Role And Benefits Of Online Event Booking System For UOW

Project Charter

This report depicts the role and benefits of online event booking system developed for UOW. Event booking system is referred to as a web based tool that is used to manage different types of events organized by UOW. However, in order to implement such online system software professional project management skills and knowledge are needed to be acquired. In addition to this, for preparing such online system systematic phases are also required to be followed by the project team members. It is expected that, with the successful implementation of online even booking system both the staffs and students will be benefited accordingly.

In order to prepare this report a project charter is created including project title, date of commence and completion, project budget, success criteria and also the roles and responsibility of the allotted project team members. Not only project charter development but also the charter should have to be approved by all project stakeholders. After that in order to reduce the work load from the project team members the total task is segmented. The estimated project cost, resource, progress details are also illustrated in this report. 

Information about the project manager

In order to develop the online event booking system the project manager is first required to understand the success criteria of the system then based on skills and knowledge the project team members should be selected. However, the project manager is responsible to make the project team members familiar to the project objectives and goals. Above all the project manager is responsible to monitor and control the project progress according to the timeline.

Based on the project objectives it can be said that the project can be completed successfully within 8 months. However, due to frequent changes in technology the project manager should make sure that even after final implementation of the online event booking system proper updates in terms of technology should be keep on incorporated. The project will be started on 20/04/2018 and expected to be finished on 27/09/2018.

After considering the software and hardware requirements it can be said that total budget around $15,550 is needed for the successful completion of the online event booking system.

project objectives

• To develop an online event booking system for the staffs and student of UOW
• To build the platform in such a way where user can create and even launch the events
• To deliver a secured system where the staffs and students can book, modify infact cancel the booking 

project success criteria

• To deliver a secured platform to the staffs and students within estimated time and budget developed by the project manager and project team members
• To consider all necessary technical aspects of online event booking system
• The successes of the project are dependent upon the skills and experience of the team members, external and internal stakeholders associated to the project. 

Roles and responsibilities of the project manager

Roles	Responsibilities
Project manager	Control and monitor the project progress
Finance manager	To develop the project budget
HR manager	To manage the staffs and students associated to the project
System developer	To develop the system considering all necessary components of online event booking system
System tester	To test the event booking system
System analyst	To analysis the developed online event booking system

Task Name	Duration	Start	Finish	Predecessors	Resource Names	Cost
Project schedule of Event booking system for UOW	115 days	Fri 4/20/18	Thu 9/27/18			$15,320.00
Project initiation phase	34 days	Fri 4/20/18	Wed 6/6/18			$4,440.00
Understanding details of the online event booking system	8 days	Fri 4/20/18	Tue 5/1/18		Project manager	$960.00
Requirements analysis	9 days	Wed 5/2/18	Mon 5/14/18	2	Project manager	$1,080.00
Feasibility study	7 days	Tue 5/15/18	Wed 5/23/18	3	Finance management	$448.00
Project team development	8 days	Tue 5/15/18	Thu 5/24/18	3	HR manager	$512.00
Events to be launched are analyzed	9 days	Thu 5/24/18	Tue 6/5/18	4	System developer	$864.00
Time management for the events	9 days	Fri 5/25/18	Wed 6/6/18	5	HR manager	$576.00
Project planning phase	24 days	Wed 6/6/18	Mon 7/9/18			$2,328.00
Risk management planning	5 days	Wed 6/6/18	Tue 6/12/18	6	HR manager, Project manager	$920.00
Contingency and procurements planning	8 days	Wed 6/13/18	Fri 6/22/18	7,9	HR manager	$512.00
Study market	6 days	Mon 6/25/18	Mon 7/2/18	10	System developer	$576.00
Developing marketing strategies	5 days	Tue 7/3/18	Mon 7/9/18	11	HR manager	$320.00
Project development phase	22 days	Tue 7/10/18	Wed 8/8/18			$4,416.00
Online system prototype design	6 days	Tue 7/10/18	Tue 7/17/18	12	System developer	$576.00
Coding and design development	8 days	Wed 7/18/18	Fri 7/27/18	14	Project manager ,System developer	$1,728.00
Evaluating database server	10 days	Wed 7/18/18	Tue 7/31/18	14	System developer	$960.00
Incorporating online payment gateway	6 days	Wed 8/1/18	Wed 8/8/18	15,16	system analyst ,System developer	$1,152.00
Testing phase	15 days	Thu 8/9/18	Wed 8/29/18			$1,680.00
Unit testing of the dummy	5 days	Thu 8/9/18	Wed 8/15/18	17	system analyst ,system tester	$880.00
Integrated testing of the dummy	6 days	Thu 8/16/18	Thu 8/23/18	19	system tester	$480.00
Facilities served by the system testing	4 days	Fri 8/24/18	Wed 8/29/18	20	system tester	$320.00
Closure phase	21 days	Thu 8/30/18	Thu 9/27/18			$2,456.00
Stakeholders signoff	8 days	Thu 8/30/18	Mon 9/10/18	21	HR manager	$512.00
Post system maintenance plan	6 days	Tue 9/11/18	Tue 9/18/18	23	Finance management, Project manager	$1,104.00
Final document submission to the CIO of UOW	7 days	Wed 9/19/18	Thu 9/27/18	24	Project manager	$840.00

The project scope statement is to develop and deliver an online event booking system for the staffs and students of UOW. Again the system developer should incorporate secured online payment where the consumers can book for their desired programs or even cancel. 

Information about the Project Manager

Based on the role and responsibilities of the project manager and project team members appropriate human resource allocation are also required to be done. For different project activity proper resources should be allotted. For this particular project the allotted HR details are as follows:

Task Name	Resource Names
Project initiation phase
Understanding details of the online event booking system	Project manager
Requirements analysis	Project manager
Feasibility study	Finance management
Project team development	HR manager
Events to be launched are analyzed	System developer
Time management for the events	HR manager
Project planning phase
Risk management planning	HR manager, Project manager
Contingency and procurements planning	HR manager
Study market	System developer
Developing marketing strategies	HR manager
Project development phase
Online system prototype design	System developer
Coding and design development	Project manager ,System developer
Evaluating database server	System developer
Incorporating online payment gateway	system analyst ,System developer
Testing phase
Unit testing of the dummy	system analyst ,system tester
Integrated testing of the dummy	system tester
Facilities served by the system testing	system tester
Closure phase
Stakeholders signoff	HR manager
Post system maintenance plan	Finance management, Project manager
Final document submission to the CIO of UOW	Project manager

In this process the project manager is required to identify the necessary requirements through which the online event management system can deliver accurate quality to the consumers. Three different components considered for developing the quality management plan is mentioned below:

Inputs: The input for successful quality management plan include project management plan, organizational process asset measurements, requirements documentation, stakeholders register, enterprise environmental factors

Tools and techniques: The tools and techniques considered for successful quality management plan include proper cost benefits analysis, consideration of quality tools, statistical sampling and quality planning tools etc.

Outputs: If these inputs and proper tools and techniques are adopted for the online event booking system then it will be able to deliver secured, on-time, affordable and quality booking opportunity to the consumers.

Risk	Impact	Probability	Mitigation strategy
Improper cost management	High	High	In order to mitigate this issue, at the project initiation phase proper feasibility study is required to be done to make sure that whether the project will be successful or not.
Lack of security approaches	High	Extreme	Proper technology security in term for encryption and application firewall are to be incorporated
Lack of business strategies	Medium	Low	Professional business analysts are to be hired at the project planning phase to reduce the business oriented issues
Incorrect resource management	High	Medium	Based on the project activities the resources are to be allotted by the project manager. Again, the sponsor should allot additional cost for fulfilling further requirements

 Communication plan

Purpose for communication	Format	Frequency	Whom to communicate	Escalation
Weekly update for status	E-mail and video conference	Weekly	Project manager and project team members	CIO
Budget usability	Email, conference and call	Weekly	Project manager and finance manager	CIO
Review for risk and update	Email, conference and call	Monthly		CIO
Risk management plan	Email, conference and call	Monthly	PM and system develop	CIO
System review result and discussion	Email, conference and call	Weekly	PM and system developer	PM

Completion of project initiation phase: This is the first phase of online event booking system for UOW which is accessible by the project staffs and students. According to the details of online event booking system requirements in the project initiation phase the developers are required to understand the system requirements then requirements should be analyzed accordingly. After analyzing the requirements the events to be launched and analyzed and time management plan must be developed based on the requirements.  

Completion of project planning phase: In the project planning phase after analyzing the market proper risk management, quality management, change management, procurement and contingency management plan is needed to be developed by the project manager. Besides this accurate market development strategies are developed in this phase.

Completion of project development phase: After developing proper project planning the online event system should be developed considering proper programming and coding. Online payment gateway option is also available to allow the users easily access the payment system. Connections with the database are also developed in this phase. It has been found that, secured online payment will allow the consumers to book for their desired events regardless of their location and time.   

Completion of project testing phase: After developing the system the online event booking system is tested by the system tester and system analyst. If it is found that any additional changes are needed then according to the additional requirements requests for necessary changes are be done and hat request should be approved by the project manager.

Project Schedule

Completion of project implementation phase: After final testing of the event booking system it should be approved and launched rather implemented after final approval. However, with the completion and implementation of the system the responsibilities of the stakeholders are not finished. Rather the stakeholders are associated to the post project maintenance planning also.  In this phase the ongoing success of the online event booking system developed for UOW are analyzed. Whether the system needs any changes or not is also measured in this phase. 

After the completion of the online event booking system it has been found that, the there is no such long term difference between the project success against the initial plan. The project has met all the success criteria according to the scope and assumption criteria.

Yes, the project has met the estimated time, cost and goal that have been assumed at the project initiation and project planning phase. However, all the security approaches in terms of firewall and encryption are not considered by the system developers. It is the responsibility of the project manager to measure the project progress to control and monitor the necessary criteria.

The experiences gathered during the development of the project, ideas regarding cost management, cash flow determination, and time management and also how to manage the quality of a project are also gathered and it is expected that these ideas can be used for further project development. 

Conclusion

From the overall discussion it can be said that with the successful implementation of the online booking system the consumers and the staffs of UOW will be able to deliver and create different promotional activities and event details in their official website. The consumers of the system can view the details list of events, launch new events, available dates, adjust the price and also can make and even cancel booking as per their desire. In order to develop the online booking system, proper project planning, execution and closure plan detailing resource management, stakeholder management, cost management, quality and risk management plan are also developed in this report. Besides these in order to prepare the online booking system the other criteria in terms of project management skills and product development capabilities are also considered by the project developing team members.   

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