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.