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profilestriker101

iLAB OVERVIEW

Scenario and Summary

Continue to use the Acme Jewelry Company scenario as described in the Week 4 iLab item.

Upon completing this lab you will be able to:

  • Practice the tasks associated with following up on a meeting, including preparing and distributing meeting minutes and action items for follow-up, and compiling and distributing meeting results using an electronic collaboration support system (SharePoint); and
  • Reflect on and document lessons learned from meeting with a geographically dispersed group in a Web conferencing environment.

Necessary materials: All materials marked with * are already installed in your lab environment.

  • Template for requirements list and meeting minutes (BIS261_W5_iLab_Template.docx; download from iLab Files folder in Doc Sharing)
  • Microsoft Word* for recording and editing meeting minutes and requirements
  • Microsoft SharePoint team site* for sharing documents and constructing a lessons learned wiki

Deliverables

A Microsoft Word document should be submitted to the weekly iLab Dropbox containing a list of prioritized business requirements, the meeting minutes with action items, and a list of lessons learned.

Grading rubric:

ItemPercentage
List of prioritized business requirements including source / user / functional area of the requirement (one score for the team)40%
Meeting minutes with appropriate action items for follow-up (one score for the team; however, any team member who did not participate in the JAD session during the Week 4 iLab may receive a zero for this item)30%
List of lessons learned from the JAD meeting (each team member receives an individual score for this item, based on their individual contribution to the lessons learned wiki)30%
 100%

 

iLAB STEPS

STEP 1: Review background information

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Review the case study on the Acme Jewelry Company e-commerce Application project from the Week 4 iLab, along with the Cast of Characters and your Role Sheet from that lab and your notes from the JAD session that you conducted. You should continue to act in character with your previously assigned role for this lab.

STEP 2: Post draft meeting minutes and requirements

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Following the JAD meeting that you held as part of last week's lab, the team member designated as the recorder should prepare a draft of the team's requirements list and meeting minutes, and post this draft document to the Document Library on the team SharePoint site. To do so, the designated recorder should do the following:

  1. Download the template file BIS261_W5_iLab_Template.docx from the iLab Files folder in Doc Sharing;
  2. Enter your team letter (A, B, C, etc.) in the blank in the heading at the top of the file;
  3. In the Requirements List section, complete the table by entering the top 10 requirements that your team agreed to during the JAD meeting. For each requirement, enter the abbreviated title for the team member who was the principal source of the requirement (CMO, CFO, CIO, etc.). In the Priority column, enter High, Medium, or Low to indicate the relative importance of each requirement.
  4. In the Meeting Minutes section, enter the date and time of your JAD meeting in the locations indicated in the template. Also, enter the name of each team member who attended the JAD meeting in front of his or her title. Delete the lines for any roles that were unassigned on your team and those of any members who did not attend the JAD meeting.
  5. In the line "The meeting was called to order by xxxx", replace the xxxx with the name of the team member who served as moderator for the meeting.
  6. Under the heading Major discussion points/decisions, summarize the major points discussed in the meeting and major decisions reached about the project. Use a bullet-point format.
  7. Under the heading Action Items, list any action items assigned for follow-up after the meeting. For each action item, include who the item was assigned to and the due date (if any). (NOTE: These action items will not actually have to be performed by the team.)
  8. Leave the lessons learned section empty for now; it will be completed later in this iLab.
  9. Save the document using the filename W5_iLab_TeamX.docx, where X = your team letter.
  10. Upload the document to the Document Library on your team SharePoint site for review and comment by other members of your team. To upload the document:
    • Log in to the Citrix iLab and go to the home page of your team SharePoint site. Reminder: How to reach your team SharePoint site is described in Step 2 of the Week 4 iLab.
    • Under the Document Library heading, click Add New Document.
    • Click the Browse button. Navigate to the location where you saved the W5_iLab_TeamX.docx file, select it, and click Open. (Remember that when you are working on the iLab server, drives on your local computer will appear with a dollar sign after the drive letter; e.g. C$ for drive C: on your local computer.)
    • Click OK to upload the file.
    • Click Check In to check the file into the Document Library and make it available to others on your team.

TIP: If necessary, review the tutorial Using Microsoft SharePoint for Meetings and Documents at the end of the Week 4 Lecture for a demonstration of uploading a file to the Document Library.

STEP 3: Finalize meeting minutes and requirements

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All other team members should comment on and/or edit the draft requirements list and meeting minutes, to arrive at a final document that accurately reflects the results of the JAD meeting. To edit or comment on the draft document, do the following:

    1. Log in to the Citrix iLab and go to the home page of your team SharePoint site. Reminder: How to reach your team SharePoint site is described in Step 2 of the Week 4 iLab.
    2. In the Document Library, click the filename W5_iLab_TeamX.docx (where X = your team letter).
    3. Select the Check Out and Edit option, and click OK.

    1. The file will open in Microsoft Word. Make any desired changes to the file. You can also use the New Comment command on the Review tab to insert comments in the file for other members of your team.
    2. When you are finished working with the file, save your changes and exit Word as you normally would. At this point, the file is still checked out to you so your changes are not yet available to the rest of your team. This is indicated in the Document Library file list by a small green arrow on the file type icon, as shown.

    1. Click the Document Library heading to view the Document Library on a separate page. Hover the cursor over the filenameW5_iLab_TeamX.docx. A drop-down arrow will appear to the right of the filename. Click this drop-down arrow and select Check In.

    1. Click OK to finish checking in the modified file. If you receive an Internet Explorer prompt asking if you want to continue, click Yes.

TIP: If necessary, review the tutorial Using Microsoft SharePoint for Meetings and Documents at the end of the Week 4 Lecture for a demonstration of editing a file in the Document Library.

STEP 4: Document lessons learned

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All team members should contribute to a joint list of lessons learned from the JAD session. Post your contributions to the lessons learned document on the lessons learned wiki page on the team SharePoint site. To do so:

    1. If necessary, log in to the Citrix iLab and go to the home page of your team SharePoint site; and
    2. Under the lessons learned wiki, click the Home link to go to the home page of the wiki.

    1. At the top right of the wiki home page, click the Edit icon.

    1. If the page still contains the default content, starting with Welcome to your wiki library!, select all content on the wiki home page and delete it. Enter the title Lessons Learned at the top of the page. Highlight this heading and use the B button to make it boldface.
    2. Under the Lessons Learned heading, create a list of lessons that you learned from your work in the Week 4 and Week 5 iLabs. Each team member should add at least one entry to the list. Put your name in parentheses after the entry or entries that you added to the list. After adding your entry, click the OK button to save your changes.

TIP: If necessary, review the tutorial Using Microsoft SharePoint for Meetings and Documents at the end of the Week 4 Lecture for a demonstration of editing a wiki page.

Remember This!
 

NOTE: Lessons Learned contributed by ALL students should be together on ONE wiki page. Be sure you are editing the existing home page and writing your entries on the page without disturbing entries contributed by your fellow team members. Do NOT add a new wiki page for your own comments. The whole point of a wiki is to create a SINGLE collaborative document, not a series of documents each created by a single individual.

(If you are worried about other team members accidentally deleting your entries, rest assured that SharePoint maintains a version history of the page, so the professor will be able to recover your contributions even if they are changed or deleted by others later.)



STEP 5: Save and submit

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After all team members have completed their edits to the Word document containing the requirements list and meeting minutes, and have contributed to the lessons learned wiki, the team member designated as the recorder should submit the Word documentW5_iLab_TeamX.docx (where X = your team letter), containing copies of the final meeting minutes, the final requirements list, and the final list of lessons learned, to the weekly iLab Dropbox on the course site. To do so:

  1. Check out the W5_iLab_TeamX.docx file from the Document Library, as described in Step 3;
  2. Click on the Home link under Lessons Learned to view the wiki page. Select and copy all of the entries in the Lessons Learned list, and paste them into the Lessons Learned section at the end of the Word document;
  3. Use the Save As command in Word to save a copy of the W5_iLab_TeamX.docx file to your local computer. (Remember that from the Citrix iLab, your local computer's drives end with a dollar sign; for example, C$ is the C: drive on your local computer.);
  4. Submit this Word file to the Dropbox located on the silver tab at the top of this pa
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