Tuesday 9th September, 2008

Time: c.3:30PM - 4:30PM
Location: T249, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkpatrick.

Attendees (Required): Ben Daniel, Kourosh Kakhi, Marcus Kirkpatrick and Dean Perkins.
Attendees (Optional): N/A
Absentees: Kate Perry (Outreach Youth Camp), James Romeril (Absent - no excuse).

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

Next Meeting: Thursday 11th 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
- James: Provided a status report.

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

2. Supervisor Feedback / Comments
- James Romeril - Lack of attendance and web site development
> Sandra was quite disappointed that James had missed another supervisor, and wished to discuss his input / performance with the project as a whole.
> The team raised some concerns that it was already week 7, and a Joomla! template had not yet been developed, rather only a template, designed in Dreamweaver had been produced.
> Ben advised that James had informed him that he has also 'stripped down' an existing Joomla! template and is still thoroughly investigating the design, prior to development.
> Members of Team E advised that they were slightly disappointed that the template had not been developed by Week 6 - a date that had been informally recognised in brainstorming sessions (non-minuted, as they are not classified as meetings).
> Ben stated that the current deadline is that a functional template, sans content, MUST be implemented into Joomla! by the end of the first week of the semester break, or the task will likely be re-assigned.
> Sandra advised the group that James HAS to be given a final deadline, and if he doesn't mean this deadline, then contingency plans need to be developed to spread the workload and ensure that the project is completed.
> At this stage, Ben thinks that a meeting with the Project Manager, the Supervisor and the Conflict Resolution Manager is necessary, and will most likely be scheduled for Thursday 11th September, 2008, after the brainstorming session.


- Document Review
> Sandra confirmed that each team member had selected a document and had begun the review process.
o Of the team members present, it was advised that:
* Ben: Communication Management Plan;
* Kourosh: SDD;
* Marcus: SPMP; and
* Dean: Quality Assurance Plan.

* The team also believed that Kate had begun work on reviewing the Risk Management Plan, but were unsure about James.

> Sandra organised a room booking and a meeting time for the reviews to take place:
o Room T124 (3:30PM - 4:30PM, Tuesday 16th September, 2008).
o Marcus raised concerns that this may not be enough time, however Sandra advised that it was ample time as the presentations can be done person-to-person and a supervisor can stroll around the room.

> Ben will correspond the room details to Team A, Ricki and Sheperd, the individuals whom are undertaking reviews of the Team E documentation.

> Sandra does not wish to schedule a supervisor meeting after the document review.

- Final Poster
> Sandra wished to inform the group that the due date for, and the presentation of the final poster has been pushed back to Week 13 instead of Week 12 (per supervisor discussions).
> She mentioned that it doesn't necessarily require client sign-off, and can be started upon at any time.

> Ben informed Sandra and the team that this task will be allocated during the holidays.
o It is likely that the assignees will be Ben, Kourosh and Kate.
o It is expected that during this period, the remaining team members, Marcus, Dean and James will be undertaking the following tasks:
* Marcus: User documentation;
* Dean: 'Badge database' design and development; and
* James: Web site development.

3. Other Business
- Brainstorming Meeting (Tuesday 9th September, 2008)
> Sandra wished to be informed of what had been discussed, and whether or not James was in attendance.

> Ben informed Sandra that the following elements were raised for discussion and brainstorming:
o Programming approaches to the database and web site, in particular, how a Joomla! plug-in will be developed for the database;
o General brainstorming and discussion of project-related ideas;
o Reviewal of previous meeting minutes;
o Discussion of the template status;
* James has scripted more of the design, however it is still in a Dreamweaver-produced .css stage and not yet in Joomla!
o Discussion regarding font-use;
* The font used on the current web site design was forwarded to Marcus from Kourosh - without licencing details.
* After a google search for the font name - Goliath.ttf - it was revealed that the licence associated with the font may not be suitable for the Girls Guide web site, as the licence is proprietary.
* James is to contact the author/owner of the font to discuss permissions, and will also search the Internet for open-licence fonts (as an alternative to Goliath.ttf).
* NB: Any additional fonts incorporate into the site design MUST first be cleared by Cherie, as she was particularly happy with Goliath.ttf.

- Website (Joomla!Template)
> Final due date is Friday 19th September, 2008 (Week 9).
> Something visible is required and at this point in time, existing content MUST be included.
> Functionality cannot be tested without template, so Kourosh is at a standstill until James had finished his requirements.
o This item was further discussed in Supervisor Feedback / Comments (James Romeril - Lack of attendance and web site development).

*** The following items were discussed during status reports ***
- Ben Daniel - Document Review and Schedule
> Document Review
o Ben advised that Albert Ferguson (Team A) has been 'hounding him' over the document review and requested, on several occasions, access to Collanos - the group's document repository.
* Ben noted that inclusion into Collanos is risky, given the difficulties that the group has experienced setting it up for their Team usage and the particularly difficult invitation process (Collanos is a closed system, and it would take at least 48-hours to provide Albert with access).
* Furthermore, the team doesn't wish to provide access to those outside of the project - access is to be limited to Team E members, Supervisors (Kathleen and Sandra) and the client, Cherie (if requested).
o Ben felt the 'hounding' was unnecessary as he 'had not heard a peep' out of any of the other team members from Team A, nor Ricki and Shepherd who are also reviewing documents.

> Schedule
o Sandra was concerned that a schedule had not been completed for the project, despite Ben having spent several hours developing one.
o Ben noted that the schedule was close to completion, and ought to be completed by the end of Week 8.
* Timesheets must be up-to-date so that this task can be completed.

- Kourosh - Test Plan
> Kourosh has until Sunday 14th September, 2008 to finish the Test Plan, with a draft deadline being due on Friday 12th September, 2008.
> The document is to be forwarded to Ben for uploading into Collanos (Kourosh still doesn't have access as a mutually convenient time to undertake the invitation process isn't able to be organised).
> Kourosh is happy with this deadline and is confident that he will be able to make it.

- Marcus - User Documentation
> A brief brainstorming discussion took place in regards to the user document, items of note included:
o Multiple user guides should be developed:
* A detailed user guide; and
* A quick reference guide (a summary document), i.e. a "WEBSITE FOR DUMMIES" user guide.
* The detailed user guide can be used for adminstrators whom are confident with the system, and the quick reference guide can be used for those unfamiliar with the system.
* The primary concern is that Cherie may not be with the Girl Guides forevor, therefore there must be appropriate user documentation in place for the next administrator.
o A data dictionary is to be included in all documents to familiarise the user with technical terms;
o Front-end pamphlets are to be developed for Girl Guides so that are able to navigate through the website; and
o User documentation is to include 'screen-dumps' with arrows to help educate the reader.

- Dean - Database
> A brief brainstorming discussion took place in regards to the database (and to familiarise Sandra with the concept), items of note included:
o Databse fields;
* These will include, but are not limited to, name, age-group, supervision requirements, achievement requirements and image(s).
o The database will be searchable by fields;
o The team has discussed and brainstormed the concept; and
o Dean has drafted several designs.
* At this stage, there are only two tables, however, the database can, and will most likely, be made more dynamic.


Other:
- 4:10PM - Sandra rang James and he said he would be there in 5 minutes.
> James never attended the meeting, having been contacted 10 minutes later and informing the group that he was experiencing 'car troubles'.
> A conflict resolution meeting was set for Thursday 11 September, 2008 after the brainstorming session.
> Sandra to meet with James - tomorrow - Tuesday 9th September at 12:30PM.

- Timesheets
> The weekly deadline for each timesheet is Sunday at 6PM.
> The cut-off for team members to submit their backlog of timesheets is Friday 12th September, 2008.
* Ben to e-mail team members an .xls showing meeting attendance, upon request.

- Why is James coding the site in Dreamweaver and not Joomla!?
> Is it because he is familiar with the system?
> It isn't needed and may be an unecessary waste of time.
> Ben advised that there is a small plug-in for Dreamweaver that can be used to developed Joomla! templates and he is happy to give this to James, however it has never been requested.
> This issue needs to be raised when James is present.