IS 480 PROJECT ACCEPTANCE SANDBOX INCUBATION Managing the

IS 480 PROJECT ACCEPTANCE SANDBOX & INCUBATION Managing the internal workflow at IIE TEAM BENJAMIN BRYAN JONATHAN RAYMOND 4. 5 WEIJIE

TEAM 4. 5 Jonathan Lim Project Manager Deputy Business Analyst Benjamin Chan Lead UI designer Developer Raymond Ong Lead Developer Deputy UI designer Goh Wei Jie Developer Systems Analyst Bryan Tan Business Analyst Deputy Project Manager

OUR CLIENT SMU Institute of Innovation &Entrepreneurship Nurture and grow an innovation and entrepreneurship culture Grants & funding Providing physical space Providing start up businesses support Providing relevant training Partnership Spread awareness Networking and geographical exposure

CURRENT BUSINESS PROCESS

ACTORS IIE Staff Teams Startup Champion Proposing Team Entrepreneur-inresidence (EIR) Incubated Team Incubation Manager External Mentors

SANDBOX 30 DAYS INCUBATION 12 -18 MTHS

Comments/ Feedback Approval Rejection Resubmission Grants Application Transition INCUBATION STAGE Milestone Setting Prototyping Business Mod Mentor Assignment Transition Pitching GRADUATION STAGE Term Refining Sheet B. Plan Pitch Funded Mkt Cust. ACQ. Transition SANDBOX STAGE Form submission DEMO DAY FINAL PREPARATION PHASE Coaching

PROBLEMS FACED 1. Transparency within our time taken for specific milestones across the workflow 2. Transparency of tasks responsibilities and statuses from a organisation level 3. Isolated critical paths due to individual components within customised flow 4. No common repository for knowledge sharing (meta-tagging) 5. No competencies matching between business driven proposals 6. Disconnect between the teams and mentor in terms of feedback 7. Mentor matching (standardised variables) 8. No tracking of IIE Staff workload and progress 9. No standardised platform for all documents

OUR SOLUTION Current: 1. Displaying current assigned tasks and statuses of current applied projects 2. Live comment feedback through chat with EIR/Champion within Sandbox phase 3. Assigned champions to currently incubated teams Pending: 1. Time elapsed for every single task/milestone and project progress 2. Critical paths for customised workflows 3. Repository with a library of meta-tagging with library of texts 4. Matching algorithms for matching business driven proposals 5. Matching algorithms for matching mentors

SCOPE & REQUIREMENTS

FUNCTIONS & USE CASE Basic Modules: Account Management Proposal Submission Proposal Management Task Management Facilities Management Grants Management Mentor Management Milestone Management

FUNCTIONS & USE CASE Basic Modules: Account Management Proposal Submission Proposal Management Task Management Facilities Management Grants Management Mentor Module Milestone Management

FUNCTIONS & USE CASE Basic Modules: Account Management Proposal Submission Proposal Management Task Management Facilities Management Grants Management Mentor Module Milestone Management Use Cases: Login/logout Forgot password 9 -pin sign in

FUNCTIONS & USE CASE Basic Modules: Account Management Proposal Submission Proposal Management Task Management Facilities Management Grants Management Mentor Module Milestone Management Use Cases: Apply Upload proposal View status Resubmit proposal

FUNCTIONS & USE CASE Basic Modules: Account Management Proposal Submission Proposal Management Task Management Facilities Management Grants Management Mentor Module Milestone Management Use Cases: View company details Download proposals Approve proposals Reject proposals Request for resubmission Assign to EIR Add remarks

FUNCTIONS & USE CASE Basic Modules: Account Management Proposal Submission Proposal Management Task Management Facilities Management Grants Management Mentor Module Milestone Management Use Cases: View pending tasks Add task Remove task Mark task as complete

FUNCTIONS & USE CASE Basic Modules: Account Management Proposal Submission Proposal Management Task Management Facilities Management Grants Management Mentor Module Milestone Management Use Cases: Assign facilities Release facilities View assigned facilities View available facilities Register new facility

FUNCTIONS & USE CASE Basic Modules: Account Management Proposal Submission Proposal Management Task Management Facilities Management Grants Management Mentor Module Milestone Management Use Cases: View available grants Indicate grants applied View applied grants Set grant interview date Add remarks and comments

FUNCTIONS & USE CASE Basic Modules: Account Management Proposal Submission Proposal Management Task Management Facilities Management Grants Management Mentor Module Milestone Management Use Cases: Register View assigned groups Review pitch plan Record comments Accept meeting invitations Approve mentor application Approve mentor assignment Provide mentor feedback

FUNCTIONS & USE CASE Basic Modules: Account Management Proposal Submission Proposal Management Task Management Facilities Management Grants Management Mentor Module Milestone Management Use Cases: Define startup strategies Add new milestone Add milestone task Request functional mentor Request business mentor Upload documents Embed videos View milestones Check milestone status Mark milestone as complete Record pitch plan Add comments to milestone

FUNCTIONS & USE CASE Additional Modules: Admin Module Communication Knowledge Management Profile Management Reporting Module Analytics Module

FUNCTIONS & USE CASE Additional Modules: Admin Module Communication Knowledge Management Profile Management Reporting Module Analytics Module Use Cases: View access control rights Grant rights Edit rights Allocate login credentials Manage workspace Assignment of user roles

FUNCTIONS & USE CASE Additional Modules: Admin Module Communication Knowledge Management Profile Management Reporting Module Analytics Module Use Cases: Message proposing team Message IIE staff Message mentors Message incubated teams

FUNCTIONS & USE CASE Additional Modules: Admin Module Communication Knowledge Management Profile Management Reporting Module Analytics Module Use Cases: Upload document to repository Tag uploaded documents View document details Search for documents Download documents Post questions Post answers Search past questions

FUNCTIONS & USE CASE Additional Modules: Admin Module Communication Knowledge Management Profile Management Reporting Module Analytics Module Use Cases: Create profile Edit profile

FUNCTIONS & USE CASE Additional Modules: Admin Module Communication Knowledge Management Profile Management Reporting Module Analytics Module Use Cases: Set report parameters Generate report Export report View past reports

FUNCTIONS & USE CASE Additional Modules: Admin Module Communication Knowledge Management Profile Management Reporting Module Analytics Module Use Cases: View process map View critical path View overall team status Review process metrics Review activity delay count Review reasons for delay Send reminders to team

X-FACTOR What is Lean Six Sigma A data driven process that looks to eliminate time wastage by providing tools for solving problems through standardization and visual management.

X-FACTOR The Framework Define § Focus on reducing process delays § Better resource allocation § Reduced cycle time Measure § Mean, standard deviation, capability Analyze § Process Analysis § Critical Path Analysis § Gather reasons for delays Improve § Data driven + human innovation Control § Dashboard providing visual overview of processes

X-FACTOR Pioneering collaboration with IITS The Benefits § Spur improvements with other business units § Creates precedence for student teams to improve the SMU ecosystem

X-FACTOR Pioneering collaboration with IITS Moving in that direction § Made initial contact § Gather deployment requirements and criteria § Comprehensive documentation & APIs § Training of stakeholders involved

DEMO LIVE APPLICATION

MOCKUPS

PRODUCT COMPARISON

SIMILAR PRODUCTS

SIMILAR PRODUCTS Basecamp Key Features: Project Management Task Management User Management Scheduling Document Repository Email Integration

SIMILAR PRODUCTS SUPPORTED PARTIALLY SUPPORTED NOT SUPPORTED Value-add Customizations Basecamp Aggregated Calendar Custom Workflow Business Optimization Techniques Cost $10/day $99/mth $350/mth IIESAINT FREE

BUILD OVER BUY Unique requirements Implement custom analytics modules Sensitive information

TECHNOLOGY SETUP

NETWORK ARCHITECTUR

DEPLOYMENT DIAGRAM Current

DEPLOYMENT DIAGRAM Future

DEPLOYMENT STYLE Lean Software Development BUILD MEASURE LEARN Gathering Requirements per module Build and Deploy MVP Client Feedback Validated learning

TESTING Deployment Localhost Modular testing Bugs Solving Deploy to server Integration testing Bugs Solving

TESTING User Feedback QUALITATIVE Usability Tools such as Heatmaps QUANTITATIVE

RESOURCES Development Tools IDE: Versioning: DBMS:

RESOURCES Development Tools Github vs. Subversion • Familiarity with Github Repo Structure • Central Repo allows better individual version control via forking • Branching allows flexibility

RESOURCES Server Side Tools Web Server: Framework: Language: Database: MVC Java and JSP

RESOURCES Client-side Tools Client Side Scripting: CSS Tools: Asynchronous Server Messaging:

RESOURCES Client-side Tools 960 GS • Easy CSS Positioning AJAX • Provides asynchronous messaging, allowing page components to be independent

RESOURCES External Tools Timeline JS: Milestones Tracking Java Mail (Implemented): Email Sending Service using Gmail JSON JS: Data feeder for Milestone Tracking Chat. JS: Facebook Style Chat Implementation Tiny. MCE: WYSIWYG Editor Implementation for Interaction Google Charts Web Service (Implemented): Chart View for Equities Breakdown

COMPLEXITIES/CHALLEN Translating business requirements into IT functions § Process flow managed by different key stakeholders § Establish over-arcing view of the entire business flow based on stakeholders inputs

COMPLEXITIES/CHALLEN Improving business process by quantifying the workflow § Understanding the pain points of the business process based form the different stakeholders § Ability to improve the business process

COMPLEXITIES/CHALLEN Knowledge application § Do not have a commercial application of the six sigma theories and phases of implementation in terms of operational streamlining § Learning curve for the rest of the team mates in understanding and applying the six sigma theory

DEVELOPMENT READINE What we feel ready § Client-side scripting (i. e. Javascript, Ajax) § Current velocity in good standing What we need to work on § Professional design for web application interface § Automated testing using Travis CI

PROJECT PLAN

TIMELINE & MILESTONES

RATE OF COMPLETION

SCHEDULE METRICS § To identify the lapse between planning and actual execution of the project § Helps in the tracking of tasks. § Measures efficiency of the team. FORMULA = Actual Days Planned Days

SCHEDULE METRICS

SCHEDULE METRICS § Performance Levels

BUG METRIC § To improve the quality of the codes § Ensure that system is not spiraling into a non-functional state

BUG METRIC

BUG METRIC 45 7

RISK MANAGEMENT

LEARNING OUTCOMES

THANK YOU