Tuesday 2nd September, 2008

Location: Room T249, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkaptrick.

Attendees (Required): Ben Daniel, Kourosh Kakhi (arrived 20 minutes late - family reasons), Marcus Kirkpatrick, Dean Perkins and Kate Perry.
Attendees (Optional): N/A
Absentees: James Romeril (no excuse provided).

Supervisor(s): Sandra Herbert and Kathleen Keogh.
Client: N/A

Next Meeting: Thursday 4th September, 2008.
Time: 1:30PM.
Location: TBA

Agenda:
1. Status Reports from all Team Members
2. Supervisor Feedback / Comments
3. Other Business

Discussed Items:
1. Status Reports from all Team Members
- Ben: Provided a status report;
- Kourosh: Provided a status report;
- Marcus: Provided a status report;
- Dean: Provided a status report; and
- Kate: Provided a status report.

- For information as to what was reported, please review individual timesheets.

2. Supervisor Feedback / Comments
(NB: Provided by both Kathlen and Sandra).

- Meeting Attendance
> Kathleen and Sandra were very disappointed that Kourosh was late, and that James has missed ANOTHER meeting.
> Ben advised Kathleen that attendance for the earlier meeting (11:30AM) was also very poor, as the only attendees were Ben, Kate, Dean and Marcus.

> Ben advised that he had not received any correspondence as to why the two members could be late, but informed the supervisors that it was possible that Kourosh may be at work and that James might have a lecture.
> Kathleen and Sandra informed the project team that James excuse could not possible be a lecture as his last lecture for the day was CP571 Information Systems (1:30PM - 3:30PM).
> Sandra advised that it was an 'online' unit before she went to see if James had attended.
> After returning, Sandra advised that she was unable to find James and that the lecturer of his class advised that he did not attend for the day.

- Proposal (Increased Scope: Girl Guides Badge Database) - Feedback from Kathleen
> Kathleen believes that current proposal is nothing but a 'get out of jail card', which will only warrant enough work to earn a pass;
> Kathleen also informed the group that the project currently indicates that there is enough work to be done to warrant a pass mark, however, this will have to include a working system and detailed effort logs;
> Kathleen indicated that the current estimated hours (for the remaining hours) is under the required amount - 6 hours x 10 hours x 12 hours = 720 hours (the group's was closer to 620 hours);
o NB: Kathleen's calculation DID not take into account hours already spent on the project this semester;
> Kathleen re-inforced the notion that the project needs to display a "fair and reasonable work effort of good quality";
> She does not believe that she can argue anything beyond a pass mark unless the scope of the project is increased; and
> The group was reassured that they are not on death row BUT evidence trails are important.

- Group Commitment
> Kathleen and Sandra were particularly concerned with group commitment after the disappointing attendance displayed in today's (and other) meetings; and
> Ben was advised that as the project manager, if the situation deteriorates, he should send out a 'commitments ultimatum e-mail', which is to be cc'd to both Sandra and Kathleen.

- Current Project Status
> Without James this was difficult to discuss (as he is lead developer on the site), however the following was noted:
o The website is currently coded as straight css, but NOT yet coded as a Joomla! template; and
o There is enough server room to cover the secondary development (Girl Guides Badge Database).

- Live WBS Required
> Kathleen and Sandra noted that it was very important that the team kept a live WBS as it is a group requirement;
> The WBS needs to identify dependencies and argue appropriately planned resources; and
> Ben mentioned that he had been experiencing difficulties developing a WBS - especially with the unplanned scope increase - however, he was getting it under control.

3. Other Business
- Kourosh's Late Arrival
> Kourosh advised that he was late due to family issues - Kathleen requested that this be minuted.

> REMINDER: If you CANNOT make a meeting, please send correspondence to the PM with your reasoning, irregardless of the timing, i.e. before or after the meeting.

- Review Process
> The team intends to review the documents of Team E (in Week 9).
o NB: Kate has mentioned the Week 9 due date in a number of meetings, and the Supervisors have not indicated that it will be a problem

> Sandra wanted to ensure that everyone has a document.
> Ben advised that all team members, aside from James and Kourosh had informed him of the documents they intended to review. As a result, these two members have an enforced document review.

> Below is a list of whom is reviewing what document:
o Ben: Communication Management Plan;
o Kourosh: SDD;
o Marcus: SPMP;
o Dean:
o Kate: Risk Management Plan; and
o James: SRS.

> It is important that we not only review their document quality, but also audit what they said they will do, and what they have actually done.

- Timesheets
> Ben announced that all team members only have two wweks to get their backlogs up-to-date;
> Week 6 timesheets are due (up on Collanos) by tomorrow night (Wednesday 3rd September, 2008); and
o Ben's week 6 timesheet is currently up in Collanos.
> A reminder - timesheets are the only means of displaying individual effort in this subject.

Other:
- N/A