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.
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