To ensure good quality and results, the group and our contacts agreed on some protocols.
Meetings will be necessary to find out how the project is coming along and to get feedback from our supervisors and customer. During this project, the group will create several reports every week, including a status report for the week, supervisor meeting report, customer meeting report, and group meeting reports. These reports are created to make sure that we document the work done in this project.
2.5.1 Routines
The group agreed on:
● The group should have at least two group meetings every week.
● Group members that cannot come to a group meeting, has to inform the project manager.
● E-mail should be the main means of communication.
The customer agreed that:
● E-mail should be the main means of communication, but for urgent issues telephone can be used.
● There has to be a customer meeting every second week.
The supervisor agreed that:
● Invitation to meeting delivered by 12:00 every Monday.
● Weekly report will be delivered by 12:00 every Monday.
● There has to be a supervisor meeting every week.
Meetings Internal meetings
Every week the group will have internal group meeting on Monday from 10:15 -12:00. An agenda for the meeting is created by the project manager. Tasks for the rest of the week will be assigned. The group will also have an internal meeting after the supervisor meeting on Tuesdays from 10:00- 11:00, to assess the issues that came up in the supervisor meeting. The group will also have an internal meeting after the customer meeting on every second week from 10:15-11:00, to assess the issues that come up in the supervisor meeting.
Team work session
18 The group will have work sessions on Monday from 12:00 -16:00 and also on Saturday from 10:00 - 16:00 if necessary. During these sessions the team members work, with his/ her tasks. And can ask other team members for help. These sessions are also used to do tasks that requires the whole group, or works that need more than one group members.
Supervisor meetings
The group attends a supervisor meeting every Tuesday at 09 a.m. in room 464 in the IT building. Before the meeting the group has to send an invitation for the meeting containing minutes from the last customer meeting, minutes from the last customer meeting, and status report before 12 a.m. at Monday. In the meetings we discuss our progress and difficulties and advices of the supervisors.
Customer meetings
The group attends a costumer meeting every second week at Thursday at 09 a.m. at the Extend office.
Before the meeting the group sends an invitation with minutes from last customer meeting 24 hours before the meeting. In the meetings the group presents the progress and receives feedback, the customer contact gives us advice and comments on our pace of progress and results.
Scrum meetings See section 2.6.2 Reports
Weekly status report
The group will create a weekly status report, where the work done, problems that occurred in the week and the work plan for the next week is documented.
The weekly status report is updated by the group members during the week. One group member is assigned the responsibility to make sure that the report is created in time.
Supervisor meeting report
The group will create a weekly supervisor meeting report, where the discussions, decisions and assignments are discussed will be documented. This report/ minutes are created the same day as the meeting is held. In this way all the group members (including those that where absent) knows that what was discussed at the meeting.
Customer meeting report
The group will create a report from the meeting with the customer, where the discussions and decisions during the meeting are documented. These report/ minutes are created the same day as the meeting is held. In this way all the group members (including those that were absent) knows what was discussed at the meeting.
Group meeting report
The group will create a report from the internal group meetings, where the discussions and decisions during the meeting are documented. These report/ minutes are created the same day as the meeting is
19 held. In this way all the group members (including those that were absent) knows what was discussed at the meeting.
Timekeeping
The group has created a simple excel sheet, where each group member can update how much work he/
she has done during the week.
Templates
This section describes the templates and standards that are used in the project documents. All documentation that we produce during the project will be written in English.
Invitation to customer meeting
See appendix A.1.1 Meeting invitation template.
Minutes of Costumer meeting
See appendix A.1.2 Meeting report template.
Invitation to supervisor meeting
See appendix A.1 Meeting invitation template.
Minutes of supervisor meeting
See appendix A.1 Meeting report template.
Minutes of Costumer meeting
See appendix A.1 Meeting report template.
Status report
See appendix A.1 Status report template.
Organization of files
The group will use Dropbox for document management. Every document that are used or produces in this project is in one place and available in the Internet.
20
Figure 2.4 - Organization of files
Formats Google docs
The group use Google docs if the document requires more than one group member to write it. This is because Google docs allow more than one to write on the same document at the same time. And the documents are online and everyone has the newest version at hand when they write on it. Status report, work timesheet and product backlog are the documents the group work together.
Microsoft Word
Microsoft word is known by everyone in the group, this is why the group chose to use word to write our main report. Word makes it easy to edit documents, add tables and pictures and has functions like table of content. Word is also used on meeting reports.
2.5.2 Customer Interaction
The group attends a costumer meeting every second week at Thursday at 09am at the Extend office.
Before the meeting the group send an invite together with minutes from last customer meeting 24 hours before the meeting. In the meetings we the group presents our progress and receive feedback, the costumer contact gives us advice and comments on our pace of progress and results.
Invitation to customer meeting See section A1 Meeting invitation template.
Minutes of Costumer meeting See section A1 Meeting report template.
2.5.3 Supervisor Interaction
The group attends a supervisor meeting every Tuesday at 09am in room 464 in the IT building. Before the meeting the group has to send an invite for the meeting containing minutes from the last customer
21 meeting, minutes from the last customer meeting and status report before 12 am at Monday. In the meetings we discuss our progress and difficulties and our supervisors give us advice.
Invitation to supervisor meeting See section A1 Meeting invitation template.
Minutes of supervisor meeting See section A1 Meeting report template.
Minutes of Costumer meeting See section A1 Meeting report template.
Status report
See section A1 Status report template.