Automated Ticketing System For RALS: Project Overview And Requirements

Project Name

RALS or Riverina Agriculture and Lifestyle Show is show that is held annually that had been started in the year of 2000. It was started by BT & Sons. Before Globex was setup, the establishment took place. Since then, this event has gained momentum and has been carried out yearly. Currently the ticket sales is being done manually. However as the RALS annual show has grown since then, it has put tremendous stress on the manual ticketing system. As a result, a decision was made to transition the entire manual system into an automated ticketing system. Globex has reached out to Virtuocon to create the desired automated system so as to fulfil the automated ticketing system. The document presented below elaborates the system’s requirement and other important specifications.

Project’s name is Ticketing System for RALS.

RALS Project Team

There are several resources as well as teams who are working on this project. Contact information as well names of the teams are enumerated in the table :

Team Name Save Time On Research and Writing Hire a Pro to Write You a 100% Plagiarism-Free Paper. Get My Paper	Contact details
Email Address	Phone
Finance	[email protected]	333-666-4969
Administration	[email protected]	333-666-4969
Development	[email protected]	333-666-4969
HR	[email protected]	333-666-4969
Managerial	[email protected]	333-666-4969
Sales	[email protected]	333-666-4969
Maintenance	[email protected]	333-666-4969

The project is for Globex which is going to handle the annual event called RALS that has been carried out since the year 2000. Globex is an event management company and is currently responsible for organizing and managing RALS. RALS benefits various stakeholders as well as parties that are connected to the event. The event highlights the latest technologies invention and advancement in the field of Agriculture. Currently, the biggest issue with this is that there are a huge number of attendees to the event that has been steadily growing over the years and the manual system at place for ticketing is failing to cope up. Therefore, an automated system has been proposed. (Francis & Horine, 2016). This automated system was conceived by Globex but it’s development will be carried out by Globex.

The automated system for ticketing would be developed by RALS and would have several ticket options. The customers would be able to book tickets online using the system. There would be various tickets available to purchase including single day pass, kids pass, students pass, exhibitors pass, 2 and 3-day pass and family pass. Every ticket will have a QR Code and A Barcode present on it to make identification and scanning easier. The tickets can both be in printed form or an e-ticet form based on the visitor’s discretion. The ticketing sales numbers and other important statistics should also be generated by the system to be viewed upon later.

Name of the Team Member	Skills and Knowledge	Roles and Responsibility
A	Accounting operations and skills	Development of the budget along with identification of individual costs. Drafting cost to benefit analysis reports. Assigning each of the project activity to a cost.
B	Software Development Skills	Developing the front-end ticketing system from scratch and completing each and every requirement.
C	HRM	Team member recruitment and selection. Assigning of roles to each of the team members and conducting training sessions.
D	UI Experts	Designing of the User Interface of the ticketing system based on the design principles followed by major softwares. Getting the UI tested by a team of people to make sure it is well understood and logical.
E	Software Testing	A full-fledged testing of the software being developed. This includes system testing, end-user testing, integration and regression testing, security testing and performance based testing. If there are ny bugs, they shall be duly documented and timely reported.
F	Sales Coordinator	Tracking ticket sales and providing necessary reports in correspondence to that to the maintenance and development team at regular intervals.
G	Support staff	Incidence resolution and recording to ensure customer queries as well as complints are timely resolved.
H	DB Admins	Setting up of all databases for ticketing system so as to record all kinds of information on execution of operations that are related to data.
I	Project Leader	Project manager assistance so as to ensure the respective respurces and teams are managed properly and that the deliverables related to the project are met successfully.
J	Project Management skills	Project planning as well as planning of communication, project resources, conflicts resolutions and managing of disputes and closure related activities for the project.

A regular team meeting would be held within the organization to discuss important things related to the project such as the status of the project and other details related to activities and milestones for the project and the approach being used to accomplish the said activities. The time for these meetings shall be at 9 am every day. The meetings would typically be organized in all the meeting rooms that have been setup several places across the company. People who are on off-site location and working remotely shall join the meeting via tele-conferencing medium.

Project Team

The facilitator of this meeting would be the project manager. The team members would be beforehand provided the schedule for the meeting as well as the agenda for the meeting. All team members would then be required to acknowledge the said invitation that is to be given by the manager of the project.

The project leader would be initiating the presentation stating the current status of the project which is then to be followed by a thorough discussion on all the activities that have been planned for the day and the areas that may need improvement. Also, meeting notes shall be prepared and distributed among all the attendees for the meeting. In this same meeting, there would be a slot that would be held to discuss any conflicts or issues that may have happen or may happen in the near future.

The team would be given the information about the meeting using the sharepoint lication. All of the documents related to the project would then be uploaded and made accessible to members of the team. They would also be using instant messaging and emails provided to the members of the team for internal communication.

• The team members should acknowledge invitation of the meeting that has been circulated by the project manager.
• In case where a member is unable to attend to the meeting, a denial of invitation shall be sent by that member specifying the reason for the denial.
• All PDAs and other devices shall be kept on silent mode while the meeting is going on.
• All the team members are encouraged to actively participate in the meeting by sharing in their ideas, thoughts and feedbacks and should also come up with ideas and contributions for the project.
• The information discussed in the meeting has to be kept from leaking out to such people who are not authorised for that information.

Team members that are working on the ticketing system for RALS must maintain strict etiquettes and ethics and should work on team collaboration and cohesion. They should also keep a transparency among themselves in terms of project allied activities.

Code of conduct should be followed by all team members with the highest of ethical values. The team members are expected to showcase best of their abilities while working, maintaining punctuality and team playing skills so as to benefit the outcome of the project. They are also expected to showcase competence and honest in all allied activities of the project. Interest of customer as well as team should be kept at priority and any selfish interest shall be kept aside. The team members are expected to work in a way where their own development occurs as well as that of the entire team.

There would be lot of information shared about the project incidentally or directly and all such information that pertains to the project including but not limited to the code, the timeline of the project, the deliverables, milestones of the project, the methodology followed, details of roles and responsibilities of fellow team members among other things shall be kept confidential and private.

• The meeting time is kept fixed at 9 am everyday, unless stated otherwise, in which case, it shall be intimated to all team members with a prior notice for change of event.
• The meetings shall be organized in the rooms that have been designated as meeting rooms spread across the interiors of the company.
• The team members are also expected to showcase a high level of interest in the participation and should come up with contribution towards projects in terms of ideas and suggestions.
• The preference should be given to interests of customers and team and second priority should be given to self-interests.
• The members of team should work together and ensure that professional environment is maintained in the team for self and team development.
• The key data of projects for instance, data integrity, information security, availability, privacy etc. should be monitored and maintained.

The organiser should ensure that invitation for meeting should be sent to all members team as a repeating action.

The agenda or the action plan of the meeting should be sent to all members of team in advance. This will ensure that all points will be covered in meeting.

The organizer should ensure that all critical issues are solved in the meeting.

It is the responsibility of the organizer to ensure that all critical issues related with the project are solved in the meeting.

It is the responsibility of the organizer to ensure that all disputes related with the project are solved in the meeting.

It is the responsibility of the organizer to ensure that all conflicts related with the project are solved in the meeting.

• It is the responsibility of the scribe to follow the rules and guideline of the project and meetings.
• To ensure that code of conduct is maintained and followed proficiently in the meeting.
• To ensure that each team member participates in the meeting.
• Minutes of meetings should be created and sent by team members and every team member should create it at least once.

Project Name:  RALS Ticketing System
Team Members details	Team member Skill set Team member #1 Programming skills Team member #2 Accounting skills Team member #3 User Interface Team member #4 Human resources management Team member #5 System testing Team member #6 Support and maintenance Team member #7 Database operations Team member #8 Administrative skills Team member #9 Project management knowledge
Commitments.	All team members should work together in order to develop a proficient automated ticketing system which will ensure that current issues and problems (Watt, 2016) are resolved smoothly.
Team meeting.	The meetings shall take place at 9 in the morning every day and the members must participate in the same actively.
Meeting Agenda	The meeting agenda will include: understanding status of project along with current and likely issues of the project. In addition to this, meeting agenda should also include current situation of the project, feedback from client, to-do list of the project, improvement areas, conflicts and risks which are present in the project. Besides this, the issues should be resolved to ensure smooth continuity of the project.
Problem Solving	Every project faces various problem during its life cycle. All these problems should be taken up in the meeting and resolution of same should also be figured out. Project manager should listen and understand the point of views of all associated members. Project manager should come up with a resolution which satisfies expectations of all involving parties.
Conflict Management	A project contains many team members working on it. Hence, there is a chance that there may arise various conflicts among them. These conflicts may come during the life cycle of project. They should be discussed in the meetings and is the responsibility of project manager to resolve them after considering viewpoints of all the including parties (Spaho, 2016). The resolution given by the project manager should satisfy all the concerned parties.
Dispute Handling	A project contains many team members working on it. Hence, there is a chance that there may arise various conflicts among them. These conflicts may come during the life cycle of project. They should be discussed in the meetings and is the responsibility of project manager to resolve them after considering viewpoints of all the including parties. The resolution given by the project manager should satisfy all the concerned parties.
Meeting guidelines	·         The meeting shall begin at 9 in the morning daily. ·         The meeting shall take place in the premises of the company. ·         The members who are placed at remote location will be provided with tele-conferencing medium. ·         The team members shall keep their mobile phones on silent mode during the meeting. ·         All team members should actively participate in the meeting. ·         Every project team member will record minutes of meeting in round-robin fashion.
Meeting rocedures.	Project manager will conduct all meetings. Before starting the meeting, the agenda of meeting will be provided to all team members. It is mandatory for all team members to send acknowledgement for meeting invitation. The meeting will be initiated by project leader about the current state of project. This will be followed by healthy discussion about the planned activities for every day and for rest of the project timeline (O’Sullivan, 2016). Discussion will be held on how the areas can be improved upon. All meetings notes shall be circulated among all team members after the meeting. A slot will be left for discussing over the conflicts and issues occurring in the project in the form of questions and answers.

• The knowledge and expertise possessed by the project manager plays a significant role in the project and its associated activities. The proposed system of RALS ticketing system has various types of activities which are required to be conducted for completion of the project. The skillset of project manager is important in making a project successful or fail. If the planning made by project manager is incorrect then it can lead to dreadful bottleneck or acute damages during the life cycle of project. The associated resources are also affected.
• Project planning plays a vital role during the life cycle of project. The success of project depends on the estimates in the project plan – time management, cost management, communication management, allocation of roles and responsibilities, etc. A successful project should also include an approach for the implementation of project plan. This approach helps in facilitating the discipline among team members with the help of rules and guidelines laid down in the project. The project plan also includes management methodology for assisting the project managers.
• The project plan must also include the approach that shall be followed in the project. With the aid of the developmental approach, the project team members will have a set of rules and guidelines that they must follow during the project. There shall also be inclusion of a management methodology in the project plan to assist the project managers with a correct approach to be followed (Westland, 2016).
• The combination of code of conduct (professional) and ethical core value is important and significant for the projects. The proposed RALS ticketing system has considerable amount of information which is private, confidential and sensitive in nature. If unethical practices are followed by members of team, then this data can get adversely affected by them (Openlearn, 2016).  The ethical values such as competence, honesty, professionalism and team work should be maintained in the team from beginning to end of the project. By following these practices, the project can be made successful and customer can be satisfied to a higher extent.

Conclusion

The proposed project of RALS ticketing system is very important and significant for the stakeholders of project. Hence, it becomes necessary to ensure that all processes should be followed with efficiency and implemented in the project according to the requirements of project. Methodology like PMBoK (Project Management Body of Knowledge) should be followed in the project (Mmu, 2016).  This methodology acts like a guide for the team and required steps to complete the project successfully. It also provides assistance to project manager by providing information regarding stages to be followed in the project lifecycle. With the help of this, project manager will be able to manage project efficiently.

Planning is an activity that is quite important and plays a critical role in the project. (Mmu, 2016). All the planning that includes planning for team members, responsibilities altogether with scope, budget, risk and schedule should be handled with maximum care. Such processes would ensure that risks are reduced and that the project goals are met successfully.

References

Dds,. (2016). Meeting Rules. Retrieved 29 August 2017, from https://www.dds.ca.gov/ConsumerCorner/MakeComplexintoSimple/AdaptationSamplesMeetingRulespg9-16.pdf

Francis, D. & Horine, G. (2016). The Purpose of the Project Charter | PMP Exam Cram: Project Initiation | Pearson IT Certification. Pearsonitcertification.com. Retrieved 4 October 2016, from https://www.pearsonitcertification.com/articles/article.aspx?p=102300&seqNum=2

Mmu,. (2016). A checklist for project managers. Retrieved 29 August 2017, from https://www2.mmu.ac.uk/media/mmuacuk/content/documents/bit/Project-Checklist-v6.pdf

Openlearn,. (2016). Completing the project. Retrieved 29 August 2017, from https://www.open.edu/openlearn/money-management/management/business-studies/completing-the-project/content-section-2.2.1

O’Sullivan, K. (2016). Creating and executing an internal communications plan for knowledge management systems deployments: Journal of Knowledge Management: Vol 11, No 2. Journal Of Knowledge Management. Retrieved from https://www.emeraldinsight.com/doi/abs/10.1108/13673270710738951

Spaho, K. (2016). Organizational Communication. Retrieved 29 August 2017, from https://www.saycocorporativo.com/saycouk/bij/journal/vol4no2/case_2.pdf

Watt, A. (2016). 15. Communication Planning | Project Management. Opentextbc.ca. Retrieved 29 August 2017, from https://opentextbc.ca/projectmanagement/chapter/chapter-15-communication-planning-project-management/

Westland, J. (2016). Project Manager. Project Manager. Retrieved 29 August 2017, from https://projectmanager.com.au/7-critical-skills-for-project-managers/