10/30/17 10,9 Technical head 1.2.5 Plan approval 2 days Tue 10/31/17 Wed 11/1/17 11 Project manager 1.3 Web development 11 days Thu 11/2/17 Thu 11/16/17 1.3.1 Software initiation 2 days Thu 11/2/17 Fri 11/3/17 12 Planner 1.3.2 Coding 4 days Mon 11/6/17 Thu 11/9/17 14 Technical head 1.3.3 Debugging 3 days Fri 11/10/17 Tue 11/14/17 15 Technical head 1.3.4 Finalizing web system 2 days Wed 11/15/17 Thu 11/16/17 16 Project manager 1.4 Monitoring and control 6 days Fri 11/17/17 Fri 11/24/17 1.4.1 System testing 2 days Fri 11/17/17 Mon 11/20/17 17 Technical head 1.4.2 Functionality testing 3 days Tue 11/21/17 Thu 11/23/17 19 Planner 1.4.3 Security evaluation 1 day Fri 11/24/17 Fri 11/24/17 20 Project manager ,Technical head 1.5 Closure 3 days Mon 11/27/17 Wed 11/29/17 1.5.1 Signing off 3 days Mon 11/27/17 Wed 11/29/17 21 Project manager Graphical representation Figure 1 Gantt chart Risk analysis and plan Risk description Cause Internal/External Positive/Negative Likelihood Impact Team conflicts Inefficient team management by manager and inappropriate direction for completing tasks (Lee Yong, 2010). Internal Negative High The project will not be carried out as per the instruction. The progress of project may get impacted negatively. Breakdown in the technical system Appointment of inefficient technical professional who can handle technology related issues. Internal Negative Moderate The automated system will not be developed as per the plan thereby increasing cost in repairs and maintenance of breakdowns in system (Jafari et.al., 2011). Error in project scheduling Significant gap in planning. This may be the result of ineffective research and analysis Internal Negative High Will result in delaying the overall process thus enhancing the overall project cost and time. Quality management plan To manage the quality of proposed plan, the Total quality management approach can be helpful. As per this approach, the manager can make comparisons between performances to identify the differences and rectify it. Thus, for this purpose, standard criteria for performance level can be set and the actual performance can be compared with it. This will show the deviation if any, between both performances, hence, corrective actions can be taken for making improvements (Kerzner, 2013). Here, to resolve issues related to quality can be solved through proper application of tools and techniques. Besides this, the planning must be done effectively by setting budget which should not be disturbed. Closure checklist and evaluation Deliverables Description check Notes Automated computerised system Delivering the new system for managing rosters and schedule of volunteers working for RALS to avoid chaos (Burke, 2013). Check The proposed system development is done and delivered. Functioning To make testing of the system to ensure proper functionality as per the plan Check The new automated system is properly functioning and helping in managing roster activities. Documentation All significant documents are arranged and submitted after paying to all team members. Check A complete documentation is done by fulfilling all formalities (Alves et.al., 2012). Project evaluation Schedule and scope: The project success is highly dependent on its delivery time which should not be exceeded. The present project is completed on time and delivered successfully on stipulated time period. Besides this, the scope of project to install system for handling issue of manually operated rosters has been achieved appropriately (Lee Yong, 2010). Budget and Quality: It is essential that project does not exceed the determined budget. The present project is accomplished as per the set budget and quality is maintained by making corrections in the actual performance as compared to the standard performance. Conclusion The current project has focussed on developing an automated system for managing the roster of Globex Company at the time of exhibition of RALS. On this basis, a project is undertaken to develop the system so that chaos can be avoided. The project has been accomplished by carrying out possible risks so that progress of project cannot be delayed. Besides this, the quality of project is maintained as per the TQM approach by comparing performances. References Books and Journals Alves, A. C. et.al., (2012). Project Based Learning in first year, first semester of Industrial Engineering and Management: some results. project management, 19, 20. Bredillet, C., Yatim, F., Ruiz, P. (2010). Project management deployment: The role of cultural factors. International Journal of Project Management, 28(2), 183-193. Burke, R. (2013). Project management: planning and control techniques. New Jersey, USA. De Bakker, K., Boonstra, A., Wortmann, H. (2010). Does risk management contribute to IT project success? A meta-analysis of empirical evidence. International Journal of Project Management, 28(5), 493-503. Fleming, Q. W., Koppelman, J. M. (2016, December). Earned value project management. Project Management Institute. Jafari, M. (2011). Development and evaluation of a knowledge risk management model for project-based organizations: a multi-stage study. Management Decision, 49(3), 309-329. Kerzner, H. (2013). Project management: a systems approach to planning, scheduling, and controlling. John Wiley Sons. Lee, S., Yong, H. S. (2010). Distributed agile: project management in a global environment. Empirical Software Engineering, 15(2), 204-217