Table of Contents

  1. Meeting Minutes
    1. Client Meetings
      1. Meeting 1
      2. Meeting 2
      3. Meeting 3
      4. Meeting 4
      5. Meeting 5
      6. Meeting 6
      7. Meeting 7
    2. Group Meetings
      1. Meeting 1
      2. Meeting 2
      3. Meeting 3
      4. Meeting 4
      5. Meeting 5
      6. Meeting 6
      7. Meeting 7
      8. Meeting 8
      9. Meeting 9
    3. Tutorials
      1. Week 2
      2. Week 3 - Audit 1
      3. Week 4
      4. Week 5
  2. Work Records
    1. Week 1
    2. Week 2
    3. Week 3
    4. Week 4
    5. Week 5
  3. Decision Making log
  4. Reflection log

Meeting Minutes

Previous semester

Client Meetings

Meeting 1

Date 23/07/2021
Time 2:00pm - 3:45pm
Attendance Wo Tian, Deon Hickey, Johannes Eichholz, Sukanta Debbarma, Stephen Madden

AGENDA

  • Discuss the semester plan
  • Finalise detail in to-do list regarding website enhancement

DISCUSSIONS

  • Discussed the plans for developing the web application and database management system in the semester.
  • Discussed the changes to be made on the web application.
  • Discussed the drafted relational scheme of the website.
  • Discussed the transported GitHub page.

ACTION

  • Refine the To-do list
  • Find out if attending the Team Formation Night is needed
  • Meet Dr. Yu Lin for professional advice

Meeting 2

Date 30/07/2021
Time 3:00pm - 5:00pm
Attendance Wo Tian, Deon Hickey, Johannes Eichholz, Sukanta Debbarma, Stephen Madden

AGENDA

  • Discuss meeting time
  • Agile cake metaphore
  • Prepare to sign IP agreement and SOW next week
  • Pass on the message from Yu Lin (theoretical, complex, reduce functionalities)
  • Discuss the option of making a web application
  • Website refactoring
  • Discuss DB front-end

DISCUSSIONS

  • Meeting on campus with Zoom on, 1:30pm Monday and 3:00pm Friday(optional).
  • Explain the concept of Agile so that they can understand we’ll have to start with partial functionalities instead of all.
  • Web application front-end for the database - doable on localhost only, no LAN allowed(router/wireless network interface controller)
  • Refactor the website with React, why and how.
  • The importancy of finalizing all changes connected to functionalities next week.
  • Discuss the TODO list.
  • Discuss the front-end of the database web application
    • default: sorted by action-required orders
    • sort by urgent/action-required/date/status
    • search by order number, organisation, client name, phone

ACTION

Our team:

  • Prepare SOW
  • Research on backend implementation and the tree structure on the front-end
  • Build new relational schema
  • Refine the new To-do list
  • Refactor current website with React

OptoFab:

  • DB schema: decide which fields need to be added to the part(edit)/order(calculated): Status(TBD), Urgent-bool(calculated), Description, Action required-bool(calculated), import date.
  • Revision photonic coating page.
  • Prepare the IP agreement

Meeting 3

Date 02/08/2021
Time 1:30pm - 4:00pm
Attendance Wo Tian, Deon Hickey, Johannes Eichholz, Sukanta Debbarma, Stephen Madden

AGENDA

  • Admin items
  • Discuss the photonic coating refinement
  • Discuss the database relational schema

DISCUSSIONS

  • Make changes to new Statement of work.
  • Show clients our landing page.
  • Discuss refactoring of the website. Clients want to do the website in a total different way now that we’re using React. The whole website and the requirements needs to be rewritten. The rest of the meeting was discussing the new UI. The relational schema will have to be redone too.

ACTION

Our team:

OptoFab:

  • Finalize requirements before our Friday meeting.

Meeting 4

Date 06/08/2021
Time 3:00pm - 6:00pm
Attendance Wo Tian, Deon Hickey, Johannes Eichholz, Sukanta Debbarma, Stephen Madden

AGENDA

  • Admin items
  • Discuss the new structure of the website

DISCUSSIONS

  • Made some changes to the IP agreement and SOW.
  • Inform clients about the tutorial details and audit 1.
  • Finished restructuring Optical coating and SPDT. Photonic TBD.

ACTION

Our team:

OptoFab:

  • Finalize requirements before the next meeting.

Meeting 5

Date 09/08/2021
Time 1:30pm - 4:00pm
Attendance Wo Tian, Deon Hickey, Johannes Eichholz, Sukanta Debbarma, Stephen Madden

AGENDA

  • Details of SOW
  • Discuss the new structure of the website

DISCUSSIONS

ACTION

Our team:

  • Refactor the website.
  • Start relational schema design.

OptoFab:

  • Resign IP agreement.

Meeting 6

Date 16/08/2021
Time 1:30pm - 2:10pm
Attendance Wo Tian, Deon Hickey, Johannes Eichholz, Sukanta Debbarma, Stephen Madden

AGENDA

  • Keep OptoFab updated on our current progress

DISCUSSIONS

  • Show appreciation for the fact that OptoFab joined us on Audit 1.
  • Demonstrated our current progress of the website by running the code here.
  • Described the database progress: the current schemas are on seperate working space. This week we’ll combine them and start building tables while working on the front-end at the same time.

ACTION

Our team:

  • Refactor the website.
  • Finish relational schema design and start building tables and application front-end design.

Meeting 7

Date 23/08/2021
Time 1:30pm - 2:30pm
Attendance Wo Tian, Phillip Wu, Deon Hickey, Johannes Eichholz, Sukanta Debbarma, Stephen Madden

AGENDA

  • Phillip will show the current Customer Portal front-end CSS design and get some feedback from the clients
  • Order Management System front-end progress update, Q&A.
  • Customer portal progress update, Q&A.

DISCUSSIONS

  • Phillip has shown the current Customer Portal front-end CSS design. OptoFab asked us to change the Logo. In general, they didn’t show much interest in the design. They want to make sure that the functionalities are done by the end of the semester.
  • Some fields were added to Order Management System front-end. Some questions raised in this document were answered.
  • 2 new TODO items were added into the TODO list. OptoFab needs some further discussion regarding chamfers and material lists (See ACTION).

ACTION

Our team:

  1. Keep refining the website. Check the further steps at the end of Refinements Week4.
  2. Adjust the current front-end by feedback. Combine the current backend and front-end parts of the Order Management System into one project and keep developing it.

OptoFab:

  1. Think about changing chamfers x,y in Geometry module to what.
  2. Specify the following: Optical - Stock - Material dropdown options; Optical - not Stock - Material dropdown options; Photonic - not Stock - Material dropdown options.

Group Meetings

Meeting 1

Date 28/07/2021
Time 9:30pm - 11:00pm
Attendance Wo Tian, Tian Wu, Hengrui Xu, Ruiqiao Jiang, Guoyu Wang, Yaoyi Xu, Ruoqian Wu

AGENDA

  • Discuss the semester plan
  • Discuss the changes on the current website

DISCUSSIONS

  • Discussed the plans for developing the web application and database management system in the semester.
  • Discussed the changes to be made on the website.
  • Discussed the drafted relational scheme of the website.
  • Discussed the transported GitHub page.

ACTION

  • Yaoyi: Draft statement of work.
  • Guoyu, Ruiqiao: Rewrite relational schema for the database.
  • Wo: Research tech specs for the database.
  • Phillip, Wo: Refine landing page
  • Wo: Communicate with Martin regarding the usage of React
  • Ruoqian, Hengrui: Refactor the website

Meeting 2

Date 31/07/2021
Time 9:00pm - 10:00pm
Attendance Wo Tian, Tian Wu, Hengrui Xu, Ruiqiao Jiang, Guoyu Wang, Yaoyi Xu, Ruoqian Wu

AGENDA

  • Discuss the next week plan
  • Discuss the changes on the current web application and the detailed database user interface

DISCUSSIONS

  • Discussed the plans for developing the web application and database management system for next week
  • Discussed new changes to be made on the web application
  • Discussed the detailed database user interface

ACTION

  • Wo, Ruoqian, Hengrui will hold a meeting for website this Sunday
  • Ruiqiao and Guoyu will create the relational schema for the database
  • Tian will continue working on the team landing page layout
  • Yaoyi will work on the importing data into database

Meeting 3

Date 02/08/2021
Time 6:30pm - 7:10pm
Attendance Wo Tian, Tian Wu, Hengrui Xu, Ruiqiao Jiang, Guoyu Wang, Yaoyi Xu, Ruoqian Wu

AGENDA

  • Discuss the next week plan
  • Discuss the changes on the current web application

DISCUSSIONS

  • Discuss the next week plan
  • Discuss the changes on the current web application

ACTION

  • Continue working on website refactor
  • Stop creating relational schema until we get the detailed requirements
  • Doing research on database web application development tools
  • Assign tasks to everyone and prepare for the audit

Meeting 4

Date 06/08/2021
Time 9:30pm - 10:10pm
Attendance Wo Tian, Tian Wu, Hengrui Xu, Ruiqiao Jiang, Guoyu Wang, Yaoyi Xu, Ruoqian Wu

AGENDA

  • Discuss the next week plan
  • Discuss the changes on the current web application
  • Discuss the IP Agreement and SOW

DISCUSSIONS

  • Discussed the plans for developing the web application for next week
  • Discussed new changes to be made on the web application
  • Discussed the changes on IP Agreement

ACTION

  • Continue working on website refactor
  • Every team member will need to sign the IP Agreement and SOW
  • Preparing for Audit 1

Meeting 5

Date 09/08/2021
Time 8:00pm - 8:30pm
Attendance Wo Tian, Tian Wu, Hengrui Xu, Ruiqiao Jiang, Guoyu Wang

AGENDA

  • Discuss the next week plan
  • Discuss the changes on the current web application
  • Discuss the Audit1
  • Discuss the database

DISCUSSIONS

  • Discussed the plans for developing the web application for next week.
  • Discussed new changes to be made on the web application.
  • Assigned tasks for this week

ACTION

  • Hengrui and Ruoqian will continue working on website refactor
  • Ruiqiao and Guoyu will start work on the relational schema

Meeting 6

Date 16/08/2021
Time 8:00pm - 8:30pm
Attendance Wo Tian, Tian Wu, Hengrui Xu, Ruiqiao Jiang, Guoyu Wang, Yaoyi Xu, Ruoqian Wu

AGENDA

  • Review the feedback provided by our tutor and shadow team according to the Audit 1

DISCUSSIONS

  • Discussed what feedback has been given and how we can improve it

ACTION

  • Add more details in the meeting minutes,for example add a link of “to do list”
  • For next tutorial, we will discuss more details about the feedback of Audit 1 with our tutor
  • Add the last semester’s decision making log to our repository
  • Add the hours each team member contributed on their tasks

Meeting 7

Date 19/08/2021
Time 9:00pm - 9:30pm
Attendance Wo Tian, Ruiqiao Jiang, Guoyu Wang

AGENDA

  • Discuss futher actions on developing local order management system.

DISCUSSIONS

  • Found out that the current relational schema is not updated to the newest requirements.
  • Realised that a front-end prototype is needed for better understanding.
  • Need to speed up the development process.

ACTION

  • Guoyu and Ruiqiao will correct their parts of relational schema according to updated requirements.
  • Ruiqiao will create a repo for local order management system on GitHub.
  • Wo will create a prototype for the front-end of local order management system.

Meeting 8

Date 23/08/2021
Time 8:00pm - 8:30pm
Attendance Wo Tian, Ruiqiao Jiang, Guoyu Wang, Ruoqian Wu,Yaoyi Xu, Hengrui Xu,Wu Tian

AGENDA

  • Discuss the meeting with clients on Monday
  • Discuss futher actions on developing local order management system.
  • Discuss futher actions on developing the website.
  • Discuss the next Audit

DISCUSSIONS

  • Discussed the front-end of the data management system will change a little bit.
  • Discussed who took charge of the “upload file “function in the website development.
  • Discussed who took charge of the Audit 2 and Audit 3.

ACTION

  • Ruiqiao Jiang, Hengrui Xu and Ruoqian Wu will take charge of the next audit.
  • Hengrui Xu will refactor the “upload file “function of the website.
  • Philip will send our agenda to tutor and shadow team.
  • Ruiqiao will refactor the back-end of the management system.
  • Wo will refactor the front-end of the management system.

Meeting 9

Date 28/08/2021
Time 9:30pm - 10:00pm
Attendance Wo Tian, Ruiqiao Jiang, Guoyu Wang

AGENDA

  • Discuss order management system status
  • Discuss content in Audit 2

DISCUSSIONS

  • Discussed management system status, including front-end and SQL creation.
  • Discussed the task assignment for next step (week 6)
  • Discussed the audit presentation

ACTION

  • Wo: improve front-end, create the back-end of the order management system
  • Guoyu: develop function to import order records from external file (JSON)
  • Ruiqiao: finalize the table creation and start work on front-end part 3.
  • Yaoyi: complete the status report for audit 2

Tutorials

Week 2

Date 04/08/2021
Time 5:00pm - 7:00pm
Attendance Greg Bek, Wo Tian, Tian Wu, Hengrui Xu, Ruiqiao Jiang, Guoyu Wang, Yaoyi Xu, Ruoqian Wu

AGENDA

  • Discuss SOW
  • Find out more on how to prepare for Audit 1

DISCUSSIONS

  • General information about TechLauncher program and audit 1
  • General information about OptoFab project
  • The tough situation about not writing SOW too broadly

ACTION

  • Send SOW to Greg for feedback
  • Prepare for Audit 1

Week 3 - Audit 1

Date 11/08/2021
Time 5:00pm - 7:00pm
Attendance Greg Bek, Wo Tian, Tian Wu, Hengrui Xu, Ruiqiao Jiang, Guoyu Wang, Yaoyi Xu, Ruoqian Wu

AGENDA

  • Audit 1 presentation
    • Project client map
    • Workflow of the project in detail
    • Communication plan with client
    • Requirements, status and risk assignment of the project
    • Roadmap this semester
    • Team meetings and logs

DISCUSSIONS

  • Testing phase in the roadmap
  • Data storage using local database instead of cloud
  • Pivot to React.js
  • Statement of work and future possible features added by the client
  • Decisions about audit presentation
  • Rationales behing the merging reflection and decision making

ACTION

  • N/A

Week 4

Date 18/08/2021
Time 5:00pm - 7:00pm
Attendance Greg Bek, Wo Tian, Tian Wu, Hengrui Xu, Ruiqiao Jiang, Guoyu Wang, Yaoyi Xu, Ruoqian Wu

AGENDA

The content of agenda is from the email sent to our tutor and shadow team:

Our team would like to focus on the feedback from the audit report of week 3 for Wednesday tutorial.
On Monday, we had a group meeting discussing and reflecting on the critiques and suggestions from tutor, client and shadow team. We appreciate the honest feedback, and we would like to improve our work in the future.  However, we do need clarifications on some of the comments.
Our team has marked the points for tomorrow’s tutorial with question mark ❓ in https://optofab.github.io/retrospectives/2021-08-16-Retrospective-Audit-1-Semester2/ , please check it out.

DISCUSSIONS & ACTIONS

The list number of the following discussion points correspond to the :question: marks on the retrospective page.

  1. “Table of contents in dropdown menu conflicts with navbar”.
    It’s a misunderstanding of the landing page structure. All good.

  2. “SOW does not outline what deliverables you will make and how progress will be measured by your team and your customer.”
    All aspects mentioned in the SOW are team’s deliverables. In the future, include more details in the statement of work to be more descriptive and clear. However, since this time the SOW has already been signed, there would be no need to modify it now.

  3. “It is concerning that you consider the risk of serious data mismatching as Possible ‘Risk will likely occur’.”
    At the time of assessing the risks, our team could anticipate a possibility of data mismatch since the this was an issue for last semester. However, issues like data mismatch could lead to serious consequences, so the lesson is that for the risk register to be effective and practical, the team should come up with potential solutions to mitigate the risks in a concrete way. Ideally, the risk assessment should be practical and specific to the project the team is working on.

  4. “There have been a few instances where the team have had to refactor something multiple times because they started before finalising design/negotiation with clients on that aspect of the project.”
    The process is actually very agile though it doesn’t follow the agile way to the word, because the team are working on one sprint per week and trying to deliver to the client constantly.

  5. “It may be too early to judge team collaboration until substantial work has been done but evidence of team work can be better shown with more detailed communications documentation and better formatted to do list. It appears difficult for an outsider to understand the to-do list as it is.”
    At the moment, the team cannot afford perfecting every document for stakeholders that are not our client. As long as the document such as the to-do list is sufficient for team members to understand and the team to make progress, it would suffice.

  6. “The team should make sure that the deputy spokesperson is in a position to backup the project manager, and that in turn one or two other team members shadows the deputy. “
    The deputy spokesperson should be aware of the situation. For example, the deputy should join in the meeting every few weeks as a listening ear. On the other hand, actually every member is briefed every Monday and Friday night in the group meeting after the spokesperson holds a meetings with the client.

  7. “Though it is clear that the team has benefitted from having one person communicate with the client, the client mentioned a lag when contacting the necessary members of the team.” + “It is suggested that the team assign a Front End leader and Back End leader to join the client meetings together with the project manager.”
    The suggestion has a good point, but current situation of project development makes it too late to adopt this suggestion, as the team has to allocate time in a more efficient way by assigning one spokesperson to communicate with the client and the rest of the team working on the implementation.

  8. “The team should have a reflection log, and individually every team member should have some reflections to capture as well.”
    The purpose of the reflection is for every member’s voice to be heard and it also shows interactions and growth within the team. The personal reflection is optional and not necessarily kept weekly, but it would be good to show the evidence of team member’s development along the journey.

  9. “It would be better if the team could add the rationale behind each risk or even add a reflection log to show evidence of reflection among the team. Similar to the decision log, what exactly happened that gave rise to each risk.”
    The team would add more pluses and minuses in the outcomes in the records. In this way, when reviewing in the future, one can easily grasp the big picture from these records.

Week 5

Date 25/08/2021
Time 5:00pm - 7:00pm
Attendance Greg Bek, Wo Tian, Tian Wu, Hengrui Xu, Ruiqiao Jiang, Guoyu Wang, Yaoyi Xu, Ruoqian Wu

AGENDA

The content of agenda is from the email sent to our tutor and shadow team:

  1. How to upgrade our website hosted at http://tl20212.cecs.anu.edu.au/ from http to https?
  2. Based on the feedback and discussion, our team have adopted many suggestions and made changes in our landing page site (see updated status in https://optofab.github.io/retrospectives/2021-08-16-Retrospective-Audit-1-Semester2/ where ⛵️ means ongoing changes and ☑️ means changes adopted). Moreover, team members have added their personal reflection logs in https://optofab.github.io/logs/#reflection-log
  3. We would like to do better for next audit, so is there a detailed rubric on the audit for both teams to check and improve?

DISCUSSIONS & ACTIONS

  1. “It will be better if you can neet with our shadow team from time to time to discuss the project status”.
  2. If we want to change from HTTP to HTTPS, we need to apply for a certificate for the website. We need to buy SSL certificate, and we need to modify and convert the server configuration of the current website. In addition, we need to change all hyperlinks using HTTP to HTTPS in the source code of our website.
  3. We can follow the requirement on the TechLauncher website. “https://cs.anu.edu.au/TechLauncher/current_students/evaluation/project_audits/”. And also Greg sent us a detailed email about the expectations and suggestions for Audit 2.

Work Records

Previous semester

Week 1

25/07/2021 - 01/08/2021

  • Wo Tian

    • Host group meetings and client meetings(~ 5 hours). Record 2 meeting minutes.
    • Integrate customers’ suggestions for refining the website to a To-do list (see meeting minutes for more information).
    • Write a semester plan.
    • Consult with Dr. Yu Lin regarding database design.
    • Communicate with IT department of RSPhys regarding technical requirements.

  • Tian Wu

    • Migrating team’s landing page from preivous Conflunce page to GitHub pages.
      • Using Jekyll to host our landing webpages on GitHub Pages.
      • Re-organizing website structures and re-branding the newly hosted website.
    • Team meetings with teammates to plan out this semester’s work.
    • Picking up JavaScript for later coding assignments for website implementation and optimization.

  • Ruoqian Wu

    • Drafted and edited the Statement of Work
    • Started refactoring project with React
    • Wrote the meeting minutes for group meetings

  • Yaoyi Xu

    • Drafted and edited the Statement of Work
    • Helped with React Refactor project

  • Hengrui Xu

    • Started learning React
    • Started refactoring project with React

  • Ruiqiao Jiang

    • Created relational schema for SPTD
    • Wrote the meeting minutes for group meetings
    • Doing research on the back-end framework:Django,Node.js and C#

  • Guoyu Wang

    • Created relational schema for SPTD
    • Start learning .NET and C#

Week 2

02/08/2021 - 08/08/2021

  • Wo Tian

    • Host many group meetings and 2 clients meetings(~ 7 hours). Record 2 meeting minutes.
    • Rewrite and tidy a new version of website requirements according to feedback from clients.
    • Find insufficient parts on the landing page and assign tasks to prepare for Audit1. Inspect the output and ask for refinement if needed.
    • Draft and maintain Decision making log / Retrospective, communication plan.
    • Refine IP agreement and SOW with clients, our tutor, and other team members.
    • Assist in drafting relational schema.
    • Research on building the offline web applications, including LAN, React, C#, .NET.

  • Tian Wu

    • Attending groups meeting, communicating with shadow team
    • Attending problematisation workshop and weekly tutorial
    • Adjusting landing pages layout and resources
    • Conducting Project Client Map (PCM) analysis

  • Ruoqian Wu

    • Wrote the new version of website
    • Wrote the project requirements
    • Wrote the risk assessment

  • Yaoyi Xu

    • Edited the statement of work
    • Edited the project requirements
    • Wrote the technical risk assessment
    • Wrote the project status
    • Researched on Php backend functionalities

  • Hengrui Xu

    • Created roadmap
    • Attended workshop, group meeting and toturial
    • Refactoring website with React

  • Ruiqiao Jiang

    • Wrote the meeting minutes for group meetings
    • Edited the project management risk assessment

  • Guoyu Wang

    • Wrote the stakeholder analysis

Week 3

09/08/2021 - 15/08/2021

  • Wo Tian

    • Host group meetings and a clients meeting(~ 3.5 hours). Record meeting minutes.
    • Tidy website requirements according to feedback from clients.
    • Find insufficient parts on the landing page and refine them to prepare for Audit1.
    • Draft the workflow diagram.
    • Accordinate IP agreement and SOW signing process.

  • Tian Wu

    • Recording meeting minutes of week3 (audit week)
    • Redesigning the website homepage layout in Figma
    • Using React.js to implement most of the homepage elements (e.g. navbar, herosection, etc.) according to the design.

  • Ruoqian Wu

    • Refractored the website by using React.js
    • Researched on functionalities

  • Yaoyi Xu

    • Migrated some php files to the new repo.
    • Refactored php codes for better reusability and maintainability.

  • Hengrui Xu

    • Refactored website with React
    • Continued learning about react

  • Ruiqiao Jiang

    • Researched on functionalities of developing database
    • Wrote the meeting minutes for group meetings

  • Guoyu Wang

    • Modified the SPDT part and Wrote Photonic part

Week 4

16/08/2021 - 22/08/2021

[Don’t forget to add hours for each of the work you’ve done. This line will be deleted next week]

  • Wo Tian

    • Host group meetings and a clients meeting. Record 2 meeting minutes. (~ 1.75h)
    • Meet Henry via Zoom, compare the current Customer Portal with requirements from OptoFab, write down the things that need to be corrected, wait for Henry to correct them, and check again (~ 2h)
    • Meet twice with Guoyu and Ruiqiao to discuss the following steps related to Order Management System development. (~ 1h)
    • Order Management System front-end development using C# and ASP.NET (~ 5h)
    • Create a Git repo for the Local Order Management System, push the front-end progress, and send invitations to team members. (~ 0.5h)
    • Update landing page, including creating a reflection log, reviewing and editing newly added content, update reflections in reflection log, decisions in decision-making log, work records. (~ 0.75h)
    • Communication besides meetings, e.g., asking ANU delegate to sign the IP agreement via email, communicating with OptoFab via Slack, communicating with team members via WeChat by texting or audio calling. (~ 0.75h)
    • Attend tutorial. (2 hours)
    • Attend Workshop 1: Know Yourself to Build Your Future Career and complete WPP task 1. (3 hours)

  • Tian Wu

    • Attending group meetings on Monday (0.75 hour)
    • Gathering feedback and updating retrospective based on discussions for audit 1 (2 hours)
    • Attending tutorial (2 hours)
    • Attending TechLauncher workshop and conducting WPP task 1. (3 hours)
    • Web pages layout design at Figma (4 hours) (ongoing)

  • Ruoqian Wu

    • Attend group meetings on Monday (0.75 hours)
    • Attended tutorial (2 hours)
    • Wrote reflection log (0.25 hours)
    • Started to write customer information page (3 hours)
    • Fixed website code (1 hour)

  • Yaoyi Xu

    • Attend group meetings on Monday (0.75 hours)
    • Revise risk assessment and team charter (1 hour)
    • Attend tutorial (2 hours)
    • Attend workshop (2 hours)
    • Complete workshop tasks (0.5 hours)
    • Wrote multiple backend files to fulfill fuctionalities of sending feedback, sending modification, getting order status. (3 hours)
    • Research on async function with PHP (1 hours)
    • Wrote reflection log. (0.25 hours)

  • Hengrui Xu

    • Refactored website(optical and photonic) with React (3 hours)
    • Add Feedback, Modify and Track order part to website (2 hours)
    • Attending group meetings on Monday (0.75 hour)
    • Attending tutorial (2 hours)
    • Meeting with Wo and fixing bugs (2 hours)

  • Ruiqiao Jiang

    • Attended group meetings on Monday (0.75 hours)
    • Attended tutorial (2 hours)
    • Wrote reflection log, work records, meeting minutes for the group meeting (1 hour)
    • Met with Wo and Guoyu for the OptoFab Management System (1 hour)
    • Attended TechLauncher workshop and conducting WPP task 1. (3 hours)
    • Order Management System back-end development using MySql (5 hours)
    • Created a Git repo for the Local Order Management System, push the back-end progress, and send invitations to team members. (0.5 hour)
    • Researched on how to connect the front-end and back-end of the management system (2 hours)

  • Guoyu Wang

    • Modify SPDT, refactor Photonic with Optical part (3h modify + 1h refactor)
    • Attend group meeting (0.5h)
    • Attend database group meeting (0.5h)
    • Attend seminar (2h)
    • Attend tutorial (2h)

Week 5

23/08/2021 - 29/08/2021

  • Wo Tian

    • Host group meetings and a clients meeting. (1.5h)
    • Prepare for meetings and record client meeting minutes. (1h)
    • Communication besides meetings, e.g., communicating with OptoFab via Slack, communicating with team members via WeChat by texting or audio calling discussing audit 2. (1h)
    • Order Management System front-end development. (2h)
    • Research on front-end development using ASP.NET, such as making tabviews.(1h)
    • Update landing page, including update the fully signed IP agreement, update decisions in decision-making log, work records. (0.5h)
    • Inspect and correct the relational schema. (2h)
    • Attend tutorial. (2h)
    • Attend group meeting for the order management system. (0.5h)
    • Refining parts of the audit speech. (0.25h)

  • Tian Wu

    • Attending client meeting on Monday (1 hour)
    • Attending group meeting on Monday (0.5 hour)

  • Ruoqian Wu

    • Attended group meeting on Monday (0.5 hour)
    • Attended tutorial. (2h)
    • Added new functions to Customer Portal Web Application (3 h)
    • Wrote reflection log (0.25h)
    • Researched on CAPTCHA (1h)

  • Yaoyi Xu

    • Attended group meeting on Monday (0.5 hours)
    • Attended tutorial. (2 hours)
    • Resaeched on Postman (1 hour)
    • Used Postman to test existing backend features (1 hour)
    • Added new backend feature of saving JSON file and attaching it in email (2 hours)
    • Wrote project status (1 hour)

  • Hengrui Xu

    • Attended group meeting on Monday (0.5 hours)
    • Attended tutorial. (2 hours)
    • Attended group meeting with the other 2 members for the Audit 2.(1h)
    • Perpare for audit 2. (4 hours)

  • Ruiqiao Jiang

    • Attended group meeting on Monday (0.5h)
    • Recorded group meeting minutes. (1h)
    • Researched on front-end development and back-end development using ASP.NET.(1h)
    • Wrote reflection log. (0.25h)
    • Wrote decison making log.(0.25h)
    • Attended tutorial. (2h)
    • Reviewed the relational schema and made some changes on the back-end management system. (2h)
    • Attended group meeting for the database management system. (0.5h)
    • Attended group meeting with the other 2 members for the Audit 2.(0.5h+1h)
    • Wrote the requirements and sub-sections of the Audit2. (0.5h)
    • Created a template for the Audit 2 presentation slides.(0.5h)
    • Wrote the tutorial meeting minutes.(0.5h)
    • Created the Audit 2 presentation slides.(3h)

  • Guoyu Wang

    • Attended group meeting on Monday (0.5 hours)
    • Attended tutorial. (2 hours)
    • Attended group meeting with the other 2 members for the Audit 2.(0.5+ 1h)
    • Perpare for audit 2. (4 hours)

Decision Making log

Decision making logs from previous semester: link hosted on Confluence

Index Week Rationale Decision Agreed by
1 1 Confluence is too expensive given the current budget. Making a website on GitHub using templates is not too time-consuming. Use GitHub to make our landing page this semester. All team members.
2 1 Reflecting on the collaboration last semester, not setting a fixed time for group meetings has caused trouble for some team members. Setting a fixed time to meet twice a week. All team members.
3 1 Reflecting on our experience from last semester, we think that client meetings should not require all team members to attend, especially given the consideration that all team members have done this project for 1 semester and we all have a better idea of what the clients want now. Only the project manager meets with clients 1-2 times a week. All team members and clients.
4 1 Due to the complex nature of physical components that OptoFab is manufacturing, the order placing process is highly dynamic. Since the IT department of RSPhys did not allow us to use React, the website development, especially debugging, is excruciating and the maintenance in the future is going to be hard for the IT department of RSPhys as well. Any tiny change of the UI or functionalities would require coding in multiple similar but different HTML files and create a hassle for the JavaScript part as well. Need to talk to IT department of RSPhys asap about using React. Inform clients about the importance of giving all requirements at once and make as little change to the functionalities as possible. All team members.
5 1 The IT department of RSPhys allowed us to use React. The changes(new requirements) need to be made in so many places that the developers think rewriting the entire website with React is quicker and neater than editing the old one. Clients agreed. Refactor the website using React. All team members, clients, IT department of RSPhys.
6 2 Reflecting on feedback from the audits last semester, making PowerPoint presentations might be unnecessary work that might even distract us from refining the landing page. Very carefully refine landing page for audit. Use the landing page to show our progress instead of PowerPoints. All team members.
7 4 Database is just a part of the backend of one of the web applications that we are developing. Calling the customer portal the website and the order management system the database is not very clear. Specify the current two products as the Customer Portal and the Local Order Management System. All team members.
8 4 Reflecting on feedback from Audit 1, our peers and tutor this semester want to make sure that everyone’s voice is heard by letting everyone participate in the tutorials and audits more. We will adjust our approach in the coming tutorials and audits.
1. The project manager will only be engaging in the Q&A session. Other team members will be in charge of presenting the Audits.
2. A reflection log will be created. All team members are going to write down some reflections when appropriate.
3. Strongly encourage all team members to communicate with the shadow team and Greg on tutorials.		 All team members.
9 4 Reflecting on feedback from Audit 1, The course convenor, our tutor, and our shadow team all think that we should create a reflection log in Audit 1. We will actively listen to other people’s advice and improve our documentation by adding a reflection log. All team members.
10 5 Reflecting on feedback from Audit 1, many stakeholders think that more members should present the Audits. Ruoqian, Hengrui, Ruiqiao will prepare for Audit 2. Yaoyi, Phillip, Guoyu will prepare for Audit 3. All team members.
11 5 Considering the time frame, we can not afford to develop the Remove functionality to a full extend, as in removing any components regardless of their position in a list of components. After negotiating with OptoFab, we compromise to only developing the Remove functionality for the last component in a list of components. Develop the Remove functionality for the last component in a list of components, such as Layer, Side, Spec. All team members and clients.
12 5 Something unexpected happens, Ruoqian cannot participate in the audit preparation, so we adjust the team members for the audit 2. Guoyu, Hengrui, Ruiqiao will prepare for Audit 2. Yaoyi, Phillip, Ruoqian will prepare for Audit 3. All team members.

Reflection log

Index Week Reflection Taker
1 4 Our peers and tutor this semester want to make sure that everyone’s voice is heard by adding a reflection log and letting everyone participate in the tutorials and audits more. A good team should be adaptable. Therefore we will adjust our approach in the coming tutorials and audits. Wo Tian
2 4 We’ve got a relatively low score for Reflection on Audit 1. The course convenor, our tutor, and our shadow team all think that we should create a reflection log in Audit 1.
We will actively listen to other people’s advice and improve our documentation by adding a reflection log. (See the 8th decision in the decision-making log.)		 Wo Tian
3 4 Received feedback from Many Eyes Process regarding SOW. It would be better if we could write the SOW with more detailed deliverables in the future if we need to write SOW again. Wo Tian
4 4 It is indeed true that our team member should participate more and speak up our own thoughts during the audit and tutorials. It would be better if we could let different members to deliver presentations for audit and encourage everyone to speak. Yaoyi Xu
5 4 The lesson I learnt is that although I am a part of the team, and we received the feedback as the team, we should construct our individual reflection. Ruoqian Wu
6 4 From the tutorial and the feedback from our shadow team, what I learnt is documentation is very important. Cause the other people outside our team know nothing about our project. They can only learn it from the documents we generated. Thus, we need to make our ducumentations very detailed. Ruiqiao Jiang
7 4 When I was refactoring the relational schema, I stuck by the messy structure. Mind maps really helped me to make a clear view of our database structure. After I have a clear view, I refactored our relational schema easily. Guoyu Wang
8 4 I have learnt that I should know more about others’ work rather than only focusing on my own work. Hengrui Xu
9 5 The lesson I learnt is that since we are not very familiar with the database development, the time we spent on learning may be huge. And for example, we studied the C# for the management system, but I just found that the Django may be more suitable for our development. Ruiqiao Jiang
10 5 It is more efficient if backend can work in parallel with front-end instead of waiting for front-end finishing functionalities then start. Therefore, I decided to learn how to use Postman to test api functions. Yaoyi Xu
11 5 The lesson I learnt is that there are many useful frameworks for development on Github to increase the work efficiency, and there is no need to build everything from scratch. Ruoqian Wu
12 5 I have learnt that being adaptable is an impotant and valuable aspect to have for a team. Wo Tian
13 5 During the tutorial, I found that if I am always prepared to speak out, I will focus more on our meeting and understand the meeting content better. Guoyu Wang
14 5 Teamwork will be smoother if the details of the project are communicated to team members in advance. Hengrui Xu