APSC400

1
APSC400

• Technology Engineering and Management

2
What is the TEAM Program?

• Welcome to TEAM, a course designed to give
  graduating commerce, arts, science and applied
  science, and law students a real life
  experience in the context of a supervised
  project.
• TEAM is not a senior design course, not a
  research project or term paper, nor a thesis
  course, and is not intended to teach a specific
  engineering or business curriculum.
• The work you do will be entirely predicated on
  the needs of your industry partner, and may or
  may not involve concepts from your previous
  course work.
• TEAM will allow you to hone your professional,
  management and interpersonal skills while
  demonstrating your ability to adapt in a working
  environment.

3
A Typical Timeline

• TEAM formation
• Initial Group Meeting for Groundrules and Roles
• September
• Client Meeting / Lectures
• Establish the Project Structure
• October/November
• 1st Progress Report
• Roles and GroundRules, Letter Of Proposal,
  Schedule, Budget, etc.
• Early December

4
A Typical Timeline

• Project Work
• On-going meetings with TEAM, advisors,
  instructors and clients)
• November March
• Progress Reports and Mid-term Oral Presentation
• December March
• Final Reports and Presentations to Clients, Peer
  Self Assessment
• April

5
Division of Labour

• Group Coordinator/Leader
• Client Contact
• Treasurer
• Documentation Manager
• Visual and Written Communication Manager
• Logistics Manager

6
Teamwork

• By the time the project exercise begins, you
  should be quite familiar with the idea of
  teamwork.
• However, this course may be the longest in which
  youve ever worked with a team.
• This is essential because the project team has to
  develop a specialization in the clients
  industry, and build up its credibility with the
  client and their staff.
• At the same time, this extended period of working
  together puts emphasis on the need to develop a
  positive team atmosphere-- that of trust,
  understanding and cooperation.
• In short, it is essential that each member should
  contribute to the team by setting an example in
  terms of commitment, motivation and readiness to
  help.
• Likewise, honesty is critical. If problems
  arise, everyone owes the team a responsibility to
  work toward a resolution

7
Professionalism

• You are a representative of the University and
  future TEAM projects
• Dress and act accordingly
• Ideas
• Make up a small brochure with your names, photos
  and your interests to give out
• Make up business cards to give out
• Create an email account for the project

8
Setting the Stage for the Project

• Initial Meeting with the client
• Letter of Proposal
• Confidentiality
• Intellectual Property
• Waiver of Liability
• Expenses
• Workplace Compensation forms
• Must be completed before your first client
  meeting
• Copies returned to Dave Mody

9
The Project

• A Plan
• The specific tasks to be done
• The timing
• The resources
• The responsible personnel
• Deliverables and Timeline

10
Preparing a Budget

• Sample Budget
• Telephone Calls 50 (10 minutes/week for 12½
  weeks)
• Travel Expenses 200 (meals en route, NOT in
  Kingston)
• Car Rentals 500 (4 trips _at_ 125)
• Supervisor/Advisor
• Travel Expenses 125 (final visit to client
  -mileage and meals)
• Copy/ Print Cards 50
• Binders 25 (for progress reports/work in
  progress)
• Printing Final Report 400 (copies, colour
  covers, binding, folders)
• Library Loans Papers 150
• Total 1500

11
Incurring Expenses

• Incurring Expenses
• The team members are expected to act in the most
  professional manner with regard to incurring
  expenses with the project. Some principles to
  remember
• Each team will be assigned codes for long
  distance calls, faxes, and Webex. A record of
  long distance calls and faxes must be kept by the
  group members, to prevent unauthorized use of
  project accounts. Team members are expected to
  provide this information to their treasurer on a
  regular basis. A log book to record your L/D Fax
  and Telephone calls is located beside the phone
  in the TEAM facility room.
• These services are a privilege to the student
  teams and should be treated as such. Abuse of
  this privilege in the form of personal use is
  completely unacceptable.

12
Incurring Expenses

• The groups may also obtain vouchers for photocopy
  cards from the main office. The costs of these
  cards will be deducted from their accounts.
  Print request forms are located beside the
  printers in the Computer Cluster. Any
  professional copy services must be obtained with
  a receipt.
• Before any work on your projects begins, it is
  essential that a treasurer be appointed. This
  person will be responsible for all official
  transactions. The treasurer will be accountable
  for the spending of his/her group and no expenses
  will be reimbursed until the treasurer has signed
  a form with the main office to receive the
  account code and telephone/fax authorization.

13
Travel Expenses

• TRAVEL/CAR RENTAL
• Since many of the clients are not located here in
  Kingston, it may be necessary for the groups to
  arrange transportation to and from the client
  meetings.
• If you are traveling on TEAM business, you MUST
  rent a vehicle and have the invoice sent to the
  Department of Chemical Engineering, Attention
  Laurie Philips.
• The car rental company is Enterprise , 2244
  Princess Street (547-0755) or 624 Princess St.
  (545-4044). The customer copy you retain from
  Enterprise must be submitted to Laurie ASAP.
• To ensure the availability of a vehicle, you
  should contact Enterprise at least one week prior
  to needing a vehicle.

14
Travel Expenses

• Please note that mini-vans are difficult to rent
  because of high demand and so few of them.
• Therefore, if you require a van, book it well in
  advance of your travel date.
• The invoice must be billed directly to the
  Department of Chemical Engineering.
• There is no need to take any additional insurance
  with Enterprise as you will be covered by Queens
  University insurance policy.
• All drivers MUST be at least 21 years of age.

15
Travel Expenses

• for local destinations. -Taxi Voucher Chits are
  available from Laurie
• You shall not take your own personal vehicle. In
  doing otherwise, you assume all liability and
  will NOT be covered under Queens Insurance, and
  you wont be reimbursed.
• Travel Expenses
• For incidental expense claims following a trip,
  the pink expense form (available from the main
  office in the Chemical Engineering Department)
  must be completed by your treasurer within two
  weeks. You must provide original receipts, since
  credit card slips, statements or cancelled
  cheques are not accepted.
• All transactions must be handled through the
  treasurer, so that the office staff need deal
  with a limited number of people. The names and
  student numbers of each person to be reimbursed
  should be included by the treasurer.
• The treasurer must not accept cheques in his/her
  name on behalf of other team members.

16
Queen's Telecommunication Services

• Telephone calls and Fax facilities
• APSC400 group codes will be given to your groups
  treasurer. Please remember to always log your
  long distance calls and faxes. The costs of
  telephone and fax use must be included in your
  accounts, as they become available to the office
  through the monthly phone bills.
• Mail
• Mail to your clients may be sent through the
  university mail or courier, if necessary.
  Letterhead paper can be obtained for your groups
  formal correspondence. Courier service is
  available through the Chemical Engineering
  office, with the use of your accounting code.
• E-mail
• Most companies use e-mail for regular
  communication, you may be able use this tool to
  keep in close contact with your clients. Please
  observe all the common courtesies, especially in
  editing for errors and being concise.
• Some Groups have set up their own gmail accounts
  so everyone can access.
• WEBEX
• A tool for showing your computer screen on
  another computer
• Gets through corporate firewalls

17
Letter Of Proposal

• Due by Dec 31 2006
• This is an agreement between you and your client
• Document what the problem is that will be solved
• What deliverables you will provide
• A schedule (using MS Project) of all activities
  and deliverables for the term
• You and your client should sign off on it that
  you have all agreed to its content

18
Weekly Progress Memos

• In the Winter term weekly progress memos are
  expected each Monday AM
• Composed of written (lt 1 page) schedule update
• What occurred in the previous week
• What is expected to occur this week
• What problems are present that are delaying the
  schedule

19
The Report

• Title Page
• Executive Summary
• Table of Contents
• List of Figures
• List of Tables
• Introduction
• Main Body of Report
• Conclusions and Recommendations
• Acknowledgements
• Appendices
• Cost Benefit Analysis (for Queens Use Only)

20
Oral Presentations

• Ontario Centres of Excellence - Mid-term
  presentation
• Final Client Presentation
• The final presentation to the client will include
  a formal oral presentation. Smaller
  presentations may be required for interim
  (progress) reports during the project work. The
  oral presentation is not simply a verbal summary
  of the report. The content is selected to
  provide a context for obtaining client acceptance
  of recommendations, raising questions, and
  dealing with concerns.

21
Oral Presentations

• When planning the oral presentation, consider the
  available time, the audience attention span and
  the potential for getting sidetracked in
  discussion.
• For evaluation purposes, you may be graded on the
  clarity and structure of the presentation, the
  quality of visual aids, and your effectiveness in
  managing the discussion.
• a presentation folder (one for each person
  attending the presentation) would be useful, and
  is a hallmark of a truly professional
  presentation.

22
Working with Advisors

• Your advisors may be selected from within the
  faculties or from other industry contacts.
• These people will be your most valuable resource
  over the course of this project.
• It is imperative that you meet, as a group, with
  your advisors as soon as possible to arrange a
  formal schedule for regular weekly meetings.
• Your advisors will help you to establish goals
  and feasible plans for achieving those goals, and
  will provide invaluable assistance in preparing
  for client meetings.
• Advisors, as well as instructors, should view all
  material before presentation to the client,
  particularly the written documents.

23
Working with Advisors

• One concern that we have had in the past is that
  groups did not take advantage of their advisors.
• Regular contact with your advisors will be
  considered an obligatory aspect of your
  performance.
• It is recognized that not all of your advisors
  are located in Kingston so it will be necessary
  to make efficient use of e-mail and conference
  calls in some instances.

24
Lecture Series

• Lectures are of specific assistance to almost all
  projects (and to your future careers in any
  business). The Expectation is that you will be
  at these lectures.
• Oct 5th, 7pm - 10pm - Locn TBA - How to use 6
  Sigma in TEAM projects - Fred Godbille
• Oct 12th, 7pm - 10pm - Locn TBA - Project
  Planning and Scheduling - Matt Van Nest
• Oct 19th, 530 pm pizza provided Locn TBA -
  Preparing a Cost Benefit Analysis for TEAM - Dale
  Dilamarter
• Oct 25th, 7pm, Locn TBA The Process of 'Design'
  - Dave Strong (APSC 381 students are excused)
• Ask Class for preferred day/time Date/time
  Location Douglas e-classroom - Library Research
  with an emphasis on business, technology, and
  engineering- Sharon Murphy (APSC 381 students are
  excused)
• WEBEX training - virtual meeting room software -
  Paul Hiles (at least one person from each group
  doing remote meetings should attend)

25
Student Project Bidding Process

• Process
• Send an email to David.mody_at_chee.queensu.ca
• Project Choices (1st, 2nd, 3Rd,4th 5th)
• A short paragraph on why youre first second
  choices are selected
• Your cumulative average
• Bidding Starts Now, Ends Tuesday Oct 3rd at 5pm
• Project list will be issued a few days after
  bidding

26
Your Suggestions/comments

• Suggestions for Lectures ?

27
2005/2006 Projects
28

• GOOD LUCK