Project Brief

eCommerce System
Griffith College 2018 T3 1004ITF IT Fundamentals

1. Introduction
The purpose of this project is to build students’ teamwork capabilities by undertaking an
exemplar IT project. The project combines typical project management activities with
individual and team research and design activities.

2. Requirements
Your team must provide the design services identified in the attached letter of engagement.
There are not many details in the letter – it is your task to carefully consider the requirements
and come up with an appropriate detailed design. There are two deliverables identified along
with their due dates. You must meet these dates.

3. Managing Your Project

You will be provided with a shared folder on your college Google Drive account. All your
electronic documentation must be created and stored in this folder. This includes minutes of all
team meetings, all individual and team design documents, all project management documents
including your project management plan (PMP), Risk Register, Gantt Charts and any and all
other planning documents. Online team discussions will be conducted either using your college
email account or your team’s Google Chat Room. Timeliness of documentation will be
considered when allocating marks. For example, minutes of meetings must be recorded every
week. Five weeks of minutes appearing on one day will not be considered when the project is
marked.

When using Griffith College computers you should use the provided Chrome browser. The
Firefox browser does not have the default English dictionary enabled. If working on project files
using your own computer make sure your browser has an English dictionary (Australian or
British) installed and activated.

All hand written project notes and ideas must be recorded in your project notebook. At least
weekly, get another person from the class (not from your team), to sign and date the bottom of
any completed notebook pages. They should include their name under the signature.

3.1 Individual Presentations

Individual presentations are related to the project in that individuals must make a project
related presentation. The presentation is individually marked but must use the team’s
“company” name, logos and standard template. Completed presentations must be stored
in the project folder. Presentations should be treated as presentations to the client on the
current project progress.

By week 4, the team MUST nominate a speaker for week 5 and nominate the dates for
all other speakers.
4. Tools
With the exception of the requirement to use Google Drive to create and store documents and
Google Chat/mail for communications, the team may investigate and use other tools as
necessary. There are many desktop, web based and browser plug-in tools for a range of design
and development activities. A copy of any user files related to these programs should be stored
in the project folder. If a web-based tool doesn’t have user files that can be saved separately it is
likely that output can be printed to pdf and saved in your project folder.
The tools you use should be documented in your PMP, either in an appropriate section or in an
appendix. If you found a particularly useful tool, it might feature in a project presentation.

5. Project Assessment
Projects will be assessed primarily on their professionalism which means they will be complete,
well presented, have a considered design and be timely. Submitted projects will include:
• minutes of all weekly meetings and any other meetings (eg. design meetings),
• all individual designs and all group designs,
• a complete Project Management Plan including all ancillary documents and plans such
as:
◦ Risk Register
◦ Gantt Charts
◦ Budgets
◦ Work Breakdown Structure
◦ etc.
• all notebooks from all team members,
• all customer deliverables.

Project documents should have project logos and headers and footers on all pages. This includes
all deliverable documents. For some of the final documentation it may be necessary to export
the google docs to another format and finalise the documents in that format (LibreOffice, MS
Office). You should allow time to work out how to do this step so that you are not rushed at the
last minute.

When projects are submitted at each due date, they must be accompanied by peer-review forms
completed by all members of the team. In these forms each team member must assess their own
contribution and the contribution of other team members. These assessments should be backed
up by recorded documentation (for example, the minutes and the work breakdown structure).

There are three submission dates:

Week 4: (due in your tutorial class) Your draft Project Management Plan (at least ch 1-3) and
any minutes AND a group submission cover sheet AND Peer Review forms from each member.
Week 7: (due in your tutorial class) Your first project “Deliverable” PLUS all the above.
Week 12: (due in your tutorial class). Your COMPLETE project as previously defined.
Output from the project:
The project has multiple outputs including:
1. “Deliverables” these are the work outputs that the customer has requested. In this
project these are your professionally produced design documents.
2. Individual design documents, these are designs made by different team members that are
used to create the final design.
3. Project files, these are all the files associated with managing the project including a
project management plan, risk management plan, risk register, work breakdown
structure, design plan and all the other documents generated AND collected through the
project.
4. Individual Presentations: These are not marked as part of the project but the project
supplies the content.
Project Management Plan Guidance: (Check this guidance as your team works through the project.)
• YOU are a project team that is part of a larger company.
• YOUR CUSTOMER is another company who is paying your company to do work.
• In the real world if you fail to produce the required product your company does not get
paid and you get the sack. (this equals a fail in this assessment)
• In the real world if you fail to keep to company guidelines, depending on the extent of
your non-compliance you will be put on notice or get the sack. (this equals a fail in this
assessment)
• If English is a second language for you, keep your sentences short and simple.
• The template project management plan includes explanatory text (red) and exemplar
text (black). Generally the red text explains the purpose of the section, the black text is
an example of what the section might say. Your Project Management Plan (PMP) should
not include any text from the template (with some minor exemptions).
◦ Use all the same section headings from the template.
• Create a brief executive summary (use the customer engagement letter as a guide)
• All chapters must start on a new page (the right-hand page if using double sided printing)
• Chapter 1, deliverables and project and team charter, maximum 2 pages. Include
required deliverables and dates. The team charter could be moved to an appendix.
• Chapter 2, stakeholder identification, maximum 2 pages including the stakeholder chart.
You could include the relevant parts of the customer organisation chart.
• Chapter 3, the rules that govern the project related behaviour of your team and how
your project will be run (what management activities you will undertake and how you
will do them). For example: the communications plan describes who can communicate
with the customer, how this communication is documented and distributed. The
communications plan describes the team communications and how this is documented
and distributed. Your project is small and simple, aim for 4 pages for chapter 3. If you
feel it is necessary you may put some things in an appendix.
• Chapter 4. In chapter three you described what project management activities you
would do and how you would do them. You also described the method you would use to
perform the actual paid-for work. In this chapter, chapter 4, you actually explain and
record your project tasks. Parts or the whole of this chapter could be appendices.
◦ Your work breakdown structure is here.
◦ Your budget is worked out here.
◦ Your task allocation is here.
◦ Your design research, individual designs, design evaluation etc. is all here.
• Chapter 5. Quality Management / Process Improvement. This describes your actual
project, not some imaginary project. It is a reflection on your project and includes
empirical data, eg: what you planned to do compared to what you actually did. It
includes information on what you did wrong as a team and what you did right. How did
 your planned budget perform against your actual budget (time = money, so how much
time did you plan vs how much time did you actually spend). It also includes
recommendations on how to improve those aspects of the project in future projects. It is
perfectly legitimate for individual team members to describe misunderstandings of the
project and why they misunderstood and how this could be prevented in the future.
• Chapter 6. Project closure. This includes some more reflection on your actual project
and how various aspects of the project worked or didn’t work. It has a different purpose,
it is a summary. The previous chapter focuses on process improvement, this chapter
summarises the project but with a different focus.
• As a team: In the beginning, do not allocate ‘chapters’ as tasks. You will need to discuss
what goes in the chapters BEFORE allocating the task. As a team, work out the type of
each deliverable and the date for each deliverable and milestones and then allocate
chapter 1 to a team member. As a team, work out the internal and external stakeholders
then allocate chapter 2 to a team member. NOTE that parts of chapter one and three seem
to have the same information recorded. Information should only be recorded once.
Decide where it is to be recorded and then reference it. It is suggested that you should
aim for four pages for chapter three. Compared to chapter 1 and 2, this suggests that
chapter three will take twice the resources as Ch1 or Ch2. Someone needs to create an
initial executive summary. Discuss the content then allocate the tasks.
• As a team: There are many more tasks than writing the project management plan. You
need to create a risk management plan and risk register. You need to create a work
breakdown structure (WBS) and allocate resources. You need to need to create a timeline
of milestones and deliverables and therefore you need to plan all the activities that will
get you to those milestones on time. You can calculate your overall budget from the time
your team has available for the project (a minimum of 6 hours per week per team
member excluding class time) and from this you can create a budget for the various
phases of the project. Every week you should have at least one meeting and this meeting
should include minutes which are recorded and then shared with the team members (via
the online project files.) Your meetings should include a review of the WBS and the
tasks completed and still to do. The time already spent on tasks should be recorded.
People need to be allocated to these specific one-off and ongoing tasks.
• Chapters 5 and 6 should be discussed prior to documentation. Ideas for the content
should be discussed and recorded. Different people can write different section or provide
the information for different sections. For instance, chapter 5 discusses the budget
(which is really the time allocated for different tasks in different phases of the project),
therefore the person responsible for creating the budget and the person generating the
WBS and resource allocation can discuss why the budget was or wasn’t on track.
• “The Engineering Method”, an approach to solving new problems, appears in chapters
3, 4 and 6. The team should firmly understand what this means so that what is described
in chapter 3 is implemented and documented in chapter 4 and is reviewed in chapter 6.
• This is a small technical project. Do not write academic gobbledygook.
Marking Information:
Full electronic copies of documentation be stored online and up to date at each marking point
(weeks 4, 7 and 12). You must ‘version’ the electronic documents so that the week 4 documents
are separate from the week 7 documents which are separate from the week 12 documents.
Failure to store your submitted documentation will result in zero marks.

Your individual documentation, including design files and any work you do toward creating the
project plan, must be created in the designated online repository and stored in a folder using
your user ID. Therefore any draft work you undertake will exist in your folder and have been
created by you and will be available for individual review. Failure to do this will affect your
individual mark

Your team’s Gantt Chart and/or Work Breakdown Structure will itemise the individual tasks
planned and undertaken by each team member. You will use this in generating your Peer
Review forms at each stage of the project.

In the design components of the project, individual team members must create their own designs
and these must be evaluated within the team and a final design created. While the team mark
will incorporate the mark for the design component, any team members not preforming
individual work will not share in the design mark.
Failure to submit customer deliverables will result in a fail mark (25 marks or less).
Example Marking:
Section Marks
Executive Summary 1
About + TOC + doc layout 1
Ch1-3 6
Ch4 (with budgets, resource allocation etc) 6
Ch5 (must be about this project) 4
Ch6 (must be about this project) 4
Misc: (logos, consistency of all doc layout etc)
2
Customer Deliverable 1* 6
Customer Deliverable 2* 6
WBS – versioned as project proceeds 2
Notebooks (with real content*) 1
Minutes (stored weekly online) 4
Presentations (all included*) 1
Risk management plan & register completed 2
Design Brief 1
All Correspondence 1
Knowledge stored*§ 2
TOTAL 50
*Missing individual components will affect individual marks
§Parts of the project will require research and the team members must record their research.
The New North American Scamadiddle and Feeblewitzer Company Ltd.
3531 Tolmie St, Vancouver, British Columbia, V6R 4C5.
Ph: 604-221-2300 email: admin@scamadiddle.com

Dear Sir,
as discussed we would like to proceed with the design project for our eCommerce website.

Background: We do business around the world and our sales process has been mainly handled through
regular mail, email and telephone with the customers making payments using direct deposits via international
money transfers, paying via wire services, sending cheques in the mail or paying by credit/debit card over the
telephone.

Proposal: A website that has contact information, an about-us page, an enquiry page, a history page, a
bespoke engineering services page and the parts catalogue pages. The user should be able to filter the
displayed parts list to make it easier to select the required parts. After a user has selected the required parts
they can click a button to create their order and an order will display with space for them to add their details
and if they want to pay by card, their card details. They should be able to select from a list of alternate
methods of payment as in the list above. The web order form will augment the existing system. Names of
any buyers or enquirers should be automatically added to a mailing list.

The parts catalogue should show a picture of the part, a technical description and the price. The same part
could exist in different forms and the user should be able to filter to just see the form they are after. For
example we may have in stock:
• Original parts
• Reproductions
• Enhanced parts (multiple types depending on the materials used)
You should also be able to filter the parts list by Scamadiddle or Feeblewitzer model.

We should be able to edit the catalogue to add parts (pictures, prices, descriptions, type and model)
We should also be able to edit existing parts in the catalogue and delete parts from the catalogue.
This process should be made easy for non technical staff.

As per our previous discussions: (a) your preliminary design and the mock ups of the website and order and
update screens will be delivered to us by the 7th December 2018. This design document should indicate how
navigation occurs and explain the operation of the various screens including how updates are performed.
(b) The design of the full system architecture and quotes for the build phase should be delivered to us by
18th January 2019. This document should also include estimates of the hosting costs for the website.
Payment will occur for the preceding work at acceptance of the identified deliverables.

You contact with us for any discussions on the operation of the eCommerce website should be directed to our
Sales & Marketing Manager Austin Peters.

Sincerely
Karen D Duran
Chief Financial Officer.

About The New North American Scamadiddle and Feeblewitzer Company: the company was formed in the late 1950s when a group
of craftsmen from the recently closed American Scamadiddle Co. brought up the remaining stock and equipment from the company.
In the 1960s the company was able to buy the stock and goodwill of the former European Feeblewitzer manufacturers. When the
sons of some of the craftsmen graduated with degrees in material science and mechanical engineering they joined the new company
bringing new technology and skills in modern manufacturing. Eventually a third generation joined the company with skills in CAD/
CAM bringing with them a new era of design and manufacturing, not just supporting the maintenance of Scamadiddles and
Feeblewitzers, but bringing a new era of low-cost bespoke engineering services supporting a whole range of previously unsupported
equipment including vintage vehicles and early industrial-age plant.

Ref: KDD/WS/20181023-1 Page 1

The New North American Scamadiddle and Feeblewitzer Company Ltd.
3531 Tolmie St, Vancouver, British Columbia, V6R 4C5.
Ph: 604-221-2300 email: admin@scamadiddle.com

High Level Organisational Chart

CEO
Warren Churchill

Operations Manager Chief Financial Officer CTO

Joe Parr Karen D Duran David Fisher

Human Resources Sales & Marketing

David Murray Austin Peters

Sales
Audrey Lambert

Marketing
Tim Clarke

Ref: KDD/WS/20181023-1 Page 2