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University of OklahomaSchool of Aerospace and Mechanical Engineering

AME 4163/4553: Senior Design Practicum

INFORMATION FOR STUDENT PARTICIPANTS

MAJOR MILESTONE SCHEDULE1

(2010-2011)

Project Solicitation August Mid-October 2010

Team/Project Assignments,AME 4163

October 21, 2010

Strategic Plan/Team Organization, AME 4163 Mid-November 2010

Plan of Action, AME 4163 December 14, 2010

Mid-Term Design Review (Mid-Term Reportand Oral Presentation)

Mar. 8 and Mar. 10, 2011(Tuesday and Thursday)

Final Design Review (Draft Final Report andOral Presentation)

April 26 and April 28, 2011(Tuesday and Thursday)

Final Report May 3, 2011 (Tuesday)

Poster Fair/Final Prototype May 5, 2011 (Thursday)

Completion of Project and DeliverablesDue Date

May 6, 2011 (Friday)

1 Check class announcements for any last minute changes. Guidelines, format requirements, and evaluation

forms for reports and presentations are provided in this document.

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TO BE DETERMINED AT A LATER DATE

Weekly Milestones: Spring 2011

Week Topics

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Spring 2011AME 4553: Senior Design Practicum

Mid-Term Presentation Schedule

Sessions TA and TB: Tuesday, March 8, 2011Time Session TA Session TB

Room A Room A Room B Room B

Sessions RA and RB: Thursday, March 10, 2011Time Session RA Session RB


Each TEAM must

1. Upload/test your presentation in the meeting room during 1:00 pm-1:30 pm.:

2. Submit a copy of your presentation on properly labeled CD to your advisorEach TEAM Member must

3. Attend:

seven4. Evaluate each presentation attended using evaluation sheet (to be provided). You may choose thepresentation you wish to attend. However, seating in each room is limited and will be available on a first comebasis. You may move between rooms only at the end of a presentation.

presentations in addition to your own.

Draft #2

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Spring 2011AME 4553: Senior Design Practicum

Final Presentation Schedule

Sessions TA and TB: Tuesday, April 26, 2011Session TA Session TB


TuesdayApril 26

Project Presented Faculty Evaluatorof Project

Project Presented Faculty Evaluatorof Project

1:30- 1:55

2:00 2:25

2:30 2:55

3:00 3:25

3:30 3:55

Sessions RA and RB: Thursday, April 28, 2011

Session RA Session RBRoom A Room A Room B Room B

Thursday

April 28Project Presented Faculty Evaluator

of ProjectProject Presented Faculty Evaluator

of Project1:30- 1:55

2:00 2:25

2:30 2:55

3:00 3:25

3:30 3:55

Each TEAM must1. Upload/test your presentation in the meeting room during 1:00 pm-1:30 pm.

:

2. Submit a copy of your presentation on properly labeled CD to your advisor

Each TEAM Member must

3. Attend:

seven4. Evaluate each presentation attended using evaluation sheet (to be provided). You maychoose the presentation you wish to attend. However, seating in each room is limited and will beavailable on a first come basis. You may move between rooms only at the end of a presentation.

presentations in addition to your own.

SCHEDULE PENDING

SCHEDULE PENDING

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AME 4553: Senior Design Practicum

PROJECT PREFERENCE FORM

Name (Last/First): E-mail: ______

Date Issued: Date Due: Nov 4, 2010 _________

Purpose

. The senior design practicum is a capstone course involving realistic projects, each carried outby a team of 4 students. The first step in this process is team selection and project assignment. This is animportant step relying on your interests, preferences, and strengths, conveyed to us through this form.Based on your input, we intend to provide you with the best team and project, within certain limitations.

Procedure.

You have a total of 100 points to distribute among the projects listed below. Each project thatyou select must be assigned at least 20 points and no more than 60 points. More points assigned to aproject indicate your greater interest in that project.

We form teams according to the points you assign to each project. Personal strengths and interests are taken intoconsideration, especially if the number of students wanting a particular project exceeds its requirements. We cannotguarantee that your will receive your favorite choice although we try our best to accommodate your needs. As a lastresort, you will have the option to exchange your project/team with another colleague willing to do so.

Project Title Points Assigned

Based on background and current/potential interests, rate yourself for the following using a scale of 1 (very poor) to 5 (Excellent)

Planning and Execution

Communication (Oral and written)

Financial Management/AccountingPublic Relations

Engineering Analysis and Design

Construction and Fabrication

Testing and Quality Control

Preferred Team Members (if any):Further information about experience, interests, etc. may be provided on the back of this form.

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GRADING CRITERION

The first two deliverables of the program (1) Strategic Plan/Team Organization, and (2) Plan ofAction, are part of AME 4163: Principles of Design. Check course syllabus of AME 4163 forgrade information. The grade in AME 4553 Senior Design Practicum consists of twocomponents; a team/group grade (60%) and an individual grade (40%) as described below:

Group GradeProject Completion 25%Mid-Term Report and Presentation 10%Final Presentation/Final Report 15%Poster Fair Presentation 10%

Individual GradeClass Assignments/Participation/Weekly Progress Report 25%Subjective Team Evaluation 5%Subjective Advisor Evaluation 10%

A = 90-100% B = 80-89.99% C = 70-79.99% D = 60-69.99% F = Below 60%

Minor variations in grade composition may occur among instructors. A group grade is assignedto everyone in the team. The individual grade would however differ and thus, determine yourfinal grade in the course. Each team member must prepare and submit a weekly report.Attendance is mandatory at group meetings, class meetings, and presentations (mid-term, final,and guest lectures). Subjective Team Evaluation is based on input from team members.Subjective Advisor Evaluation is based on faculty advisor impression, and may include inputfrom sponsors, colleagues, team members, technical staff, and external judges.

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SPECIAL RECOGNITION

We believe that excellence in teamwork is important and must be recognized. Thus, followingawards are presented to the Best Teams after final design presentations:

Best Presentation Award: This award recognizes the team with the best Final Presentation. Theselection is based on the numerical score from audience using the Presentation Evaluation Form.

Best Poster Award: This award recognizes the team with the best poster display as determinedby our panel of judges.

Best Project Awards: These awards recognize teams with the best overall effort. Awards arebased on numerical scores from faculty advisor/technical liaison, presentation (judged byaudience), and poster display (evaluated by the panel of judges). Two to three awards areanticipated in this category.

Reports, displays, and other material from award winning teams shall be kept in theCapstone Caf (FH 143) to motivate and guide design teams in subsequent years, andhence, to continuously improve the quality of our program.

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STRATEGIC PLAN and TEAM ORGANIZATION

Goal: Develop a statement of goal or purposes to be achieved. For example, to applyaccumulated knowledge to create a final engineering product that meets or exceeds customersrequirements and expectations and to gain knowledge of solving real world engineeringproblems.

Strategic Plan: It is a statement of intended plans to actually accomplish the purpose in aneffective and swift manner, with clever use of resources and/or actions, without making mistake.It provides a bridge between the purpose (or goal) and the current situation to be crossed with aplan of action.

Current Situations: Develop a comprehensive statement of the existing situation the plan is

designed to handle

Suggested checklist for a strategic plan

Is there a clear statement of the purpose to be achieved?Is there a clear and comprehensive statement of the existing situation?Is the purpose consistent with the existing situation?Is the strategic plan aligned to and consistent with the purpose?Is the plan clearly expressed and understandable?Is the strategy actually clever and bright enough to achieve the purpose?Is the plan broad enough to fully accomplish the purpose?Is it do-able?Does it take existing resources or lack of them into consideration?Does it bridge between purpose and plan of action so that it can be used to develop preciseactions?

Policy: The team must operate within the framework of policy, i.e., long-range truths or facts,which are not subject to change, expressed as operational rules or guides. The policy must beknown and understood by all members of the team.

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ORGANIZATIONAL CHART

Use the structure shown below to organize the team. Detailed functions of each of thesedivisions, further subdivided into department shall be discussed in class or provided separately.

TEAM LEADER (Manager of Project) forms the EXECUTIVE DIVISION - This division

supervises the activities so that the organization runs smoothly to produce and deliver a high qualityproduct to the sponsor. The Team Leader is responsible for providing leadership to the project team;directing the project's resources; developing the project plan; applying lessons learned on the project;ensuring that the project is completed on time, within budget, and with acceptable quality; and plays aprimary role interfacing and coordinating with sponsor and Capstone advisor.

TEAM INTEGRATOR forms the COORDINATION DIVISION - This division establishes acoordinated and functioning organization. The Team Integrator is responsible for integrating all writteninputs from team members (plan of action, weekly reports, mid-term and final reports, mid-term and finalpresentation, and poster Fair display) into a well-written document and adding an executive summary.

TEAM ACCOUNTANT forms the FINANCE DIVISION - This division handles the finances and

cares for assets so that the product is delivered within budget constraints. The Team Accountant preparesand provides budget and invoice statements for all reports; makes purchase orders and maintains anelectronic record of all purchases and expenditures using table format in WORD document providing thefollowing information of all items purchased: company from which purchased, manufacturer of product,product number, product description, quantity, and cost.

TECHNICAL GROUP #1 forms the TECHNICAL DIVISION - This division provides a high qualityproduct within the time constraints. The Technical Group #1 is composed of all team members and isresponsible for performing all engineering work on the project such as analysis and design; procurementand preparation; and production and construction.

TECHNICAL GROUP #2 forms the QUALIFICATION DIVISION - This division ensures that the

product meet or exceeds the expected level of quality. The Technical Group #2 is composed of all teammembers and is responsible for performing all qualifying engineering work on the project such as testingand validation; and review and feedback.

TEAM PUBLIC RELATIONS LIAISON forms the PUBLIC DIVISION - This division delivers theproduct to the sponsor, and generates public (e.g., students, community, and industry) interest in thecapstone design program. The Team Public Relations Liaison performs all public relations duties on theproject and serves as the teams liaison on the Capstone Poster Fair Design Competition Committee.

Team Leader

Team Inte rator

Team Accountant

Team Public Relations Liaison

Technical Groups #1 & #2:All Team Members

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* Light shaded boxes are departments of the faculty coach. Dark shaded box Review and Feedback is sponsors department. All otherboxes represent posts taken up by student team members.

Figure 1. Detailed Organizational Structure of a Capstone Design Course

ExecutiveDivision

CoordinationDivision

FinanceDivision

TechnicalDivision

PublicDivision

QualificationDivision

CapstoneProgram

Sponsor

Affairs

Planning &Execution

Personnel

Communication

Records &Reports

Ethics &

Inspection

Income

Disbursement

Inventory

Analysis &Design

Procurement/Preparation

Production/Construction

Testing &Validation

Review &

Feedback

Recognition

& Awards

PublicRelations

Distribution

Promotion

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Departmental Functions

Roles and functions of each department are outlined in Figure 2(a)-2(f).

Executive Division

Department Functions

Capstone Program

Engineering principles are followed

Capstone program policies are followed

Required machine shop, computer, and other facilities areavailable

Facilities are operational and in good repair

Sponsor Affairs

Appropriate project statements are secured

Confidentiality and intellectual property agreements areexecuted

Legal matters are cared for

Planning and Execution

Establish goals and purposes Develop long-term and short-term plans

Get plans executed to achieve the objectives

Figure 2a. Departmental Functions of the Executive Division

Coordination Division


Personnel

Form team by matching eligible students with the projectand/or sponsor

Instruct teams about capstone program and its organization

Ensure that all positions are filled with team membersunderstanding roles and responsibilities

Communication

Establish e-mail, phone and other contact information

Ensure prompt communication within the team andbetween team and the outside, including faculty coach andsponsor

Records and Reports

Maintain project folder, records, and catalogues, etc.

Collect and present production data for executive use

Synchronize individual inputs to prepare group reports and

presentations

Ethics and Inspection

Maintain a high level of ethical behavior among teammembers

Identify and correct sources of poor production

Inspect team activities to detect/handle potential difficulties

Figure 2b. Departmental Functions of the Coordination Division

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Finance Division


Income

Handle incoming funds to properly record them Authorize funds for disbursement

Disbursement

Seek approval to disburse funds Disburse funds in compliance with the University

system

Maintain financial records including copies ofpurchase receipts

Inventory Maintain inventory of purchased items Preserve assets and reserves in good order

Figure 2c. Departmental Functions of the Finance Division

Technical Division


Analysis and Design

Conduct research to develop conceptual ideas Perform analyses to assimilate data and develop

designs

Identify objects and resources needed for production

Procurement/Preparation

Procure objects needed for production, ensuring theirtimely arrival

Prepare resources needed to produce Schedule production for maximum efficiency

Production/Construction Produce and deliver with excellent quality

Figure 2d. Departmental Functions of the Technical Division

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Qualification Division


Testing and Validation

Test and validate the product for quality/correctness Pass on the corrected product for review

Review and Feedback

Review product to isolate any cause for unacceptablequality

Review team actions and correct them if needed toachieve superior results

Care for students so they are trained to becomecompetent, contributing team members

Recognition and Awards

Examine and evaluate reports, products, and teammembers

Recognize and reward excellence in the quality

Figure 2e. Departmental Functions of the Qualification Division

Public Division


Public Relations

Maintain excellent appearance of the team and itsfacilities

Make team activities known to the public (students,community, industry, AME office, etc.)

Distributions

Establish contacts with potential sponsors for futuredesign practicum projects

Deliver product(s) to the sponsor

Promotion Promote successes of the team among the public

Figure 2f. Departmental Functions of the Public Division

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An EXAMPLE OF POST ASSIGNMENTS

Team Member Assigned Posts

Faculty Coach

Capstone Program Officer Sponsor Affairs Officer

Personnel Officer Ethics and Inspection Officer Income Officer Recognition and Awards Officer

Sponsor Review and Feedback Officer

Student 1

Executive Officer/Director Procurement/Preparation Officer

Analysis and Design-Section 1 In-Charge

Student 2

Communications Officer/CoordinationDirector

Records/Reports Officer Analysis and Design-Sections 2 In-Charge

Student 3

Disbursement Officer/Finance Director

Inventory Officer

Production/Construction Officer

Student 4

Testing and Validation Officer

Analysis and Design Officer

Student 5

Public Relations Officer/Public Director

Distribution/Promotion Officer

Procurement/Preparation-Section 1 In-Charge

Production/Construction-Section 1 In-Charge

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PLAN OF ACTION

Cover LetterAddressed to sponsor and introducing the plan of action, original signature of the teamcommunicator

Cover Page: project title, submitted to, submitted by XYZ Corporation, and date.

Signature page: typewritten names and original signature of each team member.

Executive Summary: Summarize the important aspects of the plan

Table of Contents

Introduction/Background: Introduce the problem, provide background information, andexplain the need to solve it.

Desired End Product: Identify the nature and function of the end product desired.

Design Requirements: List detailed design and function requirements and specifications.

Technical Approach: Describe overall approach for the problem. Identify major steps, anddevelop a flow chart or sequence of operation.

Work Statement, List of Tasks, and Tasks and Subtasks Assignments: The Statement ofWork to perform the project is to be clearly laid out using tasks and subtasks. The objectives andrequirements of all tasks and subtasks are to be clearly stated. Divide up technicalresponsibilities across entire TEAM to perform Project

by assigning task leadership and taskpersonal evenly over all tasks and subtask. That is, assign task leader and team members toperform each task/subtask. The duties of each task member are to be clearly defined.

Schedule: Identify duration of each major task using a Gantt chart

Budget Statement: List items to be purchased and approximate cost. Justify the budget.

Facilities and Resources: Identify/list facilities and resources required for project completion.These include space, computer resources, machining facilities, and other project specific needs.

Team Organization: List team structure and posts taken by each team member. Describefunctions and products of each post taken by each team member.

ReferencesAppendices (as needed)

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POLICIES AND PROCEDURES

Each person is responsible to ensure that all policies are carried out to ensure consistent andcoordinated efforts to support the program goals.

Capstone CafLocated in FH 143, the Capstone Caf is intended to serve the following needs: (1) store

team project records and folders, (2) maintain a library of industrial catalogues, (3) maintain alibrary/display of past projects, (4) provide computer access for project research and analysis, (5)provide telephone access, (6) hold group meetings, (7) temporarily store equipment/supplies, and(8) display information on current projects and plans.

A key for the room must be checked out from Vicki Pollock in the AME Office. Only one

key per team will be assigned. The person checking out the key is responsible for returning itto the AME Office by the due date of the Final Report. This is a requirement to receive afinal grade.

Contact Vicki Pollock to reserve a locker for the team. The lockers located outside theCapstone Caf may be used for storage. You need to provide your own lock.

Close or lock the door when leaving or if you see the door open with nobody present.

Keep the desks, shelves, work area, etc., neat, orderly, and operational. See that papers arenot scattered around.

Team records are kept on an honor system. Do not shift through other team folders withoutpermission.

Limit the computer usage if others are waiting for it. Go to the Computer Aided Design

(CAD) Lab (FH146) across the hallway for extended use. Capstone Caf shares the phone line with CAD Lab. You will need to obtain an access card

or code for long distance calls except for toll free calls.

Organize the catalogue area according to topics so that they are easy to locate. Develop and post materials for display on boards inside and outside the Capstone Caf.

Examples include team goals, schedule, photographs, etc. Remember that your sponsor orexternal visitors may visit this area. Thus, be creative and innovative.

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Safety in Machine Shop/Laboratories

Design Practicum teams often use machine shop and/or laboratory facilities. Followinggeneral guidelines have been established to maintain privileges to use these AME facilities.

Individuals should familiarize themselves with (a) fire exits in the lab, and (b) locations anduse of fire extinguishers and first aid equipment

Individuals should use protective equipment (e.g. gloves, masks, and eye protection wear,and ear protection) whenever recommended. Open top shoes (e.g. sandals, thongs, etc.) willnot be permitted in the shop to prevent foot injury.

When working on experiments in a lab/shop, there must be at least two people withinreachable and communicable distance from each other. Exemptions may be granted by theperson-in-charge of the lab for certain types of work which are commonly recognized as safe.

Equipment should not be disconnected from existing installations without the approval of theindividual concerned.

Equipment should be borrowed from any lab/shop only following the procedures set by theperson-in-charge of that lab.

Smoking is allowed only in designated areas.

Safety rules have been developed for specific items in the machine shop/lab including

Grinders

Respirators Lathes, Drill Presses

Electrical Systems Heating Protection Chemical and Flammable Liquid Storage

Housekeeping

Welding Equipment/Cutting Torches

Drill Presses

Saws

Safety Training including(a)General(b)On-the-Job Training(c)Environmental Health(d)Fire Safety

Emergency Procedures Checklist

Please contact Billy Mays in AME Machine Shop for additional safety guidelines if yourproject involves any of the items.

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Machine Shop Summary of Rules and Policies

1) SAFETY IS EVERYONES RESPONSIBILITY

2) READ & UNDERSTAND SHOP SAFETY RULES, POLICIES, & PROCEDURES

3) Students will be checked on shop equipment before operating without supervision and mustshow proper safety and machine procedures.

4) If a student does not demonstrate proper safety & machine procedures, retaining will benecessary.

5) No jewelry, loose clothing, or open-top shoes; and long hair must be tied back or contained.

6) There must be two people in shop before anyone can operate power equipment (saws lathes,mills, drills, etc.).

7) Students must clean equipment & floors and put tools & materials back in proper locationsbefore leaving shop.

8) Loaning of shop tools will be done by check out policy only.

9) Students must log in & out each time they use the shop.

10)Disciplinary actions of misuse of shop are as follows:

a) Verbal warning [or b), c), or d) depending on seriousness of incident]

b) Three day suspension from machine shop [or c), or d), depending on seriousness ofincident]

c) One month suspension from machine shop [or d), depending seriousness of incident]

d) Total suspension from shop

I have read and understand the AME Shop rules and policies and will abide by them to the bestof my ability.

Date: Name:

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PURCHASING PROCEDURE FOR STUDENTS

In most cases, items up to $2,500 may be purchased locally or by mail order using the AMEpurchase order system and/or Credit Card. Purchases are treated either as supplies or equipment.Office supplies and computer systems must normally be purchased from approved vendors.Equipment purchases above $500 may require additional documentation. Contact AME Officefor further information and assistance when dealing with office supplies, computer systems, andequipment above $500.

AME Purchase Order System Be sure that you have the authorization and correct account number to be billed for purchases

from your instructor Go to AME Office in Room 212 and see Vicki Pollock to obtain a Purchase Order number.

Know the account number, vendor, and approximate cost. Take the PO Number to the vendor for purchase. Make sure that taxes are not included in

costs. Most local vendors accept AME PO Numbers (an exception is Wal-Mart). Return receipt of purchase to Vicki Pollock as soon as possible after the purchase is made. Purchases are limited to $2,500 (see Large Dollar Purchases below).

Out of town vendors normally require you to fax a purchase request with the PO Number. Inthis case, obtain the necessary form (sample attached) from Vicki Pollock, and fill it out.

Vicki also will assist you in faxing the form.

For credit card purchases (if a vendor does not accept PO Number), obtain the necessaryform and instructions from Debbie Mattax in FH 211.

Purchases using Personal FundsOn occasion, you may need to make a purchase using personal funds and later request

reimbursement. Vicki Pollock will process such requests. Because of the paper work involved,please minimize reimbursement requests by lumping several purchase receipts together. Notethat these purchases do not qualify for sales tax exemption.

Large Dollar PurchasesPurchases above $2,500 require additional approvals and must be handled by your instructor.

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RECORD KEEPING

Proper records are important to track the progress of the project, to clarify agreementsreached, to retain information and knowledge gained, to transfer results to the sponsor, and todisseminate results to your colleagues or public at large.

Project Notebook/Logbook: Each team member must acquire a page-numbered notebook (asspecified by your instructor) to record important project developments. You should keep thisnotebook in your possession during all project related activities. This book carries the meetingminutes, thoughts, ideas, suggestions, comments, sources, sketches, data, test results,conclusions, etc. The project notebook would form the basis for any possible patent application.

Write in ink. Write legibly with enough details and clarity to be understandable. Use pages in

sequences. Leave no blank pages to fill later. Paste or staple sheets of information, computerprintouts, e-mails etc. List important phone numbers, addresses, etc. Record meeting minutesincluding date, location, time, and persons present, targets accomplished and planned, new factsand data, etc. During testing phase, record test conditions, procedure, and results obtained. Thefaculty advisor shall occasionally ask you to turn in your notebook for inspection.

Project notebooks/logbooks are to contain the following as a minimum:

1. Date all entries made into the log.2. All entries should be legible and neat.3. Number all pages sequentially4. Do not skip pages5. Include all applicable drawings and sketches

a. These made be stapled into log if desired.6. Include all applicable engineering calculations

a. This info may also be stapled into log if desired.7. Include all test data acquired

a. This info may also be stapled into log if desired.8. Document all reference materials including software programs9. Document all important project info as to decisions made, why, and when & by whom.10.Document all meetings as follows:

a. Date and time, and location of meetingb. Full names of all attendeesc. Summary of meeting: listing purpose, decisions made, action items assigned, and

date of next meeting if applicable11.Typical types of information to document:

a. Enter date of equipment servicing such as filter changes, seal changes, coolantchanges, and/or other critical services performed.

b. Enter description & date of all special maintenance procedures performed.

Project Folder: Each team shall maintain a neatly kept folder in the Capstone Cafe (FH143)with hardcopies and electronic files of the following items as they become available.

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Strategic Plan/Team Organization

Plan of Action

A file containing Weekly Progress Reports (Group) Mid-Term Presentation

Mid-Term Report

Final Presentation Poster Display Final Report

Project Records: Each team shall maintain the following records in the Capstone Cafe (FH143).

Files of correspondence with vendors, liaison, etc. A file of financial records including copies of purchase receipts Users or Instruction manual of equipment purchased

Technical Specifications of purchased items Any other related information

Vendor Catalogs: Catalogs acquired during the project should be kept in the Capstone Cafe (FH143) for general use.

Storage Space: Lockers outside the Capstone Caf may be used to store project related supplies,equipment, or materials. Contact AME receptionist for locker assignments.

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MEETINGS and CONFERENCES

During execution phase of Plan of Action, i.e., in Spring Semester, team meetings andconferences with faculty advisor and liaison are required.

All members of each team must meet once a week to review progress during the past weekand to make plans for the next week. During the meeting, specific targets must be assigned toor undertaken by each team member. The target must be finite and not a generality. It shouldconsider What exact actions do I have to do to carry out the strategic plan to achieve theexact results necessary for this stage of the strategic plan, within the limits of availableresources?

The meeting discussion must be recorded, and a group progress report must be submitted to

the faculty advisor by 11am on Thursday (or as instructed by your advisor) using the attachedformat (Progress Report Group). Each team member must record his/her targets, and submithis/her weekly progress report to the instructor by 11am on Thursdays (or as instructed byyour advisor) using the attached format (Progress Report Individual).

Each team will meet weekly at a regularly scheduled time with the faculty advisor to reviewprogress, plans, and to seek advice. Additional meetings with the advisor may be arranged asnecessary.

The team must meet with the Project Liaison as necessary. At the minimum, a copy of theweekly Progress Report-Group should be submitted to the Project Liaison to maintain

effective communication.

The team members must meet regularly as needed to perform the project task.

The mid-term and final presentations are combined for all sections. You are expected toattend all presentations to provide review and feedback.

We invite guest lecturers to speak on various topics of professional interest such as businessplanning, entrepreneurship, intellectual property, patent laws, ethics, and engineering codesand standards. Attendance is mandatory at these meetings announced in advance.

A poster fair is scheduled in the last week of classes.

There are no regular lectures in this class, except as announced by the faculty advisor

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Weekly Progress Report (Group)

To: Prof. ABC (Faculty Advisor)

Cc: Mr. CDE (Technical Liaison)

From: Communications Director, THEE Group (Team Company Name)

Date: January 22, 2011

Sub: Weekly Progress/Plan of Action

Targets Planned Last WeekList targets planned last week (copy the list from the previous week)

Targets2

List targets completed by the team during the week. Provide specific details supportingcompletion, e.g., part drawings, material list, test results, report prepared, discoveries made, etc.Provide attachments as necessary.

Completed

Targets Not Completed/Actions Needed to Ensure Future SuccessList targets planned but not completed during the week. Identify sources or causes of

obstruction, and explain how the team planning will be improved to avoid incomplete targets inthe future.

Plan of Action for the Next WeekList targets planned for the coming week. Identify resources (time, money, people, facilities,

software, hardware, etc) and coordination (within and outside the group) required. List thesequence of actions needed to accomplish the targets. Identify what will be produced at the endthis effort. The weekly plan must align with the strategic plan and the overall plan of action. Indeveloping this plan consider what exact action do I have to do to carry out the strategic plan toachieve the exact results necessary for this stage of the strategic plan within limitations ofavailable resources?Approvals/Problems/Concerns/Achievements or Success

Submit requests for approval by the advisor or liaison. Explain any problems or concerns ofany division (executive, coordination, financial, technical, etc) or department of the team. Listimportant achievements or successes made.

2 A target must be finite and not a generality. It must be terminable, i.e. it can be done, finished, orcompleted. For example, start calling suppliers is not finishable. However, call so-and-so and requestproduct catalog for so-and-so to design so-and-so can be completed. The target must accomplish adesirable part of the overall strategic plan to reach the project goal.

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Weekly Progress Report (Individual)

To: Prof. ABC (Faculty Advisor)

From: Your Name/Your Team

Date: January 29, 2011

Sub: Weekly Progress/plans

Targets Planned Last WeekList targets planned last week (copy the list from the previous week)

Targets

3

List targets completed by you during the past week. Provide specific details supportingcompletion, e.g., part drawings, material list, test results, report prepared, discoveries made, etc.Include attachments as necessary.

Completed

Targets Not Completed/Actions Needed to Impede Incomplete Targets in the FutureList major targets planned but not completed during the week. Identify sources or causes of

obstruction, and explain how you would improve your future planning to overcome them.

Plan of Action for the Next WeekList targets planned for the coming week. Identify the time and resources required by you,

and how you will coordinate with other members of your team. List the sequence of actionsneeded to accomplish the major targets. Identify the end product(s) of your efforts. The weeklyindividual plan must align with the weekly group plan. The group plan should support thestrategic plan and the overall plan of action.

Problems or Concerns/Achievements or SuccessExplain problems or concerns of your own division or department. List your achievements

and successes.

3 A target must be finite and not a generality. It must be terminable, i.e, it can be done, finished, orcompleted. For example, start calling suppliers is not finishable. However, call so-and-so and requestproduct catalog for so-and-so to design so-and-so can be completed. The target must accomplish adesirable part of the overall strategic plan to reach the project goal.

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MID-TERM PROGRESS REPORT



Executive Summary: Summarize the important aspects of the progress report

Table of Contents

Goals: Provide the statement of goal or purposes to be achieved.

Strategic Plan: Provide a statement of intended plans to actually accomplish the purpose in aneffective and swift manner, with clever use of resources and/or actions, without makingmistakes.


Desired End Product: Identify the nature and function of the end-product desired.


Technical Approach: Describe overall approach for the problem. Discuss steps completed andthe outcome, and identify those remaining.

Schedule: Identify duration of major tasks completed/remaining using the Gantt chart

Budget Statement: List items purchased/to be purchased and approximate cost.

Facilities and Resources: Identify/list facilities and resources used or needed for projectcompletion.

Team Organization: List team structure and posts taken by each team member. Describe dutiesof each post taken by each team member.

References

Appendices (as needed)

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INSTRUCTIONS FOR ORAL PRESENTATIONS

A mid-term and a final oral presentation are required. These are professional-levelpresentations, appropriate to the audience comprising of your colleagues, faculty, sponsors,technical liaison, and guests. The presentation should include power point slides and, if possible,operating demonstrations. You should allow time for a question-and-answer session at the end ofyour presentation. A total of approximately 30-minutes are allocated for each team. Thepresentation schedule will be announced in advance. Two concurrent sessions will be held. Youmay switch between sessions only during the designated times.

A laptop and a computer projector will be available in the presentation room. To avoid techniqueinterruptions and delays, you MUST submit and test your presentation in advance (typically inthe morning of the presentation day) in the instructors office as announced. Use of e-mail to

submit your presentation is discouraged.

Faculty member(s) (other than the instructor) designated for each team will conduct a thoroughevaluation of the team. In addition, each member of the audience including faculty, fellowstudents, and sponsors shall evaluate each presentation. Thus, you will evaluate each team in thesessions you will attend. Please print one copy of the Design Evaluation Form for each team,complete it, and turn it in to your faculty advisor after the presentations.

Suggested Guidelines

1) All team members should participate in the presentation.2) Dress nicely. No shorts, jeans, or hats.3) The quality of slides counts. Use large font for text, clear graphics, and smart color

combinations for superior visual impact.4) Divide topics among team members, and avoid repetition.5) Do not assume that the audience knows about your project.6) Prepare notes, but do not read them verbatim.7) Be aware of the lighting. Avoid speaking in the dark.8) Face the audience while speaking.9) Speak so that audience at the back of the room can understand.10) If you goof while talking, correct yourself and continue.11) Rehearse your presentation (with a friendly critic), and ensure that it is within the time

limit.12) Allow time for question and answer part of your presentation.

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PROJECT PRESENTATION FORMAT

Project Title, team name, sponsor, liaison, faculty advisor

Project Goal/Purposes

End Products/Deliverables Required

Strategic Plan

Organizational Structure

Project Status

o Major Tasks (Completed)o Schedule (and Remaining Tasks)

Financial Statemento Expense Reporto Acquisitions and Assets

Technical Approach (Largest section of the presentation)*o Functional Requirementso Concept Generation and Selectiono Analysis and Design of Subsystemso Proof-of-Concept Hardwareo Testing, Correction, and Qualifications Procedures/Resultso Final Prototype and Documentation

Potential Impact of the Project (as applicable)o Engineering Communityo Business Enterpriseo Society at large

Acknowledgements (as applicable)

Questions/Answers Session

* Mid-Term Presentations must devote a greater amount of time on TechnicalApproach.

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FINAL REPORT

Cover LetterAddressed to sponsor and introducing the plan of action, original signature of the team

communicator



Executive Summary: Summarize the project emphasizing important accomplishments.

Table of Contents

Goals: Provide the statement of goal or purposes achieved.


Desired End Product: Identify the nature and function of the end product desired.


Technical Approach: Describe overall approach for the problem. Describe steps used and theoutcome. Provide recommendations for future work.

Schedule: Identify duration of each major task using the Gantt chart

Budget Statement: List items purchased and cost.

Facilities and Resources: Identify/list facilities and resources used.

Team Organization: List team structure and posts taken by each team member. Describe dutiesof each post taken by a team member (List what changes/additions you would make on theexperience gained during this project).

References (Users Manuals, detailed specifications, calculations, suppliers etc)

Appendices (as needed)

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POSTER FAIR

Poster sessions are commonly used at professional and scientific meetings. They provide aneffective way to communicate your results to a large number of people. In contrast, a visitor tothe Final Design Presentations would normally attend a limited number of presentations. Postersessions allow greater interaction between teams and visitors, and allow an opportunity todisplay the prototype designed and/or built. A visitor may spend more time with a particularteam, depending upon his/her interest.

The Poster Fair shall be held either in front of Felgar Hall or in between Felgar Hall and CarsonEngineering Building in the last week of classes (the rain location will be the hallways of FelgarHall). Two aspects are involved: a poster to show your work by text/photographs and a physicaldisplay of the product (if applicable). Each team shall be provided with one table and two chairs

to setup their display/poster. Consider how you will secure the poster in case it is windyoutdoors. Consider the set up time in your planning so that your display/poster is ready forviewing by public at/before specified time. Although we plan to advertise the event, please feelfree to invite your family, friends and colleagues to showcase your work.

A panel of judges from outside the University of Oklahoma shall evaluate your display/poster.Our judges are senior engineering personnel from various companies and organizations. We planto recognize excellence in Design Practicum Projects through awards as explained separately.

Dress is business casual

. Team members who are to answer questions from judges or audiencemust attend the poster/display booth. However, each team member is not required to be presentat the booth at any given time. Thus, you should rotate responsibilities to ensure that at least oneteam member is present at the booth during the poster fair. Good oral communication inexplaining your project to judges is extremely important. You are responsible to remove all itemsfrom the booth at the end of the fair, and to ensure that the grounds are left in good condition.

Suggested Guidelines:

Expenditures for the Poster Fair display are considered a project expense and purchases forthe display should be handled in the same manner (i.e. purchase order process through theAME Office).

Show the actual product or component that you designed/built. Use video display orcomputer demonstrations if you are unable to transport your product to the display booth.You must arrange for your own display equipment.

Use a good quality mat board about 36 x 48 in size. Select a color and finish that willenhance the overall presentation of your material. Megan Denney (AME Office staff) willmeet with the Poster Fair committee during the spring semester to explain vendor options forprinting and mounting.

Include photographs that describe your project, its challenges and resolutions.

Prepare your poster document using word processor or presentation software. Use a largefont so the reader can view your poster from some distance.

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Keep the text to the minimum and emphasize the main ideas that you want to convey. Thereader can ask you questions if more details are needed.

Use photographs, figures, and graphs to make your poster visually pleasing. Make effectiveuse of color and contrast.

Prior to the Poster Fair, each team will prepare a Two-page PowerPoint summary of theirproject. After the team's faculty advisor has reviewed and approved the file, send it by e-mail toMegan Denney ([email protected]) in the AME Office. She will assist in the production of asummary display for the Poster Fair and add the files to the AME website.

Two-Page PowerPoint Summary Format

Overall background and style is determined by the team. The use of color and pictures isencouraged.

The first page or slide should include at least:1. The name of the project2. The objective of the project3. A team photo4. The names of the team members5. The name of the sponsoring agency6. The name of the sponsors liaison7. The name of the faculty advisor

The second page or slide should include at least:1. A summary statement(s) addressing how the problem was resolved.

2. More pictures!

See project examples from the previous years on the web at www.coe.ou.edu/ame/capstone.

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PEER EVLUATION FORM

Name of the Team Being Evaluated: Date:

Purpose:

Evaluate each team member including yourself using this form. Submit this form electronicallyto the instructor after each major step (plan of action/mid-term/final presentations). The instructor willshare this input with your team to provide constructive feedback. It is to your advantage to assist yourteammates since the team cannot perform unless each member makes it do so. Thus, help your teammatesto the best of your ability. If you see a person not doing his/her job or doing it poorly, give him/her somesuggestions to look over.

Rating Scale: 1 2 3 4 5 NA

Unacceptable Poor Acceptable Good Excellent

Last Name(in alphabetical order) 1 2 3 4 5Contribution towards teamplanning

Execution of tasksundertaken/assigned

Understanding of teamorganization/personal duties

Communication andtimelinessProfessional and ethicalresponsibility

Report writing and recordkeeping

Application of knowledge toachieve the design goals

Initiative and innovation

Quality of work performed

Orderliness of work areaand/or tasks performed

What changes are necessaryto improve the performance?(use additional space asnecessary)

What changes are desirable toimprove the performance?(use additional space asnecessary)

Please write your name on the back of this form if submitting a paper copy.

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Mid-Term/Final Design Presentations Evaluation Form

I am a: Faculty Member Student

Sponsor/Liaison Guest Other

Note: Please evaluate teams as if they were industry professionals. Provide your written

comments to help the team achieve their goal of developing a superior end product.



Question1:(consider the quality of visuals, participation of all, length of presentation, oralcommunication, etc.)

Overall, the presentation was well prepared and professionally presented.

Question(consider continuity and clarity in describing the technical details)

2: The project description and technical approach were clear to the audience.

Questions 3 a), b) and c):

The team applied appropriate techniques, skills, and modernengineering tools. (Consider the concepts generated (3a), analysis and designperformed (3b), hardware produced (3c))

Question 4:(consider cleverness of solutions, ideas, products, and impact on business/society)The team demonstrated critical thinking skills, initiatives, and innovation.

Question 5:(consider schedule, tasks completed and remaining, budget status)The team demonstrated adequate progress within budget limitations.

Question 6: (consider organizational structure, contributions of individuals, multidisciplinaryapproach used)

The team demonstrated ability to function as a group.

Question 7:(consider the question and answer session)The presentation stimulated participation by the audience.

Comments: Discuss your overall impression of the presentation, and provide your recommendations onhow the team might improve (a) the presentation, and (b) the methodologies used in this project.

Name (required if you are enrolled in AME 4553):

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Poster/Display Fair Evaluation Form

Name of the Judge:



Question 1.

Overall, the poster/display was well prepared and professionally displayed.(consider the quality of visuals, oral communication, etc.)

Question 2.(consider continuity and clarity in describing the technical details)The project details and technical approach were clearly presented.

The team applied appropriate techniques, skills, and modern engineering tools.(consider concepts generated, analysis and design performed, hardware produced)

Questions 3 (a), (b), and (c)

Question 4.

The project demonstrated critical thinking skills, initiatives, and innovation.(consider cleverness of solutions, ideas, products, and impact on business/society)

Question 5.

The project demonstrated satisfactory accomplishment within budget limitations.(consider schedule, tasks completed and remaining, budget status)

Question 6

(consider the quality of the design and product)

. The project demonstrated quality in performing tasks.

Question 7.

The project demonstrated team efforts and team coordination.

Question 8.(consider the discussion session)The presentation stimulated interest and participation by the audience.

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