Case study:

Prior to the establishment of Globex, founding business B T & Sons Farming Equipment established the annual Riverina Agriculture and Lifestyle Show (RALS) in the year 2000. The RALS is a 3-day event held in November each year and showcases farmers, local business, agricultural equipment suppliers and lifestyle products. The management of the RALS requires the coordination of show stands, demonstrations, live displays, catering, and volunteers, and was originally undertaken by B T & Sons.

The RALS has grown significantly since its inception and is now managed by a community committee. Globex however is still committed to the RALS and has strong community engagement through the management and coordination of the volunteers required for the RALS to run smoothly

All takings from the show gates are donated to charity Indigenous Community Volunteers (ICV), who are very active in the Riverina Region. ICV are invited by communities to help them achieve their own goals through their national network of skilled volunteers, who provide practical hands-on help where skills and resources are limited. The ICV also provides volunteers to assist with the RALS, giving back to the community they are working in.

In order to maximise gate takings and therefore donations to ICV, the RALS is heavily dependent on ticket sales.

Currently, tickets can only be purchased at the RALS gates, which causes significant delays, especially on opening day. It is also suspected that when crowds are large and the ticket sales process is slow, people are slipping through the gates without paying to avoid a lengthy wait. The gates are currently manned by volunteers who simply observe that each person entering is carrying a valid ticket. When crowd numbers are large or during peak periods, it is difficult for volunteers to check all tickets.

To improve this process and maximise ticket sales, the RALS committee have made the decision to outsource the development of a ticketing system. As founders of the RALS and trusted committee members Globex has been asked to take the lead role in sourcing a suitable business to develop the ticketing system. As such, based on their long-standing relationship, Globex has contracted Virtucon to develop the required system.

Project Description

The RALS committee have requested a computer-based ticketing system to replace their current manual system.

Currently tickets can only be purchased at the RALS gates which causes significant delays, especially on opening day. It is also suspected that when crowds are large and the ticket sales process is slow, people are slipping through the gates without paying to avoid a lengthy wait.

To improve this the RALS committee have recommended an online ticketing system be implemented. The system should enable patrons to access ticket sale from any online platform and mobile device so that tickets can be purchased before the event. Tickets need to be digitally enabled and can be scanned at the gate so that a range of reports can be generated by the system. As well as digital sales, tickets should also be available for purchase from a number of locations in the town and at the gates for those who do not have access to a computer or suitable device. It is expected however that the ability to purchase tickets prior to the event will significantly reduce the queues at the gates and ticket evasion.

The RALS committee have indicated that a number of ticket options should be made available

Single day passes

2 & 3 day passes

Family passes (2 adults and max 3 kids under 16)

Kids passes (under 16)

Student passes (valid with student id for over 16s)

Concession passes (valid with a pension card)

Stall holders pass (3 free passes per stall. If more are required they are charged at the concession rate).

The RALS committee have also requested that:

A cost estimate and budget be prepared for the cost of the system development and implementation

Barcodes or QR codes are used on tickets and that turnstiles with barcode readers be installed (to capture data, reduce number of volunteers and reduce ticket evasion)

Tickets may be printed as well as e-tickets generated

Detailed reporting system to include (but not limited to):

sales of tickets & breakdown of ticket type

how many bought tickets vs how many were redeemed

how many people came through the gates each day / peak times

where tickets were purchased (online / outlet / gate).

What we need to do???? .........................

Define Scope and produce a Scope Management Plan Define the scope of the project and detail how the scope will be managed. Provide a list of Resources Identify and detail the resources for the project using MS Project where appropriate, including:

People (and their roles), plus any extra personnel that is required for the project.

Technology - any hardware, network and software needs to support the team and your client.

Facilities - where will most of the teamwork be situated?

Other - for example, travel, training etc.