Time: c. 1:30PM - 2:00PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Chair: Dean Perkins / Kate Perry.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Luke Johnstone, Marcus Kirkpatrick, Dean Perkins and Kate Perry.
Attendees (Optional): N/A
Absentees: James Romeril
Supervisor(s): Scott Hebbard.
Client: N/A
Next Meeting: Wednesday 2nd April, 2008.
Time: 1:30PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Agenda:
1. SPMP Submitted
2. Arrange Client Meeting
3. Schedule Fortnightly Meetings with William Harvey and Scott Hebbard
4. Client Meeting Discussion/Plan
Discussed Items:
1. SPMP Submitted
- The SPMP was submitted on the 21/03/2008, however Scott and William hadn’t visited DotProject and retrieved the file(s) on time.
- Ben e-mailed a copy of the document to both Project Supervisors on the 26/03/2008.
- Both Project Supervisors have received and read the SPMP.
2. Arrange Client Meeting
- Luke contacted Cherie Brown of the Girl Guides and organised a client meeting to take place today at 2:00PM.
- An agenda and a series of questions have been developed by the project team in preparation of the meeting.
- A client meeting has been organised and planned/prepared for appropriately.
3. Schedule Fortnightly Meetings with William Harvey and Scott Hebbard
- Meetings with Project Supervisors are to take place on a fortnightly-basis on Monday’s in Room T124.
- 1:30PM is a suitable start time (as is 1:00PM).
- No meeting is required next week; however they will begin in the subsequent week.
- Team meetings with the Project Supervisors have been organised.
- 1:30PM is the preferred start time. Ben plans to e-mail expected participants on the prior day.
4. Client Meeting Discussion/Plan
- The project team discussed their outline for the following client meeting with Scott Hebbard and received feedback on some approaches and key areas.
- Initial meeting is to take place at 1:30PM in Room T124.
Other:
- William Harvey may withdraw as a supervisor.
- The issue of versioning control was raised.
> DotProject does this automatically.
> Naming conventions, etc. have been developed and Scott Hebbard needs to be informed of these decisions.
31 March, 2008
Monday 31st March, 2008
Time: c. 2:00PM - 3:30PM.
Location: Room T124, University of Ballarat, Mt. Helen.
Chair: Dean Perkins / Kate Perry.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Luke Johnstone, Marcus Kirkpatrick, Dean Perkins and Kate Perry.
Attendees (Optional): Scott Hebbard (Supervisor) and William Harvey (Supervisor).
Absentees: James Romeril (no excuse provided) and William Harvey (Supervisor).
Supervisor(s): Scott Hebbard.
Client: Cherie Brown.
Next Meeting: Wednesday 2nd April, 2008.
Time: 1:30PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Agenda:
1. Formal Introductions
2. Overview of Project Scope (per Client Submission)
3. Review of Team E produced Tender (with Client)
4. Discussion of Project Scope – Opportunities and Constraints
5. Discussion re Existing Client-Side Software and Hardware Resources
6. Discussion re Client and Team E Availability
7. Other Discussion / Questions
8. Schedule of Future Meetings
(Whilst an agenda was prepared, it was deviated from).
Discussed Items:
1. Formal Introductions
- Formal introductions between the client and the members of Team E were successful.
2. Overview of Project Scope (per Client Submission)
- Discussion with Cherie, in which she outlined many of the requirements:
> The Ballarat Girl Guides probably could do with a proper website:
o Google "Girl Guides + Ballarat" to view their existing site.
> Cherie advised that there are both State and National Girl Guides web sites, which may provide a good indication of how the Ballarat Girl Guides web site could be developed.
> An easier update process is required:
o Cherie advised that she is currently using Microsoft Publisher to create and modify the web site.
o This means that every time she makes a change and is required to upload the web site, it re-sends the entire web site (every page) NOT just those which were modified.
o This is a problem given her current connection - dial-up.
> The site needs to contain the following:
o Contact details - for each unit / area (as per the current web site);
o The ability to publish details of Girl Guides activities that are currently coming up, e.g. Girl Guides camps; and
o The ability to publish news and updates for each area / region of the Ballarat Girl Guides.
> Leaders need to be able to exchange ideas online, is the web site a suitable avenue for this?
o Cherie identified that leaders need to be able to share / view information.
o Team E identified that this can be done either by a real-time chat client or via a forum.
* The preferred alternative will need to be discussed further at a later date.
* Team E will need to investigate both potential outcomes to identify possible gains and flaws of each approach, e.g. security and bandwith constraints.
> The site needs to have a child-friendly appearance and contain contain age-appropriate content:
o Team E will be required to research into privacy and how to protect young people on the Internet.
o The typical age group for the site's end users (Girl Guides) is 5-18 year-olds (youth members), however the average age is closer to 6-12 year-olds.
> Security safeguards need to be in place:
o Memberships and passwords are already implemented on the National and State sites, could this be used on the Ballarat site?
o Cherie identified that each Girl Guide is given a unique ID number which could be used in the membership process.
> The website needs to be something that the Girl Guides want to open, and visit ahead of other web sites:
o Cherie wants this web site to be the Internet site primarily viewed by her Guides, therefore, it has to be visually appealing and most contain content that appeals to their age group.
> Cherie advises that there are a number of .pdf files that she regularly relies on (these include forms, releases, etc.):
o If possible, she would like it if they could be included, or even linked on her site in one way.
* This is very possible, and scope can be updated to include this.
o Cherie also requested, that if it were possible, would her new Guides site be able to automatically update these forms when changes are made on the State or National Girl Guides sites:
* This is a scope issue, as it may possible to incorporate a PHP dtect and update, however, it may not be a realistic goal to pursue as it is dependent upon whether Cherie is generating these forms herself, or whether the State or National Girl Guides sites are.
> Cherie pointed out the intellectual property constraints surrounding the Girl Guides web site and the usage of photos:
o It would be possible for Team E to use the Girl Guides logo for the website, however;
o Cherie personally does not like photos of the girls on the site.
o There are also a number of legal and ethical issues that will need to be taken into account.
- Cherie's initial request for the developmental upgrade of the Girl Guides web site also included a database upgrade. After discussions within the Team, and with Scott (prior to the meeting), it was decided that this may be too much work to complete within the specified time period for the CP783 / CP784 subjects.
- Team E spoke to Cherie about modifying the scope to remove the database upgrade and focus solely on the upgrade of the web site.
- Cherie was agreeable with this proposal.
- Cherie's brief scope outline defined the most important aspects being:
> Simplicity;
> Security; and
> User-friendliness.
3. Review of Team E produced Tender (with Client)
- Cherie was very happy with the project tender and thought that it looked quite professional.
- She had nothing further to comment on, however, she was more than happy to sign-off on it.
4. Discussion of Project Scope – Opportunities and Constraints
- Cherie only uses a dial-up connection - approximately 56kbps.
> Team E to investigate a possible alternative, as this may negatively impact on her future Internet use and maintenance of the site.
- Cherie's current Internet account is hosted by Netconnect, and she 'thinks' that she may be allocated 150MB of hosting space.
> It is likely that the site will require more hosting space than this, so Team E to take this into account when investigating possible ISP alternatives.
- Cherie's Internet resources are all provided by Netconnect, and this includes:
> Her personal e-mail address; and
> An additional (second) e-mail address for the Girl Guides.
o Cherie would prefer having a stand-alone web account for the Girl Guides, including another e-mail account that isn't tied to her personal Internet account.
- Cherie also has a USB drive which she can use to update the site whilst at work (which has a faster Internet connection than her Netconnect-hosted dial-up connection).
5. Discussion re Existing Client-Side Software and Hardware Resources
- These resources were identified in item 4 of the agenda.
6. Discussion re Client and Team E Availability
- N/A: This was covered in item 8 of the meeting agenda.
7. Other Discussion / Questions
- Cherie advised that she may be able to get grants to help fund the site, or additional hosting options.
- Cherie also advised, that she had a region meeting on Saturday 12th April, 2008, which would be a good way to discuss and identify further site requirements with Girl Guides leaders.
> Cherie would like a document detailing what we are doing to be created for this meeting.
o Team E will produce a document, and Luke will e-mail it to Cherie prior to her region meeting.
o The task of creating the document is to be discussed further, and assigned after the meeting.
8. Schedule of Future Meetings
- Cherie tentatively identified Mondays as her preferred day for meetings.
- Furthermore, she is contactable via either e-mail or phone.
Other:
- Ben intends to create a Guest Account on DotProject for Cherie so that she is able to view project-related files.
Location: Room T124, University of Ballarat, Mt. Helen.
Chair: Dean Perkins / Kate Perry.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Luke Johnstone, Marcus Kirkpatrick, Dean Perkins and Kate Perry.
Attendees (Optional): Scott Hebbard (Supervisor) and William Harvey (Supervisor).
Absentees: James Romeril (no excuse provided) and William Harvey (Supervisor).
Supervisor(s): Scott Hebbard.
Client: Cherie Brown.
Next Meeting: Wednesday 2nd April, 2008.
Time: 1:30PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Agenda:
1. Formal Introductions
2. Overview of Project Scope (per Client Submission)
3. Review of Team E produced Tender (with Client)
4. Discussion of Project Scope – Opportunities and Constraints
5. Discussion re Existing Client-Side Software and Hardware Resources
6. Discussion re Client and Team E Availability
7. Other Discussion / Questions
8. Schedule of Future Meetings
(Whilst an agenda was prepared, it was deviated from).
Discussed Items:
1. Formal Introductions
- Formal introductions between the client and the members of Team E were successful.
2. Overview of Project Scope (per Client Submission)
- Discussion with Cherie, in which she outlined many of the requirements:
> The Ballarat Girl Guides probably could do with a proper website:
o Google "Girl Guides + Ballarat" to view their existing site.
> Cherie advised that there are both State and National Girl Guides web sites, which may provide a good indication of how the Ballarat Girl Guides web site could be developed.
> An easier update process is required:
o Cherie advised that she is currently using Microsoft Publisher to create and modify the web site.
o This means that every time she makes a change and is required to upload the web site, it re-sends the entire web site (every page) NOT just those which were modified.
o This is a problem given her current connection - dial-up.
> The site needs to contain the following:
o Contact details - for each unit / area (as per the current web site);
o The ability to publish details of Girl Guides activities that are currently coming up, e.g. Girl Guides camps; and
o The ability to publish news and updates for each area / region of the Ballarat Girl Guides.
> Leaders need to be able to exchange ideas online, is the web site a suitable avenue for this?
o Cherie identified that leaders need to be able to share / view information.
o Team E identified that this can be done either by a real-time chat client or via a forum.
* The preferred alternative will need to be discussed further at a later date.
* Team E will need to investigate both potential outcomes to identify possible gains and flaws of each approach, e.g. security and bandwith constraints.
> The site needs to have a child-friendly appearance and contain contain age-appropriate content:
o Team E will be required to research into privacy and how to protect young people on the Internet.
o The typical age group for the site's end users (Girl Guides) is 5-18 year-olds (youth members), however the average age is closer to 6-12 year-olds.
> Security safeguards need to be in place:
o Memberships and passwords are already implemented on the National and State sites, could this be used on the Ballarat site?
o Cherie identified that each Girl Guide is given a unique ID number which could be used in the membership process.
> The website needs to be something that the Girl Guides want to open, and visit ahead of other web sites:
o Cherie wants this web site to be the Internet site primarily viewed by her Guides, therefore, it has to be visually appealing and most contain content that appeals to their age group.
> Cherie advises that there are a number of .pdf files that she regularly relies on (these include forms, releases, etc.):
o If possible, she would like it if they could be included, or even linked on her site in one way.
* This is very possible, and scope can be updated to include this.
o Cherie also requested, that if it were possible, would her new Guides site be able to automatically update these forms when changes are made on the State or National Girl Guides sites:
* This is a scope issue, as it may possible to incorporate a PHP dtect and update, however, it may not be a realistic goal to pursue as it is dependent upon whether Cherie is generating these forms herself, or whether the State or National Girl Guides sites are.
> Cherie pointed out the intellectual property constraints surrounding the Girl Guides web site and the usage of photos:
o It would be possible for Team E to use the Girl Guides logo for the website, however;
o Cherie personally does not like photos of the girls on the site.
o There are also a number of legal and ethical issues that will need to be taken into account.
- Cherie's initial request for the developmental upgrade of the Girl Guides web site also included a database upgrade. After discussions within the Team, and with Scott (prior to the meeting), it was decided that this may be too much work to complete within the specified time period for the CP783 / CP784 subjects.
- Team E spoke to Cherie about modifying the scope to remove the database upgrade and focus solely on the upgrade of the web site.
- Cherie was agreeable with this proposal.
- Cherie's brief scope outline defined the most important aspects being:
> Simplicity;
> Security; and
> User-friendliness.
3. Review of Team E produced Tender (with Client)
- Cherie was very happy with the project tender and thought that it looked quite professional.
- She had nothing further to comment on, however, she was more than happy to sign-off on it.
4. Discussion of Project Scope – Opportunities and Constraints
- Cherie only uses a dial-up connection - approximately 56kbps.
> Team E to investigate a possible alternative, as this may negatively impact on her future Internet use and maintenance of the site.
- Cherie's current Internet account is hosted by Netconnect, and she 'thinks' that she may be allocated 150MB of hosting space.
> It is likely that the site will require more hosting space than this, so Team E to take this into account when investigating possible ISP alternatives.
- Cherie's Internet resources are all provided by Netconnect, and this includes:
> Her personal e-mail address; and
> An additional (second) e-mail address for the Girl Guides.
o Cherie would prefer having a stand-alone web account for the Girl Guides, including another e-mail account that isn't tied to her personal Internet account.
- Cherie also has a USB drive which she can use to update the site whilst at work (which has a faster Internet connection than her Netconnect-hosted dial-up connection).
5. Discussion re Existing Client-Side Software and Hardware Resources
- These resources were identified in item 4 of the agenda.
6. Discussion re Client and Team E Availability
- N/A: This was covered in item 8 of the meeting agenda.
7. Other Discussion / Questions
- Cherie advised that she may be able to get grants to help fund the site, or additional hosting options.
- Cherie also advised, that she had a region meeting on Saturday 12th April, 2008, which would be a good way to discuss and identify further site requirements with Girl Guides leaders.
> Cherie would like a document detailing what we are doing to be created for this meeting.
o Team E will produce a document, and Luke will e-mail it to Cherie prior to her region meeting.
o The task of creating the document is to be discussed further, and assigned after the meeting.
8. Schedule of Future Meetings
- Cherie tentatively identified Mondays as her preferred day for meetings.
- Furthermore, she is contactable via either e-mail or phone.
Other:
- Ben intends to create a Guest Account on DotProject for Cherie so that she is able to view project-related files.
26 March, 2008
Wednesday 26th March, 2008
Time: c. 1:30PM - 2:15PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Chair: Dean Perkins / Kate Perry.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Luke Johnstone, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: William Harvey (Supervisor).
Supervisor(s): Scott Hebbard.
Client: N/A
Next Meeting: Monday 31st March, 2008.
Time: 1:30PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Agenda:
1. Discussion with Scott Hebbard.
Discussed Items:
1. Discussion with Scott Hebbard
- Initial introductions between team members and Scott Hebbard.
- Scott then discussed some items he believed where of importance:
- Went over the SPMP and discussed some components (Scott hadn’t seen the document as he had not yet logged into DotProject).
- Meeting plan – how they are to be run.
> Agendas.
> Action Items.
- The tender process is run through Kathleen Keogh.
> As we haven’t heard anything, assume that our tender was successful.
> William and Scott need to organise a meeting.
> A lot of background and a lot of goals need to be discussed and refined in the initial meeting.
> William and Scott are to be present as it is a formal meeting.
- Take initiative – show you can manage the project!
> William Harvey is away next week, however Scott will still be there.
- Periodic e-mails can be good.
> SPMP to be mailed to Scott and William (Ben to take care of this).
- SHOW THE CLIENT:
> What you will do;
> How you will do it; and
> Don’t take something too BIG!
- Scott and William are to undertake a mediator type role.
- Luke Johnstone to contact the client and organise a meeting for the 31st March, 2008.
- Ben Daniel to e-mail Scott Hebbard and William Harvey a copy of the SPMP tonight.
- Was more of an introductory session with Scott Hebbard and an explanation of his approach to the subject, than a standard project team meeting.
Other:
- This was more of an introductory meeting with Scott Hebbard as opposed to a Project Team meeting.
- SPMP was completed and submitted on the 21st March, 2008.
- Meetings with Scott Hebbard and William Harvey are to be scheduled on a fortnightly-basis.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Chair: Dean Perkins / Kate Perry.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Luke Johnstone, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: William Harvey (Supervisor).
Supervisor(s): Scott Hebbard.
Client: N/A
Next Meeting: Monday 31st March, 2008.
Time: 1:30PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Agenda:
1. Discussion with Scott Hebbard.
Discussed Items:
1. Discussion with Scott Hebbard
- Initial introductions between team members and Scott Hebbard.
- Scott then discussed some items he believed where of importance:
- Went over the SPMP and discussed some components (Scott hadn’t seen the document as he had not yet logged into DotProject).
- Meeting plan – how they are to be run.
> Agendas.
> Action Items.
- The tender process is run through Kathleen Keogh.
> As we haven’t heard anything, assume that our tender was successful.
> William and Scott need to organise a meeting.
> A lot of background and a lot of goals need to be discussed and refined in the initial meeting.
> William and Scott are to be present as it is a formal meeting.
- Take initiative – show you can manage the project!
> William Harvey is away next week, however Scott will still be there.
- Periodic e-mails can be good.
> SPMP to be mailed to Scott and William (Ben to take care of this).
- SHOW THE CLIENT:
> What you will do;
> How you will do it; and
> Don’t take something too BIG!
- Scott and William are to undertake a mediator type role.
- Luke Johnstone to contact the client and organise a meeting for the 31st March, 2008.
- Ben Daniel to e-mail Scott Hebbard and William Harvey a copy of the SPMP tonight.
- Was more of an introductory session with Scott Hebbard and an explanation of his approach to the subject, than a standard project team meeting.
Other:
- This was more of an introductory meeting with Scott Hebbard as opposed to a Project Team meeting.
- SPMP was completed and submitted on the 21st March, 2008.
- Meetings with Scott Hebbard and William Harvey are to be scheduled on a fortnightly-basis.
17 March, 2008
Monday 17th March, 2008
Time: c. 1:30PM - 2:30PM.
Location: Room F312, Mt. Helen Campus, University of Ballarat.
Chair: Dean Perkins / Kate Perry.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Luke Johnstone, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: Scott Hebbard (Supervisor).
Supervisor(s): William Harvey.
Client: N/A
Next Meeting: Wednesday 26th March, 2008.
Time: 1:30PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Agenda:
1. Discussion with William Harvey.
Discussed Items:
1. Discussion with William Harvey
Initial introductions between team members and William Harvey.
William then discussed some items he believed where of importance:
- Week 3 – SPMP is due.
- Division of roles:
> Project Manager – Kate Perry.
> Decide individual roles (these have to be defined).
- DotProject.
- Conflict Resolution Polices.
> Contingency Plan.
- Meetings and milestones are negotiable.
- A paper trail to support everything needs to be developed.
- Timesheets need to be created and constantly maintained.
- Agenda and minutes are important and need to be generated and managed efficiently and effectively.
- It is important that the team has a project website which is constantly maintained.
- A gantt chart needs to be developed – Ben Daniel is to take care of this.
Project roles that were identified included:
- Project Manager;
- Secretary / Documenter;
- Technical Advisors;
- Website Administrator;
- Client Liason;
- DotProject Liason;
- Reviewers; and
- Testers.
Was more of an introductory session with William Harvey and an explanation of his approach to the subject, than a standard project team meeting.
Other:
- This was more of an introductory meeting with William Harvey as opposed to a Project Team meeting.
- SPMP development is behind schedule:
> Technical Processes completed.
> Risk Management Plan, Change Management Plan, Communications Management Plan completed.
> Live Document Schedule added by Ben.
> All other components not yet completed or submitted.
> Date has been pushed back to a submission on the 21/03/2008.
Location: Room F312, Mt. Helen Campus, University of Ballarat.
Chair: Dean Perkins / Kate Perry.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Luke Johnstone, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: Scott Hebbard (Supervisor).
Supervisor(s): William Harvey.
Client: N/A
Next Meeting: Wednesday 26th March, 2008.
Time: 1:30PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Agenda:
1. Discussion with William Harvey.
Discussed Items:
1. Discussion with William Harvey
Initial introductions between team members and William Harvey.
William then discussed some items he believed where of importance:
- Week 3 – SPMP is due.
- Division of roles:
> Project Manager – Kate Perry.
> Decide individual roles (these have to be defined).
- DotProject.
- Conflict Resolution Polices.
> Contingency Plan.
- Meetings and milestones are negotiable.
- A paper trail to support everything needs to be developed.
- Timesheets need to be created and constantly maintained.
- Agenda and minutes are important and need to be generated and managed efficiently and effectively.
- It is important that the team has a project website which is constantly maintained.
- A gantt chart needs to be developed – Ben Daniel is to take care of this.
Project roles that were identified included:
- Project Manager;
- Secretary / Documenter;
- Technical Advisors;
- Website Administrator;
- Client Liason;
- DotProject Liason;
- Reviewers; and
- Testers.
Was more of an introductory session with William Harvey and an explanation of his approach to the subject, than a standard project team meeting.
Other:
- This was more of an introductory meeting with William Harvey as opposed to a Project Team meeting.
- SPMP development is behind schedule:
> Technical Processes completed.
> Risk Management Plan, Change Management Plan, Communications Management Plan completed.
> Live Document Schedule added by Ben.
> All other components not yet completed or submitted.
> Date has been pushed back to a submission on the 21/03/2008.
12 March, 2008
Wednesday 12th March, 2008
Time: c. 3:30PM - 4:00PM.
Location: Room F312, University of Ballarat, Mt. Helen.
Chair: Dean Perkins / Kate Perry.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Luke Johnstone, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: N/A
Supervisor(s): N/A
Client: N/A
Next Meeting: Monday 17th March, 2008.
Time: 1:30PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Agenda:
1. Timesheet Template
2. SPMP
3. Website
4. Project Supervisors
5. Questions For Client
Discussed Items:
1. Timesheet Template
Unit requirements stipulate that team members are to complete and maintain record(s) of all work undertaken throughout the duration of the assignment.
Team E has decided to use timesheets to manage this requirement. As a result it has been identified that we require a timesheet template accessible to all team members.
Ben is to create a timesheet template and upload it onto the DotProject server.
Individuals are to maintain their own weekly timesheets.
2. SPMP
The project team reviewed an existing SPMP and identified and assigned key document requirements to team members:
- Introduction (Kate Perry)
> Project Overview
> Project Deliverables
> Evolution of the Software Project Management Plan
> Reference Materials
> Definitions & Acronyms
- Project Organisation (Luke Johnstone)
> Process Model
> Organisational Structure
> Organisational Boundaries and Interfaces
> Project Responsibilities
- Managerial Process (Kate Perry)
> Management Objectives & Priorities
> Assumptions, Dependencies
> Risk Management (Marcus Kirkpatrick)
- Technical Process (Dean Perkins)
> Methods, Tools & Technologies
> Software Documentation
> Project Support Functions
- Work Packages, Schedule & Budget (Ben Daniel)
> Work Packages
> Dependencies
> Resource Requirements
> Budget & Resource Allocation
> Schedule
- Additional Components
> Change Management Plan (Marcus Kirkpatrick)
> Communications Management Plan (Marcus Kirkpatrick)
- Index TBA
- Appendices TBA
The project team reviewed an existing SPMP and identified and assigned key document requirements to team members. Completed sections are to be submitted to Marcus prior to the 17th March, 2008.
Marcus to compile the final document.
3. Website
James had overtaken website duties from Marcus.
According to James, the main parts of the design have been completed, using a modified WordPress theme. The source (psd) files for the images are available through ftp, in the oldbox.ath.cx/site/wp-content/themes/projectteam/. The only image that was not created by James is the cityscape background.
as James is still working on it. See what James has done so far at http://oldbox.ath.cx/site/.
Website design is completed; however ongoing maintenance is a requirement.
4. Project Supervisors
The team’s project supervisors are William Harvey and Scott Hebbard.
Meeting times (including an initial meeting) need to be discussed and organised with the Project Supervisors.
Kate Perry is to follow up the status of the Project Tender with the Project Supervisors.
Initial meeting is to take place at 1:30PM in Room T124.
It is possible that William Harvey may have resigned from the role of a Project Supervisor.
5. Questions For Client
A client meeting needs to take place in the future and a list of potential questions for discussion needs to be developed beforehand.
All team members are to develop a list of potential questions for the client meeting.
Other:
- James’ enrolment details have changed, and thus meeting times need to be re-discussed.
> Monday: 12:30 onwards (We have a meeting and a lecture from 1:30)
> Tuesday: 4:30 onwards
> Wednesday: 11:30 - 2:30, 4:30 onwards
> Thursday: 9:30 - 2:30, 5:30 onwards
> Friday: Unavailable
- Ben Daniel is to upload contact details for William Harvey and Scott Hebbard onto DotProject.
- Team members are to e-mail Kate Perry their university/work timetables.
- Ben is still working on an STMP solution that will e-mail calendar and tasks to all team members as they fall due.
Location: Room F312, University of Ballarat, Mt. Helen.
Chair: Dean Perkins / Kate Perry.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Luke Johnstone, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: N/A
Supervisor(s): N/A
Client: N/A
Next Meeting: Monday 17th March, 2008.
Time: 1:30PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Agenda:
1. Timesheet Template
2. SPMP
3. Website
4. Project Supervisors
5. Questions For Client
Discussed Items:
1. Timesheet Template
Unit requirements stipulate that team members are to complete and maintain record(s) of all work undertaken throughout the duration of the assignment.
Team E has decided to use timesheets to manage this requirement. As a result it has been identified that we require a timesheet template accessible to all team members.
Ben is to create a timesheet template and upload it onto the DotProject server.
Individuals are to maintain their own weekly timesheets.
2. SPMP
The project team reviewed an existing SPMP and identified and assigned key document requirements to team members:
- Introduction (Kate Perry)
> Project Overview
> Project Deliverables
> Evolution of the Software Project Management Plan
> Reference Materials
> Definitions & Acronyms
- Project Organisation (Luke Johnstone)
> Process Model
> Organisational Structure
> Organisational Boundaries and Interfaces
> Project Responsibilities
- Managerial Process (Kate Perry)
> Management Objectives & Priorities
> Assumptions, Dependencies
> Risk Management (Marcus Kirkpatrick)
- Technical Process (Dean Perkins)
> Methods, Tools & Technologies
> Software Documentation
> Project Support Functions
- Work Packages, Schedule & Budget (Ben Daniel)
> Work Packages
> Dependencies
> Resource Requirements
> Budget & Resource Allocation
> Schedule
- Additional Components
> Change Management Plan (Marcus Kirkpatrick)
> Communications Management Plan (Marcus Kirkpatrick)
- Index TBA
- Appendices TBA
The project team reviewed an existing SPMP and identified and assigned key document requirements to team members. Completed sections are to be submitted to Marcus prior to the 17th March, 2008.
Marcus to compile the final document.
3. Website
James had overtaken website duties from Marcus.
According to James, the main parts of the design have been completed, using a modified WordPress theme. The source (psd) files for the images are available through ftp, in the oldbox.ath.cx/site/wp-content/themes/projectteam/. The only image that was not created by James is the cityscape background.
as James is still working on it. See what James has done so far at http://oldbox.ath.cx/site/.
Website design is completed; however ongoing maintenance is a requirement.
4. Project Supervisors
The team’s project supervisors are William Harvey and Scott Hebbard.
Meeting times (including an initial meeting) need to be discussed and organised with the Project Supervisors.
Kate Perry is to follow up the status of the Project Tender with the Project Supervisors.
Initial meeting is to take place at 1:30PM in Room T124.
It is possible that William Harvey may have resigned from the role of a Project Supervisor.
5. Questions For Client
A client meeting needs to take place in the future and a list of potential questions for discussion needs to be developed beforehand.
All team members are to develop a list of potential questions for the client meeting.
Other:
- James’ enrolment details have changed, and thus meeting times need to be re-discussed.
> Monday: 12:30 onwards (We have a meeting and a lecture from 1:30)
> Tuesday: 4:30 onwards
> Wednesday: 11:30 - 2:30, 4:30 onwards
> Thursday: 9:30 - 2:30, 5:30 onwards
> Friday: Unavailable
- Ben Daniel is to upload contact details for William Harvey and Scott Hebbard onto DotProject.
- Team members are to e-mail Kate Perry their university/work timetables.
- Ben is still working on an STMP solution that will e-mail calendar and tasks to all team members as they fall due.
10 March, 2008
Thursday 10th April, 2008
Time: c. 3:30PM - 4:00PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Luke Johnstone, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: N/A
Supervisor(s): N/A
Client: N/A
Next Meeting: Thursday 17th April, 2008.
Time: 3:30PM.
Location: Room F312, University of Ballarat, Mt. Helen Campus.
Agenda:
An agenda was not set for this meeting. It was an open discussion.
Discussed Items:
1. SRS
- Luke, Dean and James are still working on the SRS.
- It should be ready for submission soon.
2. Website
- James has finished the Team E website - check it out!
3. Minutes
- Marcus advised that minutes should be finished and up-to-date by tomorrow.
- Any comments regarding the minutes would be appreciated, and can be sent to Marcus via e-mail.
4. SPMP
- The SPMP was completed and submitted on time, and a mark for this task will be relayed to the team soon.
5. Timesheets
- These need to be completed and updated ASAP.
- Currently ALL team members are behind on this task - please address this issue individually.
6. Working Prototype
- A working prototype NEEDS to be finished by Week 10.
- Dean, Marcus and James have been assigned this task.
Other:
N/A
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Luke Johnstone, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: N/A
Supervisor(s): N/A
Client: N/A
Next Meeting: Thursday 17th April, 2008.
Time: 3:30PM.
Location: Room F312, University of Ballarat, Mt. Helen Campus.
Agenda:
An agenda was not set for this meeting. It was an open discussion.
Discussed Items:
1. SRS
- Luke, Dean and James are still working on the SRS.
- It should be ready for submission soon.
2. Website
- James has finished the Team E website - check it out!
3. Minutes
- Marcus advised that minutes should be finished and up-to-date by tomorrow.
- Any comments regarding the minutes would be appreciated, and can be sent to Marcus via e-mail.
4. SPMP
- The SPMP was completed and submitted on time, and a mark for this task will be relayed to the team soon.
5. Timesheets
- These need to be completed and updated ASAP.
- Currently ALL team members are behind on this task - please address this issue individually.
6. Working Prototype
- A working prototype NEEDS to be finished by Week 10.
- Dean, Marcus and James have been assigned this task.
Other:
N/A
06 March, 2008
Thursday 6th March, 2008
Time: c. 3:30PM - 4:30PM.
Location: Room F312, University of Ballarat, Mt. Helen.
Chair: Dean Perkins / Kate Perry.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Luke Johnstone, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: N/A
Supervisor(s): N/A
Client: N/A
Next Meeting: Wednesday 12th March, 2008.
Time: 1:30PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Agenda:
1. Review Girl Guides Draft Tender
Discussed Items:
1. Review Girl Guides Draft Tender
Reviewed sections of the Girl Guides Draft Tender:
- Letter of Request
- Introduction
> Project Title
> Project Scope
> Length of Commitment
- Team Profile
> Team Members
> Team Member Profiles
o Ben Daniel
o Luke Johnstone
o Marcus Kirkpatrick
o Dean Perkins
o Kate Perry
o James Romeril
- Reasons Why Our Team Should Be Considered For This Project
- Declaration
The tender has been approved by all team members and is ready for submission. As Marcus’ is having Internet connection problems, Dean Perkins is to e-mail the completed tender to the Project Supervisors.
Draft Tender ready for submission.
Other:
- As of the 4th March, 2008, Ben Daniel has completed portions of the DotProject task entry. The currently entered tasks are the milestones listed in the Unit Description. Tasks not listed in the Unit Description are still to be added.
- Dean Perkins has created DotProject user accounts for the Project Supervisors, and is to e-mail the details to both individuals.
> SCOTT: userID = scott_h, password = hebbard123
> userID = william_h, password = harvey123
Location: Room F312, University of Ballarat, Mt. Helen.
Chair: Dean Perkins / Kate Perry.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Luke Johnstone, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: N/A
Supervisor(s): N/A
Client: N/A
Next Meeting: Wednesday 12th March, 2008.
Time: 1:30PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Agenda:
1. Review Girl Guides Draft Tender
Discussed Items:
1. Review Girl Guides Draft Tender
Reviewed sections of the Girl Guides Draft Tender:
- Letter of Request
- Introduction
> Project Title
> Project Scope
> Length of Commitment
- Team Profile
> Team Members
> Team Member Profiles
o Ben Daniel
o Luke Johnstone
o Marcus Kirkpatrick
o Dean Perkins
o Kate Perry
o James Romeril
- Reasons Why Our Team Should Be Considered For This Project
- Declaration
The tender has been approved by all team members and is ready for submission. As Marcus’ is having Internet connection problems, Dean Perkins is to e-mail the completed tender to the Project Supervisors.
Draft Tender ready for submission.
Other:
- As of the 4th March, 2008, Ben Daniel has completed portions of the DotProject task entry. The currently entered tasks are the milestones listed in the Unit Description. Tasks not listed in the Unit Description are still to be added.
- Dean Perkins has created DotProject user accounts for the Project Supervisors, and is to e-mail the details to both individuals.
> SCOTT: userID = scott_h, password = hebbard123
> userID = william_h, password = harvey123
03 March, 2008
Monday 3rd March, 2008.
Time: c. 1:30PM - 2:00PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Chair: Dean Perkins / Kate Perry.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Luke Johnstone, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: N/A
Supervisor(s): N/A
Client: N/A
Next Meeting: Thursday 6th Match, 2008.
Time: 3:30PM.
Location: Room F312, University of Ballarat, Mt. Helen Campus.
Agenda:
1. Luke Johnstone – Group Return
2. Website – Purpose?
3. Draft Tender
4. DotProject Tasks
5. Uniformed Software
Discussed Items:
1. Luke Johnstone – Group Return
Per an e-mail sent to all team members, Luke Johnstone, has departed returned to the group.
The group now contains the original six members for the first two semesters of the project.
Team roles will no longer need to be re-assessed.
2. Website – Purpose?
Confusion over the purpose of the project team website exists – is it just for news updates and links to the server, or should it contain other information, e.g. team member information, project scope etc.?
The majority of team members believe the former, however, Marcus believes it is the latter.
The website is to be developed under the pretence that it is only for news updates and links to the server.
This issue can be re-addressed at a later date.
3. Draft Tender
The draft tender wasn’t completed, and the progress made on the document was minimal.
Whilst it was initially decided that the Athletic Club Database was the preferential project, Kate raised the issue that it may not have existing hardware and software resources that could be utilised – like the Girl Guides project. Therefore, our project should be for the Girl Guides.
All project members are to e-mail Marcus a list of their Skills/Attributes, Study Details and Work Experience(s) prior to the 6th March, 2008.
The focus has shifted from the Athletics Club Database to the Girl Guides project.
Marcus to draft a tender for the Girl Guides project and forward it to all team members for review prior to submission
All project members are to e-mail Marcus a list of their Skills/Attributes, Study Details and Work Experience(s) prior to the 6th March, 2008.
4. DotProject Tasks
Project-related tasks are to be setup in DotProject for planning purposes. The WBS (to an extent) is to be based upon these tasks.
As it is estimated that this task will take quite bit of time, the due date is to be parallel that of the SPMP – Friday 21st March, 2008.
Ben Daniel is to setup project-related tasks in DotProject. Due date Friday 21st March, 2008.
The completion of this tasks is a pre-requisite to the WBS and therefore, the SPMP also.
5. Uniformed Software
Ben raised the issue of uniformed software at the prior meeting, i.e. Office 2007, and the potential benefits. It has been decided that the Project Team will use MS Office 2007 (as opposed to earlier versions).
Consequently, all file types will end with the ‘x’ extension. Users without the MS Office 2007 programs will not be able to open these file types, however a plug-in, available from the Microsoft website can be installed on the user’s PC to provide appropriate access. A link to this plug-in will be placed appropriately on the team website.
All project members are to save files under the Microsoft Office 2007 extensions. A link to a Microsoft hosted plug-in (to provide access for users of earlier Office versions) is to be placed appropriately on the team website.
Kate doesn’t have MS Office 2007 so this may potentially be an issue.
Other:
- Dean has resolved server-side issues and project-hosting capabilities (including DotProject) are up and running.
- Kathleen Keogh and the group supervisor(s) are to be provided with read-only access to the server.
- Dean Perkins to do FTP.
- Ben to investigate SMTP server for file upload notification.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Chair: Dean Perkins / Kate Perry.
Minute-Taker: Marcus Kirkpatrick.
Attendees (Required): Ben Daniel, Luke Johnstone, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: N/A
Supervisor(s): N/A
Client: N/A
Next Meeting: Thursday 6th Match, 2008.
Time: 3:30PM.
Location: Room F312, University of Ballarat, Mt. Helen Campus.
Agenda:
1. Luke Johnstone – Group Return
2. Website – Purpose?
3. Draft Tender
4. DotProject Tasks
5. Uniformed Software
Discussed Items:
1. Luke Johnstone – Group Return
Per an e-mail sent to all team members, Luke Johnstone, has departed returned to the group.
The group now contains the original six members for the first two semesters of the project.
Team roles will no longer need to be re-assessed.
2. Website – Purpose?
Confusion over the purpose of the project team website exists – is it just for news updates and links to the server, or should it contain other information, e.g. team member information, project scope etc.?
The majority of team members believe the former, however, Marcus believes it is the latter.
The website is to be developed under the pretence that it is only for news updates and links to the server.
This issue can be re-addressed at a later date.
3. Draft Tender
The draft tender wasn’t completed, and the progress made on the document was minimal.
Whilst it was initially decided that the Athletic Club Database was the preferential project, Kate raised the issue that it may not have existing hardware and software resources that could be utilised – like the Girl Guides project. Therefore, our project should be for the Girl Guides.
All project members are to e-mail Marcus a list of their Skills/Attributes, Study Details and Work Experience(s) prior to the 6th March, 2008.
The focus has shifted from the Athletics Club Database to the Girl Guides project.
Marcus to draft a tender for the Girl Guides project and forward it to all team members for review prior to submission
All project members are to e-mail Marcus a list of their Skills/Attributes, Study Details and Work Experience(s) prior to the 6th March, 2008.
4. DotProject Tasks
Project-related tasks are to be setup in DotProject for planning purposes. The WBS (to an extent) is to be based upon these tasks.
As it is estimated that this task will take quite bit of time, the due date is to be parallel that of the SPMP – Friday 21st March, 2008.
Ben Daniel is to setup project-related tasks in DotProject. Due date Friday 21st March, 2008.
The completion of this tasks is a pre-requisite to the WBS and therefore, the SPMP also.
5. Uniformed Software
Ben raised the issue of uniformed software at the prior meeting, i.e. Office 2007, and the potential benefits. It has been decided that the Project Team will use MS Office 2007 (as opposed to earlier versions).
Consequently, all file types will end with the ‘x’ extension. Users without the MS Office 2007 programs will not be able to open these file types, however a plug-in, available from the Microsoft website can be installed on the user’s PC to provide appropriate access. A link to this plug-in will be placed appropriately on the team website.
All project members are to save files under the Microsoft Office 2007 extensions. A link to a Microsoft hosted plug-in (to provide access for users of earlier Office versions) is to be placed appropriately on the team website.
Kate doesn’t have MS Office 2007 so this may potentially be an issue.
Other:
- Dean has resolved server-side issues and project-hosting capabilities (including DotProject) are up and running.
- Kathleen Keogh and the group supervisor(s) are to be provided with read-only access to the server.
- Dean Perkins to do FTP.
- Ben to investigate SMTP server for file upload notification.
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