Team Member Web Pages

Team Weekly 15/5s


Week 1 Week 2 Week 3 Week 4 Week 5
Week 6 Week 7 Week 8 Week 9 Week 10
Week 11 Week 12 Week 13 Week 14  

Page Last Updated Sunday, April 27, 2008 11:35 PM

Week 14

(ending April 28, 2008)

Accomplishments

Project Showcase presented to standing-room only crowd! Dr. Brescia attended and was delighted with the bounded copy of the job aid that Ray presented to him. He wrote the next day to ask when they could start adding to the database. Ray said "it's ready to go."

100

Formative evaluation report pulled together from various and sundry pieces: the shell came from the evaluation plan; Angela provided the one on one and small group summaries; Jerry took care of the eLearning expert pieces. Ray and Jerry reviewed the draft in the 4/27 Sunday team meeting and approved it for publication to the web. Jerry transferred it to the website Sunday evening.

100

Treatment report "snuck up" on us, but as it turned out we did not need to post this one. The specifications and high concept statement were all that we needed to do. However, by the time we found that out from Dr. Grant, it had already been done, so we transferred it to html and posted it as well.

100

Ray and Jerry drafted a survey to send via SurveyMonkey to the stakeholders to collect process perspectives so we could write our project evaluation report. We opened the survey Monday evening, after letting Dr. Brescia know it was coming. He said he was going out of town, but would try to do it on his return. We got responses from one of the eLearning experts. We reopened the survey window because one of the team thought the survey was for the students. In the end, we got six responses and factored those into the project evaluation report.

100

Team meeting on Sunday (4/27) with Jerry and Ray was spent reviewing the reports and discussing lessons learned for the project report. We also made some adjustments to the budget to actual time report. Jerry realized she'd used the project charter "budget" for the report instead of the budget in the plan, but we decided we would leave well enough alone. Since Angela was not able to come to the meeting, we opted to add "personal reflections" as part of the lessons learned section. Finalized the plan, converted it to htm Sunday night, and posted it to the team website.

100

Dr. Brescia indicated he wants an electronic copy of the project documentation, and does not want the online version. This will need to be done once we hand the project off on the last night of class. We should be able to "pdf" the documents to send to him via email.

50

Week 14 Pending and Upcoming

Debriefing with Dr. Grant on Monday night

50

Generate pdf copies of project documentation to send to Dr. Brescia.

50

 


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Week 13

(ending April 21, 2008)

Accomplishments

Prepared Showcase presentation; ready for The Big Night

100

Dr. Brescia indicated he no longer had the audio problem. We also discovered that the "press spacebar" message for the audio no longer appears. We think there may have been a Microsoft upgrade that was pushed out to client stations. Although this is a mystery, it's one we welcome!

100

Ray met with Dr. Brescia and walked him through the job aid for the database maintenance. Feedback was positive, and it appears Brescia realizes how straightforward the process is. Some additional clarifications were needed on the job aid, and those have been completed. (Had hoped Matt Grayson would attend the job aid demo, but he is out for paternity leave and was not able to attend.)

100

All the draft components for the formative evaluation report have been collected. So we are ready to assemble the project's final documentation, which is due to be posted ont the team website on April 28.

50

Initial work on the Project Evaluation Report is underway, with team members collecting their data. We have an online survey ready to send to stakeholders to collect their impressions, and expect to do so Monday night after the Showcase. Final draft of report will be completed during the week so the team can give it a final review during next Sunday's meeting. At that point, however, it will likely need to be in the web format.

50

Team meeting Sunday afternoon was spent mentally rehearsing the showcase and revising the powerpoint and discussing the evaluation report. Angela was unable to attend the meeting.

100

Dr. Brescia indicated he wanted the database we deliver to include all 700 drugs instead of just the Autonomics. Therefore, we added them back to the database, and they will be included in the product for the Showcase.

100

Week 13 Pending and Upcoming

Finalize Formative Evaluation report for project documentation.

50

Finalize Project Evaluation report.

50

Determine what documentation Dr. Brescia is looking for (if any).

50

Rework entire project documentation page to include all components. Generate cumulative document in pdf, to provide as downloadable on the website (and to also have available to provide to Dr. Brescia if desired).

50

 


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Week 12

(ending April 14, 2008)

Accomplishments

Conducted one on one formative evaluations (3) and small group evaluations (5). All but one of the subjects were nurses from St. Jude. Although there were 2 volunteers from the medical school scheduled, only one showed up.

100

Dr. Brescia sent feedback on using the system; he said it was "good," although he said he was unable to get the audio to play. We responded hoping to get more specific information about the problem, and offering some suggestions. Still need to follow up for closure.

50

Paper-based job aid with screen shots is under construction and should be completed by Monday's class. We opted for the paper-based aid instead of a menu-interface, to protect server security.

100

Plug-in issue did not occur with the lone UTHSC subject, so we have decided to leave this issue alone. This is one of the areas where having more UTHSC students participate in the test would be of benefit to the client.

100

Week 12 Pending and Upcoming

Revise product in line with findings from the one on one and small group evaluations. We are going to add a link to "Begin ePharm now" to both the front page and the illustrated guide page. (Some subjects tried to "play" the sound on the instruction page!). We also decided to create a pdf version of the illustrated guide and put a download link on the guide page. We discussed rearranging the order of the pages (putting the ePharm page up as the index so it would appear first for people returning to the site), but decided the current order is appropriate (even though we noticed subjects really didn't read the instructions).

50

Complete formative evaluation reports to insert into the final project report (due 4/28)

50

Outline and prepare presentation for 4/21 showcase. Have brainstormed about content

50

Outline and prepare project evaluation report (due 4/28)

50

Discuss with Dr. Brescia whether he wants the final deliverable to include all 700 records in the database (minus any sound links) or only the 70 in the autonomic category. We can do either way.

50

Week 12 Concerns and Recommendations

We are looking forward to wrapping this project up!

Time management is important, even at this stage of the game. Ray's wife is due to deliver their baby on 4/27, so it's important to have everything ready on our end. We're not sure what the debriefing sessions on the 28th will be.


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Week 11

(ending April 7, 2008)

Accomplishments

Completed two SME reviews of our project. Team met and discussed and subsequently made revisions to the product. Uploaded changes to the remote host as well as the ed-u-cate web version. Changes included (a) adding a bottom color-line to define the end of the page; (b) making the home page prose more straightforward/simple; (c) modernizing the font on the ePharm page; (d) revising the frame sizes on the ePharm page and including a user-controllable resizing feature; (e) modernizing the display of the drug table; (f) removing all the drug names that were NOT part of the Autonomic category, but saving the version so it can be restored after the showcase, if the client wants us to do so.

100

Through Dr. Grant, got contact at St. Jude who can help us get people for our one-on-one testing. Hoping to take care of this either on Monday or Tuesday.

50

Arranged to send the link to the site to Dr.Brescia on Monday when he will have time to view it. He requested we leave the sample video for him to review.

100


Week 11 Pending and Upcoming

Plug-ins: Still deferring this decision until we get results from the formative evaluation.

0

Job Aid for system maintenance. Have decided to have this be paper-based and for the audience to be Matt.... the maintenance will use the normal php database interface. Ray will schedule a meeting with Matt and Dr. Brescia to deliver and demo the job aid.

0

Complete formative evaluation with one-on-ones and small group this week.

0

Start planning the showcase.

0

Week 11 Concerns and Recommendations

System maintenance job aid and security issues.

We anticipate the client will opt for security over using an interface.


Week 11 Remarks

Grateful to the SME's who spent time reviewing our product and giving us helpful feedback.

Once we figured out what we needed to change in the style sheet to accommodate the special formatting for files linked in the epharm page, it was pretty straightforward. The secret lay in creating special DIVs for those pages so we could target tags specific to those pages, that would not impact the rest of the styles.

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Week 10

(ending March 31, 2008)

Accomplishments

Web pages designed, style sheet created, frameset for epharm content linked, database connections made, and system uploaded both to ed-u-cate and remote host! We reworked how the core content will be presented, with valuable recommendations from Dr. Grant in a special team meeting Thursday afternoon.

Team "working" site: http://www.ed-u-cate.org/jabates/ePharmjb/

Production site: http://library.utmem.edu/epharm/index.htm

100

Initial contacts for formative evaluation undertaken.

50

Week 10 Pending and Upcoming

Plug-ins: Will defer this decision until we get results from the formative evaluation.

0

Job Aid for system maintenance. Contacting Matt to find out about security issues; the menu-driven interface for the admin functions works on the localhost, but not on the remote server. May be a security issue. Need an answer before spending time developing the job aid.

0

Expert review will take place this week, and we will need to review the results to see what we need to fix in the system. Will also need to write that section of the evaluation report.

0

Student volunteers for the formative evaluation: need to continue to pursue this with Dr. Brescia.

50

Week 10 Concerns and Recommendations

System crashes on the local host have been devasting, although backups have come to the rescue.

When something like this happens, the recovery steals time that is already in short supply from moving things ahead.


Week 10 Remarks

Kudos to Ray for pushing through to getting the system working.

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Week 9

(ending March 24, 2008)

Accomplishments

Functional prototype: Breakthrough! celebrate! Ray did it! We have a working database that lets the user select a drug and then view the information about it. See http://library.utmem.edu/epharm/EP03242008_fs.php

100

Formative evaluation: reviewed, approved, revised, posted, and submitted to Dr. Brescia. Provided client with thumbnail sketch of what is involved.

100

Product specifications and high content statement (revised) approved and posted on project website.

100

Final audio recordings: made and sent to programmer.

100

Week 9 Pending and Upcoming

Technical issues: Continue to fine-tune the database/display to make best use of the screen footprint.

50

Place-holder video: evaluate what we've placed here; perhaps UTHSC can provide something that is more appropriate than the random clip currently used.

0

Style sheet, unfinished at this point, but should get this started now that the biggest technical hurdle has been met. Need to determine page content for home/ help/ and resource pages, as well as the core content page.

50

Plug-ins (new issue): Noticed we need to be sure the client user machines have the appropriate plug-ins to play the wav files. Will need to double-check this when preparing for the formative evaluation. Recommend QuickTime Plug-in 7.2. Raises an issue about the formative evaluation phase (check machines ahead of time and be sure someone with admin rights is available to download/install) as well as including some guide for users.

0

Week 9 Concerns and Recommendations

Visual aspects still undecided.

Need team discussion on both contant and layout of page.


Week 9 Remarks

Kudos to Angela for resourcefulness in getting remaining drug names recorded! One of the R.N.s at the student health center was more than willing to provide the talent. Not only was she qualified, but using her office gave us a sound-controlled background.

CELEBRATING the fact that the technical breakthrough occured. Details: Upgrade to Dreamweaver CS3, then used spry-AJAX components.

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Week 8

(ending March 17, 2008)

Accomplishments

Online system: most recent version available http://library.utmem.edu/epharm/03162008_2.php.

  • This shows resolution of: loading categories and drug names; clicking on a category loads the list of drugs in that cateory. Clicking on drug name loads the drug name into the details section. However, the detail on the selected drug does not yet load, and the audio link is hard-coded at this time (playing the same drug name regardless of the selection).
  • Reworked interface from 3 columns to 2 because the rightmost column (containing the information of interest) scrolled off the page. New layout has left column with dropdown for category at top, followed by taller dropdown for drugs within the category appearing beneath it. Detail information appears in the right panel.
  • Includes space for a video (currently a random video clip unrelated to system), per change request 002. Note: actual video clips are to be loaded by the client, at a future date.
  • Additional information from last week's progress: per discussions with Matt Grayson, Ray installed Wampserver on his machine and set up the php database; created a php page displaying data from the category table (http://library.utmem.edu/epharm/category.php). Working on figuring out how to fetch drug list from drugname table, based on selection made in the category form. This sample has the masthead and uses color fonts but the category links do not go anywhere. The laptop development folder structure mirrors the production server, so uploading to the production server is a matter of copying from one location to the other.
50

Formative evaluation: draft plan submitted for Dr. Grant's review; team familiarized with the data collection instruments and schedule. Jerry will engage the eLearning experts; Angela will follow up with Dr. Brescia re students and will conduct the observations. Planned team discussions of evaluation results, to document and incorporate necessary changes.

50

Audio remainders: Remaining audio recordings for the autonomic category have been made and rendered into wav files, sending 3/17 to Ray for incorporating into system.

100

Product specifications and high content statement submitted, reviewed, and revised. Have submitted revision for further feedback from Dr. Grant, which we will request during Monday's team meeting, before sharing with Dr. Brescia. Some lack of clarity over what the product specification is to include. Should it provide the detail someone else would need to produce our exact same product? Or should it detail what the product must do and the constrainsts within which it must work (leaving the "how to do it" up to the potential vendor considering whether to bid on the project)? We will look for clarification on Monday from Dr. Grant.

50

Week 8 Pending and Upcoming

Technical issues:

  • Clicking on second drug name currently adds the drug name to the dropdown listt in the details instead of replacing the previous drug.
  • Still not able to load details for selected drug; seeking help of JongPil.
  • When these issues are resolved midweek, Ray will contact Dr. Brescia for his review.
50

Formative Evaluation: engage eLearning experts (Jerry); confirm student participant names; identify specific location for onsite observations (Angela).

0

Place-holder video: evaluate what we've placed here; perhaps UTHSC can provide something that is more appropriate than the random clip currently used.

0

Style sheet, storyboards and flowchart are due 3/24. Ray will be taking care of these items.We've discussed basic page divisions of the website: masthead and footer, with content sandwiched between. Tabbed links to introduction and instruction pages.

50

Week 8 Concerns and Recommendations

Technical issues continue to be our major concern. Visual aspects of product will be straightforward, as it is paramount that the product actually "works."

Continue to pursue technical advice from others and learn while doing.


Week 8 Remarks

At this point, the job aid is expected to be just that, as specified in our project charter. (It will delineate how to modify and add category and drug records as well as relevant drug details.) Given the technical challenges of the database and data connection, we will most likely not be able to add a menu-driven online interface, which is something we had discussed (but not committed to) as a possible extension to the product.

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Week 7

(ending March 10, 2008)

Accomplishments

Client meeting: Angela and Jerry met with Dr. Brescia at his office, with the following topics: (1) returned video tapes; (2) indicated Ray and Matt had discussed IT needs, and the UTHSC system will support the product; will be receiving login permissions; (3) shared screen prints of "live" interface; (4) discussed formative evaluation needs; (5) presented our case for using audio (vs. video) clips; (6) presented URL of UMM data source; (7) provided URL for our team work site.

100

Formative evaluation: access to students: Dr. Brescia apprised of access needs; he will contact the class officers to solicit volunteers for the dates neeed.

50

Video vs. audio: Although he accepted our rationale, Dr. Brescia expressed concern that his client (course director) really wants to use video. Thus, he requested that we build in the capacity for UTHSC to add video at a later date. Ray reviewed this change request and indicated this is feasible.

100

Product specifications and high content statement posted to team website for Dr. Grant's review.

100

IT technical issues addressed: Received technical information for creating development site on client's server. Ray working with IT rep to solve remaining issues. Database structure has been created. This resolved last week's major hold-up for the data connection.

50

Audio file permissions: Received permission to link to the audio source files, but have been requested not to download the files. The webmaster explained by phone they license the content from another provider (Adam.com). Thus our placing the files on UTHSC server would violate their license agreement. However, they are very eager for us to increase their website traffic, and would be interested in any type of continuing agreement with UTHSC, should they desire. (Interesting side note: the U of Maryland webmaster needed our help to locate the pronunciations on his website.)

100

Week 7 Pending and Upcoming

Eight more drug names to record; Angela will complete this week.

0

Revise product specifications and high content statement per Dr. Grant's feedback

0

Post evaluation plan (due March 17)

0

Develop style sheets for product

0

Proceed with product development: note that Look and Feel Prototype was due 3/10 per project plan, and navigation prototype due 3/17. Have been delayed due to difficulty in establishing data connections.

50

Once formative evaluation plan is approved, contact the eLearning experts to solicit their assistance and follow up with Dr. Brescia to contact the M2 students.

0

Week 7 Concerns and Recommendations

Deadlines for prototypes are upon us and we all need to be able to access the development site.

Find out how the rest of the team can access the development site to see it in action.


Week 7 Remarks

Although we sometimes feel our progress is only inching along, we cleared a major hurdle this week in getting access to the UTHSC server and establishing the data connection.

Thank goodness for the existing audio files! Turned out we were unable to get the anticipated person to record all the autonomic drug names. Ingenuity is required to get the remaining audio recordings.

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Week 6

(Ending March 3, 2008)

Accomplishments

Topical analysis: Updated following sponsor feedback and sent to Dr. Brescia.

100

Survey results and Learner analysis: Provided results to Dr. Brescia, per his request, and added his notation to the learner analysis (about students who prefer to learn alone.)

100

Harvested 81 of 89 drugs (sound files, URLs, and phonetics) from UMM website; requested and received permission from UMM. They want to capture the usage metrics and thus want us to link to their site rather than download to our local server.

100

Determined 3 options for the data connection issue (see below under concerns) since development web host does NOT allow data connections.

50

Set up www.ed-u-cate.org/ePharm_dev/index.htm as the development space for the product. Under ACTIVE construction and not fully tested.

50

Week 6 Pending and Upcoming

Eight more drug names to record; Angela will contact someone to complete this.

0

Develop product specifications and high content statement (our plan is to have this posted March 10). Angela and Ray working on this.

0

Develop evaluation plan (due March 17). Jerry's drafting this.

0

Meet with UTHSC IT person for technical specifications, data connection, and other critical issues. Ray will phone Monday to have this conversation and keep us updated as possible before our meeting with Dr. Brescia.

0

Resolve the data connection problem! This is our major holdup.

50

Meet on Monday with Dr. Brescia: return videos; share next phase of prototype (available on www.ed-u-cate.org/ePharm_dev/index.htm); share source for audio files and rationale; share update on converations with IT; forewarn him of the critical need for formative evaluation participants.

0

Week 6 Concerns and Recommendations

Our major concern is the data connection issue. This is holding up our development work. The go-daddy development server space will NOT allow data connections. Ray reports we have 3 options:

  1. Use the UTHSC server for development purposes (lots to iron out there; are they even preparing to host this product?)

  2. Use xml. (Ray says JongPil has lots of experience with this and may be able to guide him.) For the client to update this, they will have to go in and add the code using notepad or some other text editor: not a pretty solution.

  3. Break down and hard code it into hundreds of web pages (in other words, not have a database backend at all). Time-consuming for all concerned: both now and in the future.


Week 6 Remarks

Thank goodness everybody's recovered from last week's illnesses. It's been a tough week for all concerned.

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Week 5

(Ending February 25, 2008)

Accomplishments

We had a busy team meeting 2/17 discussing the project plan. Ray shared his storyboards with us.

100

We met with Dr. Grant 2/18 during our team meeting and discussed our performance product will vary in its deliverables from an instruction-based product. This resulted in several changes in our way of thinking. Notably:

  • "Big picture description" replaces the content analysis
    • The high concept statement was likened to what you would read inside the cover of a software package. It presents the features you want people to know in order to sell your product to them. It's no longer than 2 paragraphs, in narrative format. It's what the Board of Directors would read about the product. (This group would not be expected to read the product specifications.)

  • "Product specification" (as in an RFP) and "High concept statement" together replace the research-based instructional strategy and the treatment description and rationale.
    • Product specification is what a company would write if it were putting out a request for proposals for a product. It describes everything that they system must have and be able to do, with any technical qualifications. It does not say "how" the job would be accomplished

  • We also discussed
    • rapid prototyping and our development process: once we have a new part of the system working, we present it for the client to sign off on...giving very specific directions on what they should look at (so they don't get sidetracked looking at something that's not ready yet). Each prototype would have something new that is working.
    • Whether we might need a username/login process. (For general users, probably not; but for a system admin function yes. Dr. Grant suggested a simple Admin Login button on the front page... that branches to login input (and runs a verification routine). On successful login, then presents the admin menu.
    • Admin functions we discussed: adding new categories, editing categories, adding new drugs (and filling in the rest of the descriptor fields for the drug), uploading the associated audio file, editing existing drugs, and making an existing drug record "inactive.". Per Dr. Brescia's concern, this needs to be simple.
  • Our formative evaluation will be testing the usability of our system, NOT and learner skill mastery or knowledge. We observe users (or have a screen recorder system that does this for us).... to set up the trials, we could give the users a list of tasks to perform, and then see how well they succeed in navigating through the system to accomplish the tasks. For the SME level of the evaluation, we might consider asking Drs. Mims and Martindale to take the product for a ride and kick the tires. This happens AFTER the rapid protyping is finished.
100

Project plan: submitted 2/18; revised following 2/21 feedback from Dr. Grant; submitted 2/21 to Dr. Brescia via email attachment. Updated website version 2/24. Will telephone Dr. Brescia 2/26 for feedback.

100

Emailed weekly update to Dr. Brescia on 2/20 outlining progress to date, including M2 survey response rate, forthcoming plan, and communications from Ray

100

Storyboards (v.1), drug category list, and IT system questions emailed to Dr. Brescia 2/20. The next day, he acknowledged the storyboards and was pleased. He also forwarded faculty member feedback re drug list to us and answered some IT questions. He referred us to Matt Grayson for the rest of the answers. He reiterated his concern for need to have the system EASY to update.

100

The revised analysis report was sent to Dr. Brescia on 2/19, and will be posted to the team web page 2/24.

100

Trying to schedule recordings, but haven't made contact with Julia; Angela will confer with Ray to get contact information; need to get this taken care of this week.

50

System development: Ray reports he's working with Cold Fusion to tackle this development issue.

50

We're still waiting for the "A list" of drugs from Dr. Brescia; need to figure out what to do if he doesn't provide it. Especially important because we need to start recording this week.

50

Have tried to contact IT (Matt Grayson) to get answers to IT questions, but still no word from him.

50

We met 2/24 (Ray is out sick) to review what we need to produce for the big picture description. We also discussed the product specification and high concept statement, comparing notes from last week's meeting with Dr. Grant. We decided we'll need some input from Ray for the product specification.

50

We've purged the old tasks and calendar items from ZOHO and are using an outlook calendar with task list instead.

100


Week 5 Pending and Upcoming

Audio record the drug name pronunciations

0

Process audio recordings

0

Return video tapes

0

Harvest phonetic spellings from web; store in excel file; begin with A list.

0

Harvest URLs and audio files for pronunciations; beging with A list

0

Telephone Dr. Brescia on Monday for feedback on project plan.

0

High concept statement, product specification, and "look and feel" prototype are due March 10. (NOTE: no class March 3)

0

Evaluation plan is due March 17

0

Navigation prototype is due March 17

0

   

Week 5 Concerns and Recommendions

Dr. Brescia indicated (2/22): "I am concerned about adding new items.  As I said before we will need to do this so it need to be easy and well documented."

The job aid and/or menu-interface will obviously be a critical part of our deliverables.

We've had some concern that we do not have "official" acceptance of our project charter from Dr. Brescia.

Dr. Grant indicates we should proceed, indicating that if there were a problem, Dr. Brescia would have said so. Instead of waiting for acknowledgement of the plan, we're planning to telephone Dr. Brescia to solicit feedback.

We continue to be concerned about the client not giving us the "A-list" of drugs to use.

We may have to email Dr. Brescia to say "unless we hear otherwise by such-and-such date/time, we have decided to begin with the xxxx category of drugs."


Week 5 Remarks

Dr. Brescia was complimentary of Ray's storyboards. ("Storyboard looks good. It is above and beyond what we were thinking of "). Good job, Ray! (We were impressed too.)

Project manager is exploring the use of Outlook's calendar and task list....and shares the file in pdf ... it might be that the paper-based document is more user-friendly than the online scheduling/task features of ZOHO.

 

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Week 4

(Ending February 18, 2008)

Accomplishments

Analysis Report: phone conference with Dr. Brescia to clarify questions

100

Created and administered a new learner survey for 2nd year students: as of 2/17/08, received 40 responses (26.7% of 150 students)

100

Revised analysis report, pending clarification for goal analysis (see next item)

50

Scheduled meeting with Dr. Grant (2/18) for guidance on adapting process to performance system with rapid prototyping (e.g., goal and content analyses)

100

Combined 2 drug lists into Excel with net of 692 drug names to process

100

Created category and drug tables in php database

100

Created storyboards for rapid prototype version 1.0

100

Prepared draft of Project Plan and posted to team website

100

Researched data connection methods for Flash (conclusion: Flash not appropriate)

100

Researched other non-Flash data connections with hosting service

100

Held team meeting 2/17 for status update and review of project plan

100

Ray provided the rest of us with root directory access for the team website so we can upload our assigned project components.

100

Tabled indefinitely investigating simulating file folder facsimile for team web site

100

Emailed client requesting written sign-off on project charter (to date, no acknowledging response)

50


Week 4 Pending and Upcoming

Pursue client signoff on project charter

50

In week 5: Finalize analysis report

50

In week 5: Finalize project plan following sponsor feedback and client approval

0

In week 5: Contact Matt Grayson, UTHSC IT department in library

0

In week 5: Provide client with Storyboard package v.001 and request review and feedback to specific elements.

0

In week 5: present drug name list to client for SME review and approval

0

Get client to mark the drug names they want on the “A” list (the 30-50 drugs for the base product.)

0

Start using our communication plan

0

Start using our change management system in place, documenting changes that start from the drug list and the prototypes.

0


Week 4 Concerns and Recommendations

Thanks to Ray, we are rapidly moving into rapid prototyping, but not all of us understand the prototyping process.

We could use some help from Dr. Grant.

Now that we have root-level website access, we need to be careful not to upload more than the specific file we are using.

Everybody needs to be sure to keep their local site files in case they are overwritten when somebody mistakenly uploads something they shouldn’t!

This week is when Dr. Brescia will learn that we are not using the videotapes.  How will he respond?

Time will tell…We do have reasons to back up our decision.


Week 4 Remarks

Congratulations on the return rate on the student survey, Angela!

Impressive work on the storyboards, Ray!

We are discovering what “rapid prototyping” is, but probably need a high-level overview.

Our project requires modifications to the course deliverables, and we are somewhat unsure about how what we are doing is different. For instance, we wonder about the content analysis (seems this is a matter of simply acquiring the drug names and pronunciations as well as properly classifying the drugs into categories). We question how we need to assess the learners. Since we’ve been studying instructional design, we could probably use some core references on what designing a performance system involves.

It might be good to find some research/references on how people learn to imitate a spoken word.

Requested and received an article from Dr. Grant that has information about the relative use of video and audio. We might be able to see a connection with how our product will be designed.

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Week 3

(Ending February 11, 2008)

Accomplishments

Project charter: We revised the project charter after the team meeting and posted it for Dr. Grant’s review.  Received helpful tips for further revision, which we incorporated.  We emailed a Word version of revised charter to Dr. Brescia on Wednesday evening (2/6) and an email follow up on Friday morning.  He hadn’t had a chance to review it yet.  So scheduled a phone conference with him for Monday (2/11) at 10 a.m.  Ray has the revised charter to post on the team website (besides minor content changes, need to modify the formatting.) 

Status: almost 100% complete.

Team website: Received go-ahead to post project description on website (and request to revise presentation of charter).  Also received request to present 15/5’s as webpages rather than download files and to use descriptive prose rather than bulleted lists.

Status: 50% complete

Regular client updates:  We emailed the client 2/4 to update on project charter status and when to expect it; also asked about administering survey to M3’s and asked him to send the link to them. He agreed, but questioned rationale about M3s (who are very busy and might net low response) vs. M2s (the current audience).

Status: 100% for this week

Learner survey: We created a learner characteristic/attitude survey using SurveyMonkey on Monday (4/11) and provided link to client on Wednesday, with window to close Thursday midnight.  At that time, only 1 response, so survey left open. Concerned about lack of data.

Status: 100% complete, but not happy with results.

Analysis report: Angela drafted the report and provided it Friday (2/8) to team for review.  Team to discuss in Sunday meeting (2/10) with Angela revising and providing to Ray to post to team website by Monday deadline.

Status: 50%

Trying to develop a useful project task management system.  Software isn’t the answer, although it can help communicate once we have tasks identified and outlined. 

Status: 50%

Dr. Grant confirmed that the 15/5’s are for internal use only (within the class), and aren’t something the client will have access to.  This had been a concern of ours.

100%

Dr. Grant also indicated we should use email to send client reports for review and signoff (rather than giving client team website link).

100%

Revising the way we post team weekly 15/5s: in a cumulative webpage in reverse chronological order, rather than individual downloadable pages.  Will use anchor/target directory method to link to prior entries.  Perhaps the table link on the index page will link to the internal target rather than the team155 page itself.  Started with current week, and imported prior weeks into document.

100%

Modify team website content for each page

100%


Week 3 Pending

Client signoff on project charter

50%

Analysis report (due 2/10/8)

50%

Project plan (due 2/18/8)

0%

Finalize an appropriate project task management system

50%

Team website css: figuring out how to simulate an open file folder for current page

0%


Week 3 Concerns/Recommended Actions

Getting timely feedback from Dr. Brescia

Try to be proactive.  Include polite request for response when needing response.  Make communication clear so he doesn’t have to “read deep” to figure out we need an answer.  Follow up in 24-36 hours with another email inquiring if he received the first, and negotiating a response time.  (This probably isn’t at the top of his priorities; can’t assume he got the email either.)

Getting a viable project task management system in place is more challenging than expected.  Software tools don’t do it for you.
What we have in zoho right now is incomplete….BUT, when you log into zoho, you can see “the week ahead” calendar, which is useful

Project manager is building a word outline of project tasks to use to post ‘to-do’s’ during a brainstorming session, which would be summarized in a task management document.  Then we can post them to zoho.  In the meantime, we have an Excel-generated Gantt chart, but that only shows major milestone, and not the tasks themselves.

Our initial focus on the videotape situation may have sidetracked us from the more pressing initiation/planning stages, so this may have put us behind.

Pace ourselves using the timeframe Dr. Grant presented, and resist the urge to dig into the database/audio/video stuff until closer to the time we need it. If what we discover forces us to change our plan, then we need to handle that with whatever change management plan we outline (which we have to do in the next course deliverable, the project plan).

Is there anything we can do to facilitate updating project-level pages on the team website?

From Ray, find out what is the most efficient format for us to present the pages to him.  Maybe he’d like one of us to upload those pages directly instead of having to do it himself.

Team communication is still a work in progress.  The zoho forums are useful because they hold everything in one place, which makes them easy to review.  But do we have so many trees that we can’t find the forest?  Also, we agreed that after we read the post, we’d post and acknowledgement comment so the post-er would know “I got it.”  But we can use zoho’s notify feature to send the posted message to people via email (as long as it doesn’t go into their spam).  So is the acknowledgement post just “extra” work????

We might want to have a purge plan (but maybe we need to keep everything “for the record”-??).

Need to figure out how we’ll know that people get the messages.


Week 3 Remarks

  • Thank goodness we all weathered the severe weather than hit Mississippi and Memphis on Tuesday!
  • Zoho does seem to work for posting notices to everybody (using the forums).
  • Angela and Ray both have their second email accounts automatically forwarded to their primary account.  So just email them at one address.
  • This week’s team 15/5 is the first week of the in-line report (vs. downloads).  We’ve imported the previous 2 weeks into this format (see below).

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Week 2

(ending February 4, 2008) [Transferred from original source]

Accomplishments

Held pre-class team meeting (1/28/8) discussing information search findings

100

Team website updated with photo, links, and meetings

100

Copied/converted 1 (of 5) videotapes to digital format

<50

Located a nurse willing to re-record names of drugs in audio-only format

100

Established order of preference for getting audio files for project: (1) Re-record (using volunteer R.N. in IDT program); (2) Harvest from existing web sites
(3) Use from video provided by client.  NOTE: pertains to viability of video tapes, per results of initial digitizing of tapes

100

Held off-class team meeting (2/3/8) to review and edit charter and delegate initial tasks

100

Project charter in final draft form and posted to team web

100

Delegated (initial) tasks using developed task list

100

Decided to use SurveyMonkey for learner analysis, using M3’s

100

Established protocol for acknowledging team posts to zoho forum

100

Determined client wants weekly progress/communication report

100

Inquired about client’s preference for host site for system

100

Client investigating host site preferences

50


Week 2 Pending

Determine whether to copy remainder of tapes 

50

Return original tapes to client    

0

Get sponsor and client review and sign-off on Project Charter  

0

Contact client to schedule learner analysis surveys        

0

Conduct survey for learner analysis      

0

Draft analysis report (due 2/11/8)         

0

Communicate with client about learner analysis survey  

0

Request client’s prioritized list of drug names    

0

Finalize method for procuring audio files           

50

Draft project plan (due 2/18/8)

0

Conduct content analysis (due 2/25/8)  

0

Modify team website CSS for tabbed pages     

50

Write content for tabbed pages on team website           

50

Plan communication strategy for client  

50

Discuss client access to project management ZOHO site          

0

Identify document sharing vehicle for client exchanges (client mentioned Google Docs)  

0


Week 2 Concerns/Recommended Actions

Client response to project charter

Consult with sponsor for tips on negotiations, if needed


Week 2 Remarks

Kudos to Angela for great project name!

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Week 1

(ending January 28, 2008) [Transferred from original source]

Accomplishments

Selected project (1/14/08) and named project manager (Jerry)

100

Set up project management tool and enrolled team members (http://.openjarsolutions.projects.zoho.com).  Added course benchmarks to timeline

100

Set up team website with links to individual team members (http://www.ed-cu-cate.org).  Established Ray Chapman as webmaster (it’s his domain name and server space)

100

Met with project sponsor (Dr. William Brescia, January 22, 2008) @ UTHSC for introductions and initial questions about project proposal.  A performance problem exists with M2’s being able to pronounce drug names in the clinic setting.  Desired product is a performance support and reference tool for M2’s in Medical Pharmacology class, using existing videotapes of other students pronouncing drug names.  Project concept originated with course director of this same class: wants student pronunciations to use American English (vs. British). Client’s idea is to display names of drugs as video plays; downloadable audio stream for students to use on MP3 or CD, possibly with track directory to advance to specific class of drugs. Drugs are classified into categories. NOT testing use of drugs, although classification of drugs chunks data for manageability. Client suggests learners will also use product as a reference guide as they move into clerkships in M3 year. OJS suggested displaying syllabication as pronunciation guide; client had not thought of this, but liked the idea

100

Received from sponsor: 5 original videotapes, Hard copy of drug list (50 pgs), Drug list in ppt (another in Word), contact information of IT person at UTHSC (Matt Grayson 448-7351 or mattgrayson@utmem.edu), and the following web references: URL for calendar: http://www.utmem.edu/Medicine/Acad_Affairs/UME/index.php; College of Medicine website: http://www.utmem.edu/Medicine/; OLSEN: all the important sites that the students use: http://www.utmem.edu/Medicine/OLSEN/

100

Transferred powerpoint list to Word, confirming it matches the hard copy

100

Located website that syllabicates and pronounces (wav files) over 16,000 drug names (http://www.umm.edu/altmed/ University of Maryland Medical Center)

100


Week 1 Pending


We need to verify viability of video tapes provided by client; some initial difficulty experienced with tape quality, copy videotapes and return originals to sponsor

0

We need to contact UTHSC IT contact person to determine IT situation

0

We need to formalize team and client communication plans; define team member roles & responsibilities

<50

We need to update team website with: Project description, intended audience; customer/client, grid showing scheduled team meetings, list of team member w/ bios/resumes, photos, team roled

0

We need to plan for all the tasks associated with the project: conduct Performance/Needs analysis (expand on initial meeting); define where and how the product will be used; define scope of work; write charter; write plan; conduct learner analysis (M2s); write design documentation.

<50

Researching zoho wiki and uTube as alternate delivery systems

<50


Week 1 Concerns/Recommended Actions

Solidify planned use of zoho for project management;.

confirm with team

Project addresses a performance problem; may be difficult to assess given limited access to learners. Access to learners for product evaluation will be difficult, per client’s statement; cannot have face-to-face access to observe usage in action.  Can we use an online survey on usability of product once we have beta version posted?

Need to brainstorm as team as well as consult with Grant. 

SCOPE concerns: Sheer volume of drug list and client expectation to have ALL drugs in the final product: is this doable in the timeframe of this course? 

Recommend discussing with Grant for ideas on how to negotiate this; probably need his intervention

Database backend seems called for, to enable client to add to product after delivery; this adds complexity and requires that we delve into online database management—for which we may not be prepared. 

Ray seems conversant with this; need to confer with UTHSC IT dept.

Need establish a regular communication plan: both with team and with client. 

 

How to manage expectations of client?

 

To what extent will/should/must the client have access to the project website?  Weekly 15/5’s need to be mindful of which way this is determined.

 


Week 1 Remarks

  • Thanks to Ray for team website using prescribed “tabbed” format and css!
  • Zoho as project management tool seems going well
  • Some initial confusion over content of electronic files not matching hard copy list
  • Thanks to Ray for negotiating videotape duplication process

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Page Last Updated Sunday, April 27, 2008 11:35 PM