WP 1 D 1.1 Report on Project Management System Leading Author(s): Giulia Migliorato (Insight DCU), Kieran Moran (DCU) Status -Version: Draft-Version 1.0 Contractual Date: 28 th February 2015 M1 Actual Submission Date: 28 th February 2015 Code: D1.1- Project Management System PATHway.docx 1
Disclaimer This document contains material, which is the copyright of certain PATHway contractors, and may not be reproduced or copied without permission. All PATHway consortium partners have agreed to the full publication of this document. The commercial use of any information contained in this document may require a license from the proprietor of that information. The PATHway Consortium consists of the following members: Participant no. 1 Participant Name DUBLIN CITY UNIVERSITY Short Name DCU Country Ireland 2 ETHNIKO KENTRO EREVNAS KAI TECHNOLOGIKIS ANAPTYXIS CERTH Greece 3 UNIVERSITY OF ULSTER UU UK 4 ELECTRONIC RECORD SERVICES BV ERS Netherlands 5 NUROGAMES GMBH NG Germany 6 ENGINEERING - INGEGNERIA INFORMATICA SPA ENG Italy 7 KATHOLIEKE UNIVERSITEIT LEUVEN KU Leuven Belgium 8 UNIVERSITY OF GLASGOW UGL UK The information in this document is provided as is and no guarantee or warranty is given that the information is fit for any particular purpose. The user thereof uses the information at its sole risk and liability. 2
Contributors Name Giulia Migliorato Kevin J Fraser Kieran Moran Company DCU DCU DCU Internal Reviewers Name Company Internal Approval Date Kieran Moran Insight DCU 28 th February 2015 Noel O Connor Insight DCU 28 th February 2015 3
Document Revision History Date Issue Author/Editor/Contributor Summary of main changes 19/02/2015 1.0 Giulia Migliorato Initial contents 19/02/2015 1.1 Kevin J Fraser General edits 23/02/2015 1.2 Kieran Moran General Edits 27/02/2015 1.3 Kieran Moran General Edits 28/02/2015 1.4 Kieran Moran General Edits 4
Abbreviations (alphabetically) WP - Work Packages 5
Table of contents Executive Summary... 7 1.0 Introduction... 7 2.0 Management of the System... 9 3.0 Features of Basecamp... 12 6
Executive Summary This document outlines the Project Management System to be used in PATHway (Grant Agreement Number: 643491) The system went live to all partners on the 18/02/2015 1.0 Introduction There are a number of Project Management systems available for large consortium projects. Systems considered for PATHway were as follows: 1. Redmine 2. Freedcamp 3. Basecamp 4. Onlyoffice These were chosen as Dr Kieran Moran (Project Coordinator) and Dublin City University have had experience in the above through various other EU projects. Important aspects of the software included functionality, ease of use, collaboration tools, available on smart devices and cost. Found in Fig 1.1 is a comparison of such features across the office suites. After discussions with the Project Coordination team, it was decided that Basecamp offers the best functionality at a reasonable cost (Fig 1.2). 7
Fig 1.1: Comparison of Project Management software considered for PATHway. 8
Fig 1.2: Pricing structure of the various Project Management system s for 48 months. Basecamp has been in business for 15 years and for the last 10 years, large scale companies have been switching to Basecamp because of its ease of use and reliability. Basecamp allows people in different roles with different responsibilities to communicate and work together. It s a platform to share files, have discussions, collaborate on documents, assign tasks, and check due dates (https://basecamp.com). 2.0 Management of the System All consortium members have access to the PATHway project management system, with Work Packages (WP) assigned to the relevant team members. The PATHway home page is composed of nine different projects, six of which are specific WP within PATHway (Fig 2.1). The breakdown of the basecamp content is as follows WP1 - Project management and coordination WP2 - Requirements, user needs analysis and exercise programme design WP3 - Patient and home exercise monitoring and interaction components WP4 - PATHway platform specification, implementation and validation WP5 - Evaluation of PATHway WP6 - Dissemination, exploitation and commercialisation Meeting Documents Conferences of Interest to PATHway 9
Official EU Documents E.g. analyzing the first project, the information presented is the name PATHway WP1 with a rapid description Project Management and Coordination- WPL DCU and also the user can find the indication of the last update 2 hours ago. In the bottom of the rectangle there are the images of all the participant of the WP1. Basecamp of PATHway project is organized with the six work packages and also there are two more pages: Meeting Documents includes all the Agenda and Minutes documents of PATHway; Conferences of Interest to PATHway includes all the documents related to conferences and workshops etc. In PATHway project, all the PATHway WPs are opened to all the partners to facilitate the sharing information and for our ethic transparency choice. In the left menu the user can add new projects, he/she choses the favorite layout of the page and he/she can create new Templates to share with all the users. Inside of each WP the structure presented is: Fig 2.1: Screenshot of the PATHway Basecamp homepage The project entitled Meeting Documents shall contain all Agenda / Minutes documents that all partners can view / download content before and after project meetings. The project Conferences of Interest to PATHway contain details of upcoming conferences / workshops / general dissemination activities that maybe of interest to ALL PATHway partners. The project Official EU Documents contain documents received form the EU such as the Grant Agreement and Consortium Agreement. Once a user clicks on a Project: the user can find information about the content of the WP and the participants. There is in the menu the area to allow the user to add new content as Todo actions, Files, Events, Discussion, Text document. The area below the menu bar shows the latest project updates, the To-do list already done and editable and the Files already updated and editable (Fig 2.2). 10
Fig 2.2: Screenshot of the user interface with Basecamp. 11
3.0 Features of Basecamp Basecamp is presented as an easy user interface; to enter, there is a login for user access (Fig 3.1). Basecamp runs in the cloud and on secure servers, so the PATHway consortium need not worry about servers going offline. Basecamp last year, recorded a 99.98% uptime over the last 12 months, thus making it very reliable. Fig 3.1: PATHway s Basecamp: Login area Within the main menu tabs, there is a calendar function which is seamlessly integrated to the Work Package deliverables and Milestones (Fig 3.2). This is an extremely useful feature as the calendar can send automatic reminders to the appropriate individuals about upcoming deadlines. In the calendar view each To-Do action in the Calendar is a hyperlink that takes the user to the task that needs to be completed list. There is also an option to link the basecamp calendar to a users personal / workplace calendar such as Google calendar or ical. 12
Fig 3.2: PATHway s Basecamp: Calendar section Basecamp also allows easy access to historical data / discussions through an easy to use interface as found in Fig 3.3 Fig 3.9. Fig 3.3: PATHway s Basecamp: Everything section 13
Fig 3.4: List of all To-do List within the PATHway project 14
Fig 3.5: A List of all the document inside Basecamp sorted by newest/oldest Fig 3.6: All PATHway text documents will automatically be stored here. 15
Fig 3.7: Email discussions can be logged Fig 3.8: List of all the documents and actions that have been deleted in Basecamp; there is the option to inspect an item and optionally restore it if something was deleted by mistake. Items will be permanently deleted after 30 days. 16
Fig 3.9: PATHway s Basecamp: Progress section 17