IS480 Team wiki: 2012T1 Evynty Project Management

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Sprint Features Dev


Performance Management


Risk Management


Project Highlights


Complexity & Learning Tools


Meeting Minutes


Weekly Updates


Below describes a high level project schedule of Evynty. Individual features that will be developed in each Sprint will only be decided and broken down during each Sprint's Planning. The number of features being developed is determined by factors such as:

  • Past Sprint Progress
  • Team's Confidence
  • Estimation in time taken
  • 45 hours per owner per Sprint (30 hours for Sprint 4 & 5)

    Evynty Project Timeline as of 3 October 2012

    Sprint Features Development & Breakdown

    The following table describes in detail what feature of Evynty is planned to be completed in each Sprint, and what is actually completed by the end of the Sprints.
    List of features that will be developed in each Srpint will only be updated after Sprint Planning, which will occur at the start of each Sprint. Note the complexity of feature development affects the total number of features being developed in each Sprint.

    Sprint Features planned to be worked on Features that were worked on Work Assignment Breakdown
  • Login
  • Register
  • Login
  • Logout
  • Dashboard Settings
  • Simple search
  • Homepage
  • View Venue Profile
  • Not Available
  • Refine Register
  • Refine Login / Logout
  • Forgot Username / Password
  • Past Bookings
  • Add Venue
  • Refined Dashboard
  • Refined Settings
  • Verification of email
  • Verification of phone
  • Notification
  • Static Pages (About, Team, Support, Contact Us)
  • User Profile
  • Register
  • Login/Logout
  • Forgot Username / Password
  • Add Venue
  • Dashboard
  • Settings
  • Verification of email
  • Notification
  • Static Pages (About, Team)
  • View
  • Schedule Management
  • Venue Profile
  • Edit Venue Profile
  • Account Settings Improvement
  • Manage Venue
  • Manage Packages
  • Search Results
  • Review
  • User Profile
  • Schedule Management
  • Venue Profile
  • Edit Venue Profile
  • Account Settings Improvement
  • Manage Venue
  • Manage Packages
  • Search Results
  • View
  • Bookings
  • Manage Booking
  • Reviews
  • Redesign of Login/Register
  • Redesign of Homepage
  • Redesign of Venue Profile
  • Redesign of Manage Packages
  • UI Fixes
  • Bookings
  • Manage Booking
  • Reviews
  • Redesign of Login/Register
  • Redesign of Homepage
  • Redesign of Venue Profile
  • Redesign of Manage Packages
  • UI Fixes
  • View
  • Search
  • Messaging
  • Search
  • Messaging
  • View
  • Manage Package Revamp
  • https
  • Manage Package Revamp
  • Searching and Results Improvement
  • View

    Performance Management

    Purpose Tool Description
    Feature Tracking
    Feature Backlog.png

    Feature Backlog:
    Allows team to track all features suggested to be implemented in evynty. Enable visibility on what features are in the "Idea" box, which are being developed and which has been developed. Team members are to add ideas as cards into the "Ideas" box anytime. Features that are being developed will be in the "In Development" Board, and those completed will be in the "Developed" Board.

    Feature Selection
    Product Feature Scoring.png

    Product Feature Scoring Metric:
    Helps team select features to be developed in upcoming sprint by running against certain criteria. Top ranked features by score will be developed and the rest pushed to the following sprints. Number of features selected to be developed also depends on the number of hours estimated needed.

    Sprint Schedule
    Sprint Backlog.png

    Sprint Backlog:
    Established to assign tasks to individual owners and also determine who are involved in each tasks. Backlog documents down the number of hours remaining for each task and is updated by respective owners individually every Wednesday and Sunday of each week. When individual tasks' hours remaining are collated and compared over time, team is able to see speed and progress within the sprint. Data will be fed into the Sprint Velocity Chart for analysis.

    Sprint Performance
    Sprint Velocity Chart.png

    Sprint Velocity Chart:
    Visualize speed and progress of sprint. Ideal line is shown to enable team to aim and hit ideal progress speed. Color rating allows team to visualize progress and completion status, whether there would be a risk or need for improvement.

    Sprint Performance
    Evynty Daily Scrum.png

    Daily Scrum:
    To be more efficient and allowing individual owners to develop in their own time, and not having the need for the team to meet together for development. There needs to be a way to let everyone know of happenings every week, and the work progress of each member and whether it would affect others. Done every Wednesday and Sunday by each member of the team to allow everyone to be on the same page and understand what each other is doing.

  • What have you done the past 3 days?
  • What will you be doing the next 3 days?
  • Is anything stopping you from progressing?
  • Sprint Performance
    Evynty Weekly Update Sample.png

    Click here to view sample of weekly update

    Bi-Weekly Evynty Progress:
    Share current progress and raise alerts if theres any to the team. Allow team to understand how individual tasks are building up to the progress of the project. Integrates inputs from Daily Scrum and Sprint Backlog to provide feedback.

    Bugs Tracking
    Evynty 5 Bug Metrics.png

    Bug Metrics:
    To determine whether bugs will be solved during schedule development time or before start of next Sprint. Bug metrics will be logged when bugs are found during Internal and User Testing at the end of each sprint. It is not done during development as evynty is adopting SCRUM, which ensures codes are bug free and deployable once tasks are completed.

    Project Performance
    Evynty 5 Project Progress.png

    Project Velocity Chart:
    Visualize overall project progress and determine health status of project. Allows team to see how much is done per sprint, whether there are improvements or need for improvement.

    Project Success
    Project Success Calculator.png

    Project Success Calculator:
    Puts a number to whether project would be a success or not (negative: unsuccessful; positive: successful). Takes into consideration Stakeholders Satisfaction and Team's ability to stay on course for project completion and overall team's satisfaction.

    Risk Management

    Below states some of the risks that were planned for with contingency plans. Please refer to Project Highlights for an in depth understanding of what happened.

    Realized Risks:

    Failing to get Beta Partners for FYP

    There was a high risk in approached, potential partners of Evynty rejecting to become our Beta Partner. In order to mitigate this, Xander who has previous sales and networking experience, is in charge of meeting Evynty's potential beta partners and the first point to the team. User Testing with beta partners was also done by Xander in order to maintain trust and keep the relationship between venue owners and Evynty strong. The risk was then reduced to low, even though some approached partners did not took up the offer.

    Technical and Learning Risks

    The risk exposure was medium high as the team plans to embark on the project using Python with Django frameworks, where most developers are not familiar with the programming language and thus poses a steep learning curve in the development works.
    However, the benefits that can be reaped from Django caused the team to stick with the language although being new. With the countless online tutorials available on the internet together with the determination of the team members, we try to reduces the risks incurred.

    Member being away

    There was a low risk that a member might be away during the project. This might have caused massive delays in the project, especially when it happens at the back end. To mitigate this, team members step in to cover the responsibilities of the away member. Tasks will also be assigned to the member with deadlines attached and close monitor by the project manager.


    The risk exposure was medium as working in a six member team creates huge differences in identifying time slots for meeting. Thus we have chosen to work fairly individually with each member having the responsibility to meet another if a task needs to be completed together. We have also put in place Wednesday and Sunday to be check in days where everyone updates each other through Daily Scrum and the Sprint backlog to understand the progress. Meeting will only be held when the need arises. Therefore, as these measures in place, schedule risk was be reduced to low.

    Project Management Risks

    The risk exposure was high in comparison to SE, the PM role for FYP requires much more dedication and planning; for changes especially. There was a need for Xander to learn and study the SCRUM methodology that would greatly assist him in managing how the team operates. Xander also had to understand all members off hand and learn through the project duration of each member's personality and where they could best contribute to the project. After these activities, the risk was reduced to low.

    Project Highlights

    The following table highlights the special events that happened during the phase of the project.

    SN Incident Action Taken
    1 One of our group members, Xueting was overseas during Sprint 1. This would potentially cause her to deliver her tasks with a delay, posing a danger to the team's progress Allocated her work tagged with deadlines through email with constant communication through email and whatsapp group. Once she came back, she was new to SCRUM compared to the rest of the team. Dependencies and bottlenecks are critical events that could affect the progress of the team. Project Manager met up with her to run her through the process of work that is being implemented, to prevent her from causing any bottleneck and to have her contribute in the best way possible
    2 There was a communication gap between front end and back end. This was not suppose to happen if Daily Scrum was done everyday. However, because of school work, Daily Scrum was held every Wednesday and Sunday in Evynty, calling it the "Check-in-days". As back-end and front-end development are done separately, there may be time when work is being done by the back-end would affect front-end development or processes, vice-versa. A meeting was held and it was decided that changes to development that might affect the other party would be documented in Evynty Dropbox. Thus whenever an error is encountered, team members just have to visit the dropbox to identify what were the changes and make the necessary adjustments. This would allow development to be smoother and not run into stoppages whenever something goes wrong.
    3 Front end team faces a difficulty when designing and developing the individual pages in Evynty. The flow of user events is missing to allow the front end team to develop the pages with a next step in mind. The front end team sat down to identify what is actually missing that could prevent this from happening. And we decided that a "storyboard" should be created to prevent future instances from happening. This storyboard will document down for each page, what are the features and next steps that users can access, and when they access another feature, how will the user experience it. Example: pop-ups, new page, color change, etc.
    4 Team faces problem with postgresql and initial setup constantly as they are still fairly new to git, python and django environments. This causes some problems, especially for the front end team, as there is a constant need to push to the server to make sure things are able to integrate properly. Nikunj, one of our team members who has experience with the environment was asked to give a "setup 101" to prevent similar things from happening in the future.
    5 There was slow progression of GUI Designs to allow the front end developers to code out the pages. This slowed down the progress. The front end team sat down and designed a workflow where things can be more efficient. Xueting will now create the wireframes and pass them to the front end team to code out the frames. While front end is doing that, Xueting then builds on her wireframes and work on the exact GUI specifications. After which, they will be passed to the front end to implement and hopefully create good webpages.
    6 There was a severe overlooked by the project manager and the team, that user testing needed to be done for the mid term. The initial plan was to do user testing only after mid term, with the consent and approval from our supervisor. However, after revisiting the requirements stated on the IS480 website, the project manager realized the mistake. Thus the scope for Sprint 2 had to be changed. The team got together to reassess the scope of Sprint 2, with the need to complete by Wednesday 26 September 2012. This forces the team to re-prioritize tasks to focus on completion and delivery, features such as design of pages and schedule management were affected.
    7 One of our team member's grandparent passed away during User Testing and Fixing Period, causing her to need take some time off the project. The team member is asked to take time off, and given some tasks to try to do in the meantime. As one member is away during this critical period, the rest of the team takes on most of the responsibilities handled by the team member which he/she recover from his/her loss.
    8 Speaking to our supervisor after hearing from reviewers from our Mid Term presentation made us realize that our scope should be reduced as some of the features we aim to complete during FYP are not key to the project's success. After multiple discussions during meetings, the team has decided to remove implementation of Facebook and Google+ extension from the project. Key remaining features to be completed by Final are Booking, Search, Messaging and https.
    9 Acquiring venues into the system After creating a Minimum Viable Product (MVP), the team proceeds in engaging in the most challenging yet achieving process of the project: Getting venue owners agree to be beta partners of Evynty during the initial stages of development, putting up their venues up in the system for venue seekers to search and book. Xander, the project manager with previous sales and networking experience, is the key player in engaging and getting venue owners and their venues into the system. Throughout the process, we have learnt how to engage clients, adapting Evynty into one that love.
    10 Information was passed down from the IS480 faculty that the wiki is to be frozen by 28th November 2012. Sprint 5 is affected as the initial duration was from 19 November 2012 to 2 December 2012. As a result, the team had to finish everything earlier, by 27th November in order to perform User Testing on 27 and 28 November. After Testing, the team would work on the findings if needed, by 28 November in order to complete the wiki on the day. The whole process is done during the exam period, and the team had to push through to get it done.

    Complexity & Learning Tools

    As a startup, our project aims to leverage on all open source softwares in order to avoid sunk cost as well as to provide an opportunity to increase our competencies with open source technologies.

    The project will be developed using Python on Django framework which is not familiar by the team. However, using Python on Django will enable us to ride on the functionality of the framework to develop a custom application suitable for our needs. Albeit a steep learning curve, learning Python on Django gives us more exposure to the many programming, and it provides additional functionality not available with other languages.

    Using the framework in tandem with our chosen database system, PostgreSQL, may pose as an obstacle as we are new to this powerful, open-source database. Although there exists documentation and tutorials to integrate PostgreSQL with Django, difficulty still lies in ensuring all the configurations of the different apps to get the best out of Django.

    Using Git for subversioning may be another obstacle for us as we only have experience with Tortoise SVN and we have not configured it for an actual project use. The use of Git as SVN is of paramount importance as is helps to keep track of changes to the project files, and also allowing us to retrieve previous file versions if needed.

    Ubuntu 11.04 will be used as the server for our web application as it is free and robust. The likely difficulty would be the initial stage of setting up the server and getting used to Linux operating system.

    Despite the learning curves to grasp all the different technologies, we believe our technical competencies will be greatly improved by the end of this project.

    Meeting Minutes

    Team Meetings Supervisor Meetings
    Team Meeting Minutes 1 Supervisor Meeting Minutes 1
    Team Meeting Minutes 2 Supervisor Meeting Minutes 2
    Team Meeting Minutes 3 Supervisor Meeting Minutes 3
    Team Meeting Minutes 4 Supervisor Meeting Minutes 4
    Team Meeting Minutes 5 Supervisor Meeting Minutes 5
    Team Meeting Minutes 6 Supervisor Meeting Minutes 6
    Team Meeting Minutes 7 Supervisor Meeting Minutes 7
    Team Meeting Minutes 8 Supervisor Meeting Minutes 8
    Team Meeting Minutes 9
    Team Meeting Minutes 10
    Team Meeting Minutes 11
    Team Meeting Minutes 12
    Team Meeting Minutes 13
    Team Meeting Minutes 14
    Team Meeting Minutes 15
    Team Meeting Minutes 16
    Team Meeting Minutes 17
    Team Meeting Minutes 18
    Team Meeting Minutes 19
    Team Meeting Minutes 20
    Team Meeting Minutes 21
    Team Meeting Minutes 22
    Team Meeting Minutes 23
    Team Meeting Minutes 24

    Evynty Progress Weekly Updates

    Sprint Project Phase Weekly Update
    1 Week 1, Wednesday Download
    1 Week 1, Sunday Download
    1 Week 2, Wednesday Download
    1 Week 2, Sunday Download
    2 Week 1, Wednesday Download
    2 Week 1, Sunday Download
    2 Week 2, Wednesday Download
    2 Week 2, Sunday Download
    2 Week 3, Saturday Download
    3 Week 1, Wednesday Download
    3 Week 1, Sunday Download
    3 Week 2, Wednesday Download
    3 Week 2, Sunday Download
    3 Week 3, Wednesday Download
    4 Week 1, Wednesday Download
    4 Week 1, Sunday Download
    4 Week 2, Wednesday Download
    5 Week 1, Wednesday Download
    5 Week 1, Sunday Download
    5 Week 2, Wednesday Download