Time: c.3:45PM - 4:20PM
Location: T124, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel.
Minute-Taker: Ben Daniel.
Attendees (Required): Ben Daniel, Kourosh Kakhi, Marcus Kirkpatrick , Dean Perkins, Kate Perry, James Romeril
Attendees (Optional): N/A
Absentees: N/A
Supervisor(s): Sandra Herbert
Client: N/A
Next Meeting: Thursday 11th September, 2008
Time: 1:30PM.
Location: TBA
Agenda:
1. Lecture Break Meeting times
2. Site Font status
3. Status Reports
4. Other Business
Discussed Items:
1. Lecture Break Meeting Times
Lecture Break meeting time were agreed on as follows
Tuesday General Team Meeting at 2:30PM
Tuesday Supervisor Meeting at 3:30PM
2. Site Font Status
James has sent an email to the author of the font and has not as yet received any response.
The team may have to look at alternate fonts for the site and James to get a list and examples before client meeting.
3. Status Reports
- Ben: Provided a status report;
- Kourosh: Provided a status report;
- Marcus: Provided a status report;
- Dean: Provided a status report; and
- James: Provided a status report.
No Issues arising from status reports,
4. Other Business
a.Kourosh asked for feedback on the Test Plan document as well as for some help on various sections.
b.Markus will have user docs available for feedback soon.
c.The team also expressed its dissatisfaction with the document review meeting that our whole team could not be present and there was no communication from Team A and Kathleen as to the change in time after team A had been notified of a room booking one week prior. The team may investigate formal complaint procedures in relation to this issue.
19 September, 2008
14 September, 2008
Tuesday 9th September, 2008
Time: c.3:30PM - 4:30PM
Location: T249, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Kourosh Kakhi, Marcus Kirkpatrick and Dean Perkins.
Attendees (Optional): N/A
Absentees: Kate Perry (Outreach Youth Camp), James Romeril (Absent - no excuse).
Supervisor(s): Sandra Herbert
Client: N/A
Next Meeting: Thursday 11th September, 2008
Time: 1:30PM.
Location: TBA
Agenda:
1. Status Reports from all Team Members
2. Supervisor Feedback / Comments
3. Other Business
Discussed Items:
1. Status Reports from all Team Members
- Ben: Provided a status report;
- Kourosh: Provided a status report;
- Marcus: Provided a status report;
- Dean: Provided a status report; and
- James: Provided a status report.
- For information as to what was reported, please review individual timesheets.
2. Supervisor Feedback / Comments
- James Romeril - Lack of attendance and web site development
> Sandra was quite disappointed that James had missed another supervisor, and wished to discuss his input / performance with the project as a whole.
> The team raised some concerns that it was already week 7, and a Joomla! template had not yet been developed, rather only a template, designed in Dreamweaver had been produced.
> Ben advised that James had informed him that he has also 'stripped down' an existing Joomla! template and is still thoroughly investigating the design, prior to development.
> Members of Team E advised that they were slightly disappointed that the template had not been developed by Week 6 - a date that had been informally recognised in brainstorming sessions (non-minuted, as they are not classified as meetings).
> Ben stated that the current deadline is that a functional template, sans content, MUST be implemented into Joomla! by the end of the first week of the semester break, or the task will likely be re-assigned.
> Sandra advised the group that James HAS to be given a final deadline, and if he doesn't mean this deadline, then contingency plans need to be developed to spread the workload and ensure that the project is completed.
> At this stage, Ben thinks that a meeting with the Project Manager, the Supervisor and the Conflict Resolution Manager is necessary, and will most likely be scheduled for Thursday 11th September, 2008, after the brainstorming session.
- Document Review
> Sandra confirmed that each team member had selected a document and had begun the review process.
o Of the team members present, it was advised that:
* Ben: Communication Management Plan;
* Kourosh: SDD;
* Marcus: SPMP; and
* Dean: Quality Assurance Plan.
* The team also believed that Kate had begun work on reviewing the Risk Management Plan, but were unsure about James.
> Sandra organised a room booking and a meeting time for the reviews to take place:
o Room T124 (3:30PM - 4:30PM, Tuesday 16th September, 2008).
o Marcus raised concerns that this may not be enough time, however Sandra advised that it was ample time as the presentations can be done person-to-person and a supervisor can stroll around the room.
> Ben will correspond the room details to Team A, Ricki and Sheperd, the individuals whom are undertaking reviews of the Team E documentation.
> Sandra does not wish to schedule a supervisor meeting after the document review.
- Final Poster
> Sandra wished to inform the group that the due date for, and the presentation of the final poster has been pushed back to Week 13 instead of Week 12 (per supervisor discussions).
> She mentioned that it doesn't necessarily require client sign-off, and can be started upon at any time.
> Ben informed Sandra and the team that this task will be allocated during the holidays.
o It is likely that the assignees will be Ben, Kourosh and Kate.
o It is expected that during this period, the remaining team members, Marcus, Dean and James will be undertaking the following tasks:
* Marcus: User documentation;
* Dean: 'Badge database' design and development; and
* James: Web site development.
3. Other Business
- Brainstorming Meeting (Tuesday 9th September, 2008)
> Sandra wished to be informed of what had been discussed, and whether or not James was in attendance.
> Ben informed Sandra that the following elements were raised for discussion and brainstorming:
o Programming approaches to the database and web site, in particular, how a Joomla! plug-in will be developed for the database;
o General brainstorming and discussion of project-related ideas;
o Reviewal of previous meeting minutes;
o Discussion of the template status;
* James has scripted more of the design, however it is still in a Dreamweaver-produced .css stage and not yet in Joomla!
o Discussion regarding font-use;
* The font used on the current web site design was forwarded to Marcus from Kourosh - without licencing details.
* After a google search for the font name - Goliath.ttf - it was revealed that the licence associated with the font may not be suitable for the Girls Guide web site, as the licence is proprietary.
* James is to contact the author/owner of the font to discuss permissions, and will also search the Internet for open-licence fonts (as an alternative to Goliath.ttf).
* NB: Any additional fonts incorporate into the site design MUST first be cleared by Cherie, as she was particularly happy with Goliath.ttf.
- Website (Joomla!Template)
> Final due date is Friday 19th September, 2008 (Week 9).
> Something visible is required and at this point in time, existing content MUST be included.
> Functionality cannot be tested without template, so Kourosh is at a standstill until James had finished his requirements.
o This item was further discussed in Supervisor Feedback / Comments (James Romeril - Lack of attendance and web site development).
*** The following items were discussed during status reports ***
- Ben Daniel - Document Review and Schedule
> Document Review
o Ben advised that Albert Ferguson (Team A) has been 'hounding him' over the document review and requested, on several occasions, access to Collanos - the group's document repository.
* Ben noted that inclusion into Collanos is risky, given the difficulties that the group has experienced setting it up for their Team usage and the particularly difficult invitation process (Collanos is a closed system, and it would take at least 48-hours to provide Albert with access).
* Furthermore, the team doesn't wish to provide access to those outside of the project - access is to be limited to Team E members, Supervisors (Kathleen and Sandra) and the client, Cherie (if requested).
o Ben felt the 'hounding' was unnecessary as he 'had not heard a peep' out of any of the other team members from Team A, nor Ricki and Shepherd who are also reviewing documents.
> Schedule
o Sandra was concerned that a schedule had not been completed for the project, despite Ben having spent several hours developing one.
o Ben noted that the schedule was close to completion, and ought to be completed by the end of Week 8.
* Timesheets must be up-to-date so that this task can be completed.
- Kourosh - Test Plan
> Kourosh has until Sunday 14th September, 2008 to finish the Test Plan, with a draft deadline being due on Friday 12th September, 2008.
> The document is to be forwarded to Ben for uploading into Collanos (Kourosh still doesn't have access as a mutually convenient time to undertake the invitation process isn't able to be organised).
> Kourosh is happy with this deadline and is confident that he will be able to make it.
- Marcus - User Documentation
> A brief brainstorming discussion took place in regards to the user document, items of note included:
o Multiple user guides should be developed:
* A detailed user guide; and
* A quick reference guide (a summary document), i.e. a "WEBSITE FOR DUMMIES" user guide.
* The detailed user guide can be used for adminstrators whom are confident with the system, and the quick reference guide can be used for those unfamiliar with the system.
* The primary concern is that Cherie may not be with the Girl Guides forevor, therefore there must be appropriate user documentation in place for the next administrator.
o A data dictionary is to be included in all documents to familiarise the user with technical terms;
o Front-end pamphlets are to be developed for Girl Guides so that are able to navigate through the website; and
o User documentation is to include 'screen-dumps' with arrows to help educate the reader.
- Dean - Database
> A brief brainstorming discussion took place in regards to the database (and to familiarise Sandra with the concept), items of note included:
o Databse fields;
* These will include, but are not limited to, name, age-group, supervision requirements, achievement requirements and image(s).
o The database will be searchable by fields;
o The team has discussed and brainstormed the concept; and
o Dean has drafted several designs.
* At this stage, there are only two tables, however, the database can, and will most likely, be made more dynamic.
Other:
- 4:10PM - Sandra rang James and he said he would be there in 5 minutes.
> James never attended the meeting, having been contacted 10 minutes later and informing the group that he was experiencing 'car troubles'.
> A conflict resolution meeting was set for Thursday 11 September, 2008 after the brainstorming session.
> Sandra to meet with James - tomorrow - Tuesday 9th September at 12:30PM.
- Timesheets
> The weekly deadline for each timesheet is Sunday at 6PM.
> The cut-off for team members to submit their backlog of timesheets is Friday 12th September, 2008.
* Ben to e-mail team members an .xls showing meeting attendance, upon request.
- Why is James coding the site in Dreamweaver and not Joomla!?
> Is it because he is familiar with the system?
> It isn't needed and may be an unecessary waste of time.
> Ben advised that there is a small plug-in for Dreamweaver that can be used to developed Joomla! templates and he is happy to give this to James, however it has never been requested.
> This issue needs to be raised when James is present.
Location: T249, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Kourosh Kakhi, Marcus Kirkpatrick and Dean Perkins.
Attendees (Optional): N/A
Absentees: Kate Perry (Outreach Youth Camp), James Romeril (Absent - no excuse).
Supervisor(s): Sandra Herbert
Client: N/A
Next Meeting: Thursday 11th September, 2008
Time: 1:30PM.
Location: TBA
Agenda:
1. Status Reports from all Team Members
2. Supervisor Feedback / Comments
3. Other Business
Discussed Items:
1. Status Reports from all Team Members
- Ben: Provided a status report;
- Kourosh: Provided a status report;
- Marcus: Provided a status report;
- Dean: Provided a status report; and
- James: Provided a status report.
- For information as to what was reported, please review individual timesheets.
2. Supervisor Feedback / Comments
- James Romeril - Lack of attendance and web site development
> Sandra was quite disappointed that James had missed another supervisor, and wished to discuss his input / performance with the project as a whole.
> The team raised some concerns that it was already week 7, and a Joomla! template had not yet been developed, rather only a template, designed in Dreamweaver had been produced.
> Ben advised that James had informed him that he has also 'stripped down' an existing Joomla! template and is still thoroughly investigating the design, prior to development.
> Members of Team E advised that they were slightly disappointed that the template had not been developed by Week 6 - a date that had been informally recognised in brainstorming sessions (non-minuted, as they are not classified as meetings).
> Ben stated that the current deadline is that a functional template, sans content, MUST be implemented into Joomla! by the end of the first week of the semester break, or the task will likely be re-assigned.
> Sandra advised the group that James HAS to be given a final deadline, and if he doesn't mean this deadline, then contingency plans need to be developed to spread the workload and ensure that the project is completed.
> At this stage, Ben thinks that a meeting with the Project Manager, the Supervisor and the Conflict Resolution Manager is necessary, and will most likely be scheduled for Thursday 11th September, 2008, after the brainstorming session.
- Document Review
> Sandra confirmed that each team member had selected a document and had begun the review process.
o Of the team members present, it was advised that:
* Ben: Communication Management Plan;
* Kourosh: SDD;
* Marcus: SPMP; and
* Dean: Quality Assurance Plan.
* The team also believed that Kate had begun work on reviewing the Risk Management Plan, but were unsure about James.
> Sandra organised a room booking and a meeting time for the reviews to take place:
o Room T124 (3:30PM - 4:30PM, Tuesday 16th September, 2008).
o Marcus raised concerns that this may not be enough time, however Sandra advised that it was ample time as the presentations can be done person-to-person and a supervisor can stroll around the room.
> Ben will correspond the room details to Team A, Ricki and Sheperd, the individuals whom are undertaking reviews of the Team E documentation.
> Sandra does not wish to schedule a supervisor meeting after the document review.
- Final Poster
> Sandra wished to inform the group that the due date for, and the presentation of the final poster has been pushed back to Week 13 instead of Week 12 (per supervisor discussions).
> She mentioned that it doesn't necessarily require client sign-off, and can be started upon at any time.
> Ben informed Sandra and the team that this task will be allocated during the holidays.
o It is likely that the assignees will be Ben, Kourosh and Kate.
o It is expected that during this period, the remaining team members, Marcus, Dean and James will be undertaking the following tasks:
* Marcus: User documentation;
* Dean: 'Badge database' design and development; and
* James: Web site development.
3. Other Business
- Brainstorming Meeting (Tuesday 9th September, 2008)
> Sandra wished to be informed of what had been discussed, and whether or not James was in attendance.
> Ben informed Sandra that the following elements were raised for discussion and brainstorming:
o Programming approaches to the database and web site, in particular, how a Joomla! plug-in will be developed for the database;
o General brainstorming and discussion of project-related ideas;
o Reviewal of previous meeting minutes;
o Discussion of the template status;
* James has scripted more of the design, however it is still in a Dreamweaver-produced .css stage and not yet in Joomla!
o Discussion regarding font-use;
* The font used on the current web site design was forwarded to Marcus from Kourosh - without licencing details.
* After a google search for the font name - Goliath.ttf - it was revealed that the licence associated with the font may not be suitable for the Girls Guide web site, as the licence is proprietary.
* James is to contact the author/owner of the font to discuss permissions, and will also search the Internet for open-licence fonts (as an alternative to Goliath.ttf).
* NB: Any additional fonts incorporate into the site design MUST first be cleared by Cherie, as she was particularly happy with Goliath.ttf.
- Website (Joomla!Template)
> Final due date is Friday 19th September, 2008 (Week 9).
> Something visible is required and at this point in time, existing content MUST be included.
> Functionality cannot be tested without template, so Kourosh is at a standstill until James had finished his requirements.
o This item was further discussed in Supervisor Feedback / Comments (James Romeril - Lack of attendance and web site development).
*** The following items were discussed during status reports ***
- Ben Daniel - Document Review and Schedule
> Document Review
o Ben advised that Albert Ferguson (Team A) has been 'hounding him' over the document review and requested, on several occasions, access to Collanos - the group's document repository.
* Ben noted that inclusion into Collanos is risky, given the difficulties that the group has experienced setting it up for their Team usage and the particularly difficult invitation process (Collanos is a closed system, and it would take at least 48-hours to provide Albert with access).
* Furthermore, the team doesn't wish to provide access to those outside of the project - access is to be limited to Team E members, Supervisors (Kathleen and Sandra) and the client, Cherie (if requested).
o Ben felt the 'hounding' was unnecessary as he 'had not heard a peep' out of any of the other team members from Team A, nor Ricki and Shepherd who are also reviewing documents.
> Schedule
o Sandra was concerned that a schedule had not been completed for the project, despite Ben having spent several hours developing one.
o Ben noted that the schedule was close to completion, and ought to be completed by the end of Week 8.
* Timesheets must be up-to-date so that this task can be completed.
- Kourosh - Test Plan
> Kourosh has until Sunday 14th September, 2008 to finish the Test Plan, with a draft deadline being due on Friday 12th September, 2008.
> The document is to be forwarded to Ben for uploading into Collanos (Kourosh still doesn't have access as a mutually convenient time to undertake the invitation process isn't able to be organised).
> Kourosh is happy with this deadline and is confident that he will be able to make it.
- Marcus - User Documentation
> A brief brainstorming discussion took place in regards to the user document, items of note included:
o Multiple user guides should be developed:
* A detailed user guide; and
* A quick reference guide (a summary document), i.e. a "WEBSITE FOR DUMMIES" user guide.
* The detailed user guide can be used for adminstrators whom are confident with the system, and the quick reference guide can be used for those unfamiliar with the system.
* The primary concern is that Cherie may not be with the Girl Guides forevor, therefore there must be appropriate user documentation in place for the next administrator.
o A data dictionary is to be included in all documents to familiarise the user with technical terms;
o Front-end pamphlets are to be developed for Girl Guides so that are able to navigate through the website; and
o User documentation is to include 'screen-dumps' with arrows to help educate the reader.
- Dean - Database
> A brief brainstorming discussion took place in regards to the database (and to familiarise Sandra with the concept), items of note included:
o Databse fields;
* These will include, but are not limited to, name, age-group, supervision requirements, achievement requirements and image(s).
o The database will be searchable by fields;
o The team has discussed and brainstormed the concept; and
o Dean has drafted several designs.
* At this stage, there are only two tables, however, the database can, and will most likely, be made more dynamic.
Other:
- 4:10PM - Sandra rang James and he said he would be there in 5 minutes.
> James never attended the meeting, having been contacted 10 minutes later and informing the group that he was experiencing 'car troubles'.
> A conflict resolution meeting was set for Thursday 11 September, 2008 after the brainstorming session.
> Sandra to meet with James - tomorrow - Tuesday 9th September at 12:30PM.
- Timesheets
> The weekly deadline for each timesheet is Sunday at 6PM.
> The cut-off for team members to submit their backlog of timesheets is Friday 12th September, 2008.
* Ben to e-mail team members an .xls showing meeting attendance, upon request.
- Why is James coding the site in Dreamweaver and not Joomla!?
> Is it because he is familiar with the system?
> It isn't needed and may be an unecessary waste of time.
> Ben advised that there is a small plug-in for Dreamweaver that can be used to developed Joomla! templates and he is happy to give this to James, however it has never been requested.
> This issue needs to be raised when James is present.
02 September, 2008
Tuesday 2nd September, 2008
Location: Room T249, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkaptrick.
Attendees (Required): Ben Daniel, Kourosh Kakhi (arrived 20 minutes late - family reasons), Marcus Kirkpatrick, Dean Perkins and Kate Perry.
Attendees (Optional): N/A
Absentees: James Romeril (no excuse provided).
Supervisor(s): Sandra Herbert and Kathleen Keogh.
Client: N/A
Next Meeting: Thursday 4th September, 2008.
Time: 1:30PM.
Location: TBA
Agenda:
1. Status Reports from all Team Members
2. Supervisor Feedback / Comments
3. Other Business
Discussed Items:
1. Status Reports from all Team Members
- Ben: Provided a status report;
- Kourosh: Provided a status report;
- Marcus: Provided a status report;
- Dean: Provided a status report; and
- Kate: Provided a status report.
- For information as to what was reported, please review individual timesheets.
2. Supervisor Feedback / Comments
(NB: Provided by both Kathlen and Sandra).
- Meeting Attendance
> Kathleen and Sandra were very disappointed that Kourosh was late, and that James has missed ANOTHER meeting.
> Ben advised Kathleen that attendance for the earlier meeting (11:30AM) was also very poor, as the only attendees were Ben, Kate, Dean and Marcus.
> Ben advised that he had not received any correspondence as to why the two members could be late, but informed the supervisors that it was possible that Kourosh may be at work and that James might have a lecture.
> Kathleen and Sandra informed the project team that James excuse could not possible be a lecture as his last lecture for the day was CP571 Information Systems (1:30PM - 3:30PM).
> Sandra advised that it was an 'online' unit before she went to see if James had attended.
> After returning, Sandra advised that she was unable to find James and that the lecturer of his class advised that he did not attend for the day.
- Proposal (Increased Scope: Girl Guides Badge Database) - Feedback from Kathleen
> Kathleen believes that current proposal is nothing but a 'get out of jail card', which will only warrant enough work to earn a pass;
> Kathleen also informed the group that the project currently indicates that there is enough work to be done to warrant a pass mark, however, this will have to include a working system and detailed effort logs;
> Kathleen indicated that the current estimated hours (for the remaining hours) is under the required amount - 6 hours x 10 hours x 12 hours = 720 hours (the group's was closer to 620 hours);
o NB: Kathleen's calculation DID not take into account hours already spent on the project this semester;
> Kathleen re-inforced the notion that the project needs to display a "fair and reasonable work effort of good quality";
> She does not believe that she can argue anything beyond a pass mark unless the scope of the project is increased; and
> The group was reassured that they are not on death row BUT evidence trails are important.
- Group Commitment
> Kathleen and Sandra were particularly concerned with group commitment after the disappointing attendance displayed in today's (and other) meetings; and
> Ben was advised that as the project manager, if the situation deteriorates, he should send out a 'commitments ultimatum e-mail', which is to be cc'd to both Sandra and Kathleen.
- Current Project Status
> Without James this was difficult to discuss (as he is lead developer on the site), however the following was noted:
o The website is currently coded as straight css, but NOT yet coded as a Joomla! template; and
o There is enough server room to cover the secondary development (Girl Guides Badge Database).
- Live WBS Required
> Kathleen and Sandra noted that it was very important that the team kept a live WBS as it is a group requirement;
> The WBS needs to identify dependencies and argue appropriately planned resources; and
> Ben mentioned that he had been experiencing difficulties developing a WBS - especially with the unplanned scope increase - however, he was getting it under control.
3. Other Business
- Kourosh's Late Arrival
> Kourosh advised that he was late due to family issues - Kathleen requested that this be minuted.
> REMINDER: If you CANNOT make a meeting, please send correspondence to the PM with your reasoning, irregardless of the timing, i.e. before or after the meeting.
- Review Process
> The team intends to review the documents of Team E (in Week 9).
o NB: Kate has mentioned the Week 9 due date in a number of meetings, and the Supervisors have not indicated that it will be a problem
> Sandra wanted to ensure that everyone has a document.
> Ben advised that all team members, aside from James and Kourosh had informed him of the documents they intended to review. As a result, these two members have an enforced document review.
> Below is a list of whom is reviewing what document:
o Ben: Communication Management Plan;
o Kourosh: SDD;
o Marcus: SPMP;
o Dean:
o Kate: Risk Management Plan; and
o James: SRS.
> It is important that we not only review their document quality, but also audit what they said they will do, and what they have actually done.
- Timesheets
> Ben announced that all team members only have two wweks to get their backlogs up-to-date;
> Week 6 timesheets are due (up on Collanos) by tomorrow night (Wednesday 3rd September, 2008); and
o Ben's week 6 timesheet is currently up in Collanos.
> A reminder - timesheets are the only means of displaying individual effort in this subject.
Other:
- N/A
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkaptrick.
Attendees (Required): Ben Daniel, Kourosh Kakhi (arrived 20 minutes late - family reasons), Marcus Kirkpatrick, Dean Perkins and Kate Perry.
Attendees (Optional): N/A
Absentees: James Romeril (no excuse provided).
Supervisor(s): Sandra Herbert and Kathleen Keogh.
Client: N/A
Next Meeting: Thursday 4th September, 2008.
Time: 1:30PM.
Location: TBA
Agenda:
1. Status Reports from all Team Members
2. Supervisor Feedback / Comments
3. Other Business
Discussed Items:
1. Status Reports from all Team Members
- Ben: Provided a status report;
- Kourosh: Provided a status report;
- Marcus: Provided a status report;
- Dean: Provided a status report; and
- Kate: Provided a status report.
- For information as to what was reported, please review individual timesheets.
2. Supervisor Feedback / Comments
(NB: Provided by both Kathlen and Sandra).
- Meeting Attendance
> Kathleen and Sandra were very disappointed that Kourosh was late, and that James has missed ANOTHER meeting.
> Ben advised Kathleen that attendance for the earlier meeting (11:30AM) was also very poor, as the only attendees were Ben, Kate, Dean and Marcus.
> Ben advised that he had not received any correspondence as to why the two members could be late, but informed the supervisors that it was possible that Kourosh may be at work and that James might have a lecture.
> Kathleen and Sandra informed the project team that James excuse could not possible be a lecture as his last lecture for the day was CP571 Information Systems (1:30PM - 3:30PM).
> Sandra advised that it was an 'online' unit before she went to see if James had attended.
> After returning, Sandra advised that she was unable to find James and that the lecturer of his class advised that he did not attend for the day.
- Proposal (Increased Scope: Girl Guides Badge Database) - Feedback from Kathleen
> Kathleen believes that current proposal is nothing but a 'get out of jail card', which will only warrant enough work to earn a pass;
> Kathleen also informed the group that the project currently indicates that there is enough work to be done to warrant a pass mark, however, this will have to include a working system and detailed effort logs;
> Kathleen indicated that the current estimated hours (for the remaining hours) is under the required amount - 6 hours x 10 hours x 12 hours = 720 hours (the group's was closer to 620 hours);
o NB: Kathleen's calculation DID not take into account hours already spent on the project this semester;
> Kathleen re-inforced the notion that the project needs to display a "fair and reasonable work effort of good quality";
> She does not believe that she can argue anything beyond a pass mark unless the scope of the project is increased; and
> The group was reassured that they are not on death row BUT evidence trails are important.
- Group Commitment
> Kathleen and Sandra were particularly concerned with group commitment after the disappointing attendance displayed in today's (and other) meetings; and
> Ben was advised that as the project manager, if the situation deteriorates, he should send out a 'commitments ultimatum e-mail', which is to be cc'd to both Sandra and Kathleen.
- Current Project Status
> Without James this was difficult to discuss (as he is lead developer on the site), however the following was noted:
o The website is currently coded as straight css, but NOT yet coded as a Joomla! template; and
o There is enough server room to cover the secondary development (Girl Guides Badge Database).
- Live WBS Required
> Kathleen and Sandra noted that it was very important that the team kept a live WBS as it is a group requirement;
> The WBS needs to identify dependencies and argue appropriately planned resources; and
> Ben mentioned that he had been experiencing difficulties developing a WBS - especially with the unplanned scope increase - however, he was getting it under control.
3. Other Business
- Kourosh's Late Arrival
> Kourosh advised that he was late due to family issues - Kathleen requested that this be minuted.
> REMINDER: If you CANNOT make a meeting, please send correspondence to the PM with your reasoning, irregardless of the timing, i.e. before or after the meeting.
- Review Process
> The team intends to review the documents of Team E (in Week 9).
o NB: Kate has mentioned the Week 9 due date in a number of meetings, and the Supervisors have not indicated that it will be a problem
> Sandra wanted to ensure that everyone has a document.
> Ben advised that all team members, aside from James and Kourosh had informed him of the documents they intended to review. As a result, these two members have an enforced document review.
> Below is a list of whom is reviewing what document:
o Ben: Communication Management Plan;
o Kourosh: SDD;
o Marcus: SPMP;
o Dean:
o Kate: Risk Management Plan; and
o James: SRS.
> It is important that we not only review their document quality, but also audit what they said they will do, and what they have actually done.
- Timesheets
> Ben announced that all team members only have two wweks to get their backlogs up-to-date;
> Week 6 timesheets are due (up on Collanos) by tomorrow night (Wednesday 3rd September, 2008); and
o Ben's week 6 timesheet is currently up in Collanos.
> A reminder - timesheets are the only means of displaying individual effort in this subject.
Other:
- N/A
26 August, 2008
Tuesday 26th August, 2008
Time: c. 3:45PM - 5:00PM.
Location:
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Kourosh Kakhi, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: N/A
Supervisor(s): Kathleen Keogh.
Client: N/A
Next Meeting: Thursday 28th August, 2008.
Time: 1:30PM.
Location: TBA
Agenda:
An agenda was not set for this meeting. It was an open discussion and impromptu.
Discussed Items:
1. Project Scope Increase
- After much discussion, it was decided that an appropriate scope increase for the project would be to develop a Girl Guides Badge Datbase:
> The database would have the following requirements:
o The ability to store data regarding multiple badges, including descriptions, images and information regarding how to earn the badge;
o A plug-in will have to be scripted to interface the database with Joomla! so that the client only needs to use a single application to update both web site and database content; and
o The team will pre-fill content for 5 badge items.
- The team believes that the bulk of the work will be the user documentation to support the database, and the scripting of the Joomla! plug-in, as opposed to the creation of the database itself.
2. Project Timeline Estimations
- An estimation of how long the project is expected to take, as well as estimated role assignments was created.
- Ben is to finalise this document and forward it to Kathleen so that she can approve whether or not the project scope is now suitable.
Other:
- N/A
Location:
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Kourosh Kakhi, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: N/A
Supervisor(s): Kathleen Keogh.
Client: N/A
Next Meeting: Thursday 28th August, 2008.
Time: 1:30PM.
Location: TBA
Agenda:
An agenda was not set for this meeting. It was an open discussion and impromptu.
Discussed Items:
1. Project Scope Increase
- After much discussion, it was decided that an appropriate scope increase for the project would be to develop a Girl Guides Badge Datbase:
> The database would have the following requirements:
o The ability to store data regarding multiple badges, including descriptions, images and information regarding how to earn the badge;
o A plug-in will have to be scripted to interface the database with Joomla! so that the client only needs to use a single application to update both web site and database content; and
o The team will pre-fill content for 5 badge items.
- The team believes that the bulk of the work will be the user documentation to support the database, and the scripting of the Joomla! plug-in, as opposed to the creation of the database itself.
2. Project Timeline Estimations
- An estimation of how long the project is expected to take, as well as estimated role assignments was created.
- Ben is to finalise this document and forward it to Kathleen so that she can approve whether or not the project scope is now suitable.
Other:
- N/A
Tuesday 26th August, 2008
Time: c. 2:30PM - 3:45PM.
Location: Kathleen Keogh's Office, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Kourosh Kakhi, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): Sandra Herbert (Supervisor).
Absentees: Sandra Herbert (Supervisor).
Supervisor(s): Kathleen Keogh.
Client: N/A
Next Meeting: Thursday 28th August, 2008.
Time: 1:30PM.
Location: TBA
Agenda:
1. Status Reports from all Team Members
2. Supervisor Feedback / Comments (Sandra Herbert)
3. Project Scope Increase
4. Other Business
Discussed Items:
1. Status Reports from all Team Members
- It was agreed that the scope increase was a more pressing issue, therefore this item could be skipped for today.
- Timesheets will instead be used as Status Reports.
2. Supervisor Feedback / Comments (Sandra Herbert)
- It was agreed that the scope increase was a more pressing issue, therefore this item could be skipped for today.
3. Project Scope Increase
- Team E advised Kathleen that we do not believe we can increase the scope of the project for the following reasons:
> Current estimations indicate that an increase in the project scope would take, at the very least, an additional 4 weeks to complete;
> The client, Cherie Brown, does not necessarily want the scope of the project to be increased as she is happy with the project as it is;
> Dean advised Kathleen that he, and other team members, are doing 2-3 other subjects this semester - each with multiple assignments - therefore, increasing the scope in this subject would be unrealistic and may result in the failure of other subjects; and
> If scope were to be increased, then documention from CP783 would need to be re-written to reflect the changes, and the client would have to sign off on it.
- Kathleen advised the following:
> An extension to the subject, to accomodate an increased scope, can be negotiated;
> Increasing the scope does not necessarily require the modification of existing documentation, producing new documents, that solely reflect the changed scope, can instead be produced;
> The subject requires a 10-hour commitment per week, that needs to be reflected in timesheets;
o This IS currently the case - however, Kathleen contended that we are still required to do more.
> Without increasing the scope, the best the project team can hope for, is a 'pass' for the unit;
> Kathleen advisd that the concerns made regarding the project scope were made this semester, not the last semester; and
> Currently, the scope, and work involved in our project, is not comparable to those of other groups.
- Team E raised the following concerns:
> Why should we have to increase the scope of the project, when the 'problem' hasn't been identified by the CP783/CP784 staff after a full semester (CP783), and an additional 4-5 weeks?
> Team E also argued that the following should also be taken into account:
o We have had ALL of our documents signed off by both supervisors and the client;
o The supervisors whom raised this issue of an innapropriate scope, and Kathleen, approved the scope of the project in CP783 when they reviewed our project documentation, including the SRS and SPMP, which fully identified the scope of the project and the work that is to be undertaken;
* Kathleen advised that the time she took off to attend conferences, and her 'unfamiliarity' with Joomla! may have impacted upon her decison, as she was not fully aware of what the scope was.
* Team E advised Kathleen that they had fully explained Joomla! and how it would be utilised by the project team in their presentation which they made in CP783. Kathleen attended this presentation and did not raise any concerns, rather the group received a high mark.
> Team E did not have any scope-related concerns raised in CP783 by Kathleen or their supervisor; and
> Team E is currently on their third and fourth supervisors, which makes our project environment fairly unstable. They were / are:
o William Harvey;
o Scott Hebbard;
o Sandra Herbert (current); and
o Kathleen Keogh (current).
> The group also advised that whilst, compared to other teams, our coding may be lesser, it is more than likely our user documentation will be a lot more detailed and is a primary focus of our scope.
o Kathleen acknowledged this, but didn't elaborate further.
- Kathleen didn't necessarily address each of these concerns, rather she pointed out, that in order to get a 'pass' in this subject the scope has to be increased.
- Team E were forced to agree that they realised what had to be done:
> Ben: Agreed that the scope needed to be increased, but still had concerns;
> Kourosh: Agreed that the scope needed to be increased.
> Marcus: Agreed that the scope needed to be increased, but still had concerns;
> Dean: Agreed that the scope needed to be increased, but still had concerns;
> Kate: Agreed that the scope needed to be increased, but still had concerns;
> James: Agreed that the scope needed to be increased, but pointed out that the coding is by no means minimal - the template will require at least several hundred lines of code.
4. Other Business
- There was nothing else that could be brought forward.
Other:
- The group needs to think of a scope increase before the end of the week - Friday 29th August, 2008 - and forward it to Kathleen via e-mail for approval.
- Kathleen also requires an approximation of hours to be spent on the project.
Location: Kathleen Keogh's Office, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Kourosh Kakhi, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): Sandra Herbert (Supervisor).
Absentees: Sandra Herbert (Supervisor).
Supervisor(s): Kathleen Keogh.
Client: N/A
Next Meeting: Thursday 28th August, 2008.
Time: 1:30PM.
Location: TBA
Agenda:
1. Status Reports from all Team Members
2. Supervisor Feedback / Comments (Sandra Herbert)
3. Project Scope Increase
4. Other Business
Discussed Items:
1. Status Reports from all Team Members
- It was agreed that the scope increase was a more pressing issue, therefore this item could be skipped for today.
- Timesheets will instead be used as Status Reports.
2. Supervisor Feedback / Comments (Sandra Herbert)
- It was agreed that the scope increase was a more pressing issue, therefore this item could be skipped for today.
3. Project Scope Increase
- Team E advised Kathleen that we do not believe we can increase the scope of the project for the following reasons:
> Current estimations indicate that an increase in the project scope would take, at the very least, an additional 4 weeks to complete;
> The client, Cherie Brown, does not necessarily want the scope of the project to be increased as she is happy with the project as it is;
> Dean advised Kathleen that he, and other team members, are doing 2-3 other subjects this semester - each with multiple assignments - therefore, increasing the scope in this subject would be unrealistic and may result in the failure of other subjects; and
> If scope were to be increased, then documention from CP783 would need to be re-written to reflect the changes, and the client would have to sign off on it.
- Kathleen advised the following:
> An extension to the subject, to accomodate an increased scope, can be negotiated;
> Increasing the scope does not necessarily require the modification of existing documentation, producing new documents, that solely reflect the changed scope, can instead be produced;
> The subject requires a 10-hour commitment per week, that needs to be reflected in timesheets;
o This IS currently the case - however, Kathleen contended that we are still required to do more.
> Without increasing the scope, the best the project team can hope for, is a 'pass' for the unit;
> Kathleen advisd that the concerns made regarding the project scope were made this semester, not the last semester; and
> Currently, the scope, and work involved in our project, is not comparable to those of other groups.
- Team E raised the following concerns:
> Why should we have to increase the scope of the project, when the 'problem' hasn't been identified by the CP783/CP784 staff after a full semester (CP783), and an additional 4-5 weeks?
> Team E also argued that the following should also be taken into account:
o We have had ALL of our documents signed off by both supervisors and the client;
o The supervisors whom raised this issue of an innapropriate scope, and Kathleen, approved the scope of the project in CP783 when they reviewed our project documentation, including the SRS and SPMP, which fully identified the scope of the project and the work that is to be undertaken;
* Kathleen advised that the time she took off to attend conferences, and her 'unfamiliarity' with Joomla! may have impacted upon her decison, as she was not fully aware of what the scope was.
* Team E advised Kathleen that they had fully explained Joomla! and how it would be utilised by the project team in their presentation which they made in CP783. Kathleen attended this presentation and did not raise any concerns, rather the group received a high mark.
> Team E did not have any scope-related concerns raised in CP783 by Kathleen or their supervisor; and
> Team E is currently on their third and fourth supervisors, which makes our project environment fairly unstable. They were / are:
o William Harvey;
o Scott Hebbard;
o Sandra Herbert (current); and
o Kathleen Keogh (current).
> The group also advised that whilst, compared to other teams, our coding may be lesser, it is more than likely our user documentation will be a lot more detailed and is a primary focus of our scope.
o Kathleen acknowledged this, but didn't elaborate further.
- Kathleen didn't necessarily address each of these concerns, rather she pointed out, that in order to get a 'pass' in this subject the scope has to be increased.
- Team E were forced to agree that they realised what had to be done:
> Ben: Agreed that the scope needed to be increased, but still had concerns;
> Kourosh: Agreed that the scope needed to be increased.
> Marcus: Agreed that the scope needed to be increased, but still had concerns;
> Dean: Agreed that the scope needed to be increased, but still had concerns;
> Kate: Agreed that the scope needed to be increased, but still had concerns;
> James: Agreed that the scope needed to be increased, but pointed out that the coding is by no means minimal - the template will require at least several hundred lines of code.
4. Other Business
- There was nothing else that could be brought forward.
Other:
- The group needs to think of a scope increase before the end of the week - Friday 29th August, 2008 - and forward it to Kathleen via e-mail for approval.
- Kathleen also requires an approximation of hours to be spent on the project.
12 August, 2008
Tuesday 12th August, 2008
August 12th
Time: c.3:30PM - 4:30PM
Location: T249, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Kourosh Kakhi, Marcus Kirkpatrick, Dean Perkins and Kate Perry.
Attendees (Optional): N/A
Absentees: James Romeril (Absent - no excuse).
Supervisor(s): Sandra Herbert and Kathleen Keogh
Client: N/A
Next TBA
Time: TBA
Location: TBA
Agenda:
1. Status Reports from all Team Members
2. Supervisor Feedback / Comments
3. Communication
4. Other Business
Discussed Items:
1. Status Reports from all Team Members
- Ben: Provided a status report;
- Kourosh: Provided a status report;
- Marcus: Provided a status report;
- Dean: Provided a status report; and
- Kate: Provided a status report.
- For information as to what was reported, please review individual timesheets.
2. Supervisor Feedback / Comments
- Per Kathleen:
> SDD:
o Kathleen advised that the SDD requires more content.
o Kathleen advised that the content related to Joomla! is great for future maintenance but NOT for the system design.
o Kathleen was concerned that the SDD doesn't easily define how a page is to be added, and suggested adding a paragraph similar to the following "... each page based on a description in a Joomla! template... ".
* Dean provided a quick overview that the content of each page is stored in a JOS content task linked within the JOS menu.
o Kathleen acknowledged that this would be suitable for the SDD and that our group definetely needs to include more "gutsy" stuff in order to get a better mark.
o Kathleen further advised that a description of the coding languages, such as "CSS" are required, as is a paragraph describing how Team E is override the default Joomla! settings to "personalise" the system for the Ballarat Girl Guides.
3. Communication
- Per Ben Daniel:
> The team requires improved communication as there are still a few bugs plagueing the project.
> Sandra is to be "cc'd" in on all e-mails until the group is communicating effectively.
o Her role will be to help the group if we are experiencing difficulties, and will help the group work through problems.
4. Other Business
- Poster:
> The poster is to display the default architecture of the system, however it may need to be modified to make it to more dynamic.
> A site map or storyboard for each page would be a good starting point.
o A good idea would be to mention how it contains a consistent layout across each page.
o A folder/tree-style approach could be useful.
> The poster needs to clearly show what Joomla! does and how Team E are customising it for their client (Ballarat Girl Guides).
> The poster could include information describing what the "template" provides and exactly what the Joomla! CMS does and what Team E is doing themselves.
> Kathleen advised that a good idea would be to narrow down the subset with templates, and include information relating to:
o What happens to information?
o Where is information stored?
o Constraints.
> Kourosh advised that he had experience designing posters and was assigned the role.
o The poster will be A2-sized.
Other:
- Team Roles:
> Ben is to continue to finish a list of team roles and e-mail them to all members of Team E and Kathleen and Sandra.
- WBS:
> Ben has completed a WBS and will e-mail it to the supervisors tonight.
- Server Errors:
> Dean has resolved some server errors and is trying to fix another.
Time: c.3:30PM - 4:30PM
Location: T249, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Kourosh Kakhi, Marcus Kirkpatrick, Dean Perkins and Kate Perry.
Attendees (Optional): N/A
Absentees: James Romeril (Absent - no excuse).
Supervisor(s): Sandra Herbert and Kathleen Keogh
Client: N/A
Next TBA
Time: TBA
Location: TBA
Agenda:
1. Status Reports from all Team Members
2. Supervisor Feedback / Comments
3. Communication
4. Other Business
Discussed Items:
1. Status Reports from all Team Members
- Ben: Provided a status report;
- Kourosh: Provided a status report;
- Marcus: Provided a status report;
- Dean: Provided a status report; and
- Kate: Provided a status report.
- For information as to what was reported, please review individual timesheets.
2. Supervisor Feedback / Comments
- Per Kathleen:
> SDD:
o Kathleen advised that the SDD requires more content.
o Kathleen advised that the content related to Joomla! is great for future maintenance but NOT for the system design.
o Kathleen was concerned that the SDD doesn't easily define how a page is to be added, and suggested adding a paragraph similar to the following "... each page based on a description in a Joomla! template... ".
* Dean provided a quick overview that the content of each page is stored in a JOS content task linked within the JOS menu.
o Kathleen acknowledged that this would be suitable for the SDD and that our group definetely needs to include more "gutsy" stuff in order to get a better mark.
o Kathleen further advised that a description of the coding languages, such as "CSS" are required, as is a paragraph describing how Team E is override the default Joomla! settings to "personalise" the system for the Ballarat Girl Guides.
3. Communication
- Per Ben Daniel:
> The team requires improved communication as there are still a few bugs plagueing the project.
> Sandra is to be "cc'd" in on all e-mails until the group is communicating effectively.
o Her role will be to help the group if we are experiencing difficulties, and will help the group work through problems.
4. Other Business
- Poster:
> The poster is to display the default architecture of the system, however it may need to be modified to make it to more dynamic.
> A site map or storyboard for each page would be a good starting point.
o A good idea would be to mention how it contains a consistent layout across each page.
o A folder/tree-style approach could be useful.
> The poster needs to clearly show what Joomla! does and how Team E are customising it for their client (Ballarat Girl Guides).
> The poster could include information describing what the "template" provides and exactly what the Joomla! CMS does and what Team E is doing themselves.
> Kathleen advised that a good idea would be to narrow down the subset with templates, and include information relating to:
o What happens to information?
o Where is information stored?
o Constraints.
> Kourosh advised that he had experience designing posters and was assigned the role.
o The poster will be A2-sized.
Other:
- Team Roles:
> Ben is to continue to finish a list of team roles and e-mail them to all members of Team E and Kathleen and Sandra.
- WBS:
> Ben has completed a WBS and will e-mail it to the supervisors tonight.
- Server Errors:
> Dean has resolved some server errors and is trying to fix another.
06 August, 2008
Supervisor Meeting 03/08/08
Supervisor Meeting 03/08/08
Chair: Ben Daniel
Attendance: Ben Daniel, Dean Perkins, Kourosh Kakhi, James Romeril, Kate Perry & Sandra Herbert
Absent: Marcus Kirkpatrick
Start Time: 3.30pm
End Time: 4.25pm
Discussion:
Ben:
Action Items:
Ben:
Chair: Ben Daniel
Attendance: Ben Daniel, Dean Perkins, Kourosh Kakhi, James Romeril, Kate Perry & Sandra Herbert
Absent: Marcus Kirkpatrick
Start Time: 3.30pm
End Time: 4.25pm
Discussion:
Ben:
- Format/Grammer Update of SDD
- Room Finding for Project Meetings
- Task assignment table
- Update of Schedule
- Update of Roles and Responsibilities
- HTML layouts
- Research into how to add some other colors to the website
- Storyboarding for SDD
- Found SADD/SDD IEEE standard (sent to Dean)
- Updated SADD/SDD to IEEE standard
- Updated Diagrams, Architecture in SADD/SDD
- Update of SADD/SDD wording flow
- Target Audience Research
- Update Communication Plan to Team Document Template
- Update Change Management Plan Document to Team Document Template
- Update Risk Management Plan to Team Document Template
- Research into PHP Bulletin Board Security and Policing
- Layout - Measurements and Placement
- HTML layouts
Action Items:
Ben:
- PDF Gantt chart
- Update roles and responsibilies in SPMP
- Update Schedule
- Create HTML Layout of page(s) in color
- Add Data Dictionary to SADD/SDD
- Send PHP Bulletin Board Screen Shots to Kourosh
- Update Risk Management Plan
- Update Communication Management Plan
- Get Guide pages back online (or zipped & emailed to Kourosh & Kate)
- Update SADD/SDD with Storyboarding from Kourosh
- Send Storyboarding to Dean
- Review SADD/SDD by Thursday and Discuss during meeting
- Quiz/Game(s)/Survey/Badge-Activity Database
- Question document review with Team A
- Design Poster
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