APSC400

1. APSC400 Technology Engineering and Management http://www.chemeng.queensu.ca/courses/APSC400/ Email team@chee.queensu.ca 2008/2009

2. Welcome!!! The People • Participants • Engineering (Chemical, Mechanical) • Law • Arts & Science (BIOL, MATH) • School of Business • Faculty: • Barrie Jackson • Dave Mody • Dale Dilamarter – Business Advisor • Steven Moore – School of Business • https://commerce.queensu.ca/CommerceOffice/WritingCounsellor.nsf/usePolicy?OpenPage • Assistant – Allison Turner • Advisors • Clients

3. People – Support Staff

4. 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. • 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. • TEAM is what you make it!

5. A Typical Timeline • TEAM formation (September/October) • Initial Group Meeting for Groundrules and Roles • Meeting with your industry advisor • Client Meeting / Lectures (October/November) • Establish the Project Structure • Background Research • 1st Progress Report (Nov) • Project Plan, Roles and Ground Rules, Statement of Work, Schedule, Budget, etc.

6. A Typical Timeline • Project Work Oct – March • On-going meetings with TEAM, advisors, instructors and clients) • Weekly memos, Progress Reports and Mid-term Oral Presentation • Final Reports and Presentations to Clients, Peer & Self Assessment

7. Division of Labour • Group Coordinator/Leader • Client Contact • Treasurer • Documentation Manager • Visual and Written Communication Manager • Logistics Manager

8. Teamwork • You already be familiar with teamwork • This course may be the longest in which you’ve ever worked with a team. • This is essential because the project team has to develop a “specialization” in the client’s 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 • Please come to us if you are having team problems

9. Professionalism • You are a representative of the University and future TEAM projects • Dress and act accordingly • All Contact with Client (especially emails) should be formally and carefully written with an eye to professionalism and clarity. • 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

10. Confidentiality Most clients will require a confidentiality (a non-disclosure agreement NDA) form to be signed • Will require signing by advisor and instructors – anyone privy to your project details • YOU must ensure files are kept confidential and projects are not discussed in public. • May be required to destroy client provided information at the end of the project – ensure you do so. • If you are unsure about how much detail you can divulge about the project when talking to people outside of the NDA, ask your client first! (assume you can’t mention names and can speak in only very general terms) • If other TEAM members discuss project details in front of you, assume you must maintain their confidentiality. • You must ask the client if they require a NDA and document their answer (yes or no) to the project file (I require a copy of this).

11. Setting the Stage for the Project • Initial Meeting with the client • Education Insurance forms • Obtain from Maureen in chee office • Must be completed at your first client meeting • Copies returned to Dave Mody • Confidentiality • Intellectual Property • Waiver of Liability • Expenses • Project Plan & Statement of Work

12. The Project Project Plan • Conceive • Define • Project Plan & Statement of Work • Perform • Close Statement Of Work

13. 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 @ $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, binding, folders, CD’s) • Library Loans & Papers $150 • Total $1500

14. Incurring Expenses • A special TEAM session / training will be arranged with the CHEE financial office • 100+ students, (20+ teams) with expense reports is equivalent to an entire department • 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. 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.

15. Incurring Expenses • 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. • Any professional copy services must be obtained with a receipt.

16. Travel & Expenses All Travel must be approved through the Off-campus Activity Safety Policy system (OCASP): http://www.safety.queensu.ca/policy/activity/ 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: Ashleigh Messenger. • If you rent from Enterprise , 2244 Princess Street (547-0755) or 624 Princess St. (545-4044), they will bill the department directly (no need for you to pay). The customer copy you retain from Enterprise must be submitted to Ashleigh ASAP. • To ensure the availability of a vehicle, you should contact Enterprise at least one week prior to needing a vehicle.

17. 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 Queen’s University insurance policy. • All drivers MUST be at least 21 years of age.

18. Travel Expenses • For local destinations. -Taxi Voucher Chit’s are available from the CHEE office. • You shall not take your own personal vehicle. In doing otherwise, you assume all liability and will NOT be covered under Queen’s Insurance, and you won’t be reimbursed. • Air Travel – EVERYONE must submit their boarding passes at the end of the trip (even if the department a paid for the tickets) • Travel Expenses • For incidental expense claims following a trip, the Queen’s financial services expense forms (available from website) 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.

19. 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. • Voicemail – codes can be assigned so contacts can leave messages. Messages can be picked up from any phone on or off campus. – talk to Maureen Mail • Mail to your clients may be sent through the university mail or courier, if necessary. Letterhead paper can be obtained for your group’s 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

20. Misc • Lockers are Available – talk Maureen • ‘Common’ - Y: Drives will be assigned for storing information

21. Statement of Work Project Plan • 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 Statement Of Work

22. Project Plan Project Plan • A comprehensive document that keeps track of the project objectives, deliverables, budget, methodology and tasks, and risks. Statement Of Work

23. Weekly Progress Memos • In the Winter term weekly progress memos are expected each Monday AM • Composed of written (1/2 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

24. The Report Hint! Start your report table of contents immediately & refine it as you go • 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 Queen’s Use) • Hint!! – how to save you working all night !!!!!! – Agree and distribute a report template format (font, spacing, titles, fig numbering, colours, heading, footer, etc.) • Suggest you look at a previous report – • http://team.appsci.queensu.ca/documents/BiodieselTEAMReportforImperialOil.pdf

25. Oral Presentations • Ontario Centres of Excellence - Mid-term presentation • Midterm Client Presentation – Optional, but highly recommended! • 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.

26. 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.

27. Marking Scheme Group Mark (IN, 65% , 85%)* Team Contribution Assessment (0-100%)** • * Rarely, a 95% will be given to a group • ** Very low contributions or unsatisfactory projects will result in an Incomplete (IN) in the course 80% Individual Mark ** 20%

28. 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.

29. 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 busy so it will be necessary to make efficient use of e-mail and conference calls in some instances. • Document all your advisor meetings with minutes! • The first advisor meeting should set ground rules – send a copy of the first meeting’s minutes to course email account

30. 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. Changes to the lecture series are forthcoming – watch course website! • OCASP Training – Off Campus Activity Safety Policy – tbd • Project Management – Stan Portny • The Process of 'Design' Workshop - Dave Strong (APSC 381 students are excused) • Lean – Larry Cote • How to use 6 Sigma in TEAM projects - Fred Godbille • Preparing a Cost Benefit Analysis for TEAM - Dale Dilamarter • Library Research with an emphasis on business, technology, and engineering- Sharon Murphy (APSC 381 students are excused) • Supply Chains - tba • WEBEX training – tba • Presentation Skills – Feb 2009 – Steven Moore & Dave Mody

31. Student Project Bidding Process http://team.appsci.queensu.ca/TEAM-CurrentProjects.php Process: Send an email to TEAM@chee.queensu.ca • Project Choices (1st, 2nd, 3Rd,4th 5th) • A short paragraph on why you’re first & second choices are selected • Your cumulative average • “I allow my email address to be passed to my fellow team mates, our client, and our advisor.” – signed xxxx Bidding Starts Sept 16th, Ends Sept 19th at 5pm Project list will be issued a few days after bidding

32. Wow! I’m on the XYZ project! ... Now What? You are responsible to manage the project! Here’s some hints to get started! • Read the TEAM manual and Project Management for Dummies • Get the Education insurance forms filled in • Meet with your team ASAP! Set up weekly meetings for the fall. Assign roles. • Get phone and account codes set up. • ASAP call your client, let them know who you are and arrange a meeting with them. • Call or email your advisor set up a meeting • Get ready for your client meeting – background research, prepare a long list of questions and information you require from them • ….

33. Your Suggestions/comments • Suggestions for Lectures ?

34. Next Meeting • Introduction and release of projects

35. GOOD LUCK