Consultancy Project

Logbook Week 27th Oct to 2nd Nov

This week we were assigned our client Unison. I was slightly dissapointed as i wanted the st pauls carnival and I believe we stated our case clearly in the phase 1 report. However, unison will pose a good challenge and help me develop new skills. I am looking forward to working for Mark Phelan and believe as a team we can produce a good solution. The next step is to arrange a meeting with the client and do to some knowledge management research.

• Assigned Client
• Started Logbook
• Began Research

Logbook Week 3rd Nov to 5th Nov

This week the project began to take shape. I emailed the client to arrange a meeting. I hope this meeting will help us to establish a list of requirements and make it clear to us what it is we will be doing deliverable wise. We made use of basecamp which is a great tool to share files, messages, post comments & to do lists. This will be used throughout the project and is accesable via https://fazemedia.grouphub.com/login.

I researched knowledge management and posted my findings on basecamp. I am now prepared for the client meeting and will begin to work on a team plan up to the PDD. A plan for producing the deliverables will be created along with the PDD. This is because the plan cannot be formed untill we establish in stone what it is the client wants.

• Basecamp for team
• Knowledge management research
• First contact with client to arrange meeting
• Plan upto PDD
• Team contract

Logbook Week 6th Nov to 1st Dec

Met with client on friday 6/11 at 10am. Had  very productive meeting and learned alot about the clients work and what they require from us. Was able to produce a set of initial requirements.

I typed up notes taken during the meeting and posted them on base camp for the team members and tutor to see. This is especially useful for the team members who did not attend the meeting. I also completed the basic arrangements form that sets out the teams plans and progress at this stage. The form was posted on base camp and sent to the tutor.

I created a project plan for phase2a and uploaded this as well .This will help to keep the team focused and working and most importantly provide us with the information needed to complete the PDD which Ih ave proposed a due date of December 1st. The PDD has to be signed off by the client and tutor.

Overall I am very pleased with how the project is progressing and believe we are ahead of schedule. I am happy with my input and believe I have taken control of the project as communications manager which has been beneficial to everoyne. I hope these blog logs will go towards my eportfolio (first one due on december 18th).

Perhaps a meeting with our tutor would have been good this week, but this can be arranged in the near future and Dan Dixon has been informed on progress via email. Dan also has a lgin to our base camp site so he can view progress from there.

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Client Meeting Summary 06/11/08

Client wants 40usb sticks by march 19^th.

These are to include core documents that the client will provide and software that will auto run an interface when the usb is plugged into a machine. This interface will allow users to view what is on the usb, add or remove files & update file. Most importantly this interface will also allow users to access a site where files can be taken from and put on the usb stick by simply clicking an “UPDATE” button.

We will create a simple site that the clients can have back end password access to so they can upload and remove files. The files on this site will be in mainly word and Pdf format however the client my want to use some simple swf video files which is not a problem (they will supply 4gb usb’s if necessary). Users will then be able to plug in their usb, access the site and update the usb with the selected files. Users should be able to update files individually or in bulk. It must be designed so the most illiterate computer user can use it.

Some way of only allowing unison usb’s to take the files from the site needs to be incorporated. The information can be publicly available but really only stewards of the company should be downloading them. NO need for core documents to be on site.

Files on site could be organised into sections relevant to stewards & a search function should be included to make it easier to find what they want. Sections could be:

1. Police support

2. Local government

3. Health-NHS

4. Transport

5. Energy

6. All files

Client would like to consider using environmentally friendly usb’s, however this is something they will provide and funding is not an issue.

Brief Summary of Early Requirements

<!–[if !supportLists]–>· <!–[endif]–>4gb usb’s available

<!–[if !supportLists]–>· <!–[endif]–>Pdf, word & video format

<!–[if !supportLists]–>· <!–[endif]–>Easy to use auto running interactive interface

<!–[if !supportLists]–>· <!–[endif]–>Interface maybe a browser, must allow users to update usb with files held on site – Updates from browser to usb.

<!–[if !supportLists]–>· <!–[endif]–>Only unison usb’s can download files from the site

<!–[if !supportLists]–>· <!–[endif]–>Search function on site

<!–[if !supportLists]–>· <!–[endif]–>Clients need back end access to add and remove files from site (with login)

<!–[if !supportLists]–>· <!–[endif]–>40 trial usb’s ready by 19^th march

<!–[if !supportLists]–>· <!–[endif]–>Web site must be ready by march 19^th

Logbook 21st November

• Met with tutor
• Produced draft project initiation document

This week we the available team members met with our tutor (19/11/08) during the allocated time slot. We discussed the report for the project planning which we only recieved 53% for. Here are the main points why:

• Rambling
• Peoples individual work gathered and stuck together
• Not analytical enough
• Minimal references, incorrect reference format
• Poor Structure
• Have just one editor

We will take all these points away to improve our next report

We discussed with our tutor the clients requirements and how we aim to achieve them. We were given advice on how to produce a good Project Initiation document and were refered to the BOSCARD method

B- Business

O-Objectives

S-Scope

C-Constraints

A-Authority

R-Resources

D-Deliverables

From this meeting I will take the importance of getting the deliverables correct and the importance of having a method to get to the deliverables. We need to assign tasks now and begin createing the deliverables to meet the clients objectives by March 19th in time for a pilot test. The pilot test was originally running for 6 months but we are going to try and adjust that to give us an opportunity to analyse the results.

Using all the information and advice from the meeting I constructed a Project Initiation Document 1st draft and emailed it to our tutor for review, giving the team plenty of time to make any improvements.

Logbook 1st December

We visited the client at their office last friday (28/11/08). Only three out of the five team members turned up (Myself, Mike & Antigoni). We discussed with the client more about the company and what they do, how they do it, who they employ etc. We got to look around the office and see the working environment and technology. We also saw the vast amount of documents that get handed out, hence why we are trying to create a content management solution.

The client agreed to set some milestones for themselves to provide the team with the materials we require to build the system (documentation) and also said they can bulk email members which will help with our IA and HCI research as we can send out a questionairre. The client also stated 99% of users have internet access and those who dont can be provided with access at one of UNISONs offices, so a web site content management system is a sound solution.

I completed a final version of the project initiation document after spending all day sunday working on it. I used feedback from our tutor and preferences from the client to do so. It went from 3 thin looking pages to a healthy 9 pages of good content. I met the deadline I set last month and had it emailed to both client and tutor on deadline day (1/12/08).

The next step is to begin research and to do my first eportfolio.

Logbook 9th December

• Recieved feedback from client on Initiation document, changed as requiresd and got it signed off
• Created a team contribution table that lists the tasks, responsibilities, deadlines and who did what
• Begun to construct step by step plan with goals and tasks required to achieve them. Each member has been giving their tasks and after I review the plan with our tutor I will add deadlines.
• Uploaded table, plan and final initiation document to base camp.
• Produced a document containing initial concepts, using diagrams and notes.
• I feel I have contributed more than my fair share in the project initiation stage and have taken control with the planning stage also. I look foreward to working with more team collaboration when it comes to actually doing the tasks (beginning of January).
• Next step is to meet with tutor and team to discuss the plan and then ammend it where neccasary and add deadlines for tasks.

Logbook Week 18th Dec to 21st Jan

• Createds a step by step team plan with assigned dates for tasks to completed by. The plan is done in the form of a contribution table so we can identify who has done what and to make sure tasks are being done.
• I have organised a meeting with the client on wednesday 28th January which will give us an opportunity to collect the reuired documentation from the client and to performing HCI and IA activities.
• Once the meeting is complete we will gather all the information in short reports (assigned to members) and use it to begin the actual development of the content management system.
• I am also in the process of completing my 2nd log book
• I feel more could have been done over this period although it was hard as it is exam time and some team members are away.

Logbook Week 11th Feb

This week has been very productive. We met with our tutor twice and also with our client. We discussed with the client the possibility of having a website running online and a website on the USB that mirrors the online site. However after having looked into this it is not feasable. There are security issues and it requires some set up from the user. As we are aiming towards the basic users it is not an ideal solution. Alternatively we discussed the possibilities of having a batch file that will automatically download documents into categories from the website. This will be launched via a button that will be added to the USB interface.

What I have done this week:

• Met with client and tutor
• Built a USB interface with a menu and sub menu. This menu has buttons that performs actions I specified. Including launching the web site, running a web site download program, opening directorys and opening documents.
• Set up an online pmwiki (this is a mini version of wikipedia that is fully configurable). I changed the skins, passwords to edit/upload, menus, added new pages, changed the layout, added a few cookbooks (these are extra add-ons you can download from the pmwiki web site that allow the wiki to perform other actions. This included a web admin interface that gives full ftp access within the wiki. This is good for the admins being able to upload and delete documents.
• Experimented with having xampp and pmwiki on the usb stick. This does work but cannot be easily updated. The wiki will look how it is at the time of installation which in this case is not adequate due to the constant addition of documents. Xampp also requires configuration before hand on behalf of the user.
• Overall alot was done and there is now a working prototype of the Content Management System. I have an autorun file and all the required software/documents to put on a USB. When the usb is plugged into the computer  the menu runs. (this menu if fully editable and I plan to “spice” it up a bit). The menu provides the user with options: view web site, update USB (need to find a good method of doing this perhaps a batch file), view documents (nice easy way to browse directorys and documents in selected categories. There are also help sub menus that include word documents and videos opened at the touch of a button. And an Exit button.

I am very pleased with the effort I have put in over this peroid and aim to continue working hard. I aim to find a batch file that can be run from the USB interface to grab files from the server and store them in particular directorys. I am looking forward to showing the client this prototype and recieve feedback to improve on it.

I discussed with my tutor future issues the client may run into. They want to run a pilot with the system, however beforehand they have to be warned about these issues. Including:

• Security (potential viruses being transferred on USB)
• Category folders cannot be changed or added as this will effect the updating of documents and there accessability. They could be changed but it would require technical skills the client has admitted to being shy of.
• The site online can be maintained/updated however if they want a site on the USB stick it will not be able to include the updates from the website only the core documentation.
• It is only a pilot so it is important the client is made aware of these potential flaws before sending it out to be used.a

Logbook Week 20th Feb

This week we met with the client to show them the prototype. They were very impressed. They like the wiki site and the USB menu interface. We discussed a few different design ideas. From this discussion we identified that they will have to recieve clearance on the images/logos being used. We also decided that there should be a login and password for the stewards so only they can access the wiki site. Below is a list of tasks to be done in the coming weeks:

• Find a USB supplier that pre install software and get a variety of quotes
• Purchase hosting and a domain
• Change the USB interface size and buttons
• Add the “definitive” set of contents from the client (emailed to myself after the meeting)
• Seperate login for stewards
• Language cookbooks from pmwiki

The project is well on taregt and I aim to have these changes allocated 2 weeks prior to the pilot (19th March). This will leave us time to “polish” the cms.

On another note I handed in my third logbook this week. I spoke about everything involving the project in recent weeks. I thought it was very informative and reflective whilst not rambling to much. I am now awaiting a reply from UNISON to see what the budget for USB and hosting is.

March 5th 2009

DONE THIS WEEK.

• Added a pass for the whole site so only those with the pass can access (stewards & admins)

• Emailed client with update and asking how we will handle payment of USB/hosting/domain
• Set the update batch file so that if a document with the same name is downloaded to the same directory it will override the original document. This was an important need for the client as they update documents.

• Could not set default view of USB folders to thumbnails as I discovered this is determined by users settings.

• Added Adobe PDF and Microsoft Word Viewer applications to the USB content. This will be useful for stewards running a machine that does not have the software.

• Added final categories that client emailed to me(on the site and USB). Need to ask client if they want to add the content themselves (onto the site and USB) or if they want us to do so.

• Changed the USB interface. (size of buttons, added buttons for new categories, added download buttons and update batch files for each category, give buttons prompts to inform user what they do).

• Changed the UNISON logo to the South West logo on the site and USB.

• Added a contact page.

VERY IMPORTANT: With only a few weeks untill the pilot starts, these loose ends have to be tied up:

• Find a host and domain provider (clients budget, needs and domain).

• Find a suitable USB provider. (important to find host before as the USB content has specific urls and we do not want to load software onto a batch of USBs then have to change it).

• Funding for both of the above will probably be dealt with when the orders are placed. I will try to organise a meeting with the client when we can do this as the USBs will run to a significant cost.

• Instruction Manuel for stewards and clients (with further pmwiki instructions – uploading, changing pass). * Tutorial as a movie clip, either capturing the screen or a formal video.

• Follow up support documentation, maintenance instructions. (Ask tutor for advice)

FRIDAY MARCH 13th

TASKS COMPLETED

• Met with tutor discussed logbooks, final report AND sustainability issues
• Met with client to discuss future sustainability (risks and improvements). Came to an agreement that we will provide the software and they will purchase the usb sticks once they get the finance. Hosting and domain need to be registered by tuesday at the latest (client said they will) in order for us to upload the repZone site in time and change the batch/config files on the usb software
• Instruction manuals for stewards and clients
• Sustainability report
• Deliverable checklist
• Recommendations for hosting/domains
• Changed sites password to meet clients decision
• Added a feedback form to the website

TO DO LIST

• 4/5 Logbook
• Hand over deliverables next wednesday with sustainability report and other documentation
• Get client to sign the off (deliverable sign off sheet)
• Possibly a tutorial video if there is time

Again another productive week keeping us on schedule.

FRIDAY MARCH 27th

• Handed deliverables over to the client with sustainability report
• Also handed over instructions, video tutorial and other bits
• Completed last logbook and considering doing the optional one
• Drafted a skeleton structure for the final report and emailed it to tutor to recieve feedback and ammend as required