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
      8. Meeting 8
      9. Meeting 9
      10. Meeting 10
      11. Meeting 11
      12. Meeting 12
      13. Meeting 13
      14. Meeting 14
    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
      10. Meeting 10
      11. Meeting 11
      12. Meeting 12
      13. Meeting 13
      14. Meeting 14
      15. Meeting 15
    3. Meeting 16
    4. Meeting 17
    5. Tutorials
      1. Week 2
      2. Week 3 - Audit 1
      3. Week 4
      4. Week 5
      5. Week 6 - Audit 2
      6. Week 7
      7. Week 9
      8. Week 10
      9. Week 11
    6. Shadow team Meetings
      1. Meeting 1

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.

Meeting 8

Date 30/08/2021
Time 1:30pm - 2:15pm
Attendance Wo Tian, Hengrui Xu, Deon Hickey, Johannes Eichholz, Sukanta Debbarma, Stephen Madden

AGENDA

  • Explain the tough situation we were in last week (short of hands)
  • Need OptoFab to specify the options for different material dropdown boxes.
  • Updates and next steps.

DISCUSSIONS

  • Ruoqian had high fever. Phillip was in the hospital. Hengrui, Ruiqiao, Guoyu were preparing for audit 2 last week. Only Yaoyi and I were doing the usual workload last week to develop the products. Not lots progress has been done.
  • Material dropdown boxes specified here.
  • The OS for local order management system will be Windows 10.
  • Next steps are at the end of the document here marked in yellow.
  • Remind the clients of the audit time.

ACTION

Our team:

  1. Keep refining the website. Check the further steps at the end of Refinements Week4.
  2. Front-end and backend development of the local order management system.

Meeting 9

Date 06/09/2021
Time 1:30pm - 3:50pm
Attendance Wo Tian, Deon Hickey, Johannes Eichholz, Sukanta Debbarma

AGENDA

  • Updates and next steps.
  • Need OptoFab to specify which fields are composary.
  • Need OptoFab to tell us the extension for Winlens.

DISCUSSIONS

  • We thoroughly went through the entire customer portal that we have for now. Composary fields and some other changes are specified here. Note that all team members including the Order Management System team needs to carefully go through this since a lot of changes are related to both of the products.
  • Next steps are at the end of the document here marked in yellow.
  • Some further information from OptoFab is needed, specified in ACTION.

ACTION

Our team:

  1. Keep refining the website. Check the further steps at the end of Refinements.
  2. Front-end and backend development of the local order management system.

OptoFab:

  1. Steve or Kunlun - file extension for winlens
  2. Steve - Decision on inclusion of Reactive/Inert field
  3. Johannes - explanatory text for the three substrate surface accuracy fields
  4. Deon - write explanatory text for the standard substrate accuracy
  5. Johannes, Steve and Deon - accepted file types for each category
  6. As a group - think about MTA

Meeting 10

Date 13/09/2021
Time 1:30pm - 3:30pm
Attendance Wo Tian, Phillip Wu, Deon Hickey, Johannes Eichholz, Sukanta Debbarma, Stephen Madden

AGENDA

  • Updates and next steps.
  • Need OptoFab to finalize changes related to functionalities.

DISCUSSIONS

  • We thoroughly went through the entire customer portal that we have for now again with Steve. Some new changes are specified here. All TODO items are marked in yellow. Note that all team members including the Order Management System team needs to carefully go through this since a lot of changes are related to both of the products.
  • Next steps are at the end of the document here marked in yellow.
  • Some further information from OptoFab is needed, specified in ACTION.

ACTION

Our team:

  1. Keep refining the website. Check the further steps at the end of Refinements.
  2. Front-end and backend development of the local order management system.

OptoFab:

  1. Add explanatory text for SPDT Dimensional Accuracy.
  2. Write down the calculation for Radius from Side Length and Number of Sides.
  3. What kind of things are expected in the handover documents.

Meeting 11

Date 20/09/2021
Time 1:30pm - 2:30pm
Attendance Wo Tian, Phillip Wu, Deon Hickey, Johannes Eichholz, Sukanta Debbarma, Stephen Madden

AGENDA

  • Updates and next steps.
  • Need OptoFab to specify what kind of handover documents are desired.

DISCUSSIONS

  • Wo gave the update of the Order Management System and the functionalities of the Customer Portal. Next steps are here.
  • Phillip gave the update of the design of the Customer Portal. Check our launched website here.
  • Some of the handover documents are specified by OptoFab here.

ACTION

Our team:

  1. Start working on the handovers.
  2. Finish the further steps here.
  3. Finish the Part page of Order Management System if time allows.

Meeting 12

Date 27/09/2021
Time 1:30pm - 2:10pm
Attendance Wo Tian, Phillip Wu, Deon Hickey, Johannes Eichholz, Sukanta Debbarma, Stephen Madden

AGENDA

  • Unexpected port issue on the backend of the Customer Portal occured. Need to know the priority.
  • Need some feedback from OptoFab regarding the Order Management System handover.
  • Need OptoFab to specify the radius and side length in Customer Portal.

DISCUSSIONS

  • The backend of the Customer Portal is having trouble to launch. OptoFab thinks the handover document has higher priority, so the Customer Portal team should start writing the handover document immediately instead of debugging the launching issues. Note that this issue will need to be addressed in the handover document in detail.
  • Some feedback is provided by OptoFab written here in red.
  • The calculation is provided by OptoFab written here.

ACTION

Our team:

  1. Keep working on the handovers.
  2. Make the project video.
  3. Change the Radius and Side Length in Customer Portal.

Meeting 13

Date 08/10/2021
Time 3:00pm - 4:00pm
Attendance Wo Tian, Phillip Wu, Deon Hickey, Johannes Eichholz, Sukanta Debbarma, Stephen Madden

AGENDA

  • Need some feedback from OptoFab regarding the handover documents.
  • Video showcase.
  • Reminder for Audit 3.

DISCUSSIONS

  • Considering the unpredictable responding time of the CSIT department, OptoFab staff want to be added to the list of admins on the ANU server for the Customer Portal. The instruction for OptoFab staff to add users (future TechLauncher team members) to the server admin list should be added in the Customer Portal handover document in detail.
  • OptoFab staff think it’s better if our team could give some advice on recruiting new team members for the next stage, especially regarding technology stack.
  • No input from our client on the video. All good.
  • Johannes and Deon will be able to come to our Audit 3.

ACTION

Our team:

  1. Add Johaness and Deon to the list of admins on the ANU server for the Customer Portal.
  2. Write an instruction for OptoFab staff to add users (future TechLauncher team members) to the server admin list in the Customer Portal handover document.
  3. Write some advice on recruiting new team members for the next stage, especially regarding technology stack.

Meeting 14

Date 11/10/2021
Time 1:30pm - 2:30pm
Attendance Wo Tian, Phillip Wu, Ruoqian Wu, Yaoyi Xu, Guoyu Wang, Deon Hickey, Johannes Eichholz, Sukanta Debbarma, Stephen Madden

AGENDA

  • Need to discuss the email sent by Martin from RSPhy several hours ago

DISCUSSIONS

  • Martin refused to take responsibility for the Customer Portal in the email. It is understandable since what we have made is not perfect and there are definitely aspects that the next TechLancher team can improve. Cyber security can be one of the major issues that the next team can work out with Martin. To fix this, they need to negotiate with Martin regarding storing the information, for instance, in a Google or Amazon supported environment, and make sure that he approves. After a series of alternative proposals, OptoFab has decided that after Audit 3, we need to replace all “Upload files” buttons with a pop-up alert box displaying “This function is not supported at the moment, please send the corresponding documents via email”.

ACTION

Adjust the functionality for “Upload” bottons as discussed above.

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

Meeting 10

Date 29/08/2021
Time 9:30pm - 11:00pm
Attendance Hengrui Xu, Ruiqiao Jiang, Guoyu Wang

AGENDA

  • Integrate presentation slides
  • Improve landing page

DISCUSSIONS

  • Integrated everyone’s slides
  • Discussed the landing page format for logs (decision making, meeting minutes, reflection, work records)

ACTION

  • Hengrui: Integrate presentation slides
  • Ruiqiao: Refactor landing page log format
  • Guoyu: Finalize documentation
  • Hengrui, Ruiqiao, Guoyu: Continue work on presentation script

Meeting 11

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

AGENDA

  • The team members prepare for the Audit 2 will show the progress to other members
  • The client meeting (mainly about the website)

DISCUSSIONS

  • The team members provide suggestions for the Audit 2 presenation slides:1: divide the section called “documentaion and decision making” into “documentation” and decision making. 2.include the content “our client and team”into the section “project introduction” 3.There are some subtitles, because the text box is not long enough, resulting in font wrapping.
  • “https://docs.google.com/document/d/1E55TGr5dOff8SCUpF3eKQ2Bi9mLJuGd8ZH3vnBS82Gs/edit” in this link, the text highlighted in orange needs further refine.

ACTION

  • Hengrui: Integrate presentation slides and upload to the Google Drive
  • Ruiqiao & Hengrui: Change the text format in the presentation slides
  • Hengrui, Ruiqiao, Guoyu: Continue work on presentation script
  • Ruoqian & Hengrui: continue working on website

Meeting 12

Date 06/09/2021
Time 8:00pm - 8:30pm
Attendance Wo Tian, Ruiqiao Jiang, Guoyu Wang, Ruoqian Wu,Yaoyi Xu, Hengrui Xu, Wu Tian

AGENDA

  • Review new requirements from clients together
  • Review our progress so far and assign tasks for the future steps

DISCUSSIONS

  • Walk through the meeting minutes with clients and our to do list:https://docs.google.com/document/d/1oUez2r_LzQgDHe2GK7fmn5mw2mV-qYmSr2Vx3SXG72I/edit
  • The website will continue refining.
  • Some names of the attributes change so that our relational schema needs to be changed and also the sql file needs to be modified corresponding to this.

ACTION

  • Raymond & Hengrui: continue refining our website
  • Yaoyi: continue working on the back-end of the website
  • Wu: continue developing the layout of the website
  • Wo, Ruiqiao : continue working on the front-end and back-end of the management system
  • Guoyu: continue doing research on how to import data

Meeting 13

Date 13/09/2021
Time 8:00pm - 8:30pm
Attendance Wo Tian, Guoyu Wang, Ruoqian Wu,Yaoyi Xu, Hengrui Xu, Wu Tian

AGENDA

  • Review new requirements from clients together
  • Review progress so far
  • Discuss next steps

DISCUSSIONS

  • The team discussed on how to fulfill new requirements and how to allocate the new tasks.
  • The team dicussed last week’s progress and bugs together
  • The team discussed what should be done next week and how to collaborate effectively.

ACTION

  • Ruoqian & Hengrui: continue working on refactoring website
  • Phillip: continue working on css

Meeting 14

Date 20/09/2021
Time 8:00pm - 9:30pm
Attendance Wo Tian, Ruiqiao Jiang, Ruoqian Wu,Yaoyi Xu, Hengrui Xu, Wu Tian

AGENDA

  • Review new requirements from clients together: Refine the website and write the handover documents
  • Audit 2 Retrospective

DISCUSSIONS

  • The team discussed on how to fulfill new requirements and how to allocate the new tasks.
  • The team discussed what should be done next week and how to collaborate effectively.
  • The team discussed the retrospective. Our team discussed on the selected tips, how we can improve on each advice.
  • The team discussed the handover documents, what content we should contain in the documents to Martin, OptoFab and also the future students. The detailed document content will cover serval percespectives. The detailed content is under the link: https://docs.google.com/document/d/1uWrBjZ932HntIPk-vCvv65ao4Rry5haL4G_gA3TTQbg/edit
  • The team discussed the website refinements, the specific parts need to be modified according to this link: https://docs.google.com/document/d/1E55TGr5dOff8SCUpF3eKQ2Bi9mLJuGd8ZH3vnBS82Gs/edit

ACTION

  • Ruoqian & Hengrui: continue working on refactoring website (Agreed by everyone)
  • Hengrui: work on the website deployment (Agreed by everyone)
  • Phillip: continue working on website css (Agreed by everyone)
  • Everyone: add comments in our code and write the handover documents (Agreed by everyone)
  • Ruiqiao: continue working on the back-end of the management system (Agreed by everyone)
  • Ruiqiao: add one column in the decision making log called “catalogue” according to the advice from both the tutor and shadow team. Add the type of decision being made e.g. communication, technical etc.” (Agreed by everyone)

Meeting 15

Date 27/09/2021
Time 8:00pm - 8:30pm
Attendance Wo Tian, Ruiqiao Jiang, Ruoqian Wu,Yaoyi Xu, Hengrui Xu, Wu Tian

AGENDA

  • Share the order management system technical document
  • Review new requirements from clients together
  • Discuss the new version of website
  • Discuss new steps

DISCUSSIONS

  • The team discussed on what needs to be refined in the Order Management System handover document: 1. add repo link in the document 2. add more details in the further step 2 “Implementation of “SPDT” page, “Part” page, “Optical or Phonic” page, “Side” page and the “Coating” page”. 3. add the number 1, 2, 3, 4 at the beginning of the paragraph related to the interfaces.
  • The team dicussed the new requirements of the website. The new requirement is under the link highlighted by yellow: https://docs.google.com/document/d/1oUez2r_LzQgDHe2GK7fmn5mw2mV-qYmSr2Vx3SXG72I/edit?usp=sharing
  • The team dicussed the new improvements of the website styling. The website can change the font color in the text box to make it more user-friendly.

ACTION

  • Ruoqian: continue working on refactoring website. (Agreed by everyone)
  • Phillip: continue working on website css. (Agreed by everyone)
  • Ruoqian & Phillip & Yaoyi & Hengrui: start to write the online order placing web application handover document. (Agreed by everyone)
  • Ruiqiao & Wo : refine the local order management system handover document. (Agreed by everyone)

Meeting 16

Date 04/10/2021
Time 8:00pm - 8:30pm
Attendance Ruoqian Wu, Yaoyi Xu, Tian Wu

AGENDA

  • Discuss about the next audit

DISCUSSIONS

  • The team discussed the contents to be included in the audit
  • The team discussed the questions to ask in the next tutorial

ACTION

  • All: prepare for the presentation

Meeting 17

Date 09/10/2021
Time 8:00pm - 8:30pm
Attendance Wo Tian, Ruiqiao Jiang, Ruoqian Wu,Yaoyi Xu, Hengrui Xu, Wu Tian

AGENDA

  • Discuss about the next audit
  • Make a summary of what progress we made this semester

DISCUSSIONS

  • The team discussed the skills to be needed for the future team, for example, C#, PHP, React and so on.

ACTION

  • WO : send email to Greg
  • Other members in the group : prepare for the final Audit.

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.

Week 6 - Audit 2

Date 30/08/2021
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:

For week6’s tutorial, our team would present our project audit by our fantastic team members: Ruiqiao Jiang, Guoyu Wang and Hengrui Xu. Also, Wo has invited our incredible clients to the audit!

The presentation would be divided into the following sections:

  • First, a project introduction together with the project progress are presented for the audience, to give everyone a brief overview of our project.

  • Then the presentation would focus on the four inseparable parts: documentation, decision making, teamwork, and communication. Through the bits of improvement over the last several weeks, we really want to show everyone what we’ve learnt as a team.

  • Next, examples of team reflection are given as every team member strives to dig and delve consistently.

  • What’s more, a future plan is also provided to show our commitment to this project.

  • Last but not least, we would encourage everyone to get more involved by asking questions and putting forward suggestions!

DISCUSSIONS & ACTIONS

  1. This part contains the Q&A following our audit presentation (after rephrasing and paraphrasing):

    1. Q: “How come there’s a discrepancy of meeting hours in the personal work record and the meeting minutes”? - Shawn (shadow team)
      A: “It’s because sometimes two or more team members will extend the meeting to discuss about the project after the scheduled group meeting and other team members have left the zoom.”

    2. Q: “For the front-end design, does the team stick to the React all the way?” - Qianwei (shadow team)
      A: “React is a just a framework for front-end design, so it can be flexible.”

    3. Q: “How do the website portal and the database managemeng system transfer data in between, since the team’s using an offline database?” - Greg (tutor)
      A: “It’s a combination of auto import/export between the two systems for some data such as order records; other data need manual management by ANFF staff.”

    4. “How does the renaming affect the teamwork and the client?” - Greg as (tutor)
      A: “As the project moves on, the team has gained deeper understanding of the system design. So it’s natural for both the team and the client to rename the sub-systems more accurately.”

    5. “Do you have problematisation analysis?” - Priscilla (examiner)

  2. This part is our client feedback

    1. “The decision of constructing a database for offline use is due to the considerations of our own stakeholders.” - Deon (our client)

    2. “We’re glad to see that the team is making efforts to provide detailed documentation in every artifact of the project, which would help a lot for the future work when this project is handed over to a new team next semester.” - Deon (our client)

    3. “Considering the complexity of the project whose specifications also evolve now and then, the workload is massive. But the team help us understand the requirements along the way, and make practical decisions in the implementation of the product via frequent communications.” - Steve (our client)

  3. This part is suggestions from our tutor and examiner.

    1. “It’s better to keep track of the logs and progresses using tools such as Trello and Kanban. In this way, every team member can see clearly the traces of efforts and it’s beneficial to boost up the teamwork.” - Greg (tutor)

    2. “In the future, one way to improve is to futher partition the logs and records into specific sections such as feedback.” - Priscilla (examiner)

Week 7

Date 22/09/2021
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 followings on this tutorial:

  1. Feedback from the audit 2 report. a. 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 again need clarifications on some critiques. b. Our team has marked the points for this tutorial with question mark ❓ in https://optofab.github.io/retrospectives/2021-09-20-Retrospective-Audit-2-Semester2/, please check it out.
  2. Preparation of the project video. a. Can we reuse some of the introductory clips from last semester?

”

DISCUSSION & ACTIONS

The :question: has been crossed out after the discussions with Greg.

  1. About the time difference for completing tasks among the team members. Greg’s suggestions: Sometime teams tend to spend too much time on TechLauncher projects. But be careful with the time allocations. Don’t get too involved in one subject and forget to work on other subjects.

  2. About communication via WeChat for teamwork. Greg’s suggestions: As long as WeChat is what the team’s comfortable with and helps improve the efficiency, it’s OK to use.

  3. About vagueness in the meeting logs. Greg’s suggestions: Be good to the future self. It’s not necessary to write down every detail, just enough that the future self or others can get the context and know what issues have been brought on the table. Also, list the pros and cons that are discussed, and record what’s necessary for future reference.

  4. About video preparation. Greg’s suggestions: The main purpose the video showcase is to present the achivement the team’s made this semester. The team can use some parts of the introductory part from last semester’s video clip, but the main part should focus on the progess of this semester.

  5. About handover documents. Gregs’s suggestions: It’s good to write comments in the code for others to understand the logic of the project. But it’s no good practice to generate documentation based on the comments automatically like in some Java programs.

Week 9

Note: There’s no tutorial on week 8.

Date 06/10/2021
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 followings on this tutorial:

  1. How to prepare for Audit 3 next Wednesday? a. Grace, Raymond and I(Phillip) will be in charge of Audit 3 and we’ve discussed via zoom on Monday. We’d like to hear your suggestions as well. b. Any heads-up for the last Audit?
  2. Some technical issues on how to deploy database on a remote server and suggestions on the best practices to build a robust system with both front-end and back-end integrated. For example, how to build a secure database (local one or cloud-based), how to scale up in the future? a. We’ve encountered a series of technical issues on deploying the back-end on the ANU server. Our client suggested that we focus on the handover instead of spending more time solving these issues.
  3. Handover documents drafting and proof-reading. Suggestions on writing a documentation.

DISCUSSIONS & ACTIONS

  1. About preparing for Audit 3, Greg offers the following suggestions:

    a. The examiner and tutor will “focus on ‘what’ you have done, not so much on ‘how’ you did it. For example, we will look at your evidence for how your communication plan helped your team, not what tools you used. We will look at your evidence for good decision making by examining the outcomes.”

    b. Clearly show everything on the landing page, because if it’s not there, the tutor and examiner will probably miss them and it’s basically not evaluated. “If we can’t see it, it’s not done. “ c. Detailed rubrics on webpage: https://cs.anu.edu.au/TechLauncher/current_students/evaluation/project_audits/

  2. About technical issues on deploying our app on the ANU server:

    a. There will be problem if both front-end and back-end are served on the same server, meaning that if it’s hacked, both front-end and back-end files are compromised. Consider move the back-end to another server. Since it’s not intended to host large database, a simple Rasberry Pi will likely do the trick.

    b. Nowadays, cloud services are everywhere, so take advantage of some cloud-based services for integrating the back-end data.

  3. About the copyright issues using the cloud services:

    a. When you use the cloud services, you keep the copyright of everything you own when you’re only renting the cloud infrastructure.

  4. Handover document:

    a. Team OptoFab will send a copy of the written handover documents (both website portal and database docs) to Greg for proofreading, and Greg will help us improve the documentations from an experienced ICT practitioner’s perspective.

Week 10

Date 13/10/2021
Time 5:00pm - 7:00pm
Attendance Greg Bek, Wo Tian, Tian Wu, Hengrui Xu, Ruiqiao Jiang, Guoyu Wang, Yaoyi Xu, Ruoqian Wu

AGENDA

Audit 3.

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

This week our team will present our final audit of our project. The presentation focuses on three main components:

  1. Introduction: What does our client want?
  2. Output: What have we been building and what is the result?
  3. Workflow: How do we push our project forward during this semester?

Here is our draft presentation in a short video demo if you wanna have a sneak peek! (Video length: 2’55’’) https://www.canva.com/design/DAEsmryyAic/phtmWd-TUyhkGEY4pVkKYA/watch?utm_content=DAEsmryyAic&utm_campaign=designshare&utm_medium=link&utm_source=publishsharelink

DISCUSSIONS & ACTIONS

First, our team presented the audit 3, then course convener, examiner and our tutor asked us some questions about our project.

Week 11

Date 20/10/2021
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. Preparations for the WPP.

a. How important is the referee section in our resume?

b. Is the statement addressing the selection criteria always required when we apply for a job for real? (https://cs.anu.edu.au/TechLauncher/current_students/evaluation/work_portfolio_package/#requirements)

  1. Retrospectives for Audit 3 (https://optofab.github.io/retrospectives/2021-10-19-Retrospective-Audit-3-Semester2/)

  2. Suggestions on our handover documents

DISCUSSIONS & ACTIONS

  1. Preparations for the WPP:
    1. Referee: to be discussed in next tutorial.
    2. Selection criteria: Use “STAR” structure to address the each of the selection criteria in the job ad. Preferably write 500 words to explain it in detail.
    3. Role of Cover Letter: Convince the HR to read your CV, and selection criteria.

  2. We’ve discussed some of the feedback with Greg. For example, for a more detailed and clearer decision making log, it’s better to categorize different sections into different pages.

  3. We’ll discuss the handover documents in next week’s tutorial.

  4. For integration, start from a small prototype to demostrate the key functonality/component. Test it early.

Shadow team Meetings

Meeting 1

Date 05/10/2021
Time 8:00pm - 8:40pm
Attendance Wo Tian, Tian Wu, Shawn Ng, Jonathan Ventigan, Muhammad Haris

AGENDA

  • Get to know each other more and ask questions that were not asked on tutorials or audits due to the limited time frame.

DISCUSSIONS

  • A general conversation regarding our schedule, commitments in SOW and the progress now, the status of our handover documents, preparation for Audit 3… They’ve learnt that we started this project from scratch. We’ve learnt that they started having meetings for this project in the winter vacation before S2 and they have done the product backlog at the beginning of this semester. We are impressed and think we can do the product backlog in the future since it might not be as time-consuming as we thought after all. We’ve also learnt that they were only designing the project for two semesters, and just started coding this semester(the third semester), which is different from what we have and we have different thoughts on how we think about this.