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.