capstone 2 project collateral

Folio Instrument’s Social Media

Project

Project Document Binder

December 1, 2014

To Project Sponsor: Gordon Howes

To Project Supervisor: Dave Barrett

Prepared by Group 5

Sheila Kearns, Andre Yam, Lauren Ippolito, Sankalpa Dash, Ricky Thakkar

2

Table of Contents

1. Introduction:

1.1 Executive Summary … 4

2. Initiation Phase Documents:

2.1 Project Charter … 5-6

2.2 Roles and Responsibilities … 7-8

2.3 Stakeholder Analysis … 9-10

3. Planning Phase Documents:

3.1 Work Breakdown Structure … 11

3.2 Project Scope Statement … 12-14

3.3 Project Schedule … 15

3.4 Cost Baseline … 16

3.5 Risk Register … 17-19

4. Execution Phase Documents:

4.1 Progress Reports … 20-26

5. Closing Phase Documents:

5.1 Final Project Reports … 27-28.

5.2 Lessons-Learned Report … 29-30

5.3 Project Presentation … 31

5.4 Meeting Minutes … 32-48

5.5 Work Samples … 49

3

List of Tables and Figures

Figure 2-1. Key Project Roles Contact Information Table. … 6

Figure 2-2. Stakeholder Analysis Table. … 9-10

Figure 3-1. Cost Baseline Chart. … 16

Figure 3-2. Risk Registry Table. … 17-19

Figure 4-1. Activities During the week of October 27 Table. … 21

Figure 4-2. Activities for the Week of November 3 Table. … 21

Figure 4-3. Project Issues for the Week of November 3 Table. … 21

Figure 4-4. Changes to Project Plans for November 3 Table. … 21

Figure 4-5. Activities During the Week of November 3 Table. … 22

Figure 4.6. Activities for the Week of November 10 Table. … 22









Figure 5-1. Project Objective and Success Criteria Table. … 27

Figure 5-2. Completion Table. … 27

Figure 5-3. Project Spending Table. … 27

Figure 5-4. What Went Well Table. … 29

Figure 5-5. What Did Not Go Well Table. … 29

Figure 5-6. Lessons Learned Table. … 30

4

1. Introduction

1.1 Executive Summary

The following project was initiated in October of 2014 at the behest of Gordon Howes, president

of Folio Instrument. After discussing possible projects, it was decided that the project would be

to expand Folio Instrument’s online presence through three deliverables: the first was to create 3

to 5 product videos that Folio carried; the second was to strengthen the social media presence of

Folio by improving their existing LinkedIn account, while creating a Facebook and YouTube

company page; the final deliverable is the creation of an online-focused communication guide.

The project team’s working budget was zero. The project’s end date was on December 1, 2014.

The goal of this report is to compile and archive the work documents that the project

team created, in order to create a timeline that can be used to reflect upon the project’s lifecycle.

All work included has been updated after initial feedback. While there are samples of certain

planning documents included, there will not be every document used. The reason for this is

because the samples used represents the best examples created, thus reducing the frequency of

redundant and similar documents.

This post-mortem project report will include the following documents in chronological

order: project charter, roles and responsibilities, stakeholder analysis, work breakdown structure,

project scope statement, project schedule, cost baseline, risk register, progress reports, final

project report, lessons-learned, and the project presentations. Samples and meeting minutes will

be included at the end of the document. Samples will not be numbered.

Please direct any questions or inquires to the project team.

Andre Yam, Technical Writer December 1, 2014

5

2. Initiation Phase Documents

2.1 Project Charter

Project Folio Information:

Project Start Date: September 15, 2014

Project Finish Date: December 1, 2014

Budget: $0 (All labour and spending done in-house by sponsor)

Project Objectives:

The overall objective is to increase Folio Instrument’s online presence and product offering. This

will be established through three initiatives:

● Creating Folio Instrument Inc.’s social media presence through developing a

Facebook and a LinkedIn company page;

● Establishing Folio Instrument Inc.’s YouTube channel and developing up to 5

product information videos;

● Compiling social media communication guidelines and providing training to Folio

Instrument Inc.’s employee(s).

Folio Instruments has a business need to increase their social media presence because they do not

have a dedicated employee to initiate the online business presence. Folio also wanted 3 to 5

product videos created for their website because there is not anything like this currently on their

company site. Folio believes this will help customers who visit the site looking for instructions

on usage of their products.

Success Criteria:

Sponsor acceptance of deliverables as outlined above must, at a minimum, meet the baseline

scope, time, and cost expectations. Successful delivery and presentation of the videos and social

media training guidelines.

6

Key Project Roles:

The following is a contact list for some of the key project members involved.

Role Name Organization

Project Advisor Dave Barrett Conestoga College

Project Sponsor Gordon Howes Folio Instruments Inc.

Sales Engineer Neil Howard Folio Instruments Inc.

Project Coordinator Lauren Ippolito Conestoga College

Filming Director Ricky Thakkar Conestoga College

Media Specialist Sankalpa Dash Conestoga College

Sponsor Relations Lead Sheila Kearns Conestoga College

Technical Writer Andre Yam Conestoga College

Figure 2-1. Key Project Roles Contact Information Table.

7

2.2 Roles and Responsibilities

Dave Barrett – Project Advisor at Conestoga College:

Provides coaching and mentoring to the project team during class and through eConestoga email.

He is available for questions and guidance throughout the semester as the project goes through

the lifecycle. He will also provide assessment and constructive feedback on weekly deliverables

that the project team submits.

Gordon Howes – Project Sponsor and President of Folio Instruments:

Providing direction to the project and necessary approvals. He is a crucial supporter of the

project and is influential with negative and positive supporters. It is important to keep him

informed of all project progress and issues.

Neil Howard – Project Subject Matter Expert at Folio Instruments:

Provides technical and product knowledge to the project team regarding the Folio products that

will be taped. He also will provide support on equipment rental, product scripting, filming, and

editing. He is supportive of the project and will address technical product issues. He is able to

assist during the day of taping and equipment setup.

Line Bergeron – Marketing Coordinator at Folio Instruments:

Chief contact for Folio’s advertisement and marketing department. She is willing to assist in any

way that would ensure the success of this project.

Lauren Ippolito – Project Coordinator at Conestoga College:

She is the chief minute taker and progress report writer. Serves as a project coordinator and

provides task and technical leadership. She is responsible for executing tasks and producing

deliverables as outlined in the Project Plan at whatever level of effort or participation has been

defined.

As part of the team, she is responsible for ensuring that the project team completes their work.

She has helped develop the Project Plan with the team and manages the team’s performance of

project tasks. Secures acceptance and approval of deliverables from the Project Sponsor and

Stakeholders is also within her responsibilities. Lauren ensures that communication is kept open,

including status reporting, risk management, escalations of issues that the team cannot solve, and

making sure the project is delivered on schedule and within scope.

8

Ricky Thakkar – Filming Director at Conestoga College:

He serves as lead expert on videotaping and editing, while also providing his expertise for

technical leadership. Ricky is also responsible for updating the project’s schedule in Microsoft

Project and for submission of documents to the course instructor.

As part of the team, he is responsible for ensuring that the project team completes their work. He

has helped develop the Project Plan with the team and manages the team’s performance of


Stakeholders is also within his responsibilities. Ricky ensures that communication is kept open,



Sankalpa Dash – Media Specialist at Conestoga College:

She serves as lead expert on media relations, with tasks including gathering and preparing social

media documents and compiling the training binder. Sankalpa also established the various social

media sites and resolved issues with the sponsor.




Stakeholders is also within her responsibilities. Sankalpa ensures that communication is kept

open, including status reporting, risk management, escalations of issues that the team cannot

solve, and making sure the project is delivered on schedule and within scope.

Sheila Kearns – Sponsor Relations Lead at Conestoga College:

Responsible for arranging all sponsor meetings, preparing and sending agendas prior to meetings

and providing the resulting minutes to the sponsor and team.




Stakeholders is also within her responsibilities. Shelia ensures that communication is kept open,



Andre Yam – Technical Writer at Conestoga College:

His duties include inspection of documents, compiling for the project binder, and assistance with

storyboarding and video editing. Other duties are ensuring that work on deliverables is done and

that communication on all other facets of the project remains open between all stakeholders.

9

2.3 Stakeholder Analysis

The stakeholder analysis was initially done on September 9, 2014. Since then, there has been no

variance found at the prospect of new stakeholders emerging.

Name Project Role Power / Interest General Approach Management Strategy

Dave Barrett Project Advisor High / High Manage Closely The team will manage

closely through weekly

meetings, document

submissions, and asking

for his feedback. This

will be done through

face-to-face meetings,

eConestoga, and class

lectures. If an issue has

to be escalated, the team

will contact Dave and

arrange a meeting to

discuss it.

Gordon Howes Project Sponsor High / High Manage Closely The team will manage

closely through meetings,

project status updates,

approving deliverables,

and obtain project

direction. This will be

done through face-to-

face meetings, email

correspondence, and

project documents. Vocal

and visible champion of

the project and

legitimizes the project’s

goals and objectives.

Ultimate decision-maker

for the product video and

social media sites.

Neil Howard Sales Engineer Low / High Keep Informed The team will keep him

informed through

meetings and project

deliverables. This will be

done through face-to-

face meetings, email

correspondence and

project documents. Very

10

interested in the

successful outcome of

the project and product

video content.

Folio

Customers

Consumers Low / Low Monitor The team may monitor

customer’s initial

reaction to accepted

deliverables and modify

accordingly if videos

delivered prior to

schedule milestone. This

may be done through

feedback by Folio.

Figure 2-2. Stakeholder Analysis Table.

11

3. Planning Phase Documents

3.1 Work Breakdown Structure

Project Folio

1.0 Facebook and LinkedIn

1.1 Create social media banner

1.1.1 Set up Facebook

1.1.2 Compile Folio supplier list

1.2 Add to LinkedIn page

2.0 Video Creation

2.1 Rent camera / equipment

2.2 Gather software tools for video editing

2.3 Gather product descriptions

2.3.1 Storyboard videos

2.3.2 Script videos

2.4 Record videos

2.5 Record voiceovers

2.6 Edit videos

2.6.1 Add background music

2.6.2 Format videos

3.0 YouTube

3.1 Create Folio YouTube account

3.2 Format YouTube account

3.3 Upload videos to YouTube and website

4.0 Training

4.1 Create training documents

4.2 Train Folio staff

4.3 Folio presentation

5.0 Project Management

5.1 Planning documents

5.2 Final project binder

5.3 PowerPoint class presentation

12

3.2 Project Scope Statement

Project Name: Project Folio

Project Overview:

The overall objective is to increase Folio Instrument’s online presence and product offerings.

In Scope of Project:

Creating Folio Instrument’s social media presence through developing a Facebook and a

LinkedIn company page;

Establishing Folio Instrument’s YouTube channel and developing 3 to 5 product

information videos;

Compiling social media communication guidelines and providing training to Folio

Instrument’s employee(s).

High Level Description of the End Products:

Product Videos: the length of the videos will be under 2 minutes, which will be adequate

for the purpose of providing product information that describes the features,

specifications, and use. It will also help increase Folio Instrument’s online presence by

sharing links to the company’s Facebook, YouTube, and LinkedIn pages.

Social Media Awareness: this deliverable includes creation of Facebook, YouTube, and

LinkedIn profile for the company. Its purpose is to create and expand the company’s

social media presence and its range of products offered.

Training Marketing Advisor: this includes creation of training documents, which will

help the company’s marketing advisor to maintain and update the social media profiles

and YouTube account once they are delivered.

Below is the Work Packages:

1.0 Facebook and LinkedIn

1.1 Set up Facebook

1.1.1 Folio email information is required

1.1.2 Establish Folio credentials

1.2 Compile Folio supplier list

1.2.1 Upload links to Facebook

2.0 Video Creation

2.1 Rent camera / equipment

2.1.1 Research possible suppliers

2.2 Gather software tools for video editing

2.2.1 Contact Neil for assistance on preferred video editing programs

2.3 Gather product descriptions

13

2.3.1 Storyboard videos

2.3.1.1 Review storyboards with Neil

2.3.2 Script videos

2.3.2.1 Answer five “W” when drafting script

2.3.2.2 Review scripts with Neil for approval

2.4 Record videos

2.4.1 Setup background, lighting, and filming room

2.4.2 Decide filming and setup

2.5 Record voiceovers

2.5.1 Decide who will record script

2.5.2 Decide how voiceover will be recorded

2.6 Edit videos

2.6.1 Add background music

2.6.2 Format videos

2.6.2.1 Layer video, music, and voiceover to make one cohesive video

3.0 YouTube

3.1 Create Folio YouTube account

3.1.1 Choose which Folio email to use

3.2 Format YouTube account

3.2.1 Decide on thumbnail picture, banner, and background

3.3 Upload videos to YouTube and website

3.3.1 Decide who is uploading the videos to the account and website

4.0 Training

4.1 Create training documents

4.1.1 Prepare directions on how to use and maintain Facebook, YouTube, and

LinkedIn accounts

4.2 Train Folio staff

4.2.1 Decide on the method of training (online or otherwise)

4.2.2 Decide on materials needed

4.3 Folio presentation

4.3.1 Prepare meeting agenda, PowerPoint presentation, and training documents

4.3.2 Compile documents and submit a hardcopy to Folio Instruments

5.0 Project Management

5.1 Planning documents

5.1.1 Complete documents as required by course outline

5.2 Final project binder

5.2.1 Compile and edit all planning and execution documents

5.2.2 Print and bind documents

5.3 PowerPoint class presentation

5.3.1 Create PowerPoint version of project overview

5.3.2 Include lessons learned

14

Not In Scope of Project:

No more than 5 videos.

Project team will not maintain the Facebook or LinkedIn pages.

Team will not do offline marketing, like newspaper ads, brochures, etc.

No travelling required for training. It will be provided through virtual conferencing or

training document handover in case the concerned marketing person is unavailable.

15

3.3 Project Schedule

See the adjoining page for project schedule information, as created on Microsoft Project.

16

3.4 Cost Baseline

The following is the cost baseline for Project Folio, which was created on October 27, 2014.

Week Ending

Cost Description

19

-Sep

-14

26

-Sep

-14

3-O

ct-14

10

-Oct-1

4

17

-Oct-1

4

24

-Oct-1

4

31

-Oct-1

4

7-N

ov

-14

14

-Nov

-14

21

-Nov

-14

28

-Nov

-14

5-D

ec-1

4

Total

Cost

NA. Since costs

covered by sponsor ,

Folio Instruments

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Figure 3.1 Cost Baseline Chart.

17

3.5 Risk Register

The following is the risk register, which was created on October 27, 2014.

Risk Identification Probability Impact Level

of

Risk

Risk

Response

Risk

Response

Description

Contingency Plan

Description

Sponsor unhappy with

video scripts.

High High 5 Mitigate Get script

approvals

before

recording

voiceover.

Re-script and re-

edit videos to

sponsor's

requirements.

Camera is not available for

rental on filming days.

High High 5 Mitigate Have back-

up rental

options

available.

Use the camera

that the sponsor

already owns.

Editing software issues. High High 5 Mitigate Make sure

team

members are

trained in

software

editing.

Crash schedule

for this

deliverable.


completed videos.

Low High 3 Mitigate Keep sponsor

updated and

seek

approvals on

a timely

basis.

Re-edit videos to

sponsor's

requirements.


number of videos

completed.

Low High 3 Accept Unable to

deliver

estimated

number of

videos due to

time

constraints.

Offer an apology

and reasoning for

why the videos

did not get done.


video presentation quality.

Low High 3 Mitigate Make sure

team

members are

trained in

software

editing.

Re-edit video to

sponsor’s

requirements.

Camera is damaged while

under rental.

Low High 3 Mitigate Rental

agreement

ensures rental

Folio incurs extra

cost of damaged

equipment. Team

18

company's

responsibility

of camera.

will use a

different camera.

Loss of audio and video

due to data corruption.

Low High 3 Mitigate Have back-

ups of video

and audio

data on

Google

Drive.

Use back-up files.

Low quality videos

submitted.

Low High 3 Mitigate Gain

approvals

from sponsor

as each video

is created.

Crash schedule

and re-edit

videos.

Marketing Advisor is

unavailable to receive

social media training.

High Low 3 Accept Have training

documents e-

mailed to

employee.

E-mail the

documents to

sponsor and

employee.

SME is unavailable for

consultation/assistance

within project timeline.

Low High 3 Mitigate Stay in touch

with SME

and work

around his

schedule.

Arrange for a

meeting with

sponsor.

Folio LinkedIn information

is not transferred to project

team.

Low High 3 Mitigate Ask for the

account

information

in a timely

manner.

Remove

deliverable from

scope.

Unable to complete all 3

videos. (Initially it was 5

videos)

High Low 3 Accept Plan to

complete

videos.

Deliver number

of completed

videos.

Actor is sick on day of

videotaping.

Low Low 1 Mitigate Have a back-

up actor

ready to

perform.

Another team

member will act

in videos or we

can re-schedule

filming day.

Camera rental price is out

of budget compared to

initial estimates.

Low Low 1 Mitigate Gain sponsor

approval

prior to

rental.

Find a different

place to rent or

find a different

camera within

budget.

Social media

banners/profile pictures are

substandard to sponsor's

requirements.

Low Low 1 Mitigate Change

picture

placement as

per sponsor

requirements.

Adjust as required

by sponsor and

update the

schedule.

19

Final presentation with

sponsor is delayed outside

of course timeline.

Low Low 1 Avoid Change date

of

presentation

to

accommodate

sponsor's

availability.

E-mail the final

presentation to

the sponsor.

Training materials are

unclear / insufficient for

Folio use.

Low Low 1 Accept Create simple

and clear

material.

Supply materials

as created.

Voiceover person becomes

sick.

Low Low 1 Mitigate Have a back-

up person to

record script.

Another team

member will

record script.

Figure 3-2. Risk Registry Table.

20

4. Executing Phase Documents

4.1 Progress Reports

The following are the status progress reports that the team produced during the weeks November

3, 2014 to November 24, 2014. The project’s overall status throughout the execution period was

considered green, or good. There were few issues and the project team overcame those. As you

will see, the progress reports will show the extent of work that the project team has put into the

development of product videos, social media pages, and communication guide.

21

Project Name: Project Folio Report Period: Week Ending November 3, 2014

Overall Status: Green

Activities During the Past Week:

Task Comments

Create Cost Baseline. Team created this during class time.

Create Risk Register. Team created this during class time.

Gather product descriptions

1. Obtain descriptions from Folio. 2. Decide on what information to use.

This was necessary to do before scripts are written. Lauren, Sheila

and Ricky worked on this.

Rent Camera/Equipment

1. Research possible suppliers.

2. Obtain pricing.

3. Obtain approval from Folio.

Ricky and Sheila were responsible for these tasks.

Figure 4-1. Activities During the Week of October 27 Table.

Activities Planned for Next Week:

Task Comments

Gather software tools for video editing

1. Determine suitability of available software.

2. Obtain software. 3. Train video editors on software use.

4. Utilize software.

Andre and Ricky are assigned to these tasks.

Add to LinkedIn page

1. Obtain Folio information for LinkedIn.

Sankalpa will obtain this information at the meeting on November

7th.

Figure 4-2. Activities for the Week of November 3 Table.

Project Issues:

Description Proposed Resolution

The Training session with Marketing Advisor Line cannot

be conducted because of her absence from November 10th-

December 1st.

The team decided on providing a soft copy of the training materials

to Line.

Figure 4-3. Project Issues for the Week of November 3 Table.

Changes to the Project Plans:

Description Reason for the Change Authorized By

‘Arrange for video conference’ and ‘complete

training session’ have been deleted from the

schedule.

We are no longer having a training session

for Line, the Folio employee. Team

Figure 4-4. Changes to Project Plans for November 3 Table.

22




Task Comments

Gather software tools for video editing

5. Determine suitability of available software.

6. Obtain software.

7. Train video editors on software use. 8. Utilize software.

Andre and Ricky obtained software and are trained on

how to use it.


1. Obtain Folio information for LinkedIn.

Sankalpa received account information from Folio at the

meeting on November 7th.

Figure 4-5. Activities During the Week of November 3 Table


Task Comments

Storyboard the videos

1. Establish template.

2. Sequence pictures.

3. Add dialogue.

4. Make revisions.

5. Re-sequence pictures.

Andre, Sankalpa and Ricky will work on this.


1. Secure equipment rental.

2. Pick up equipment.

Sheila and Ricky will secure the rental. Folio will handle

the rental contract and payment.

Record Videos

1. Set up equipment.

2. Test equipment.

3. Film videos.

Andre and Ricky will record the videos.


1. Upload information to LinkedIn site. Sankalpa is assigned to this task.

Script Videos

1. Create video voiceover documents.

2. Match dialogue to storyboard.

1. Lauren and Sheila are assigned to this task.

2. Andre, Ricky, and Sankalpa are assigned to this

task.

Record Voiceover

1. Review scripts.

2. Record scripts.

Team will be recording voiceovers on filming day.




Originally planned for up to 5 videos to be made;

we are now completing 3 videos.

Folio felt it was unnecessary for 5 videos to

be completed. Sponsor, SME, Team

Videos will be recorded Saturday Nov. 15th. Folio fast-tracked the date to record based

on rental dates and to allow for editing. Sponsor, SME, Team

Figure 4-7. Changes to Project Plans for November 10 Table.

23




Task Comments


3. Secure equipment rental.

4. Pick up equipment.

Folio secured the rental and set it up at their office.

Storyboard the videos

6. Establish template. 7. Sequence pictures.

8. Add dialogue.

9. Make revisions.

10. Re-sequence pictures.

Andre, Ricky, and Sankalpa completed this.


1. Upload information to LinkedIn site. Sankalpa edited this account.

Script Videos

1. Create video voiceover documents.

2. Match dialogue to storyboard.

1. Lauren and Sheila created these documents.

2. Andre, Ricky, and Sankalpa completed this.

Record Videos

4. Set up equipment.

5. Test equipment.

6. Film videos.

Folio set up equipment. Team filmed the videos.

Record Voiceover

3. Review scripts.

4. Record scripts.

Sheila and Sankalpa recorded the scripts on filming day.

Figure 4-8. Activities During the Week of November 10 Table.


Task Comments

Facebook

1. Create banner.

2. Create profile picture.

3. Create account.

Sankalpa is assigned to this task.

Like supplier’s Facebook pages. Sankalpa is assigned to this task.

Edit videos

1. Transfer videos to editing software.

2. Edit video content.

3. Add background music.

Andre and Ricky are assigned to this task.


24

Project Issues:


If we are unable to finish video sequencing and are unable to transfer

footage to SME (Neil) by Friday November 21st our schedule will be

delayed.

Team will have to troubleshoot editing issues on our

own. If we edit on our own the schedule will not be

delayed.

Due to the length of time the video editing will take, and between the

team’s schedule and with our sponsor’s schedule we may not have a

final presentation date for Folio.

E-mail sponsor training documentation and transfer

video files, Facebook, LinkedIn, and YouTube account

information.


25




Task Comments

Facebook

1. Create banner.

2. Create profile picture.

Sankalpa created these.

Edit videos

4. Transfer videos to editing software.

5. Edit video content.

6. Add background music.

Andre and Ricky started the editing process.

Figure 4-11. Activities During the Week of November 17 Table.


Task Comments

Facebook

1. Create account. Sankalpa will finish creating and editing this account.

Like supplier’s Facebook pages. Sankalpa is assigned to this task.

Edit videos 1. Format video layouts.

2. Add text to videos.

Andre and Ricky will continue editing.

YouTube

1. Create YouTube account.

2. Create banner.

3. Create thumbnail picture.

4. Format YouTube account.

5. Upload videos to account.

6. Upload videos to Folio website.

Lauren is assigned to these tasks.

Training documents

1. Gather relevant information.

2. Consolidate material.

3. Print hard copy for Folio.

4. Create PDF of material.

Sankalpa is assigned to these tasks.

Train Folio staff

1. Email training material. Sankalpa is assigned to this task.

Folio presentation.

1. Arrange meeting.

2. Prepare presentation. 3. Deliver presentation.

Team will compile all necessary documents and deliver

the presentation to Folio on December 4th.

Closing

1. Create final project report.

2. Create lessons learned report.

3. Create final capstone 2 presentation.

4. Deliver presentation.

Team will create these reports and presentations.


26

Project Issues:


Facebook password that Gordon provided did not work so Sankalpa

did not have access to the account.

Sankalpa has arranged for a phone meeting on

Thursday, November 27th to get access to the account.




‘Return equipment’ activity has been deleted. Folio took responsibility for all rental needs. Gord, Team

Figure 4-14. Changes to Project Plan for November 24 Table.

27

5. Closing Phase Documents

5.1 Final Project Report

Project Name: Project Folio

Project Performance:

Project Objectives and Success Criteria Summary of Project Results

3 Product Videos 3 videos were created for Folio, including the

Thickness Gage, and the 3 and 60 Gloss Meter.

They are under 2 minutes long and utilized the

footage and audio recorded under the supervision

of Neil. The editing was completed early and are

ready to be shown to the sponsor for approval. All

baseline scope objectives were met and time

baseline was exceeded.

Social Media Pages The Facebook, YouTube, and LinkedIn social

page. They have been started and customized, as

per the sponsor’s request, and have a custom

banner created for it. There were minor delays in

gaining appropriate emails, but that has been

overcome without damage. The Facebook page

has a supplier list added to the “Like” list. They

are ready for the sponsor’s approval. The scope

and time baselines were met with little deviation.

Communication Guide The guide has been compiled, though the scope

has been adjusted: there will not be time to train

Folio Instrument’s marketing manager. Handoff

will instead be given to the sponsor. Though there

has been some changes, the majority of objectives

were met within scope and time baselines.

Figure 5-1. Project Objective and Success Criteria Table.

Completion Time:

Original Completion Date Actual Completion Date

Videos: December 1 2014 December 1 2014

Social Media Pages: December 1 2014 December 1 2014

Communication Guide: December 1 2014 December 1 2014

Figure 5-2. Completion Table.

Budget Spending:

Original Budget Actual Costs Incurred

$0 $0

Figure 5-3. Project Spending Table.

28

Project Assessment:

The project was, overall, executed fairly accurate to the project plan. Deliverables and milestones

were achieved on time or earlier than expected, and the scope quality remained consistent to

expectation. Communication remained high throughout the project, ensuring that negative risks

were avoided and that issues were pre-emptively dealt with. Some issues, such as training with

Folio’s marketing manager or delays in gaining company login credentials, would have to be

accepted, with minor deviations to the scope and schedule. The occurrences of risks were

minimal during the project, with their impact easily accommodated within the schedule.

Quality objectives that the sponsor requested was all met, specifically regarding the delivery time

and number of product videos to be created. The social media aspects were originally a

suggestion, made by the project team, that the sponsor liked and, as a result, his expectations

were aligned with our perspective of how an expanded social media This means that we were

intimately knowledgeable as to the requirements necessary for such a work deliverable. The

results are satisfying and we stand by the work we have managed to do, even if there were slight

delays in obtaining credentials that slowed down our ability to pushing the social media pages to

live servers.

Video filming and editing, a new skill that our team had to learn, was executed smoothly. There

had been some trepidation originally as to how much work would be needed in learning and

utilizing the skills to use the editing software, Lightworks. But due to a strong research during

the planning phase, learning how to use the program progressed quickly and without difficulty.

Folio Instrument’s subject matter expert, Neil Howard’s expertise allowed us to complete the

filming in under a day.

Though there has yet to be an official sponsor acceptance and handoff, the presentation for the

December 4th meeting has been prepared for and we are ready to discuss our progression with

Folio Instruments. We strongly believe that we have met all of the success criteria’s that were

originally agreed upon and planned around and look forewords to presenting the deliverables to

the sponsor, Gordon Howe.

29

5.2 Lessons Learned

Project Name: Folio

What Went Well During the Project?

Description How did this benefit the project?

The video and voice recording took 6 hours due to good

story boarding and scripting.

We were done before time, which really impressed

the sponsor.

Video editing software utilized optimally. Everything was done quickly with consistent look

and feel

In order to complete on time we had to ramp two tasks

(videos and voice-over recordings) in parallel.

This accelerated the execution process.

Sponsor provided quick responses to our emails when we

were arranging meetings with Folio

The flow of information was quick and everyone was

aware of what was going on in a timely manner.

Figure 5-4. What Went Well Table.

What Did Not Go Well During the Project?

Description How did this impact the project?

Certain videos ended up having shadow reflections. The videos might look a little distracting to the

person viewing the video.

Figure 5-5. What Did Not Go Well Table.

30

What are the Lessons you learned?

Description How would this benefit the next project?

Attention to detail is critical for excellent product quality.

Covering the table with a tablecloth could have made

the video look even more professional.

Ricky and Andre benefited from learning new technologies

like professional camera, lighting, audio and video editing

software.

Future preparedness, which will result in future,

projects getting executed faster with fewer risks.

Optimized use of social media like Facebook and Google

Drive

Makes it convenient for the team to collaborate

Requirements gathering are crucial for a successful project

Arrange a meeting to gather requirements before

making any project plans. This will ensure efficiency

and reduce the change of mistakes

Setting an agenda and sending it to the sponsor before the

meeting, ensured time was used efficiently, all questions we

wanted answered were answered and we did not waste the

sponsor’s time.

Setting an agenda will aid future project meetings so

time is not wasted, meetings have purpose, and

everyone can come prepared.

Sankalpa and Ricky learned the fundamentals of

storyboarding.

Having a direction of how the videotaping shots

should be set up and the order of the shots added to

the efficiency of videotaping on the scheduled

Saturday.

The team learned hands on experience on varied

skills, resulting in smooth execution of the project.

Establishing a central repository for team documents

ensured project success because the team knew where to

find vital information without wasting time. Our team used

Google drive for all project documents.

Since the majority of people have cell phones,

laptops or home computers with access to the

internet, future projects will improve greatly because

of the instant access to information and team

communication through the use of this social media

sites. The use of Google drive provided push pull

information whenever required. Eliminated the need

for a lot of emails.

Establishing a Facebook account for the project team

helped the team communicate quickly and efficiently. This

reduced the chances of sending team emails and accidently

forgetting to add all team members on the email thread.

Since the majority of people have cell phones,

laptops or home computers with access to Facebook,

future projects will improve greatly because of the

instant access to information and team

communication through the use of this social media

site.

Figure 5-6. Lessons Learned Table.

31

5.3 Project Presentation

The following are the slides of the PowerPoint presentation that was given on December 1, 2014,

for the end of the MGMT 8410, Capstone 2 course at Conestoga College.

32

5.5 Meeting Minutes

The following are the collected meeting minutes that were taken from September 15, 2014, to

November 24, 2014. Tables and charts will not be logged in the appendix, in order to reduce

redundancies.

33

Project Name: Unknown Date: September 15, 2014

Purpose/Name of Meeting: Project Discovery Process

Team Members Present: Andre, Lauren, Ricky, Sankalpa, and Sheila

Minute Taker: Andre

Agenda Items

List the items to discuss with the

estimated time required

Discussion Summary

Record only a summary of your discussions or decisions.

Do not record all discussion.

Decide on what upload service team will use

to store documents.

Team chose to use Google Drive.

Team to decide on how to choose a project. Team will base decision on feedback, interest, and capability

within the course time frame.

Team to decide who will be the minute taker

for the project.

Team decided that the minute taker role will rotate each

week and will be decided at the beginning of each meeting.

Project Charter Format. Team discussed if there should be a predefined template for

this and other documents or if we should create/find our

own.

Project Binder Format. Team discussed what the final binder should consist of.

Team will use Capstone 1 binder as an example.

Project Document Submissions Schedule. Team to find out when documentation is due and necessary.

Instructor gave insight and schedule during class.

Action Items

Description of Action Item Assigned To: Date required:

Create Google Drive account. Andre September 15

Create Gmail account. Lauren September 16

Have a meeting with a representative from the Library. Team September 16

Have a meeting with Folio Instruments Inc. Team September 17

Create e-mail template for securing sponsor. Sheila September 17

Finalize sponsor and project. Team September 17

34

Project Name: Folio Date: September 22, 2014

Purpose/Name of Meeting: Project Initiation


Minute Taker: Ricky

Agenda Items



Discussion Summary



Review of previous action items:

1. Create Google Drive account.

2. Lauren to create Gmail account.

3. Have a meeting with a

representative from the Library.

4. Have a meeting with Folio

Instruments Inc.

5. Create e-mail template for securing

sponsor.

6. Finalize sponsor and project.

1. Andre created this account.

2. Lauren resolved the issue. She did not need to create

a new account.

3. Team met with library sponsor to discuss a potential

project.

4. Team met with Gord Howes, of Folio Instrument

Inc., to discuss potential projects.

5. Sheila finalized the template and uploaded it to

Google Drive.

6. Team decided to do the project with Folio

Instruments Inc.

Create Project Charter. Team will work on this in today’s class.

Team to decide on project name. Team decided to call the project “Folio”.

Set up meeting with sponsor. Team set up a meeting with the sponsor to gather

requirements.

Action Items


Prepare draft-meeting agenda with Gord. Team September 22

E-mail sponsor team’s contact details and set up meeting. Sheila September 22

Come up with video examples to present to Gord. Team September 26

35

Project Name: Folio Date: September 29, 2014

Purpose/Name of Meeting: Project Initiation


Minute Taker: Ricky

Agenda Items



Discussion Summary




7. Prepare draft-meeting agenda with

Gord.

8. E-mail sponsor team’s contact

details and set up meeting time.

9. Come up with video examples to

present to Gord.

1. Sheila prepared this and sent it to the team and to

Gord.

2. Sheila e-mailed Gord the relevant information.

3. Team came up with video examples during the week.

Create Roles and Responsibilities. Team will work on this in today’s class.

Create Stakeholder Analysis. Team will work on this in today’s class.

Action Items


Go through the meeting agenda and assign responsibilities

each team member.

Team September 29

Have meeting with Gord.

Team September 30

36

Project Name: Folio Date: Monday, October 6, 2014

Purpose/Name of Meeting: Scope and WBS Planning

Team Members Present: Andre, Lauren, Ricky, Sankalpa, Sheila

Minute Taker: Lauren

Agenda Items



Discussion Summary




1. Go through the meeting agenda and

assign responsibilities to the team

members.

2. Have meeting with Gord.

1. Agenda was prepared and distributed prior to the meeting.

Agenda topics were assigned to the team.

2. Team meeting held at Folio Inc. All were in attendance

except for Ricky.

Define team roles and responsibilities at a

deeper level.

Divide work and assign work packages.

Create WBS. Team will use the sticky note method.

Create Scope Statement. Team will create scope statement in today’s class.

Action Items


Draft templates for social media sites.

Andre Oct 14

Team will teach and explain Folio employees how to

access and use Facebook and LinkedIn upon completion

of objectives.

Team Nov 18

Team will keep the project sponsor informed on all

aspects of the project through regular status updates.

Team will cc: Gord on all communications to Folio

employees.

Team December 1

Team to update stakeholder register document.

Sankalpa Oct 6

Andre to investigate if PowerPoint can export to video.

Andre Nov 1

Team to look at the camera place in Waterloo and see if Ricky, Sheila Oct 17

37

they rent documentary quality equipment.

Follow up with Neil to investigate a place in Toronto

Queen St near the Opera House for video equipment

rental.

Ricky, Sheila Oct 17

Gord to supply password for us to access the LinkedIn site

for any revisions.

Sankalpa Nov 1

Follow up with Neil to provide us with links to Folio

suppliers so we can incorporate this into their social media

sites.

Andre Oct 17

Collect photos that Neil will send to the project team that

are currently used on the Folio website.

Andre Oct 17

Team to send Line an e-mail introducing ourselves and

explain the training that we will be conducting.

Sankalpa Oct 10

Team to find out about Light Works for video editing.

Andre to find out about other video editing software, such

as Adobe Premiere, Final Cut Pro and GIMP.

Andre Oct 17

Product knowledge and scripting for videos. Lauren, Sheila Nov 1

38


Purpose/Name of Meeting: Activity List and Schedule


Minute Taker: Sankalpa

Agenda Items



Discussion Summary




1. Team to update stakeholder register

document.

2. Andre to investigate if PowerPoint

can export to video.

3. Team to find out about Light Works

for video editing.

4. Team to look at the camera place in

Waterloo and see if they rent

documentary quality equipment.

5. Team to send Line an e-mail

introducing ourselves and explain

the training that we will be

conducting.

1. Sankalpa updated the stakeholder register with necessary

details.

2. Andre found out that PowerPoint could be converted

through Windows Movie Maker and then exported to Light

Works.

3. The team will use a combination of Light Works, GIMP

and Windows Movie Maker for editing videos.

4.Ricky and Sheila will do further investigation before the

team finalizes the vendor.

5. Sankalpa emailed Line Bergeron providing a brief

introduction about the team. Kept Gord in Cc.

Team reviewed the action items and updated

the dates.

Few action items from the previous week need some more

time to be resolved. The dates were updated for the same.

Create Activity List The team will be working on the activity list and list detailed

activities of each work package.

Create Schedule Team will be working on the Project Schedule.

Action Items


Team to look at the camera place in Waterloo and see if

they rent documentary quality equipment.

Ricky, Sheila Oct 24

Follow up with Neil to investigate a place in Toronto Ricky, Sheila Oct 24

39


rental.

Follow up with Neil to provide us with links to Folio

suppliers so we can incorporate this into their social media

sites.

Andre Oct 24

Collect photos that Neil will send to the project team that

are currently used on the Folio website.

Andre Oct 24


Andre Oct 25

Story Board template Sankalpa, Ricky and

Andre

Oct 31

Product knowledge and scripting for videos. Lauren, Sheila Nov 1

Gord to provide password for us to access the LinkedIn

site for any revisions.

Sankalpa Nov 1

Team will train Folio employees how to access and use

Facebook and LinkedIn upon completion of objectives.

Team Nov 18




employees.

Team December 1

40


Purpose/Name of Meeting: Cost Baseline and Risk Register



Agenda Items



Discussion Summary




1. Team to look at the camera place in

Waterloo and see if they rent

documentary quality equipment.

2. Follow up with Neil to provide us

with links to Folio suppliers so we

can incorporate this into their social

media sites.

3. Collect photos that Neil will send to

the project team that are currently

used on the Folio website.

1. Ricky looked into it and found daily and weekly

rental rates.

2. Andre received links from Neil and uploaded them

to Google Drive.

3. Andre received photos and added them to the

supplier list on Google Drive.

Create Cost Baseline The team will be working on the Cost Baseline.

Create Risk Register Team will be working on the Risk Register.

Action Items


Follow up with Neil to investigate a place in Toronto


rental.

Ricky, Sheila November 4


Andre October 31

Story Board template. Sankalpa, Ricky,

Andre

November 7

Product knowledge and scripting for videos. Lauren, Sheila November 4

Gord to provide password for us to access the LinkedIn


Sankalpa November 4

41




employees.

Team December 1



Team November 18

Have a meeting with Gord and Neil to approve and edit

the scripts and camera options.

Team November 4

Hold a meeting to review and edit each other’s scripts. Team October 29

Investigate audio editor. Andre November 3

42

Project Name: Folio Date: November 3, 2014

Purpose/Name of Meeting: Project Discovery Process


Minuter Taker: Andre

Agenda Items



Discussion Summary




1. Follow up with Neil to

investigate a place in Toronto

Queen St near the Opera House

for video equipment rental.

2. Draft templates for social media

sites.

3. Story Board template.

4. Product knowledge and scripting

for videos.

5. Investigate audio editor.

1. Due to schedule constraints, will be pushed

back after the Nov 7 meeting.

2. Document done last week by Andre. Examples

document was posted to Google Drive.

3. Was completed by assigned members,

templates are up on Google Drive.

4. Information was utilized for script drafts to be

approved by Folio SME. Further iterative

processes will be utilized as feedback is given.

5. Andre has looked at the market options, settled

on Audacity as audio software.

Create Progress Reports Team will be working on this today after meeting minutes.

Presentation Preparation Andre will be doing the progress status report presentation.

Script Editing Though some work has been done before, team will work on

this as a group.

Update Schedule Team will be working on this today after progress reports.

Action Items


Sponsor Meeting on Nov 7 Team November 7

Storyboard Drafts Team November 10

Equipment Rental Sheila, Ricky November 10

Gord to provide password for us to access the LinkedIn Team November 10

43


Have a meeting with Gord and Neil to approve and edit

the scripts and camera options.

Team November 7



Team November 17




employees.

Team December 1

Do Lights Works Tutorial Ricky, Andre November 10

Investigate using Conestoga College resources for voice

over recordings

Sheila November 10

44


Purpose/Name of Meeting: Update Schedule and Progress Report


Minute Taker: Sheila

Agenda Items



Discussion Summary




6. Sponsor Meeting on Nov 7

7. Equipment Rental

8. Gord to provide password for us

to access the LinkedIn site for

any revisions.

9. Have a meeting with Gord and

Neil to approve and edit the

scripts and camera options.

10. Team will train Folio employees

how to access and use Facebook

and LinkedIn upon completion of

objectives.

11. Do Lights Works Tutorial

12. Investigate using Conestoga

College resources for voice over

recordings

6. Meeting with Folio was on Nov. 7 and Andre,

Sankalpa and Ricky were able to attend.

7. During the Folio Nov. 7 meeting it was decided

that Folio will take care of equipment rentals,

reservation of equipment, tripod, lights and

equipment pick up with Henry’s Camera in

Waterloo.

8. Gord provided Sankalpa the passwords for

social media sites.

9. The scripts were reviewed at the Nov 7 with

Folio and Neil made revisions. Neil will send

the revised scripts back to the project team.

10. Folio decided that the project team will send a

soft copy to Gord and no will have one-on-one

training.

11. Andre completed Light Works Tutorial

12. Sheila contacted the Media Dept. at Conestoga

and was referred to contact the Radio Dept. to

assist with voice over recordings.


Presentation Preparation Ricky will be doing the project status report class

presentation.

Nov. 7 Folio meeting Andre reviewed the outcomes of the Folio meeting

with the team because Sheila and Lauren were

unable to attend.

Gord decided that he wants the girls to do the

45

voice-overs and be in the videos.

It was decided that Folio would take care of all

equipment rentals since it involves money and

credit card information.

Folio reviewed the scripts and made minor

adjustments. Neil will return the scripts to the

project team by Tuesday Nov. 11.

Folio decided they want the video voiceovers

completed at the same time. Sheila will continue to

investigate options with contacts at Conestoga

College.

Folio decided, we need to fast track the schedule

and we will start videotaping the products on

Saturday Nov. 15 at 9am so there is time for

editing.

Folio decreased the scope of the project and now

the project team will only do 3 product videos

instead of 5.


Action Items


Voiceover scripts

Waiting on SME - Neil to return video scripts

Andrea/Sheila November 11

Sequence Story Board Pictures

-Once scripts are returned, this action item can be

started

Andre, Sankalpa,

Ricky

November 14

Video tape 3 videos with Folio team on Saturday Nov.

15

Team November 15

Create Facebook and LinkedIn accounts Sankalpa November 13

Facebook and LinkedIn review social media sites with

Folio

Sankalpa November 15




employees.

Team December 1

Sheila to follow up with Radio Dept. contact about

helping us with voice over recordings

Sheila November 13

46


Purpose/Name of Meeting: Update Schedule and Progress Report



Agenda Items



Discussion Summary

Record only a summary of your discussions or

decisions. Do not record all discussion.


1. Voiceover scripts

2. Sequence Story Board Pictures

3. Video tape 3 videos with Folio

team on Saturday Nov. 15

4. Create LinkedIn Account

5. Facebook and LinkedIn review

social media sites with Folio

6. Sheila to follow up with Radio

Dept. contact about helping us

with voice over recordings

13. SME (Neil) returned edited scripts.

14. Storyboards were completed for filming day,

November 15.

15. Videos and voiceovers were filmed.

16. Sankalpa updated the Folio LinkedIn page.

17. Sankalpa spoke with sponsor (Gord) about the

format of the pages.

18. Radio Dept. did not get back to Sheila in time

and the issue was resolved by filming the

voiceovers on filming day ourselves.


Presentation Preparation Ricky will be doing the project status report class

presentation.

Update wording on scripts and upload to

Google Drive

Sheila will update and upload the scripts.


Action Items


Create Facebook account. Sankalpa November 20

Scan storyboards and upload to Google Drive. Sheila November 21

47




employees.

Team December 1

48


Purpose/Name of Meeting: Update Schedule, Progress Report, and Lessons Learned Report



Agenda Items



Discussion Summary

Record only a summary of your discussions or

decisions. Do not record all discussion.


1. Create Facebook account.

2. Scan storyboards and upload to

Google Drive.

1. Sankalpa created the account.

2. Sheila uploaded the storyboards to Google Drive.


Presentation Preparation Sankalpa will be doing the project status report class

presentation.

Create Lessons Learned Report Team will work on the first draft of this document today.


Action Items


Update Facebook account. Sankalpa November 27

Create YouTube account. Lauren November 28

Finish video edits. Andre, Ricky December 1

Compile Folio training binder. Sankalpa December 1

Edit project documents and compile final project binder. Team December 1

Create final presentation PowerPoint. Team December 1




employees.

Team December 1

49

5.5 Work Samples

The following includes various work package-related documents that were utilized during the

project, including scripts, storyboards, sponsor meeting agendas, and rental information. This is

not a complete list, as there may be duplicates used or non-essential, supporting documents.

50

Thickness Gage Script – Revised November 10 by Neil

Welcome to Folio Instruments product video.

C1: The Thickness Gage is a tool that can be used for various substances in a wide variety of settings. Its dual measurement technology measures non-conductive coatings over non-ferrous substrates such as aluminum and non-magnetic coatings over ferrous substrates such as steel. The gage will automatically detect the substrate and use the appropriate measuring method. (Demonstration of where it measures from and how to use it). C2: It has two measurement ranges; a magnetic range of 0-80 mils and an Eddy Current range of 0-40 mils. The gage is capable of displaying measured results in mils or microns by utilizing a sequence of button presses explained in the quick start guide. C3: The gage is an easy to use hand-held tool that only weighs 2.5 ounces and requires two triple A batteries to operate. (Demonstration of ease of use and battery location). C4: To use, press blue button to turn on gage. When display of gage shows (---) you are ready to take your measurement. Place gage onto substrate to measure. The screen will provide a reading of the sample’s thickness. “) (Demonstration of sample and blue button). C5: The gage comes with a quick start guide, certified shim and base steel used for verifying instrument functionality, operating manual, and a mobile case. (Show what it comes with and someone clipping it onto their belt). - C6: You can visit the website for more information and pricing on the Folio Thickness Gage at www.folio.com. Don't forget to LIKE us on Facebook and subscribe to our YouTube channel for more Folio informational videos! (Have Facebook URL and YouTube URL on screen)

http://www.folio.com/

51

Henry's Waterloo

573 King St. North

Waterloo, Ontario

N2L 5Z7 Phone: (519) 884-4035

Email: [email protected] [email protected]

Link to Henry’s Equipment Rental landing page for rental documents:

http://www.henrys.com/rentals.aspx#rentals-header-image

Product:

SONY HDR-CX700V 96GB FLASH CAMCORDER

o $60/Day - $90 on weekend and if we go for a week its $180.

Rental Details:

There is a Rental Request form that needs to be filled on and submitted online

o We have to know our Pickup and Return dates for the rental form

Rentals are available at 3pm on the day of the reservation

A Pre-Authorization form needs to be filled out online and printed

o This form is required to pick up the rented equipment

o The credit card number supplied on the Pre-Authorization form will/may be

charged a HOLD fee

o Once goods are returned and inspected the HOLD fee will be removed from the

credit card

o Charges for rentals, late fee, loss and/or damage will be charged to the credit card

number supplied

A driver’s licence is required for equipment pick up

There is a 20% Student Discount Program off rentals any time

Reservation hours are:

o Mon-Wed 8:30 – 6pm

o Thurs.-Fri 8:30 – 8pm

o Sat 10 – 5

o Sun 12 - 5

Other rental considerations:

o 10X16’ Black Muslin Background can be rented for $25/day or $37.50/week

o Tripod?

YouTube video link on the camcorder:

https://www.youtube.com/watch?v=TAho0u38T0k

mailto:[email protected]

mailto:[email protected]

52

Project Folio Meeting Agenda September 30, 2014

Team Members Sheila, Ricky, Lauren, Andre, Sankalpa

Time Item Owner

5 min What is Project Management and our plan for this project

PMBOK framework

Review previous project binder

Sheila/Andre

5min Project Charter

Distribute and read

Andre

5min Stakeholders

Are all stakeholders identified and involved?

Shelia

10 min Video Requirements

Format

o Words on a screen

o Voice recording

o Script-low music or both

o Length of video o Active or passive

o Instructional-How to Use?

o Informative-this is how it’s used?

Resources

o Video equipment

o People and availability

Andre

10 min YouTube Channel

What is required to set this up?

Sankalpa

10 min Facebook and LinkedIn

Priority

Sankalpa

10 min Facebook Requirements

Discuss information required from Folio to establish

Sankalpa

10 min LinkedIn Requirements

Discuss information required from Folio to establish

Sankalpa

10 min Social Media Training Requirements

What is the level of training material required?

Andre

10 min Questions from sponsor [Name]

10 min Topic [Name]

10 min Topic [Name]

53

1:45 pm Adjournment [Name]

Project Folio Meeting

Date: September 30th, 2014 12:30-1:45pm

Present: Gord, Neil, Sheila, Andre, Lauren, and Sankalpa

Absent: Ricky

Next Meeting: Will be arranged once planning documents are complete

Agenda Topic Discussion Outcomes Action Items and Outcomes

What is Project

Management?

Andre walked through last semester’s

Project Binder and explained Project

Management framework

Sheila walked through the Project Life

Cycle and where we currently are in the

planning and organizing stage

Project Charter

Lauren walked through the Project Charter

and read the objectives

Folio is in agreement with the goals and

objectives

Communication Plan was discussed and the

following was decided

● Conestoga College project

team will teach and explain

Folio employees how to

access and use Facebook

and LinkedIn upon

completion of objectives


team will keep the project

sponsor informed on all

aspects of the project

through regular status

updates


team will cc: Gord on all

communications to Folio

employees

Are all stakeholders

identified?

Add Lynn Bergeron and her contact

information is on the Folio website. Lynn is

in Montreal and is Folio’s Marketing

assistant


team to update stakeholder

register document

Video requirements

Text on screen and voice over. Folio doesn’t

want it too wordy. Neil has some ideas and

techniques for recording and can help us

out.


team to investigate if

PowerPoint can export to

video? Andre to talk to a

54

Neil can sit with the project team and go

through instrument demo’s and information

session’s scripts and video editing.

The requirement is to see the product

running and is a demonstration of the

product in use. This will be an active voice

video. Neil showed us an example of a

supplier YouTube video – Konica Minolta -

as a reference to what Folio is expecting.

Neil didn’t like the zoom in and zoom out

and asked us to consider this when doing

the Folio video.

Planning could include storyboarding with

Neil.

Script - Don’t use excel! Use TV or movie

scripts as an example. Folio wants the video

to show ease of use of the equipment and

more of a chat.

Suggestion – do a separate recording of

narration for the person who will be talking.

Folio has used a professional DJ for voice-

overs.

Length of video: 1 or 2 minutes. No need to

be lengthy

Close with – more information contact Folio

and give website

Equipment – may have to rent a camera

unless Folio wants to use their current

camera. There is a place in Toronto that rent

high quality equipment $70/camera for a

day. Preferably rent a documentary quality

camera (Cannon or Excel 2) and do not rent

Broadcast quality because this would be too

costly. Rental equipment comes with quality

microphones. Neil has all the microphones

in house.

couple of people he knows

regarding video editing


team to look at the camera

place in Waterloo and see

if they rent Documentary

quality equipment.

● Neil to investigate a place

in Toronto Queen St near

the Opera House for video

equipment rental

55

YouTube channel

Folio doesn’t have anything currently set up

so we will start from the bottom up

Use Folio greyish blue colour scheme and

logo to keep things nice and simple. Keep

the look similar to the Folio website to keep

it consistent.

Banner/Logo – Andre presented examples

and explained the advantage of consistency

from a consumer advantage so they know

the product is from Folio. Provide a link to

Folio’s main webpage (hard link) from the

YouTube channel; below the video.

Do not put too much text on screen so

consumers don’t feel lost in a sea of words.


team to provide two or

three variations of

YouTube.

Facebook and

LinkedIn priority?

Facebook is the priority over LinkedIn

There is a LinkedIn page already set up

Andre presented the Dutchie FB site as an

example

After a team discussion it was decided to

turn comments off and the site’s purpose is

more for promotion of the Folio product

line

Folio wants their Facebook to match the

look and feel to the YouTube channel

● Gord to supply password

for us to access the

LinkedIn site for any

revisions.

● Neil to provide us with

links to Folio suppliers so

we can incorporate this

into their social media

sites.

● Folio has a seminar

coming up soon and

pictures from this event

could be used to post on

the Folio site.

● Neil will send the project

team some pictures that are

currently used on the Folio

website

Social Media Training

Requirements

Social media training will be provided by

the Conestoga College project team to Folio

employee –Lynn

We will show Lynn how to maintain the site

and provide a guideline document, Social

Media binder, What to Do and What Not to

● Sankalpa to send Lynn an

email introducing the team

and explain the training.

56

Do type material

Questions

Q: Will we set up a project timeline?

A: Yes. The schedule is part of our planning

process and it will include major milestones

Q: What video editing software is available?

A: Light Works and its free open source.

Q: Do we have access to Adobe Premiere at

school? Final Cut Pro? GIMP graphics

editor open source photo edit program.

A: to be investigated

Q: What is the best day to do the

videotaping?

A: Thursday’s looks like the best day to do

this. Aim for Nov 6.

Q: Can we have a list of products to

showcase?

A: Gord will email it to us.

Neil has some PDF’s on the gloss meters

and an overview of what the product is.

This will help us with storyboarding and

scripting

Andre discussed the possibility of doing a

high level video of Folio, guarantees of

product, what they do, what services they

provide.

● Gord to email us a list of

products to showcase


team to find out about

Light Works for video

editing


team to find out about

other video editing

software. Such as Adobe

Premiere, Final Cut Pro

and GIMP


team to find out if

PowerPoint can be

exported to video. The

high level information

could then be added to the

Folio FB page.