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 :

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.

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.

• 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/

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