Thursday 29th May, 2008

Time: c. 3:40PM - 4:50PM
Location: Room F312, University of Ballarat, Mt. Helen Campus
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkpatrick.

Attendees (Required): Ben Daniel, Marcus Kirkpatrick, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: Luke Johnstone (University requirements) and Dean Perkins (family-related).

Supervisor(s): N/A
Client: N/A

Next Meeting: TBA
Time: TBA
Location: TBA

Agenda:
An agenda was not set for this meeting. It was an open discussion.

Discussed Items:
1. Cherie & Client Meeting (Monday 2nd June, 2008)
- Cherie requested that the client meeting be moved from 2:00PM to 1:00PM.
> Unavailabilities (at this newly proposed time):
o Ben, Dean and Marcus.

- The meeting may need to be re-assigned to SWOTVAC.

- It would be ideal if all team members could attend this meeting, as there is a potential issue with the signing of documents:
> Marcus advised that the signatures can be done virtually (as was the case with the Tender Proposal), therefore, the meeting can take place in either SWOTVAC or with just 2-3 people as opposed to the entire team.

- The meeting will go ahead with just Ben, Luke and James:
> A suitable time needs to be organised for when these team members and the client can meet together.

2. Collanos
- A 'draft' folder needs to be created in Collanos for documents that are currently under draft (so final versions are not accidentally over-written).
- Marcus will create this folder when uploading his timesheet.

3. Team Gmail Account
- The gmail account NEEDS to be used - it has come to our attention that other e-mail accounts are still be used for external correspondences - this should NOT be the case.

- All correspondence should be forwarded from Luke's student webmail account to the gmail account.
> Luke also needs to inform the client of the address change.

- Ben is to inform Luke of what is required.

4. Versioning
- Document versioning has become a problem for this group, as there is still some confusion as to how versioning ought to be undertaken.
- Marcus and the team members present at the meeting went over a proposed solution on the whiteboard.
- Marcus is to convey this information to the other team members (who were unable to attend) when possible.

- The following documents require a versioning table:
> SADD, SRS and SPMP.

Other:
- Thursday 5th June, 2008 Meeting:
> Brainstorm ideas session (site design / layout);
> Organisation of SWOTVAC and exam meeting times;
> Quality Assurance Manager (QAM), Communications Officer and Client Liason roles also need to be discussed (per Luke's departure); and
> Ben is still yet to schedule the meeting time, however, it will most likely be after 1:30PM.

26/05/08 Meeting Minutes

Start time: 1.30pm
Finish Time: 2.00pm

Chair: Ben Daniel
Attendance: Scott Hebbard, Luke Johnstone, Dean Perkins, Kate Perry

Absent: Marcus Kirkpatrick, James Romerill

Discussion
Scott

• SADD being sent to Scott today
• Ben to meet with scott at 4.30 to install Collanos
• Dean to put a link to the web site on Collanos
• Prototype is there and ready just needing the design document
• Velorum is now working correctly and has correct links
• Timesheets will be looked at by Scott on Monday
• Marcus and James to hurry with there timesheets pls
• SRS mark hopefully next week
• Client meeting to be orgainised for next week.

Group
Research Document was discussed and what needs to be included into that:

• Needs 2 sections
• why we went for CMS
• why open sauce and not hand coded or payed software

Putting old minutes up on the blog?? general consences is no as long as there on Collanos

• Dean to take over SADD form james after draft. TP3
• Meetings will continu on a Monday during SWOT VAC and exams. Will need peoples avaliabitly for those time as well as holidays to arrange meetings for them
• Calender in gmail account (avaliabilty)???
• Kate status report to scott and Luke

Research Report

• Kate CMS Vs Standalone
• Dean Open sauce Vs Hand Coding Vs Paid site

19/05/08 Meeting

Chair: Ben Daniel
Attendance: Luke Johnstone, Kate Perry,
James Romeril, Scott Hebbard
Absent: Dean Perkins, Marcus Kirkpatrick

Time Start: 1:30pm
Time Finished: 2:15pm

Discussion (Scott)

• Discussed role declaration
• We have officially dropped PHP and Dot project. Now moved fully to Collanos.
• Scott needs time sheets
• Upload time sheets to Collanos
• Going to set Scott up with Collanos by Monday
• Need to use one layout for time sheets
• James is using his own template for the SADD
• We have a basic working prototype

SADD Discussion (James)

• Joomla based on PHP and mysql
• Set up structure of document
• completed a number of paragraphs

Talked about some things that should be included in the Research document:

• not just a comparison
• why we have picked and how we can enhance Joomla to meet the clients needs
• justification
• key features of Joomla

By next week for Scott!!

• Prototype
• Draft SADD
• Collanos on Scott's PC

Scott mentioned our marks and that we achieved a HD on our presentation. We are setting on a fairly good grade at the moment just waiting for Scott and Kathleen to meet to get our SRS grade.

• We are now going to meet every week with Scott due to the work load now increasing

Discussion (group)

• Time sheets need to be completed and up now. From now on each week time sheet has to be up by Sunday night at 5pm
• If anyone has agenda items then you must out them in an email and send to Ben the night before.
• Ben is adding another user to Collanos which is his mobile one.
• Dean still to put minutes up on Collanos
• Minutes are now to be up withing 48hrs of a meeting
• Possible Week 13 client meeting to be held in order to sign off on the SRS etc.
• Luke will email Cherie about changes made eg. no longer using dotProject now Collanos
• Kate is to email Luke with a Status report
• James has completed roughly 20% of the SADD, basic structure down. also doing a template for the clients site.
• Luke is starting to do a QA document
• Kate is now going to take out the Risk management section of the SPMP and make it into another full Risk management Document
• On collanos task will be set from meetings by Ben and it is up to everyone to change the status of those tasks that you are undertaking.

That's about it.

15/5/08 meeting minutes

General meeting details:

Chair: Ben Daniel
Attendees: Marcus Kirkpatrick, Dean Perkins, Kate Perry
Absent: Luke Johnstone, James Romeril

Start: 3:30pm
Finish: 4:00pm
Location: F312, Mt Helen Campus, UOB

Items discussed:

• Collanos has been adopted as the project team's primary working area. Collanos is a multi-user, peer-to-peer file sharing and organiser which will greatly simplify our document building, editing and review processes by ensuring everyone has the same copy of a given file at the same time.

• In lieu of this decision, PHProjekt will no longer be the primary online resource for the project team. However, it will be kept operational in case it is needed again.

• Scott Hebbard is to be granted access to Collanos at the earliest mutually convenient time, in keeping with his project supervision role.

• Team members will login from 7-10pm whenever possible, to ensure everyone's Collanos workspace is up to date. Ben Daniel will have his Collanos server online as much as possible to assist this process.
  

• Standardised meeting agendas will now be used for every meeting, complete with generic, frequently-used action items such as 'status reports on active tasks' and 'supervisor feedback'. Other action items will be added by the meeting chair as deemed necessary.

New blog for meeting minutes.

Just set this up so we can post our minutes here.

Check back soon for updates.

Monday 12th May, 2008

Time: c. 3:30PM - 4:30PM.
Location: Room T233, 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: TBA
Time: TBA
Location: TBA

Agenda:
An agenda was not set for this meeting. It was an open discussion.

Discussed Items:
1. Groove or Collanos
- It was assumed that per the prior meeting, team members will have researched Collanos - very few had.
- Ben Daniel provided a brief overview of the Groove (Microsoft Office-based) and Collanos File Management Systems (FMS).

- A decision is to be made as to which FMS will be used:
> Collanos was officialy declared the FMS of choice as some team members are still without Microsoft Office 2007.

- Usage / content rules will also need to be defined, but this will take place after installation.

2. SADD
- The SADD needs to have drafts prepared and readied for submission.

- There are also other scheduling matters that need to be taken into account, but this ought to be discussed by the developers - Dean and James.

- James is to undertake the SADD.

3. Prototype
- Dean and James need to begin development on a working prior prototype that needs to be finalised by the end of the semester.

4. Gmail Usage
- It was proposed that a team gmail account will be used for the project.
- How is this supposed to work and what policies should be in place for it?
> All extneral correspondence needs to go through the team gmail account - team.e.uob@gmail.com; and
> Luke is to e-mail Cherie to inform her of the new e-mail address and contact details.

5. DotProject
- Do we close this site down and transfer all files to PHProjekt?
- Dean would prefer to leave the DotProject active and utilise it as a back-up resource in case something happens to PHProjekt.
> This view was supported by the team.

6. Team Web Site - Status Report REQUIRED
- A status report regarding the team web site site is required.
- As James is the administrator of the web site he is required to give a status report:
> James advised that he had sent e-mail correspondence earlier this morning, and all could review it at their leisure.

7. TP3 & TP4 Timetables
- Ben suggested that all team members pre-plan their TP3 timetables to ensure that each member is available for at least one meeting a week.
- The team decided not to do this as it would be too hard to organise. Especially for Marcus and Dean whom are studying a double degree - Bachelor of Commerce / Bachelor of Computing - and often have timetable clashes between the School of Business and the School of ITMS.

8. Communication Update - Ben
- As a way of keeping the team informed, Ben wished to announce the following:
> Over the next few days, Ben will be keeping his mobile version of MSN Messanger active when he is not at home;
o This will not be done all the time at the moment, but will become a regular thing once he works out how much data transfer is used.
> Push mail will generally be active when Ben is at the university campus or out of the office - mail@bendaniel.id.au; and
> Ben's blog is going to become active again after being idle for about a month. Ben intends to start posting his own project status there. The first post for project status is already online - http://bendaniel.id.au/blog.

Other:
- Supervisor: Ben has spoken to Scott today and there will be a supervisor's meeting next week. Ben will be e-mailing Scott an unapproved version (1.15) of the SPMP later this week.

Thursday 8th May, 2008

Time: c. 3:30PM - 4:40PM.
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): N/A
Client: N/A

Next Meeting: Monday 12th May, 2008.
Time: 2:30PM.
Location: Room T233, University of Ballarat, Mt. Helen Campus.

Agenda:
An agenda was not set for this meeting. It was an open discussion.

Discussed Items:
1. Cherie - Hosting Issues
- Cherie has advised that the current Girl Guides project hosting, with Netconnect, has been cancelled.

- Dean has advised that he can host the pages on his server box.
- Ben can possibly set up an e-mail account, but will need to discuss this possibility with his current ISP first (as it will be under his Internet account).

- Cherie will most likely be switching to ADSL, from dial-up, this resolves many of the uploading and Joomla! management problems that were associated with the project.

- Luke to contact Cherie to see if she has any concerns regarding her hosting situation.

2. External Communication
- All e-mail correspondence to the client and/or supervisors is to be sent via the g-mail account set up by James on the 7th May, 2008.
- Login details to this account HAVE been e-mailed to all team members, so access should NOT be a problem.

- The justification for this decision is that our Client Liason - Luke - will be leaving mid-year, therefore, it is necessary to familiarise the client with a stable contact address, and develop a central repository for all external communication.

3. PHProjekt - Updates
- Kate has recently, (7th May, 2008), added new folders and settings.
- Please review these changes post meeting and e-mail Kate with any comments.

4. Minutes / Meetings and Agendas
- Minutes are now going to be uploaded onto Blogger, as opposed to producing documents in Microsoft Word.
- The justification for this decision can be attributed to the following:
> Producing minutes in Blogger is more time-efficient than Microsoft Word, therefore minutes will be made available, sooner rather than later;
> Blogger has a public comment functionality, meaning that anyone with a google account, i.e. member of Team E, supervisor or even a member of another team, can comment on the meeting and offer appropriate feedback; and
> Blogger doesn't require the use of a template - so ANYONE can now take minutes - there should be no excuses if someone is called upon.

- It is important, that the following is taken into account for this new approach:
> All headings NEED to be bold;
> Please post a comment(s) if necessary - comments are viewable by the entire team AND supervisors, therefore, this limits the restrictions of communicating by e-mail; and
> (Suggestion) A new blog entry is to be created a day or two before a meeting. This entry will be used to request for Agenda suggestions, with suggestions being made via comments on the post.

5. Planning
- A double image set of the project diagram is required.
- Ben is going to discuss this with James.

6. Software Project Management Plan (SPMP) - Updates
- Ben intends to do the following:
> Edit the document and make relevan changes;
> Insert new diagrams; and
> Prepare initial review.

- A second review is required:
> Either Marcus or Kate is to undertake this role;
> The assignment of this task is to be made after Ben has made changes and completed the initial review.

7. Presentation
- The team still has not been told our mark for the presenation.
- A discussion took place regarding what mark we received, whilst many viewed the knowledge of this mark to be important, it was decided that it can wait, as other tasks need to be addressed first.

- The presentation is currently saved as a Microsoft Office 2007 file (.pptx) and needs to be saved as a Microsoft 2003 file (.ppt) as some team members cannot view it.
> All team members have been advised that Microsoft Office 2007 is required for our project group, and if you cannot justify purchasing it, a plug-in is available on the Microsoft site to allow you to view Microsoft Office 2007 files in the Microsoft 2003 Office package.

8. Conflict Resolution Manager (CRM)
- Marcus raised the issue that a Conflict Resolution Manager (CRM) is required for this project.

- The scope was outlined as:
> The CRM basically oversees conflict, and attempts to resolve the situation; and
> The CRM acts as a mediator for the resolution process.

- If there is conflict in the group, regarding ANY task or ANY other matter, the CRM is to be contacted via e-mail (it can be kept private or anonymous as to whom raised the issue).

- Ben is to undertake the role of CRM.

9. Communication Break-Down (SPMP & Diagram)
- A communication break-down took place re the SPMP & Diagram.
- Edits to components of the SPMP, versioning of the SPMP and the generation of required diagrams were not effectively communicated to the document owner.
- This needs to be taken on-board so the issue does not arise again.

10. Timesheets
- All timesheets NEED to be up-to-date by the holiday ending date.

11. Role Definition & Role Re-Assignment
- The role definitions in the SPMP comply with textbook definitions, however, in the context of the project they are not practical.
- Team processes need to be further refined in order to re-assess team role assignments.

- Kathlee Keogh and Ben had a disucssion concerning the break-down of the project's current management, and the amount of work being done:
> Marcus and Dean are currently doing the majority of the work;
> The group is probably headed for a Pass (P) mark at the end of the semester;
> Queries raised as to whether we are slacking because of our chosen task:
o Is it too easy, in comparison with other teams, i.e. a games team?
> Ben is disappointed with the amount of work currently being done on the project:
o Does the Project Manager (PM) need to be sacked because of the lack of project work going on?
o Ben believes the issue is associated not with a lack of project work completed, rather a lack of control.
o Do roles need to be re-assigned?
* Team re-shuffle is required;
* Kate is currently the PM and the reviewer; and
* Recommendation: Re-assign Kate to a Deputy-PM role and also get her to handle some documentation.

12. Role Re-Assignment
- Ben Daniel:
> Project Manager (PM).

- Luke Johnstone:
> Client Liason; and
> Quality Assurance.
o If possible, Luke may need to create a simple Quality Assurance manual.

- Marcus Kirkpatrick:
> Conflict Resolution Manager;
> Librarian; and
> Documenter:
o Documenter involves edits and delegation of documentation-related tasks;
o Document lead on SPMP; and
o Organisation of meeting minutes (NB: this task can be delegated if required).

- Dean Perkins:
> Lead Developer.

- Kate Perry:
> Risk Manager;
> Deputy Project Manager; and
> Scheduling and Work Breakdown Structure (WBS).

- James Romeril:
> Website Administrator;
> Lead Designer (technical diagrams and design);
> CSS Programmer; and
> Joomla! Programmer.

- NB: When Luke departs the project team, Kate will take over the role of Client Liason.

13. Design Document
- James needs to be briefed on this task and the tasks needs to be forced upon him.

14. Joomla! Research
- Further research re the development of Joomla! page templates.
- This NEEDS to be done soon.

15. Velorum Re-Direct
- Ben has taken care of this and the Velorum link now re-directs to the Team E website.

16. Collanos
- Can everyone please visit the Collanos website (http://www.collanos.com) and research the software.
- Currently, we are considering using it as an alternative for PHProjekt which is proving to be far too buggy.

17. Microsoft Office 2007
- If you do not have it you can buy it at http://www.itsnotcheating.com at a 'student' price.

Other:
- Next Meeting: Conflict resolution and additional project roles need to be discussed.
- Project Scope: sign-off of client (Monday 12th May, 2008).
- Supervisor Meeting(s): Meet Scott on Monday 12th May, 2008.
- Marcus to meet with Ben at 3:30PM (after Scott's Supervisor Meeting).
- Luke to undertake meeting minutes.

Monday 5th May, 2008

Time: c. 1:30PM - 2:00PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Chair: Kate Perry / Dean Perkins.
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): Scott Hebbard.
Client: N/A

Next Meeting: Thursday 8th May, 2008.
Time: 3:30PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.

Agenda:
An agenda was not set for this meeting. It was an open discussion.

Discussed Items:
1. Team E Website
- Scott requested that the address to the Team E web site be forwarded to him ASAP.
> James to e-mail Scott a link to the web site.

- Scott also advised that the web site, if not already, be used to link files from the Team E server to the public.
> James advised Scott that this was already the case.

2. Meeting Agendas
- Scott queried how Team E intended to utilise meeting agendas.
- On behalf of the group, Ben advised Scott that agendas will only be created for client meetings NOT for others.

3. Presetation Slides - Discussion
- Went through the presentation slides with Scott.
- Scott advised that the current presentation is suitable, however, the slides prepared for Joomla! need to be improved.

4. E-Mail and Correspondence
- All e-mails are to be responded to, even if it is just an acknowledgement reply.
- There is currently a 48-hour window for response times - any replies after this will NOT be acknowledged.
- If you see an e-mail, please read it and reply appropriately as this wil greatly improve group communication

Other:
- Meeting times for James need to be re-organised.