Time: c.3:45PM - 4:20PM
Location: T124, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel.
Minute-Taker: Ben Daniel.

Attendees (Required): Ben Daniel, Kourosh Kakhi, Marcus Kirkpatrick , Dean Perkins, Kate Perry, James Romeril
Attendees (Optional): N/A
Absentees: N/A

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

Next Meeting: Thursday 11th September, 2008
Time: 1:30PM.
Location: TBA

Agenda:
1. Lecture Break Meeting times
2. Site Font status
3. Status Reports
4. Other Business

Discussed Items:

1. Lecture Break Meeting Times

Lecture Break meeting time were agreed on as follows
Tuesday General Team Meeting at 2:30PM
Tuesday Supervisor Meeting at 3:30PM
2. Site Font Status
James has sent an email to the author of the font and has not as yet received any response.
The team may have to look at alternate fonts for the site and James to get a list and examples before client meeting.

3. Status Reports
- 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.

No Issues arising from status reports,

4. Other Business

a.Kourosh asked for feedback on the Test Plan document as well as for some help on various sections.

b.Markus will have user docs available for feedback soon.

c.The team also expressed its dissatisfaction with the document review meeting that our whole team could not be present and there was no communication from Team A and Kathleen as to the change in time after team A had been notified of a room booking one week prior. The team may investigate formal complaint procedures in relation to this issue.

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.

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

Tuesday 26th August, 2008

Time: c. 3:45PM - 5:00PM.
Location:
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkpatrick.

Attendees (Required): Ben Daniel, Kourosh Kakhi, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): N/A
Absentees: N/A

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

Next Meeting: Thursday 28th August, 2008.
Time: 1:30PM.
Location: TBA

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

Discussed Items:
1. Project Scope Increase
- After much discussion, it was decided that an appropriate scope increase for the project would be to develop a Girl Guides Badge Datbase:
> The database would have the following requirements:
o The ability to store data regarding multiple badges, including descriptions, images and information regarding how to earn the badge;
o A plug-in will have to be scripted to interface the database with Joomla! so that the client only needs to use a single application to update both web site and database content; and
o The team will pre-fill content for 5 badge items.

- The team believes that the bulk of the work will be the user documentation to support the database, and the scripting of the Joomla! plug-in, as opposed to the creation of the database itself.

2. Project Timeline Estimations
- An estimation of how long the project is expected to take, as well as estimated role assignments was created.
- Ben is to finalise this document and forward it to Kathleen so that she can approve whether or not the project scope is now suitable.

Other:
- N/A

Tuesday 26th August, 2008

Time: c. 2:30PM - 3:45PM.
Location: Kathleen Keogh's Office, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkpatrick.

Attendees (Required): Ben Daniel, Kourosh Kakhi, Marcus Kirkpatrick, Dean Perkins, Kate Perry and James Romeril.
Attendees (Optional): Sandra Herbert (Supervisor).
Absentees: Sandra Herbert (Supervisor).

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

Next Meeting: Thursday 28th August, 2008.
Time: 1:30PM.
Location: TBA

Agenda:
1. Status Reports from all Team Members
2. Supervisor Feedback / Comments (Sandra Herbert)
3. Project Scope Increase
4. Other Business

Discussed Items:
1. Status Reports from all Team Members
- It was agreed that the scope increase was a more pressing issue, therefore this item could be skipped for today.
- Timesheets will instead be used as Status Reports.

2. Supervisor Feedback / Comments (Sandra Herbert)
- It was agreed that the scope increase was a more pressing issue, therefore this item could be skipped for today.

3. Project Scope Increase
- Team E advised Kathleen that we do not believe we can increase the scope of the project for the following reasons:
> Current estimations indicate that an increase in the project scope would take, at the very least, an additional 4 weeks to complete;
> The client, Cherie Brown, does not necessarily want the scope of the project to be increased as she is happy with the project as it is;
> Dean advised Kathleen that he, and other team members, are doing 2-3 other subjects this semester - each with multiple assignments - therefore, increasing the scope in this subject would be unrealistic and may result in the failure of other subjects; and
> If scope were to be increased, then documention from CP783 would need to be re-written to reflect the changes, and the client would have to sign off on it.

- Kathleen advised the following:
> An extension to the subject, to accomodate an increased scope, can be negotiated;
> Increasing the scope does not necessarily require the modification of existing documentation, producing new documents, that solely reflect the changed scope, can instead be produced;
> The subject requires a 10-hour commitment per week, that needs to be reflected in timesheets;
o This IS currently the case - however, Kathleen contended that we are still required to do more.
> Without increasing the scope, the best the project team can hope for, is a 'pass' for the unit;
> Kathleen advisd that the concerns made regarding the project scope were made this semester, not the last semester; and
> Currently, the scope, and work involved in our project, is not comparable to those of other groups.

- Team E raised the following concerns:
> Why should we have to increase the scope of the project, when the 'problem' hasn't been identified by the CP783/CP784 staff after a full semester (CP783), and an additional 4-5 weeks?
> Team E also argued that the following should also be taken into account:
o We have had ALL of our documents signed off by both supervisors and the client;
o The supervisors whom raised this issue of an innapropriate scope, and Kathleen, approved the scope of the project in CP783 when they reviewed our project documentation, including the SRS and SPMP, which fully identified the scope of the project and the work that is to be undertaken;
* Kathleen advised that the time she took off to attend conferences, and her 'unfamiliarity' with Joomla! may have impacted upon her decison, as she was not fully aware of what the scope was.
* Team E advised Kathleen that they had fully explained Joomla! and how it would be utilised by the project team in their presentation which they made in CP783. Kathleen attended this presentation and did not raise any concerns, rather the group received a high mark.
> Team E did not have any scope-related concerns raised in CP783 by Kathleen or their supervisor; and
> Team E is currently on their third and fourth supervisors, which makes our project environment fairly unstable. They were / are:
o William Harvey;
o Scott Hebbard;
o Sandra Herbert (current); and
o Kathleen Keogh (current).
> The group also advised that whilst, compared to other teams, our coding may be lesser, it is more than likely our user documentation will be a lot more detailed and is a primary focus of our scope.
o Kathleen acknowledged this, but didn't elaborate further.

- Kathleen didn't necessarily address each of these concerns, rather she pointed out, that in order to get a 'pass' in this subject the scope has to be increased.

- Team E were forced to agree that they realised what had to be done:
> Ben: Agreed that the scope needed to be increased, but still had concerns;
> Kourosh: Agreed that the scope needed to be increased.
> Marcus: Agreed that the scope needed to be increased, but still had concerns;
> Dean: Agreed that the scope needed to be increased, but still had concerns;
> Kate: Agreed that the scope needed to be increased, but still had concerns;
> James: Agreed that the scope needed to be increased, but pointed out that the coding is by no means minimal - the template will require at least several hundred lines of code.

4. Other Business
- There was nothing else that could be brought forward.

Other:
- The group needs to think of a scope increase before the end of the week - Friday 29th August, 2008 - and forward it to Kathleen via e-mail for approval.
- Kathleen also requires an approximation of hours to be spent on the project.

Tuesday 12th August, 2008

August 12th

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, Dean Perkins and Kate Perry.
Attendees (Optional): N/A
Absentees: James Romeril (Absent - no excuse).

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

Next TBA
Time: TBA
Location: TBA

Agenda:
1. Status Reports from all Team Members
2. Supervisor Feedback / Comments
3. Communication
4. 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
- Per Kathleen:
> SDD:
o Kathleen advised that the SDD requires more content.
o Kathleen advised that the content related to Joomla! is great for future maintenance but NOT for the system design.
o Kathleen was concerned that the SDD doesn't easily define how a page is to be added, and suggested adding a paragraph similar to the following "... each page based on a description in a Joomla! template... ".
* Dean provided a quick overview that the content of each page is stored in a JOS content task linked within the JOS menu.
o Kathleen acknowledged that this would be suitable for the SDD and that our group definetely needs to include more "gutsy" stuff in order to get a better mark.
o Kathleen further advised that a description of the coding languages, such as "CSS" are required, as is a paragraph describing how Team E is override the default Joomla! settings to "personalise" the system for the Ballarat Girl Guides.

3. Communication
- Per Ben Daniel:
> The team requires improved communication as there are still a few bugs plagueing the project.
> Sandra is to be "cc'd" in on all e-mails until the group is communicating effectively.
o Her role will be to help the group if we are experiencing difficulties, and will help the group work through problems.

4. Other Business
- Poster:
> The poster is to display the default architecture of the system, however it may need to be modified to make it to more dynamic.
> A site map or storyboard for each page would be a good starting point.
o A good idea would be to mention how it contains a consistent layout across each page.
o A folder/tree-style approach could be useful.
> The poster needs to clearly show what Joomla! does and how Team E are customising it for their client (Ballarat Girl Guides).
> The poster could include information describing what the "template" provides and exactly what the Joomla! CMS does and what Team E is doing themselves.
> Kathleen advised that a good idea would be to narrow down the subset with templates, and include information relating to:
o What happens to information?
o Where is information stored?
o Constraints.
> Kourosh advised that he had experience designing posters and was assigned the role.
o The poster will be A2-sized.

Other:
- Team Roles:
> Ben is to continue to finish a list of team roles and e-mail them to all members of Team E and Kathleen and Sandra.
- WBS:
> Ben has completed a WBS and will e-mail it to the supervisors tonight.
- Server Errors:
> Dean has resolved some server errors and is trying to fix another.

Supervisor Meeting 03/08/08

Supervisor Meeting 03/08/08

Chair: Ben Daniel
Attendance: Ben Daniel, Dean Perkins, Kourosh Kakhi, James Romeril, Kate Perry & Sandra Herbert
Absent: Marcus Kirkpatrick

Start Time: 3.30pm
End Time: 4.25pm

Discussion:
Ben:

• Format/Grammer Update of SDD
• Room Finding for Project Meetings
• Task assignment table
• Update of Schedule
• Update of Roles and Responsibilities
  

James:

• HTML layouts
• Research into how to add some other colors to the website

Kourosh:

• Storyboarding for SDD
  
• Found SADD/SDD IEEE standard (sent to Dean)
  

Dean:

• Updated SADD/SDD to IEEE standard
• Updated Diagrams, Architecture in SADD/SDD
• Update of SADD/SDD wording flow
  

Kate:

• Target Audience Research
• Update Communication Plan to Team Document Template
• Update Change Management Plan Document to Team Document Template
• Update Risk Management Plan to Team Document Template
• Research into PHP Bulletin Board Security and Policing
  

Group on behalf of Marcus:

• Layout - Measurements and Placement
• HTML layouts

Action Items:
Ben:

• PDF Gantt chart
• Update roles and responsibilies in SPMP
• Update Schedule
  

James:

• Create HTML Layout of page(s) in color

Kate:

• Add Data Dictionary to SADD/SDD
• Send PHP Bulletin Board Screen Shots to Kourosh
• Update Risk Management Plan
• Update Communication Management Plan
  

Dean:

• Get Guide pages back online (or zipped & emailed to Kourosh & Kate)
• Update SADD/SDD with Storyboarding from Kourosh
  

Kourosh:

• Send Storyboarding to Dean

Team:

• Review SADD/SDD by Thursday and Discuss during meeting
• Quiz/Game(s)/Survey/Badge-Activity Database
• Question document review with Team A
• Design Poster
  

Tuesday 29th July, 2008

Time: c. 11:00PM - 11:40PM.
Location: Room T124, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel.
Minute-Taker: Marcus Kirkaptrick.

Attendees (Required): Ben Daniel, Luke Johnstone, Kourosh Kakhi, Marcus Kirkpatrick, Dean Perkins and Kate Perry.
Attendees (Optional):
Absentees: James Romeril.

Supervisor(s):
Client:

Next Meeting: TBA
Time: TBA
Location: TBA

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

Discussed Items:
1. Communication
- ALL e-mails have to be replied to within a 48-hour period EVEN if it is merely an acknowledgement reply.
- The only excemption to this rule is if the e-mail explicitly states a reply is not required.

- Ben advised the following:
> He is now keeping a 'roll call' in Microsoft Excel which will be used to record replies received for e-mails and meeting attendance.
> If someone's performance isn't satisfactory he will notify them.

- If a team member is consistently failing to perform, be it attending meetings or replying to e-mails, it will result in a meeting with the Project Manager and Conflic Resolution Manager prior to Supervisor involvement.

2. SADD
- Ben is to perform the final edit of this document before submission on Monday 4th August, 2008 (the due date).

- The work break-down of the SADD is as follows:
> Technical Components (Dean)
o Architectural design;
o Database design and overview; and
o Joomla! plug-ins.
> Story Boards (Kourosh and Marcus)
o The story boards need to show the following:
* Main pages; and
* Forum / Bulletin Boards (including forum discussions and thread overviews).
o Kourosh has had experience with storyboarding and is confident that he can undertake the bulk of this task.
o Marcus is to perform layout overviews for the site (including approximate dimensions and image locations) and forward to Kourosh and the rest of the group via e-mail.
> Decision Log (Dean)
> Modular Algorithm Design (Kate)
> Data Storage Layout (Dean)

- Please e-mail individually completed components to Ben ASAP (no later than Sundary 3rd August, 2008).

3. SPMP - Edit
- Marcus is to undertake an SPMP edit due Monday week (Monday 11th August, 2008).

- Updates to this document will include:
> Roles and Responsibilities: To reflect the inclusion of a Conflict Resoluion Manager.
> Team Communication: The introduct of a 'Team Communication' section to reflect the communication requirements within the team, i.e. replies to all e-mails required.
> Updates to Appendicies:
o Communications Management Plan: to be update by Marcus; and
o Risk Management Plan: to be updated by Kate.

4. Site Design
- A site design was supposed to be produced and finalised by James, however, the group has not been provided with any evidence to show that this work has been completed.

- Marcus is now in charge of the site design (i.e. layout as opposed to technical design).
> NB: This means that the edits to the SPMP, assigned to Marcus, may now have to be assigned to someone else.
> Marcus showed a few potential design ideas on the whiteboard and will convert them into a Microsoft Paint diagram to be forwarded to all team members for review (including Koroush for storyboarding purposes).

5. Client Meeting
- An extended period of time has passed since Team E's last meeting with the client.
- Kate to organise a meeting with the client, to update her on the project status and discuss scope requirements, i.e. does the client require any additional work to be done?

6. Team Meetings - Timetables Required
- In order to effectively organise Team Meetings, Ben requires a copy of each team member's timetable.

- The timetables need to reflect:
> University classes and times (including Lectures, Labs and Tutorials);
> Work times; and
> If necessary, sport training times, e.g. football training.

7. New Member - Kourosh Kakhi
- Team E welcomes it's newest member Kourosh!
- Kourosh's role in the project will be discussed in this afternoon's informal meeting.

8. Further Design Requirements
- Kate is to research design elements and requirements for the project web site, this includes:
> Pages that appeal to the target audience, e.g. http://www.barbie.com, http://www.neopets.com, http://www.looneytunes.com, etc.
o The elements that make these sites appealing needs to be documented, and will most likely include:
* Brightness;
* Cartoony designs; and
* Ease-of-use.
> Kate is also going to research colour conventions.

- This information can be added to the research document.

9. Methodology - Site Creation
- A brief discussion took place as to how the site will be created.
- The discussion was limited, as the site's lead programmer, James, was absent from the meeting.
- A general consensus was met that the site will most likely be initially coded in Adobe Dreamweaver before then being converted into a Joomla! template.
- This assumption, will however, have to be confirmed with James.

Other:
- Kourosh mentioned that team=produced documents should conform to IEEE standards - Kate has volunteered to research these standards.

Meeting 02/06/08

Meeting 02/06/08

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

Star time: 1.30
End Time: 2.30

Discussion
Scott

• Prototype to be shown to scott
• Show scott signed off SRS

Cherie

• Looked over the SRS
• Signed off the SRS
• Discussed role changes
• To email chereie MDhosting contact numbers
• Content from old site still valid now
• Went through sign in and passwords that will be used on the site
• She mentioned navy blue to be the main colour scheme for the site

Group

• Collanos
• Decide new QA next Meeting
• Kate is the new Client Liaison
• Next Meeting to be Wednesday
• Need client input form for the site design
• Ben to meet with marcus at 3.30pm
  

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.

Monday 21st April, 2008

Time: c. 1:30PM - 2:20PM.
Location: Room T124, 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:
(NB: Items 1 & 2 require URGENT updating)
1. SPMP
- Project scheduling, including milestones and assessment dates, needs to be updated ASAP.
> The current scheduling included in the SPMP is unsuitable and is to the detriment of the document.

- The SPMP will need to be se-submitted at the end of the week to incorporate the changes to scheduling and:
> Information regarding the content management system;
> Information regarding the websites - both the Girl Guides website and the Team E website;
> Information regarding client illicitation;
> The addition of student ID numbers to the front cover;
> The removal of William Harvey from the Supervisor information; and
> The inclusion of the new definitions and acronyms included in the recently updated SRS (by Dean

- Standards in the SPMP also need to be included and/or updated, these include:
> Coding standards;
> Team standards; and
> Documentation standards, including naming conventions.

- Ben to assign this task to an appropriate team member post meeting.

- (NB: Scope may or may not have to be re-developed, this is dependent upon team review of the existing scope).

2. SRS
- Dean has updated the definitions and acronyms section.

- The SRS use-cases need to be updated ASAP.
> This task has been assigned to James.

3. WBS
- The WBS may have to be remotely-hosted, as it isn't formatting or storing correctly in PHProjekt.
- Ben to investigate an alternate avenue of scheduling.

4. Presentation
- The presentation is to take place in the lecture next week.
- The task needs to be divided into sections and delegated to individual team members, prior to compilation and a rehearsal at the next meeting (Monday 28th April, 2008).
> Luke Johnstone is to compile the individual components of the presentation;
> Marcus is to develop a Powerpoint template and forward it to Luke; and
> All team members are to forward their individual sections to Luke once completed.

- A discussion took place regarding the order of presentation, the outcome was largely based on the assessment requirement (details minuted below).
- The presentation should last for no longer than 15 minutes, and then 5 minutes for questions.
> Team members should keep this time constraint in mind when developing their individual sections.
- Furthermore, the presentation should "FOCUS ON PROCESS"!
> This also needs to be kept in mind when undertaking individual work.

5. Presentation - Section Assignments
- Introduction (Marcus)
> Client details; and
> Scope.
- Processes & Management (Kate)
> Meetings;
> Agendas with client (when necessary); and
> Document versioning. (Marcus - this may be moved into the introduction, after Scope).
- Team Organisation (Dean)
> Project manager;
> Team roles;
> Timesheets; and
> Weekly status reports.
- Overview of Client Needs (Luke)
> Website;
> Forum;
> Usability; and
> Security (including reasoning).
- Proposed Solution (Ben & James)
> Joomla!
> Hosting.
- Questions
> NB: All team members are expected to be able to answer any question.

- Document Formatting (Further Discussion)
> All internal files are to be in Microsoft Office 2007 format - .docx, .pptx, .xlsx, etc.
> All external files are to be in .pdf format.

Other:
PHProjekt:
- PHProjekt is proving to be problematic, as it is showing all group members to be offline.
- A switch to DotProject needs to be investigated.
> If a switch is to take place, it is required that a team member will need to log into the database and '.zip' all files for a back-up.

Colour Codes:
- Kate plans to investigate colour codes, and develop a scale of appropriate colours that can be used on the web site.

Thursday 17th April, 2008

Time: c. 3:30PM - 4:15PM.
Location: Room F312, University of Ballarat, Mt. Helen Campus.
Chair: Ben Daniel.
Minute-Taker: Marcus Kirpatrick.

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. SRS
- Dean is currently modifying the SRS, and has identified the following:
> The versioning is 'weird' and needs to be looked at - is there a potential versioning problem across all documents?
o This will need to be investigated at some point - tentatively assigned to Ben and Marcus.
> Required tasks for this document can be split up and delegated to other team members, for example:
o Forum and chat;
o Backup and restore;
o Administration;
o User manuals;
o On-site assitance; and
o Definitions and acronyms, etc.

2. SPMP
- As the SPMP is a 'live' document, on-going changes ought to be made, therefore it will be reviewed and addressed in Monday meetings, and also Thursday meetings (if required).

3. Chat Client
- Marcus remembered using a Java-based chat client in the past, that could be potentially useful for the Girl Guides web site.
- Marcus to research this further and e0mail Ben if he finds anything appropriate.

4. Client Meeting
- Another client meeting needs to be organised.
- Luke to e-mail Cherie to discuss and organise a suitable time.

5. Minutes / Status Report
- Minutes were completed are up-to-date.
- Kate has not yet completed any Status Reports:
> Discussion as to whether they are needed or not followed. The outcome was that status reports probably aren't necessary as timesheets should suffice.

6. Re-coloured Logo
- Per the prior meeting, Ben's printer was having difficulties printing the 'grey' logo, therefore, it has been re-designed and re-coloured.
- The group isn't entirely 'taken' with this new logo and will revert back to the existing logo.

Other:
- Some minor discussion regarding the formatting of documents took place - but nothing too serious.
> It was decided that this need not be minuted, but a brief e-mail, noting the outcome of the discussion, is to be prepared and e-mailed to all team members.

Thursday 10th April, 2008

Time: c. 3:30PM - 4:00PM.
Location: Room T124, 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: Thursday 17th April, 2008.
Time: 3:30PM.
Location: Room F312, University of Ballarat, Mt. Helen Campus.

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

Discussed Items:
1. SRS
- Luke, Dean and James are still working on the SRS.
- It should be ready for submission soon.

2. Website
- James has finished the Team E website - check it out!

3. Minutes
- Marcus advised that minutes should be finished and up-to-date by tomorrow.
- Any comments regarding the minutes would be appreciated, and can be sent to Marcus via e-mail.

4. SPMP
- The SPMP was completed and submitted on time, and a mark for this task will be relayed to the team soon.

5. Timesheets
- These need to be completed and updated ASAP.
- Currently ALL team members are behind on this task - please address this issue individually.

6. Working Prototype
- A working prototype NEEDS to be finished by Week 10.
- Dean, Marcus and James have been assigned this task.

Other:
N/A