Group Meeting Minutes - Fitness Centre - Case Study Example

?Overview The group after discussions decided to look at a fitness centre as the case study where the centre wants to improve the services they offerto customers. The organization wants to upgrade their system in order to provide technologically sophisticated members cards among other issues. As a group, we have been tasked with evaluating the current system with an aim of proposing a better system that will meet the organizational desires. The group divided the work to each member or as a team of two or more group members depending on the task to be carried out. UML were used to describe the current system on how it operates. Use case were in this study used to demonstrate this below are the minutes of the group that took place while looking at this case study. Further consultations about the group activities were done via social media where we created a group page on Facebook. Members with issues, suggestions could raise it here before or after the meeting. [Inception Phase Meeting 1] [ Group Name] Date: 5/31/2015 Location: Lab Group Members Present: Abdu, chairperson Benjamin, Benson, Emily assistant chairperson Fatima Hassan, Jason, Jennifer, Joseph, Karen organizing secretary to the group Shirntel 1. First Agenda Item The first meeting was held in a class with an aim of Identifying the need or usefulness of a project. The group members were to establish the following a. Establish a vision for the solution or enhancements planned b. Develop a business case statement for the project Decision(s): 1. The group agreed on a project which is a Fitness Centre that is planning to upgrade it information system to have modern and up-to-date cards for its members and backup procedures for its data. The group was to evaluate the current system what it does with an aim of proposing an appropriate upgraded system for the clients. 2. The vision for the project was established which was To Provide Better Services to the Clients. 2. Second Agenda Item Members sought to establish the requirements and the scope of the project which they had decided to undertake. The agenda was to: 1. Initial list of requirements 2. Identify scope or boundary of the new system or system enhancement Decision(s): a) The listed the initial requirements of the project as: i. Having the knowledge of the previous system, how the customers accomplish their tasks using the system. ii. Having the estimated time for the installing of the new project iii. Having possible tasks that will take place iv. Cost estimations from the time, tasks and what is already available. How will the new system improve service satisfaction to the members and how will the staff benefit from the new system. 3. Third Agenda Item Develop preliminary schedules indicating areas of individual interests Decision(s): b) The following schedules and individual tasks were established Task Assigned Individual Responsible Additional Information Requirement engineering Benson, Jennifer Analyzing the user requirements Feasibility study Jennifer, Karen Study if the system is doable System analysis Jason, Emily & Benson Analyse the current system and define the system requirements according to priority Scheduling of the tasks to be done Joseph, Abdu, Hassan, Fatima Looking at what the group should do. UML designs Karen, Emily & Shirntel Design the system basing on the methodology(incremental) Looking the benefits of the new system Abdul, Benjamin, Emily Looking at the cons and pros of the proposed system in terms of cost and services delivery Presentation of the analysis to the tutor/class All the team members The findings of the current and proposed systems Minutes prepared by: [Karen / Date ] Minutes Approved: [Abdul , signature] [Inception Phase Meeting 2] [ Group Name] Date: 5/31/2015 Location: Lab Group Members Present: Abdu, chairperson Benjamin, Benson, Emily assistant chairperson Fatima Hassan, Jason, Jennifer, Joseph, Karen organizing secretary to the group Shirntel 1. First Agenda Item Notes: the main objective of this second meeting was to allocate responsibilities to members and establish the tasks that will be carried out. Additional Discussion Points: The type of UML that will be used Developing WBS Identifying reading and work needed to be done and assign to group members Assess risks of not competing tasks on time and plan alternative action Decision(s): c) The main of this agenda was arrived at by assigning each member of the group a given task as it will be shown in the attached files of the project task assignment for each ember. A WBS was also established, Use cases will be used by the group to describe the activities that will be done. The risks that could hinder the project completion were also identified and proper control measures were designed during the meeting. This is shown in the risk assessment part attached to this minutes. a) Jason, Fatima and Hassan were assigned with the UML and task schedule designing 3. Second Agenda Item: A.O.B Next group meeting: Jennifer suggest that the next meeting be schedule as soon as possible to fast track the activities of the project so that each task is completed within timeframe. 15/ 01/2012 was the next meeting schedule. Decision(s): a. 15/ 01/2012 was the next meeting schedule. b. Course tutor was to be invited by the Organizing secretary 4. Third Agenda Item: adjournment of the meeting the meeting was adjourned with a word of encouragement from the group chairperson who appreciated the effort of each member. Minutes prepared by: [Karen / Date ] Minutes Approved: [Abdul , signature] [Elaboration Phase: Meetings 3a] [ Group Name] Date: 5/31/2015 Location: Lab Group Members Present: 1. Abdu, Chairperson 2. Benjamin, 3. Benson, 4. Emily Assistant chairperson 5. Fatima 6. Hassan, 7. Jason, 8. Jennifer, 9. Joseph, 10. Karen Organizing secretary to the group 11. Shirntel Partners/Guests: 1. Course tutor 1. First Agenda Item Notes: this meeting was organized with an aim of assessing the progress of the charts and the UML diagrams. The group members that were assigned with the task of designing the UML and task schedules presented their progress. The course tutor after looking at the designs he gave his comments. Decision(s): The members assigned with designs were asked to incorporate the comments from the course tutor and the suggestions from the group members. 2. Second Agenda Item: Adjournment After the feedback from the tutor, group chair adjourned the meeting by thanking the course tutor for coming to the meeting, the group members especially those who did the assigned tasks. Minutes prepared by: [Karen / Date ] Minutes Approved: [Abdul , signature] [Elaboration Phase: Meetings 3b and beyond ] [ Group Name] Date: 5/31/2015 Location: Lab Group Members Present: 1. Abdu, Chairperson 2. Benjamin, 3. Benson, 4. Emily Assistant chairperson 5. Fatima 6. Hassan, 7. Jason, 8. Jennifer, 9. Joseph, 10. Karen Organizing secretary to the group 11. Shirntel 1. First Agenda Item: review of the project plan Notes: the project plan was reviewed based on the UML, Gantt charts, WBS and the budget estimation were analyzed. The members were able to make necessary adjustments in the project which were implemented after the meeting by the responsible member. After this meeting, the project plan and the UMLs were adapted. Minutes prepared by: [Karen / Date ] Minutes Approved: [Abdul , signature] Task ID Task Name Duration (days) Predecessor Resources 1 Analyse user requirements 5 Benson, Jennifer 2 Evaluate Fitness Centre Information system 10 Abdul, Benjamin, Emily 3 Create UML 10 2 Karen, Emily & Shirntel 4 Seek Tutor’s approval 1 3 All group members 5 Finalize creating UML 5 4 Karen, Emily & Shirntel 6 Propose new system 3 2 All the team members 7 Prototype the system 13 6 Jennifer, Karen 8 Do complete testing 7 7 Jason, Emily & Benson 9 Technical test plan 9 8 Joseph, Abdu, Hassan, Fatima 10 Final report draft 15 5 All the team members 11 Report the proposed system 1 10 All the team members Gantt chart Use case This is a diagram that consists of at least two components; the Actor and the use case. There may be multiple actors in the diagram with a human being sketch with the name of that actor while the use case are represented by eclipse like shapes which briefly describe what the actor does. An actor may have several use cases in a diagram. Below are the descriptions of the use cases in the Fitness Centre system that is being used currently by the organization. Use Case Description Process members’ cards A new may want to register as a member in the gym centre either a ‘Premium’ or ‘Gold’ member. Premium member has discounts on every visit while Gold membership is expensive but members don’t pay any charges once subscribed. ACTOR: SYSTEM Pre-condition: An unregistered CUSTOMER or a member whose membership expired Main flow of events: 1. Customers to give their registration details which are entered into the computer by the receptionist Capture payment details The customer pays to attend the gym session where their information is recorded in the system. ACTORS: SYSTEM Pre-condition: A member or non-member to the gym centre Main flow of events: 1. The customer provided payment details either already made payments or pay at that time Send membership renewal letters The customer whose membership is about to expire are reminded one month earlier ACTORS: SYSTEM Pre-condition: A member to the gym centre Main flow of events: 1. The customer provided payment details either already made payments or pay at that time Display membership records Senior managers and the other departments of the organization would want to see the time allocation, payment details and membership registration of different customers. They will search the system which will display and produce reports on the same effect. ACTORS: SYSTEM Pre-condition: Should be a staff member Main flow of events: 1. Search for customer details using the unique code of each session Scan credit cards and bank credit cards After the submission of card details for payments are done an agent does the scanning to verify the details and produces a report back to the system. ACTORS: AGENT Pre-condition: Should be a contracted agent Main flow of events: 1. Cross check the cards details given to ensure that customers do not fraud the gym centre. Scan and record credit cards for members The receptionist scans the card details for payment into the system which will be evaluated by the agent ACTORS: Receptionist Pre-condition: Should be a receptionist Main flow of events: 1. cross checks the details given then record them in the system Manual sign up In case the system does not work the receptionist records details of the members who come for their session then wwill update the Files later. ACTORS: SYSTEM Pre-condition: Should be a receptionist of the centre Main flow of events: 1. Record the details of the members who sign up for their sessions on paper then update later. Sign up as a member Someone willing to join the gym centre may sign up as a member hence they fill membership form although it is not a must ACTORS: Client/Customer Pre-condition: willing member Main flow of events: 1. one fills their details indicating the mode of payment, type of membership and sessions they sign up for. Renew membership A registered member renews their membership once they expire. ACTORS: Client/Customer Pre-condition: Should be a gym centre member Main flow of events: 1. sign up for another or same membership Pay gym sessions They pay their sessions either in advance during membership subscription (Gold) or whenever they turn up for a gym session ACTORS: Client/Customer Pre-condition: Client who want to attend gym session Main flow of events: 1. Provide bank credit card details or any other mode of payment 1 References Yue, Kwok-Bun. “UHCL Fitness Center Database Application” 2006. CSCI 6838 Capstone Projects. 2007 Zafar, Sohail; Zhu, Hongbing; Satewar, Rajesh. “PROJECT NO. 3    Fitness Center Tracking Application” 2006. CAPSTON PROJECT SUMMER 2006. 2007 < http://dcm.cl.uh.edu/c6838su06gp3/> UHCL. “Student Life Fitness Zone” 2004. Fitness Zone. 2007 < http://dcm.cl.uh.edu/c6838su06gp3/> Read More