Team Meeting Notes

Date: 12-Jan-2018
Time: 4:00 PM (face-to-face @Thompson Library)
Members Present: Michael Debevec, Enoch Fu, Zhuolun Liu, Ryan Shaffer
Objective:
Today’s focus was for teammates to get better acquainted with each other and to lay out a plan for effective communication and teamwork. 
Previous Meetings Tasks:
Not applicable for Week 1
Topics Discussed: 
  • All team members’ background in engineering and in programming.
Decisions:
  • Make a u.osu.edu website (ALL) 
  • Write down division MCR (EF)
To-Do/Action Items:
  • Create division and company website on u.osu.edu (ALL)
Reflection:
  • The team decided that Friday at 4:00 PM is a good time for everyone to meet.
Date: 23-Jan-2018
Time: 5:10 PM (face-to-face @Thompson Library)
Members Present: Michael Debevec, Enoch Fu, Zhuolun Liu, Ryan Shaffer
Objective:
Today’s focus was to address the necessary preliminary R&D work for pR&D 3&4 and to divide up the upcoming progress report and website update.
Previous Meetings Tasks:
  • Website Update 1 (COMPLETED)
Topics Discussed:
  • Individual AEV ideas and orthographic drawings for upcoming lab
  • Creating a BuckeyeBox for file sharing
  • Upcoming progress report and website update and how to divide work
Decisions:
  • Enoch will work primarily on the Progress Reports
  • Michael and Ryan will work on updating website
  • BuckeyeBox will be created for file sharing
    • All codes and pictures will be shared on BuckeyeBox to facilitate website updates
To-Do/Action Items:
  • Begin working on Website Update 2 (MD, RS)
    • Update and comment codes used during pR&D
      • Upload Arduino code for scenario 1
        • Share Arduino code in Box (EF)
      • Upload Reflectance Sensor Code for scenario 2
    • Upload picture of reflectance sensor setup
    • Create Glossary of Arduino Function Calls
    • Describe function of reflectance sensor and its importance in completing MCR
  • Prepare for Progress Report 1 (EF)
    • Answer all questions in pR&D 1&2 in clear concise manner and adhere to the technical communication guide
  • Individual AEV drawings for pR&D 3&4 (ALL)
Reflection:
  • The team realized file-sharing via BuckeyeBox can help finish group work like progress report and website updates faster
  • The group should schedule a room so the process of looking for a table is shorter
    • Both Tuesdays and Fridays work for the group
Date: 1/26/18
Time: 4:10 PM (@ Thompson face – to – face)
Members Present: Michael Debevec, Enoch Fu, Zhuolun Liu, Ryan Shaffer
Objective:
Today’s focus was to address website update 2, inspect the first team AEV concept, and plan for upcoming assignments and work.
Previous Meetings Tasks:
  • Website update 2 (IN PROGRESS)
  • Progress Report 1 (IN PROGRESS)
  • Individual AEV Drawings (COMPLETED)
Topics Discussed
  • Finishing Website Update 2, and uploading team member pictures
  • Team AEV final concept and its orthographic drawing
  • Progress Report 1
Decisions:
  • The team will wait until all the runs for the pR&D 4 are complete to upload and explain all data and plots.
To – Do/Action Items:
  • Finish Website Update 2 (MD, RS, ZL
    • Update and comment codes used during pR&D (1, 2, and part of 4)
      • Upload Arduino code for pR&D 4 (EF)
    • Upload picture of reflectance sensor setup
    • Describe function of reflectance sensor and its importance in completing MCR
    • Address Website Deliverables in pR&D 3&4
      • Upload all individual concept sketches and the team concept sketch
      • Include  explanations  behind  sketches.  Explain  why  that  idea  would  be useful in completing the scenario.
      • Upload Energy vs. Time and Energy vs. Distance plots (not finished with lab trials yet) and associated code (EF)
        • Explain  the  plots  by  describing  what  the  AEV  is  doing  for  each section of the plot.
  • Prepare for Progress Report 1 (EF)
    • Finish answering all questions from pR&D, address weekly situations and include appropriate appendices attachments.
Reflection:
  • Each team member should prep for lab better (code should be somewhat written) and better utilize lab time to get through preliminary lab on time.
Date: 02/06/18
Time: 4:15 PM (face-to-face @Thompson)
Members Present: Enoch Fu, Zhuolun Liu, Ryan Shaffer
Objective:
Today’s focus was to divide up work for progress report 1 and discuss Advanced R&D topics that
the group is interested in.
Previous Meetings Tasks
  • Website Update 2 (PARTIALLY COMPLETED)
  • Progress Report 1 (IN PROGRESS)
Topics Discussed
  • Allocating work for progress report
  • Updating Website Update 2 with now-finished pR&D 4 dat
  • Advanced R&D topics to study
  • Upcoming week schedule
Decisions
  • The  advanced  R&D  topics  the  group  will  study  are  Servo  Function,  Battery  Testing, Energy Analysis.
To-Do/Action Items
  • Complete Website Update 2 Fully (RS, MD)
    • Upload figures from pR&D lab 4
    • Upload concept screening and scoring matrices
    • Explain all uploaded figures and tables
    • Answer all corresponding website deliverables on pR&D lab 4 & 5
  • Finish Progress Report 1 (ALL)
    • Backward Looking summary (EF, RS)
      • Address what, why, and how of recently completed objectives
      • Display results in concise,informative manner
      • Support claims with results
      • Establish clear takeaways from labs 1-4
    • Forward Looking Summary (ZL, EF)
      • Address what, why, and how future objectives will be completed
      • Establish clear team goals and explain objectives
    • Comprehensive Schedule (ZL, EF)
      • Create schedule with tasks, members, materials, and time
    • Appendices (RS, MD)
      • Insert team meeting minutes and Arduino code (similar to website)
Reflection:
  • Progress reports should be updated weekly so they aren’t massive reports that need to be written the week the progress report is due.

Date: 2/14/18

Time: 5:00 PM (@ Thompson)

Members Present: Michael Debevec, Enoch Fu, Zhuolun Liu, Ryan Shaffer

Objective:

Today’s focus was to decide on the grant proposal presentation scenario and the committee meeting.

Previous Meetings Tasks:

–        Full Website Update 2 (COMPLETED)

–        Progress Report (COMPLETED)

Topics Discussed:

–        Grant Proposal and underlying necessities

–        Committee meeting (divisions) and presentation

–        Updating website to reflect on first Advanced R&D Lab

–        Starting up on Progress Report 2

Decisions:

–        The custom part for the grant proposal will be a braking component that attaches to the servo.

–        Enoch will be a representative for Human Resources at Committee Meeting 1

–        Michael and Zhuolun will be representatives for R&D at CM1.

–        Ryan will be a representative for Public Relations at CM1.

To-Do/Action Items:

  • Finish the Grant Proposal (ALL)
    • Build SolidWorks part (MD)
    • Create concise presentation
    • Practice delivery, timing, and professionalism
  • Prepare for Committee Meeting 1 (ALL)
    • Human Resources
      • Obtain hard copies of Team Minutes, Schedule, and Team Working Agreements
    • R&D
      • Obtain hard copies of Team Minutes and Progress Report 1.
    • Public Relations
      • Prepare to discuss website 1 & 2, and also bring laptop for showing website 1 and 2.
  • Reflection:
  • –        The team should look further ahead at future labs or meetings to better plan out schedule.

Date: 2/20/18

Time: 4:00 PM

Members Present: Michael Debevec, Enoch Fu, Ryan Shaffer (Zhuolun dropped)

Objective:

Today’s focus was to discuss the testing to be done with the servo and custom braking part for the second advanced R&D lab.

Previous Meetings Tasks:

–        Grant Proposal (COMPLETED)

–        Prepare for Committee Meeting 1 (COMPLETED)

Topics Discussed:

–        Dropping of course by Zhuolun Liu

–        Approach for advanced R&D Lab 2 with Servo function

–        Laser-cut braking part

–        Delegating work for website update 3 and progress report 2

Decisions:

–        For servo lab, the energy consumption and braking distance of power braking vs. coasting vs. servo will be tested.

–        The team will split up Zhuolun’s previous roles.

To-Do/Action Items:

  • Website Update 3 (MD, RS)
    • Update Zhuolun’s dropping of course and exit from team
    • Update with plots from advanced R&D 1 and 2.
    • Update with explanation of plots and lab questions.
  • Prepare for R&D Oral Presentation (ALL)
  • Prepare for Progress Report 2 (ALL)
    • Provide backwards review of advanced R&D
    • Upload appendices, images, and plots.
    • Provide schedule and forward-looking review

Reflection:

–        The team prepared well to adjust for the potential drop by Zhuolun.

–        Communicating with less-talkative team members should increase to prevent another surprise drop.

Date: 2/27/18 

Time: 4:00 PM 

Members Present: Michael Debevec, Enoch Fu, Ryan Shaffer 

Objective: 

Today’s focus was to organize the data, observations, and notes from lab for oral presentation and fix the laser-cut servo-breaking part. 

Previous Meetings Tasks: 

  • Website Update 3 (PARTIALLY COMPLETED) 
  • Prepare for oral presentation (PARTIAL) 
  • Progress Report 2 (PARTIAL) 

Topics Discussed: 

  • Delegating sections for Oral Presentation  
  • Website Update 3 Questions 
  • New Servo Brake component 
  • Progress Report 2 work 

Decisions: 

  • Michael will speak on servo testing and the servo part redesign 
  • Ryan will speak on battery testing and corresponding implications 
  • Enoch will speak on overview of Advanced R&D and code used/background for the results. 
  • The team will switch the servo brake laser cut part to a new mount that holds the servo over the caboose to create contact directly with the wheel upon breaking (instead of with the railing). 
  • Enoch will finish the backwards and forward-looking summary and schedule for PR2; Michael and Ryan will work on appendices and figures. 

To-Do/Action Items: 

  • Finish website update 3 (MD, RS) 
  • Address all advanced R&D lab questions and explain all figures. 
  • Update other pages like team meeting minutes, schedule, etc. 
  • Create slides for oral presentation (ALL) 
  • Finish Progress Report 2 (ALL) 
  • Backwards-looking summary over advanced R&D (EF) 
  • Forwards-looking summary over next few weeks (EF) 

Reflection: 

  • The new servo braking component, while not as aesthetically-pleasing, is more likely to help the team in the performance tests. 

Date: 3/06/18
Time: 4:00 PM @ Thompson
Members Present: Michael Debevec, Enoch Fu, Ryan Shaffer

Objective:
Today’s focus was to divide up work to finish the progress report and plan out the performance testing.
Previous Meetings Tasks:

  • Website update 3 (Finished)
  •  Oral Presentation (Finished)
  • Progress Report 2 (Partial)

Topics Discussed:

  • Finishing Progress Report 1
  • Performance Testing 1 Plan / potential servo brake conflict
  • CDR Draft
  • Design Concept Comparison

Decisions:

  • Enoch will work on backwards and forwards looking summary
  • Michael and Ryan will add to appendices
  • The team will perfect our AEV in performance testing 1 and then assist other groups in the company.

To-Do/Action Items:

  • Finish Progress Report 2 (ALL)
    • Backwards Summary (EF)
    • Forwards Looking (EF)
    • Appendices (MD, RS)
  • Start on CDR Draft (ALL)
    • Finish Executive Summary and part of appendices
  • Design Concept Comparison (ALL)

Reflection:

  • The team’s design and code is adequate for performance testing 1 requirements, so team will work on completing the necessary documentation and get a head start on performance testing 2.
  • The team will try to reach out to other groups in the company to check on their progress.

Date: 3/20/18
Time: 4:15 PM @Thompson
Members Present: Michael Debevec, Enoch Fu, Ryan Shaffer

Objective:

  • Today’s focus was to divide up work for the critical design review.

Previous Meetings Tasks:

  • Progress Report 2 (Finished)
  • CDR draft (partial)

Topics Discussed:

  • CDR Draft
  • Committee Meeting 2
  • Performance Testing 2
  • Success of other divisions in company in Performance Testing 1

Decisions:

  • Enoch will do executive summary; Michael and Ryan will work on Results & Conclusions
  • Enoch will provide schedule for appendices and Michael will upload AEV Solidworks assembly and final cost
  • The team will try to improve speed and energy usage of AEV in rest of PT1.

To-Do/Action Items:

  • Finish CDR Draft (ALL)
    • Executive Summary (EF)
    • Results (MD, RS)
    • Conclusions & Recommendations (MD, RS)
    • Appendices
      • Complete Schedule (EF)
      • SolidWorks drawings of AEV designs (MD)
      • Bill of Materials and other estimates (MD)

Reflection:

  • The team should reserve a room for meeting to waste less time looking for a meeting spot.

 

Date: 3/27/18
Time: 4:00 PM @Thompson
Members Present: Michael Debevec, Enoch Fu, Ryan Shaffer

Objective:

  • Today’s focus was to resolve consistency issues in AEV and to prep for committee meeting 2.

Previous Meetings Tasks:

  • CDR Draft (Finished)

Topics Discussed:

  • Resolving motor or potential Arduino problems
  • Possible design change to increase aerodynamics
  • Committee Meeting 2
  • Plan for rest of performance tests
  • Progress Report 3
  • Final Oral Presentation Draft

Decisions:

  • The team will attempt to cope with the inconsistent/broken motor or Arduino until issue is so apparent TAs can easily notice.
  • Same roles as Committee Meeting 1

To-Do/Action Items:

  • Progress Report 3 (ALL)
    • Backwards summary (EF)
    • Forward Looking Summary (EF, RS)
    • Appendices (MD, RS)
  • Final Oral Presentation (ALL)

Reflection:

  • The team needs to be more ready for potential motor or Arduino problems to present to TAs earlier for potential problem resolution.

Date: 4/3/18
Time: 5:15 PM @Thompson
Members Present: Michael Debevec, Enoch Fu, Ryan Shaffer

Objective:

  • Today’s focus was to finish up the progress report and discuss the final oral presentation draft.

Previous Meetings Tasks:

  • Progress Report 3 (Partial)
  • Final Oral Presentation (Partial)

Topics Discussed:

  • Progress report section responsibilities
  •  Final Oral Presentation responsibilities
  • Final performance test and adjustments needed
  • Consistency issues with motors

Decisions:

  • The team will write about all three performance tests in progress report 3.
  • The team will continue with current design and continuously refine the code during each testing for all future tests.

To-Do/Action Items:

  • Progress Report 3 (ALL)
    • Backwards Summary (EF)
    • Forward Summary (EF)
    • Appendices (MD, RS)
  • Oral Presentation Draft (ALL)
    • Introduction & Approach to MCR (EF)
    • pR&D and aR&D (MD/RS)
    • Performance Tests (ALL)
      • Wait until final run is finished to complete performance test slides

Reflection:

  • The team should check future schedule a little bit more to be better prepared.

 

Date: 4/10/18
Time: 4:00 PM @ Thompson
Members Present: Michael Debevec, Enoch Fu, Ryan Shaffer

Objective:

  • Today’s focus was to plan out the work for the final reports due in Week 13 and Final Testing constraints.

Previous Meetings Tasks:

  • Progress Report 3 (Finished)
  • Final Oral Presentation Draft (Partial)

Topics Discussed:

  • Final Oral Presentation responsibilities
  • Final Testing Performance of AEV and fixes
  • CDR
  • Final Website Update

Decisions:

  • The team will attempt to meet final testing objectives using the current AEV design despite apparent motor and/or Arduino errors.

To-Do/Action Items:

  • Final Presentation (ALL)
    • Final Testing Results & Plot (EF)
    • Proper design evolution figures (MD)
    • Practice for presentation (ALL)
  • Final Website Update (RS)
    • Update with performance testing and final testing results
  • CDR (ALL)
    • Update executive summary, intro, and methodology (EF)
    • Results (RS)
    • Discussion (ALL)
    • Conclusions (MD)
    • Appendices (RS, MD)

Reflection:

  • The team is very frustrated with the Arduino and motor issues with the AEV but it’s a bit late to try to change design.

 

  • Date: 4/16/18
    Time: 10:20 AM in-class
    Members Present: Michael Debevec, Enoch Fu, Ryan Shaffer

Objective:

  • Today’s meeting was to divide up work to finish up all final documentation and reports

Previous Meetings Tasks:

  • Final Presentation (Partial)
  • CDR (Partial)
  • Final Website Update (Partial)

Topics Discussed:

  • Final Presentation PPT and delivery
  • Final Website Update
  • CDR

Decisions:

  • Enoch will finish CDR, Michael will finish PPT, and Ryan will finish website.

To-Do/Action Items:

  • Final Presentation PPT (MD)
    • Cut down slides (29 is too much), simplify or remove aR&D and pR&D; focus more on performance testing and final testing results
  • Final Website (RS)
    • See MCR for details
    • Update corresponding results from testing
  • CDR
    • Use comments from CDR draft to edit and add info from final testing

Reflection:

  • The AEV did not perform at the team’s expectations with respect to energy usage.
  • The team should have addressed the energy usage problem earlier.