POLITEHNICA UNIVERSITY OF BUCHAREST FACULTY OF AUTOMATIC CONTROL AND COMPUTERS SERVICE ENGINEERING AND MANAGEMENT Managing engineering student groups… [605621]

1

POLITEHNICA UNIVERSITY OF BUCHAREST FACULTY OF AUTOMATIC
CONTROL AND COMPUTERS
SERVICE ENGINEERING AND MANAGEMENT

Managing engineering student: [anonimizat]: Student: [anonimizat]:
Prof Maximilian Nicolae Ioana Ancuta Nicu
SEM, II

BUCHAREST

2

Cuprins:

Introduction
1. Related work
1.1. Problem description
2. Architecture
2.1. Database design
2.2. Work approach
3. Scenarios and Results
4. Media and brand notoriety
5. SMART Analysis
5.1. Project Objectives
5.2. Project Benefits
5.3. Project Risks
5.4.Probability / impact evaluation
6. System Modelling
6.1. BPMN Process Modelling
7. Work plan
7.1. Work Breakdown Structure

3
Managing engineering student: [anonimizat]: “More hands make for lighter work.”

Introduction
A problem of great importance today is to organize groups of students efficiently, to allow them to
collaborate in more complex projects, and to enable them to show the results of the work involved in a
project. The fact that there is a close re lationship between the physical activity and self -image is obvious,
but this linkage is deeper and impacts our society harder then we are tempted to think on the web site,
mostly on the adolescence category.
Through technology the software companies have developed different tools in order to create schedules
for users to keep fit, exercises to train and also benchmarking of their work and a way to view other
friends work.
The idea of this project came from the need of managing projects efficiently in the academic
environment. We are all familiar with the fact that when it comes to engineering projects, with many
students involved in (usually), there are many variables we need to take into consideration. When we
choose to work on this project, we tried to i dentify the most „burning” needs of a group of students
involved in an engineering project, from a project management perspective.
Some of the benefits of a project management applications are:
– more effective control over resources (material, financial, human and
information);
– improving customer relationships;
– decrease the time stages of development;
– reducing the cost of research and development;
– better coordination of activities;
– increased timeliness in execution, delivery, etc.
Discussion abov e may be argued by the parties for and against. All information on the Internet are not
always the most true to have correct information should check the information source and validity, and
reading specialist articles. Using the internet can get informati on much faster and can solve problems. An
engineer is defined as a person who solve problems in a creative and unique. The truth is that not every
problem has a solution fast, elegant and creative. Creativity is based on one of the most important assets
of an engineer, an asset that should be practiced and improved at every opportunity and the best way to do
this is by understanding each solution and the algorithm used. Another asset gained in understanding the
algorithms used is that it will not be easy to remember and easy to apply in other circumstances.
Success was always something desired by everyone. Success is a process lasting obtain gradually through
hard work and perseverance. Being cool means to be popular in the spotlight, people to want to do th ings
the way they do personal "cool". A "nerd" is not the center of attention but have a higher success after
finishing studying.
The current generation wants change, many people want to become Bill Gates. We can say that
everything we think, what we do an d how we do I've part of development in terms of our future

Nowadays most companies have a close relationship with service media in their work, this is one of the
fastest medium in which information can be obtained and can provide details. For this proj ect the best
service is LinkedIn. Integration with LinkedIn offers access to companies that want access to young

4
student can receive funding for projects proposed by them, aseamenea everyone has access to sources and
optical poatae offer a suggestion to so lve a piece of the problem, can Deve abilities each student. Also for
companies seeking to invest in people it is a big advantage because, in addition to the skills of potential
employees could gather feedback from other members and see how the candidate h as gathered experience
and that is very important when investing in people with little or no experience like students.
Facebook and Twitter can not be used in this work is the largest social media platforms on the market. By
integrating these applications would mean that the site will be faster known people. There are several
groups on Facebook that are created for each year of college or every master specialization and
integration with Facebook would mean a smoother transition of our platform.

1. Related wo rk

In order to find the best approach for designing managing engineering student groups , we have
investigare server open -source project management applications. We analyzed their interface and
functionality for establishing possible features which can be integrated to this software applications.
When comparing these applications, we must have in mind the objectives of managing engineering
student groups and the basic functional requirements which this applications aims to offer. Therefore we
looked for si milar applications which provide a user -friendly interface and can adapted to the needs of our
„customers”, the students involved in engineering projects.
A web page is a project management software must provide tools for planning and organized resource, i n
order to achieve project goals. It must be designed to simplify the management of any project or even
multiple project.
A list of project management web and open source software applications we investigated, with a short
description and a list pro‟s and con‟s related to MESG objectives and goals.
MyCollab
Collab is a open source project management and docum ent software for small or mid size of any
distributed team . The project was started in 2014.
Key features:
 Project
 Tasks
 Customizable
 Regularly update
 Work for both desktop and mobile devices
Technologies : Java and php
Pro‟s:
 Interface is Easy to change and easy to extend
Con‟s:
 Discontinued frameworks
 Difficult to install

The site was developed using PHP, HTML, CSS, JavaScript, MySQL merged into a user -friendly
interface intended to provide a comprehensive view of business lending.
Tools of information and communication technolog ies used

5
The Web is a local or global distribution system hypermedia information. From a technical standpoint,
Web space provides a global standard for multimedia communication and the information is organized
and distributed associative to the demands of users, operating the model client / server. We can see the
Web as an information space composed of elements of interest, referred to as resources designated global
identifiers called URI (Uniform Resource Identifiers).

1.1. Problem description

The scope of this project is to develop a software system that will ease the mana gement of an engineering
group. A application can be a great way to stay updated with your projects. In the process of completing
their projects, students also hone their organ izational and research skills, develop better communication
with their peers and adults, and often work within their community while seeing the positive effect of
their work.
In the previous section a few of the available open source software solutions wer e presented, in order to
give an idea about what can be done at the moment. Only open source software was taken into
consideration because of the need to have free and modifiable software.
We have identified the following requirements for our system:
 Maint ain a list of current (available) projects and past (completed) projects
 Expose an administrative interface for adding and maintaining projects and project related
information
 Contain document templates for an easier project management
 Simplify project tra cking by: setting objective, tasks, milestones, reports, feedback forms
 Permit assignment of users to projects and tasks
 Allow different access levels from each type of stakeholder
 Contain calendars (with milestones, meetings) for all resorcer
 Be extensibl e and to have a modular design
 Have customizable UI: the user chooses what information to see from this available resources
 Share optional user information: number of tasks completed per project, deadline adherence
 Flexibility to add new software component s and integrate them on project basis: id a project
needs additional features (implemented in a separate software which can ve added as plugin
ro the system) then plugins can be associated to the particular project.
This group system will affect several us ers: students, project coordinators, sponsor and beneficiaries:
Student: The student will be the central role for this system. Students have implementing in project and
may even be inspired to pursue a career or engage to the project, and their role is sp ecifically defined for
each project. They are given specific tasks in a project and the completion of the task is overseen by the
coordinator.
Coordinators: The administrator of the project. The administrator of the project. His role will be to
supervise and track the activity for that project , to assign students for different tasks and to ensure that
each milestone is reached and project is completed according to the previously set deadline.

6
Sponsors: Project sponsors have an important role. The aim of this platform is to attract as much sponsors
as possible, by promoting the values and results of the student, therefore sponsors need to have visibility
or results and performance. The sponsor is the person or group that provides the financial resources f or
the project.
Beneficiaries: The ones that benefit from the results of the project. They propose the project, and approve
its start. They have access to official results and can see different reports on activity. Not all projects have
a beneficiary, in f act most of them are expected to be public and not have a direct beneficiary of the
results.
Stakeholders for this service are:
 students
 beneficiaries
 coordinators/ professor
 sponsors
 companies

2. Architecture

In order to obtain a product that is eas ier to manage one of the main stages in the development of the
website was to create architecture and all stages implicitly and resources needed to achieve this goal.

2.1. Database design

The general database structure of Mesg is, as presented in Fig ure 1,

a) UserAdmin – To use this service all actions must create an account. Administrator account has
several functions here can connect businesses, sponsors or a teacher. Proposals can be loaded, can
provide suggestions or invest.
b) UserStudent – To use t his service all actions must create an account. A member can see projects
can enroll in a project, upload results of a project.
c) Webpage – It can create a web page with simple graphics people can see different projects.
d) ProjectTrasking – It is used to c reate a project, better organization of business by viewing
progress and adding suggestions.

7

e) Project – this part is used for public projects, placement feedback for projects. Also in this part
companies could decide whether they want to invest in your id ea to become a reality.

Figure 1: Database UML Design

2.2.Backend solution

2.3. Application components

2.2. Work approach

3. Scenarios and Results

Before starting the actual implementing the project, we need the goals of the project and also the
scenarios that users will most l ikely follow inside the application. The incipient state of the project
easy to use, helps us create a new account or log in. The user will register in the application with the
created account and after the login he will be able to see more information .

Before presenting the steps for managing member in MESG, we need to have a clear definition of
the possible roles for users.
There are :

1. Admin: administrator has complete control of a project. They may create and delete
membrs, create and delete the project, assign roles in project, extract report.

2. Student: developers are full membrs of a project and may get full access to project. They
can attach documents related to the chosen project, can give indications for other projects.
Also, cannot delete or create projects or other members

8
3. Visitor: visitors have minimal access to a project. They can view the projects made
available and lea ve comments.

After you access the first page on project, you will go to t he project dashboard. It shows all
projects, the new registration, admin login and member login.

Project List

For students: You are able to see all project you are works in the list view by select the tab „Return
Request‟. It shows all projects you are wor k, the latest activities in these projects, upcoming tasks.

For admin: You can see all active project and what students are working on: View the list by selecting the
"Assigned to the project" tab. Displays all projects, the latest activities in these proj ects, view
attachments.

9
Customer list

Customers or project manager are the most valuable aspects of the application.
The "View customer" section helps you manage your customer information, such as:
 How many projects this client created
 The statuses of p rojects
 Project complexity
 How many students work on the project

Project summary

This page keeps you up to date with the latest activities, events, and project information; the issues
need to be known when a ccessing the project. They are:
 Project Timeline
 Information about members who started working on the project
 Resources used
 Activity flow

Comments

Comments are the simplest way to send information about a particular issue to all members of the
project. It will send an email to all members enrolled in the project so that users do not have to log
in to the application to read the mes sage.

10
Risk

Risk management is one of the important aspects of the project management, especially for the
large projects. With MESG, the project manager is able to identify, assess, prioritize the risks
followed by coordinated and economical applicatio n of resources to minimize, monitor, and control
the probability and/or impact of unfortunate events or to maximize the realization of opportunities.

4. Media and brand notoriety

5. SMART Analysis

The project objectives are denned based on the S.M.A.R.T. requirements and derived from the
project purpose . MESG follows students who are willing to work on projects created by firms or
professors. The project main driver is creativity.

5.1. Project Objectives

By breaking down into modules all the project logic, there were found six main objectives for the project,
in accordance with the S.M.A.R.T requirements, and those are as follows:

Objective 1: Deep analysis of the ways a person who wants to log in and work at projects or they
give some indication for some problems that arose in the development of a project. Deep analysis of the
ways he picks the projects (how to solve the project, ho w many problems is to the end, how many people
join the project)

Objective 2: Projection of architecture and components of an application through which a user
can create a project, can view the projects and can attend them

Objective 3: Implementation of an application through which a user can create a project, can view
the projects from favorite companies and can attend to solve the projects

Objective 4: Testing of an application through which a admin can create a project, can view the
projects from favorite companies and can attend to solve the projects

Objective 5: Preparation of a promotional video through which to explain the functionalities, the
benefits and the way the application is used on all operating systems

Objective 6: Implementation of a marketing plan created based on the model B -B-C (Business –
Business – Customer) and using the environment and clients data gathered

5.2. Project Benefits

The key bents of the project are the following: through MESG, there will be established a big
number of companies/ teachers with the possibility of offering a job or equating a laboratory. For
example, with the project live, it will be easy to know which is student which work at a project , for
company in Cluj and so on. So the project will help t he society, after the national and then the
global scaling, to be involved because they can work from home, be more sociable.
A nancial bent will be offered to the possibility a job. As people will engage in more and more

11
projects, our partners will gain more customers and so they will have bigger revenues.

5.3. Project Risks

Risk identification is a component of a strong framework. Without the risk identification process the
organization is unable to manage its key risks and to demonstrate that they are 'in control'.

Risk identification process:
•To identify a significant risks and the achievement of its business objectives. (an example can be
the cost and price of the competitors)
•To identify all types of risks regarding major components and controls c urrently in place, from
all sources, across the entire scope of the organization‟s activities.
•The risks around opportunities are as well as threats that increase the organization‟s chance of
maximizing the benefit of those opportunities when they arise.
•The organization has to be aware of its major risks at any point in time, including the elements to
update the organization‟s understanding of risk, such as key indicators.
The major risks that were indented for the current project are the following: the increasing level of
complexity that may be added to the user interfaces and functionalit ies of the application that can lead to
unstain ed users. The main risk that was spotted for MESG is the problems that are likely to occur in the
software development of the project. Another risk that can affect the success of the project is the
development of the business plan and m arketing plan that can be not silently documented and so can lack
of information that may be vital, leading to wrong decisions that may im pact the budget of the project.
This risk is present because of the complexity of the business that is build upon the project (being a
Business to Business to Customers strategy and promoting an innovative project for a market that is not in
that big need of new clients).

5.4. Probability / impact evaluation
To achieving successful designs, the management must take into account sudden changes in the
environment (for example natural disasters), of the political, the socio -economic (armed conflicts, strikes,
new regulations, etc.).
Specific to the assessment of event risk we have two approaches:
– from the point of view of the uncertainty occurrence (probability)
– from the viewpoint of the outcome effect (impact)

Program Risk Management Assessment Scale Exam ple
Severity Description Technical
Performance Cost
5.Severe A risk event will have a severe
impact on achieving desired
results, to the extent that one or
more of its critical outcome
objectives will not be achieved. Performance
unacceptable;
Doesn‟t meet a KPP
requirement.
Program budget impacted by
greater than 20$ million.
4.Significant A risk event will have a
significant impact on achieving
desired results, to the extent that Performance
unacceptable;
Significant changes Program budget impacted by
greater than 10$ million but
less than 20$ million.

12
one or more stated outcome
objectives will fall below
acceptable level s. required; Doesn‟t
meet a Threshold
requirement.
3.Moderate A risk event will have a
moderate impact on achieving
desired resul ts, to extend that
one or more stated outcome
objectives will fall below goals
but above minimum acceptable
levels. Performance below
goal;
Moderate changes
required;
Doesn‟t meet an
objective
requirement. Program budget impacted by
greater than 2$ million but
less than 20$ million. Doesn‟t
require significant use of
program cost and/or schedule
reserves.

2.Minor A risk event will have a minor
impact on achieving desired
results, to extend that one or
more stated outcome objectives
will fall below goals b ut well
above minimum acceptable
levels. Performance below
goal but within
acceptable limits; No
changes required;
Doesn‟t meet an
objective
requirement. Program budget impacted by
less than 2$ million.
Development or production
cost goals exceeded by 1 -5%

1.Minimal A risk event will have a
minimal impact on achieving
desired results, to extend that
one or more stated outcome
objectives.
Requires minor
performance trades
within the threshold –
objective range; No
impact on program
success. Program budget not affected;
Cost increase can be managed
within plan.

1.Minimal Internet is disconnected
2.Minor Natural disaster
3.Moderate Database is crashed for a short while
4.Significant Application is not working accurate
5.Severe ERP, GPS and database are not joined to application and the whole system is broken down

Description of the selected business process

Above it is described the process flow , considering the available projects for accessing and
finalizing the project. The chosen business process could increase the company's profits, could
cause more students to put their ideas into practice, learn the requirements of a project in a
company.
The service aims to be an intelligent public service dedicated to projects. Providing quick and
detailed inf ormation on project status, student needs and feedback, increasing service quality.
The objective is to optimize implementations regarding and delivery projects.
One thing is certain: Today, the company is not a simple person to offer simple projects, but a
consumer with ever -increasing demands and standards. For example, the company's administrator
noticed the latest program or applied, so they were made available to students to see if their use is
beneficial to the company.

13

Modelling the selected busines s process
The student enters the application and enlists a project. The project is analysed and if it likes to join it,
other people can join it or ask for information about some unintelligible problems or demands. If there is
a project comment, all commen ts are displayed specifying the most recent comment.

6. System Modelling

 Use Case Diagram
A use case diagram at its simplest is a representation of a user's interaction with the system that shows
the relationship between the user and the different use case s in which the user is involved. A use case
diagram can identify the different types of users of a system and the different use cases and will often be
accompanied by other types of diagrams as well.

6.4. BPMN Process Modeling

Business Process Model and Nota tion (BPMN) is a standard for business process modeling that
provides a graphical notation for specifying business processes in a Business Process Diagram (BPD),
based on a flowcharting technique very similar to activity diagrams from Unified Modeling Lang uage
(UML).The objective of BPMN is to support business process management, for both technical users and
business users, by providing a notation that is intuitive to business users, yet able to represent complex
process semantics. The BPMN specification al so provides a mapping between the graphics of the notation
and the underlying constructs of execution languages, particularly Business Process Execution Language
(BPEL).
The primary goal of BPMN is to provide a standard notation readily understandable by all business
stakeholders. These include the business analysts who create and refine the processes, the technical
developers responsible for implementing them, and the business managers who monitor and
manage them. Consequently, BPMN serves as a common lan guage, bridging the communication
gap that frequently occurs between business process design and implementation.

 SoaML Modeling
SysML.org provides information about the SysML open source specification project , which created the
Systems Modeling Language ( SysML) dialect of the Unified Modeling Language (UML) for systems
engineering applications. Since the SysML dialect profile was named and drafted in 2003, SysML has
been adopted by the Object Management Group (OMG) as OMG SysML and has evolved into the de facto
standard for Model -Based Systems Engineering (MBSE) applications.

 Message Diagram

14

 Capability diagram

 Service Architecture Diagram

15

SWOT

16

7. Work pl an
7.1. Work Breakdown Structure

Construction project planning is a method of determining “What” we have to do, “How” or in which
mood will do the things, “Who” will be do activities and split them in tasks and “How much” activities
will cost.
When a p roject plan consists of numerous activities, it is often advisable to organize the activities in some
way to allow communication of plan information to others and to maintain an understanding of the
various aspects of the project. While there are many ways that a plan can be organized, one common
practice is the Work Breakdown Structure (WBS).
There are three main types of Work Breakdown Structure(WBS), the Project WBS, Standard WBS
and Contract WBS.
· The Project WBS is an operational tool usually prepared by contractors to monitor and control
the work
· A standard WBS is a breakdown structure of activities carried out in the past for a similar
project: the past project WBS can that can be used as a template for the new one.
· A cont ract WBS is agreed between owner and contractor. This is a decomposition of the scope
of work into the main elements that will be used for progress measurement, control and payment
of the contract price.

7.2. Gantt chart at the level of tasks

17

18
References:
[1] R. G. Siefen B. D. Kirkcaldy, R. J. Shephard. The relationship between physical
activity and self -image and problem behaviour among adolescents, feb 2002.
[2] Linda Calbom. School -based physical education and sports programs, fe b 2012.
[3] Riehle, Framework Design: A Role Modeling Approach , Swiss Federal Institute of Te chnology ,2000
[4] B. Shackel, S.J. Richardson. Human Factors for Informatics Usability, 1991.
[5] Markus Stauble, H. J. Schumacjer. ZK Developers‟s Guide, 2008

https://community.mycollab.com/docs/project -management/introduction/