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Old Dominion University CS410 Team Black
Design Presentation
Team Project Organizational Tool
Nov 20, 2013
TPOT
Team Black
ODU – Team Black
Aaron WaldenCo-leaderDatabase
Dr. Pilar Pazos, Ph.D.Mentor
Thomas TJ CarsonCo-leaderDatabase
Jose BrandarizBack-endSecurity
Pernell DixonFront-endSecurity
Joe ElderFront-end
Webmaster
Josh WardFront-endBack-end
2
Nov 20, 2013CS410 Design Presentation
What is TPOT?3
TPOT will be web-based team and instructor
project collaboration software designed for the
educational environment.
The teapot metaphor:
When the project is "boiling,“ TPOT "whistles."
3
ODU – Team Black Nov 20, 2013CS410 Design Presentation
Outline
ODU – Team Black
4 4
Nov 20, 2013CS410 Design Presentation
• Dr. Pazos’ Proposal
• Current Situation in Virtual Education (with processes)
• Problem Statement
• Importance of Virtual Teams and their Education
• Problem Characteristics
• Solution Statement and Goals
• Major Components Required
• Hardware Components
• Software Components
• Database Components
• Database Trigger Example
• Database ER Diagrams/Schema
• Dashboard Components
• Mock Dashboard GUIs
• Team Page Components
• Site Map
• Comprehensive Operation Example
• Improved Process Flows
• Benefits of TPOT
• Risks
• Summary and Conclusion
Case Study: Dr. Pazos’ Proposal
ODU – Team Black
5
Dr. Pilar Pazos
Research interests:
• Knowledge management• Computer-mediated communication• Collaborative learning• Engineering education
Teams research:
• Key factors contributing to teams’ effectiveness• Conflict management in virtual teams (VT)• Global virtual team management• Impacts of technology on virtual teams’ effectiveness• Virtual team training• Development of tools to support team collaboration
Team Mentor
Ph.D. Industrial EngineeringEmphasis Engineering MgmtTexas Tech University, 2005
Assistant Professor – ODU,Department of EngineeringManagement and Systems Engineering
5
Nov 20, 2013CS410 Design Presentation
Managing Multiple Team Projects
ODU – Team Black
6
Instructors of online, project-based courses are regularly managing 15 or more teams, oftenasynchronously.
An increasingly common situation:
6
• 6.7 million US college students (nearly 1 in 3) involved in virtual
coursework1
• From 10% of enrollment to over 30% since 20022
• ODU CS Dept attempting to make entire undergraduate
degree fully available virtually
Nov 20, 2013CS410 Design Presentation
1,2. Allen and Seaman, Changing Course
Current Situation
ODU – Team Black
7
• Organization left totally to instructors
• No tool to aggregate all team data
• Team Google Site plus ad hoc: email,
Blackboard, Smartsheet
7
Nov 20, 2013CS410 Design Presentation
8Current Process Flow: Team Status Determination 8
ODU – Team Black
CS410 Design Presentation
Nov 20, 2013
9Current Process Flow: Deliverable Assessment 9
ODU – Team Black
CS410 Design Presentation
Nov 20, 2013
Problem Statement10
In an increasingly asynchronous educational
environment, the mentoring of geographically
dispersed teams has become a cumbersome
endeavor.
10
ODU – Team Black Nov 20, 2013CS410 Design Presentation
Case Study: Dr. Pazos’ Proposal11
Dr. Pazos’ proposed project:
• Team collaboration software
• Focused on development of student team skills
• Instructor Dashboardo Monitor teams’ statuso Assess deliverableso Provide feedback
11
ODU – Team Black Nov 20, 2013CS410 Design Presentation
What is a Virtual Team (VT)?12
According to an oft-cited 2009 literature review:
• Geographical dispersion
• Unification by a common purpose
• Electronic communication
• Cross-boundary collaboration
4,5. Ebrahim et al., “Virtual Teams, a Literature Review”
Necessary Characteristics4 Other common characteristics5
• Impermanence
• Small size
• Knowledge workers
• Inter-company
Distance learning (DL) project teams satisfy 7 of these 8
12
ODU – Team Black Nov 20, 2013CS410 Design Presentation
Dispersed Student Teams Are VTs13
• Geographical dispersion – nature of DL
• Common purpose – course project
• Electronic communication – email, Blackboard
• Cross-boundary collaboration – students have
diverse backgrounds, electives, minors
They satisfy all necessary characteristics: And most common characteristics:
• Impermanent – single course
• Small size – typically under 7
• Knowledge workers – most degrees
in this domain
Additionally, they will become the professional VTs of the future.
13
ODU – Team Black Nov 20, 2013CS410 Design Presentation
The Rise of VTs14
• 1980s: self-managing expert teams increasingly common4
• 1990s: self-managing team concept globalized5
• 2000s: cheap Internet facilitates connection of dispersed team
members—the virtual team proliferates6
Currently, according to surveys:
• 46% of companies employ virtual teams7
• 72% of employees’ work at least partially virtual8
• 61% of employees attribute 50% productivity to virtual teamwork9
14
ODU – Team Black Nov 20, 2013
4,5,6. Ebrahim et al., “Virtual Teams, a Literatiure Review”
8,9. “Challenges of Working in Virtual Teams”7. “SHRM Survey Findings”
CS410 Design Presentation
The Benefits of VTs15
• Great flexibility
• Reduced costs
• Recruiting not limited by time/space (get best people)
• Effective decision making (more time to think)
• Reduced time-to-market
• Increased productivity
• Reduced pollution
15
ODU – Team Black Nov 20, 2013
Once again, according to Ebrahim and his colleague’s literature review:
CS410 Design Presentation
VTs: What to Conclude?1616
ODU – Team Black Nov 20, 2013
• Virtual teams: key component of contemporary
economy
• Thus, VT support is vital
• Student VT members become tomorrow’s pro VTs
• If TPOT helps nurture these teams, it will have a
tangible, positive impact on society
CS410 Design Presentation
Problem Characteristics17
For virtual team members10:• Expectations often differ (roles, responsibilities)• Team member status difficult to determine• Trust takes longer to develop than in co-located team• Conflicts more difficult to resolve
For instructors11:• Information gathering very time-consuming• Support less effective• Accountability assessment prone to error
17
ODU – Team Black Nov 20, 2013
10. Ebrahim et al., “Virtual Teams, a Literature Review” 11. Dr. Pazos Interview
CS410 Design Presentation
Solution Statement18
Provide educationally-focused collaboration
software which facilitates transparent, efficient
virtual teamwork through the careful monitoring
and presentation of data.
18
ODU – Team Black Nov 20, 2013CS410 Design Presentation
Solution Goals19
• Reduce instructor tedium
• Improve team member accountability
• Provide concise project status
• Delineate roles and responsibilities (tasks)
• Corral deliverables
• Maximize ease of collaboration (site accessibility)
• When project “boils,” TPOT “whistles”
19
ODU – Team Black Nov 20, 2013CS410 Design Presentation
20Improved Instructor Process Flow: Team Status Determination20
ODU – Team Black
Original:
Nov 20, 2013CS410 Design Presentation
21Improved Instructor Process Flow: Team Status Determination21
ODU – Team Black
Original:
Nov 20, 2013CS410 Design Presentation
22Major Components Diagram22
ODU – Team Black Nov 20, 2013
Google Apps Scripts 3rd Party Web Server
TPOT Database Server
Instructor Dashboard
BrowserBrowser
Team Sites
Instructor
Team Members and Partners
CS410 Design Presentation
23Existing Tool: Team Google Sites23
ODU – Team Black Nov 20, 2013
• Part of Dr. Pazos’ team tools
• No embedded PHP, JS, etc
Provides natively:• Comments• File hosting• Site activity• Page change alerts
Our plan:• Using Google Apps
Scripts, incorporate our own database
• Access site data using Google Sites API
• Create new template pages integrating these scripts
CS410 Design Presentation
Hardware Components2424
ODU – Team Black
Hardware
Database Server
Test MachinesWeb Server
Nov 20, 2013CS410 Design Presentation
Software
Instructor Dashboard
Team Page TemplatesDatabase
ODU – Team Black
Software Components2525
Nov 20, 2013CS410 Design Presentation
Database
ODU – Team Black
Database Milestones
MySQL Server Schema Triggers
ConstraintsTablesEmail
Notifications
Database Components2626
Nov 20, 2013CS410 Design Presentation
ODU – Team Black
Trigger Example2727
User creates new TaskTrigger activates
procedureNew Task INSERTed into
Task table
DB retrieves User emailDB emails new Task alert
to UserDB retrieves Task
attributes
User Action Script SQL to DB DB Server Action
Nov 20, 2013CS410 Design Presentation
ODU – Team Black
Nov 20, 2013
Database ER Diagram 12828
CS410 Design Presentation
User
IDNum J oined
1 NEnrolled_ in
Team NameIDNum
Course
IDNum
Title
Begin
End
M
N
Member_of
FirstName
LastName
MiddleName
Role
1 1Receives_Grade_C
1 NCreates_C
User Course
Grades1 N
User1 N
Creates_T Team
Timestamp
Timestamp
Timestamp
Timestamp
Timestamp
TimestampGrade
Subject
CrseNum
1
Role
Nov 20, 2013
Database Schema 12929
Course
PK IDNum
Title
Subject
CrseNum
Begin
End
Enrolled_ in
PK,FK1 UI D
PK,FK2 CI D
PK Role
Timestamp
Team
PK I DNum
Name
Member_ of
PK,FK1 UI D
PK,FK2 TI D
PK Role
Timestamp
Creates_ T
PK,FK1 UI D
PK,FK2 TI D
Timestamp
Creates_ C
PK,FK1 UI D
PK,FK2 CID
Timestamp
Receives_ Grade_ C
PK,FK1 UI D
PK,FK2 CI D
Grade
Timestamp
Grades
PK,FK1 I I D
PK,FK2 SI D
PK,FK3 CI D
Timestamp
User
PK I DNum
FirstName
MiddleName
LastName
J oined
ODU – Team Black
CS410 Design Presentation
Database ER Diagram 23030
ODU – Team Black
Web_PageUser1 N
Acts_on_W
URL
Team
Action
Timestamp
FileUser1 N
Acts_on_F
Path/Filename
Team
Action
Timestamp
Type
Size
Nov 20, 2013CS410 Design Presentation
Database Schema 23131
Web_ Page
PK URL
FK1 Team
Acts_ on_ W
PK,FK1 UI D
PK,FK2 URL
Action
PK Timestamp
File
PK Path/ Filename
FK1 Team
Size
Type
Acts_ on_ F
PK,FK1 UI D
PK,FK2 Path/ Filename
Action
PK Timestamp
User
PK I DNum
FirstName
MiddleName
LastName
J oined
Team
PK I DNum
Name
ODU – Team Black Nov 20, 2013CS410 Design Presentation
Database ER Diagram 33232
ODU – Team Black
User Message
Receives1 N
Timestamp
Timestamp
IDNum
Body
Subject
User
1 NActs_on_T
Assigns1 N
Timestamp
Timestamp
IDNum
Course
Name
Due_Date
Gradable
Task
Completed
1 NSends
Action
Receives_Grade_T
1 1
Timestamp Grade
1
Description
Nov 20, 2013CS410 Design Presentation
Database Schema 33333
Message
PK I DNum
Subject
Body
Task
PK IDNum
FK1 Course
Name
Gradable
Due_ Date
Completed
Description
Sends
PK,FK1 UI D
PK,FK2 MI D
Timestamp
User
PK I DNum
FirstName
MiddleName
LastName
J oined
Acts_ on_ T
PK,FK1 UI D
PK,FK2 TI D
Action
PK Timestamp
Receives_ Grade_ T
FK1 UID
FK2 TI D
Grade
Timestamp
Assigns
PK,FK1 ASSI GNER
PK,FK2 ASSI GNEE
PK,FK3 TI D
Timestamp
Receives
FK1 UI D
FK2 MI D
Timestamp
Course
PK IDNum
Title
Subject
CrseNum
Begin
End ODU – Team Black
Nov 20, 2013CS410 Design Presentation
Database ER Diagram 43434
ODU – Team Black
TaskUserN 1
HasSub_slot
SlotNum IDNum
1 NSubmits
File
1
Timestamp
Nov 20, 2013CS410 Design Presentation
Database Schema 43535
Task
PK I DNum
FK1 Course
Name
Gradable
Due_ Date
Completed
Description
User
PK I DNum
FirstName
MiddleName
LastName
J oined
File
PK Path/ Filename
FK1 Team
Size
Type
Sub_ slot
PK,FK1 TI D
PK SlotNum
Submits
PK,FK1 UI D
PK,FK2 TI D
PK,FK3 SlotNum
PK,FK4 File
PK Timestamp
Course
PK IDNum
Title
Subject
CrseNum
Begin
End
Team
PK I DNum
Name
ODU – Team Black
Nov 20, 2013CS410 Design Presentation
Instructor Dashboard
ODU – Team Black
Dashboard Milestones
GUI Back-end Scripts
DB Update Forms
Filterable Table Views
SQL Queries
Overview
Team Pages
Activity
Files Tasks
Messages Admin
Grades
DML Updates
HTML/Script Elements
Dashboard Components3636
Nov 20, 2013CS410 Design Presentation
Mock GUI: Dashboard Overview 3737
Mock GUI: Dashboard Tasks 3838
Mock GUI: Dashboard Files 3939
Mock GUI: Dashboard Files 4040
Mock GUI: Dashboard Messages 4141
Mock GUI: Dashboard Grades 4242
Team Page Templates
ODU – Team Black
Team Page Milestones
Google Apps Scripts
HTML GUI Elements
Google Sites API
GUI Elements
SQL Queries
Project Status
Member Info
Task Manager
Message Manager
File Manager
Team Activity
Grades
Team-created / Default Pages
Team Page Components4343
Nov 20, 2013CS410 Design Presentation
Instructor Dashboard
ODU – Team Black
Site Map4444
Overview
Team Pages
Activity
Files
Tasks Messages
Admin
Grades
Project Status
Tasks
Files
Member Info
Messages
Team Activity
Grades
Team-created / Default Pages
TPOT LoginTeam Project
Pages
Account Options
Register
Instructor rolerequired to access
Nov 20, 2013CS410 Design Presentation
ODU – Team Black
Example Operation - Instructor4545
Visits Grades page Retrieves all courses user instructs from DB
Updates DB with user’s ‘visited’ action
Selects courseRetrieves all gradable tasks for course
Displays task selector Selects taskRetrieves all teams and students in course and graded status for task
Displays team/student selectorSelects team/student
Displays grade/feedback UI
Displays links to latest submissions for all slots Assess deliverable Submit grade and
feedback
Updates DB with grade information
Updates DB with user’s ‘graded’ action
Updates team/student selector graded status
Displays course selector
Selects team/student
User action Script DB action Script UI action
Nov 20, 2013CS410 Design Presentation
Benefits of TPOT46
• Faster status determination
• Faster deliverable assessment
• Increased accountability
• Increased concision of team status
• Increased clarity of team responsibilities
• Maximized ease of collaboration
46
ODU – Team Black Nov 20, 2013CS410 Design Presentation
ODU – Team Black
P r o b a b i l i t y1 2 3 4 5
Impact
5 T2
4 T1 C1
3 C2
2 T3
1
47TPOT Risk Matrix: Customer Risks47
C1 - Resistance to Adoption
Probability 2Impact 4
Inertia is powerful: students and instructors may forego use of TPOT in favor of existing solutions, which are numerous and well-developed in many cases.
Mitigation Strategy: Ensure that TPOT’s user interface is as simple, attractive, and intuitive as possible by testing its design with actual students and instructors.
Nov 20, 2013CS410 Design Presentation
ODU – Team Black
P r o b a b i l i t y1 2 3 4 5
Impact
5 T2
4 T1 C1
3 C2
2 T3
1
48TPOT Risk Matrix: Customer Risks48
C2 - Hindered Projects
Probability 1Impact 3
If TPOT’s use proves to be ineffective or otherwise problematic for teams, their projects may suffer, which could result in failed courses, disappointed industry partners, and poor instructor evaluations.
Mitigation Strategy: Ensure TPOT’s collaborative abilities by including known best collaboration practices and by extensive testing with actual projects.
Nov 20, 2013CS410 Design Presentation
ODU – Team Black
P r o b a b i l i t y1 2 3 4 5
Impact
5 T2
4 T1 C1
3 C2
2 T3
1
49TPOT Risk Matrix: Technical Risks49
T1 - Security of Projects
Probability 1Impact 4
The leaking of a project’s intellectual property through database vulnerabilities may have financial repercussions for industry partners involved in high-level course projects.
Mitigation Strategy: Ensure database security through careful design, utilizing best practices.
Nov 20, 2013CS410 Design Presentation
ODU – Team Black
P r o b a b i l i t y1 2 3 4 5
Impact
5 T2
4 T1 C1
3 C2
2 T3
1
50TPOT Risk Matrix: Technical Risks50
T2 – Real Data
Probability 1Impact 5
The system may fail to function properly outside of the test environment (i.e. in actual use by students and instructors).
Mitigation Strategy: Thoroughly test the system using data drawn from real sources.
Nov 20, 2013CS410 Design Presentation
ODU – Team Black
P r o b a b i l i t y1 2 3 4 5
Impact
5 T2
4 T1 C1
3 C2
2 T3
1
51TPOT Risk Matrix: Technical Risks51
T3 - Maintenance
Probability 4Impact 2
After graduation, the team may not have time to maintain the project. Google API changes may affect functionality.
Mitigation Strategy: Design the system to be easily maintainable.
Nov 20, 2013CS410 Design Presentation
Summary and Conclusion52
TPOT will:
• Be web-based collaboration software
• Be designed for mature college students and their instructors
• Build upon Dr. Pazos’ existing tool
• Implement an aggregative Instructor Dashboard
• Address the lack of information available to VTs
• Hopefully be used by future CS410 students
52
ODU – Team Black Nov 20, 2013CS410 Design Presentation
References53
Allen, I. Elaine and Jeff Seaman. Changing Course: Ten Years of Tracking Online Education in the United States. Babson Survey Research Group, 2013. <http://www.onlinelearningsurvey.com/reports/changingcourse.pdf>.
Bullock, Charles and Jennifer Klein. "Virtual Work Environments in the Post-Recession Era." Brandman University, 2011. <http://www.brandman.edu/files/attachments/virtual_teams_brandman_forrester_white_paper.pdf>.
Ebrahim, Nader Ale, Shamsuddin Ahmed and Zahari Taha. “Virtual Teams: a Literature Review.” Australian Journal of Basic and Applied Sciences, no. 3 (March 2009): 2653-2669.
Pazos, Pilar. Interview by Team Black. Personal interview. ODU, October 2013.
"SHRM Survey Findings: Virtual Teams." Society for Human Resources Management, 2012. <http://www.shrm.org/Research/SurveyFindings/Articles/Documents/Virtual%20Teams_FINAL.pptx>.
“The Challenges of Working in Virtual Teams.” RW3 LLC, 2012. <http://rw-3.com/VTSReportv7.pdf>.
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ODU – Team Black Nov 20, 2013CS410 Design Presentation
AppendixTPOTODU CS410 Team Black
55Current Process Flow: Feedback55
ODU – Team Black
CS410 Design Presentation Nov 20, 2013
56Improved Process Flow: Feedback56
ODU – Team Black
CS410 Design Presentation Nov 20, 2013
57Current Process Flow: Task Creation/Assignment57
ODU – Team Black
CS410 Design Presentation Nov 20, 2013
58Improved Process Flow: Task Creation/Assignment58
ODU – Team Black
CS410 Design Presentation Nov 20, 2013