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--- report:prm [2026/05/23 17:13] – [3.9 Project Plan] team1
+++ report:prm [2026/06/02 20:29] (current) – [3.2 Time] team1
@@ Line 43: / Line 43: @@
 === 3.1.5 Roles and responsibility ===
-Scope management is a shared responsibility among the six team members. Decisions related to defining and adjusting the scope are made collaboratively, taking into account technical feasibility, time constraints, and alignment with the project objectives. Supervisors contribute through regular feedback, supporting validation of the project direction and deliverables.
+To support effective coordination and project execution, responsibilities were distributed among the six team members according to competencies, interests, and project needs. Although the project was carried out collaboratively, certain areas required specific responsibility allocation to ensure efficient progress and balanced workload distribution. A more detailed analysis of internal and external stakeholders, including their influence, interest, and involvement in the project, is presented later in Section 3.5 People & Stakeholder Management.
+Table {{ref>roles_responsibilities}} presents the main project roles and responsibilities.
+<table roles_responsibilities>
+<caption>Roles and responsibilities</caption>
+^ Role^ Main responsibilities ^
+| Project Coordination| Task planning, meeting organization, schedule monitoring, and overall project follow-up|
+| Hardware Development| Integration of sensors, irrigation system, power components, and prototype assembly|
+| Software Development| Development of system logic, connectivity, and software-related functionality|
+| Product Design| Design of the pot structure, usability considerations, and prototype appearance|
+| Marketing and Business Analysis| SWOT analysis, positioning, branding, pricing, and marketing strategy development|
+| Documentation and Reporting| Academic writing, formatting, references, report integration, and presentation preparation|
+| Testing and Validation| Prototype testing, troubleshooting, user feedback collection, and system evaluation|
+</table>
+Despite the distribution of responsibilities, the project followed a collaborative approach in which all team members contributed to decision-making, problem-solving, and project development. Regular communication and meetings were used to maintain alignment between technical, managerial, and marketing-related activities.
 === 3.1.6 Scope control and verification ===
@@ Line 84: / Line 98: @@
 <table project_milestones>
 <caption>The main milestones of the project</caption>
-^ Date ^ Milestone^
+^ Date ^ Milestone ^ Project day ^
-| 2026-02-23    | Project start |
+| 2026-02-23    | Project start | 0 |
-| 2026-02-28    | Selection of preferred project proposals    |
+| 2026-02-28    | Selection of preferred project proposals    | 5 |
-| 2026-03-11    | Upload black box diagram and structural drafts    |
+| 2026-03-11    | Upload black box diagram and structural drafts    |16|
-| 2026-03-18    | Upload initial list of components and materials   |
+| 2026-03-18    | Upload initial list of components and materials   |23|
-| 2026-03-21    | Define project backlog, global sprint plan, initial sprint plan, and Gantt chart (Jira)   |
+| 2026-03-21    | Define project backlog, global sprint plan, initial sprint plan, and Gantt chart (Jira)   |26|
-| 2026-03-25    | Upload detailed system schematics and structural drawings   |
+| 2026-03-25    | Upload detailed system schematics and structural drawings   |30|
-| 2026-04-12    | Upload interim report and presentation   |
+| 2026-04-12    | Upload interim report and presentation   |48|
-| 2026-04-16    | Interim presentation and feedback   |
+| 2026-04-16    | Interim presentation and feedback   |52|
-| 2026-04-22    | Upload 3D model video   |
+| 2026-04-22    | Upload 3D model video   |58|
-| 2026-04-29    | Upload final list of materials   |
+| 2026-04-29    | Upload final list of materials   |65|
-| 2026-05-02    | Upload refined interim report   |
+| 2026-05-02    | Upload refined interim report   |68|
-| 2026-05-13    | Upload packaging solution  |
+| 2026-05-13    | Upload packaging solution  |79|
-| 2026-05-27    | Upload functional test results   |
+| 2026-05-27    | Upload functional test results   |93|
-| 2026-06-13    | Upload final report, presentation, video, paper, poster, and manual   |
+| 2026-06-13    | Upload final report, presentation, video, paper, poster, and manual   |110|
-| 2026-06-18    | Final presentation, discussion, and assessment   |
+| 2026-06-18    | Final presentation, discussion, and assessment   |115|
-| 2026-06-23    | Final corrections and upload of refined deliverables   |
+| 2026-06-23    | Final corrections and upload of refined deliverables   |120|
-| 2026-06-25    | Prototype demonstration and final submission   |
+| 2026-06-25    | Prototype demonstration and final submission   |123|
 </table>
 </WRAP>
@@ Line 112: / Line 126: @@
 /*Describe your project budget and its key components. Explain how your budget was managed throughout the project. Document the planned vs. effective costs of your project.*/
-The project isdeveloped as a prototype and therefore followed a limited-budget approach (100 €). The main objective of the cost management process was to ensure that the essential functionality of the Screen2Green system could be achieved using affordable and accessible components, while still maintaining sufficient technical quality for prototyping and testing.
+The Screen2Green project was developed as a prototype and therefore followed a limited-budget approach. The main objective of the cost management process was to ensure that the essential functionality of the system could be achieved using affordable and accessible components while still maintaining sufficient technical quality for prototyping, testing, and demonstration purposes.
-The main cost drivers in the project are the electronic and structural components required to build the prototype. These include the microcontroller, water pump, sensors, tubing, reservoir materials, structural materials for the pot, and power-related components.
+According to project management principles, cost management is an important part of balancing project scope, schedule, quality, and available resources. In addition to direct prototype expenses, the overall project also includes indirect and future operational costs related to software development, manufacturing, marketing, distribution, and maintenance [(ArraisCastro2026)].
-A preliminary estimate of the prototype cost is presented in Table {{ref>components_and_materials}} .
+The project was carried out within a prototype budget of 100 €, which was provided by the academic programme to support the development process. This budget served as the financial framework for the hardware prototyping phase and required the team to carefully prioritize essential functionality, component reliability, and overall feasibility throughout the project.
+The primary direct cost drivers during the prototype phase were the electronic and structural components required to build the system. These included the microcontroller, irrigation control hardware, sensors, voltage regulation modules, safety components, and power supply infrastructure. A preliminary estimate of the prototype construction cost is presented in A preliminary estimate of the prototype cost is presented in Table {{ref>components_and_materials}}.
-/*Needs to be updated*/
 <table components_and_materials>
 <caption>Budget overview for prototype construction</caption>
 ^ Component^ Estimated cost (€) ^
-| ESP32 microcontroller    | 10.14     |
+| Power supply 12VDC 2A|9.50 €|
-| Solenoid valve    | 8.50   |
+| Solenoid valve 12VDC| 12.30 €|
-| Capacitive soil moisture sensor (anti-corrosion)    | 6.70    |
+| Buck converter | 2.50 €|
-|12 VDC power supply    | 5.81   |
+| ESP32 Dev board | 9.90 € |
-|2.1 mm DC connector    | 0.54   |
+| Relay module (1-ch) | 3.20 €|
-|Buck converter    | 1.44   |
+| Capacitive soil moisture sensor | 4.90 €|
-|Relay module    | 6.77   |
+| Temperature sensor (DS18B20)| 5.80 €|
-|Diode   | 0.10   |
+| Diode (1N4007)| 0.15 €|
-|Temperature sensor    | 4.00   |
+| DC Jack terminal | 1.40 €|
-|Structural materials for pot|    |
+| Resistor 4.7k | 0.05 €|
-|Miscellaneous assembly materials|   |
+| SPST slide switch | 1.38 €|
-|Total estimated prototype cost| 43.99 |
+| Red LED (5 mm)| 0.36 €|
+| Resistor 470 Ω| 0.15 €|
+|Total estimated prototype cost| 51.70 €|
 </table>
-The estimated total cost of the current component list is 43.99 €, which can be rounded to 44.00 €. This indicates that the prototype can be developed at a relatively low direct material cost, which supports the project’s goal of creating an accessible and feasible concept for small-scale indoor use.
-To manage costs responsibly, the team selected standard off-the-shelf components from accessible suppliers and aimed to reduce unnecessary complexity in the system design. This approach helps keep the prototype within a realistic academic budget while still allowing for functional testing and system integration. In a future commercial version of the product, the cost structure would need to be expanded to include manufacturing, packaging, distribution, and software development costs.
+The effective prototype cost was calculated to approximately 51.70 €, meaning that the project remained well below the available budget limit. This was achieved through careful component selection, use of standardized off-the-shelf modules, and continuous evaluation of whether each component was necessary for the prototype functionality. By reducing unnecessary complexity and prioritizing affordable but reliable solutions, the team was able to maintain sufficient functionality, safety, and system reliability while controlling costs effectively.
+The remaining budget margin also provided flexibility for unexpected purchases, replacement components, and potential future improvements during the development process. This reflects an important principle of project cost management, where maintaining contingency capacity helps reduce financial risk and supports better control over project execution [(ArraisCastro2026)].
+Although the current prototype primarily focuses on hardware functionality, the total overall project cost extends beyond the electronic components themselves. While these costs are not included in the current prototype budget, they represent important long-term operational and business expenses that would significantly affect the overall financial structure of the product. A more detailed discussion of future marketing-related costs and budget allocation is presented in Chapter 4: Marketing Plan.
+At the current stage of development, the project team does not allocate financial resources toward salaries or developer compensation. Since Screen2Green is developed as a startup-oriented academic project, the team prioritizes investing available resources into product development, testing, and future marketing activities rather than personnel costs. This allows the project to remain financially feasible during the early development phase while maximizing opportunities for future growth, market validation, and product improvement.
 ==== 3.4 Quality ====
@@ Line 339: / Line 360: @@
 ==== 3.8 Procurement ====
-The procurement of components focuses on technical reliability within a limited budget and tight schedule to ensure that project is delivered on time. All materials are selected to ensure availability for the assembly phase.
+The procurement management plan outlines how the team acquires the necessary components for the Smart Pot project. The team coordinates all purchasing activities to ensure parts arrive on time and within budget. The goal is to keep the purchasing process simple and effective to support the project schedule. All materials are selected to ensure availability for the assembly phase.
+=== 3.8.1 Definition ===
+Procurement Definition
+The project requires specific hardware and materials to build a functional prototype. The following items must be purchased:
-=== 3.8.1 Suppliers ===
+Electronic components: ESP32 board, 12 VDC solenoid valve, capacitive soil moisture sensor, DS18B20 temperature sensor, relay module, buck converter, and power supply. These are required for the automated irrigation system.
+Structural materials: Biodegradable PLA filament and natural cork. These are needed to construct the pot and water tank.
+=== 3.8.2 Suppliers ===
 All electrical components are ordered locally from a single website: Mauser Portugal. Sourcing from one supplier ensures that all parts arrive together and reduces costs to a single shipping fee. This is necessary due to the restricted prototype budget.
@@ Line 348: / Line 375: @@
 Structural parts utilize cork, which is a local material in Portugal. Using local cork supports the regional economy and reduces environmental impact from transportation.
+All items are standard retail goods and will be purchased using direct online orders with fixed retail pricing.
-=== 3.8.2 Decision Making ===
+=== 3.8.3 Procurement risk and mitigation ===
+The primary risks include exceeding the budget and shipping delays. To mitigate these risks, all electrical parts are ordered from one local supplier, Mauser.pt. This ensures all parts arrive together and reduces shipping costs to a single fee. Structural cork is also sourced locally in Porto to support the regional economy and avoid long transit times.
+=== 3.8.4 Cost and constraints ===
+The project operates under a strict budget constraint of 100 €. Costs are determined by selecting affordable and reliable off the shelf components. The current estimated cost for the prototype is 51.70 €, which leaves a safety margin for unexpected expenses.
+Procurement constraints are presented below:
+Budget: Total spending cannot exceed 100 €.
+Schedule: Procurement must align with the fixed 17.5 week project timeline and specific sprint deadlines.
+Resources: All assembly and procurement tasks must be handled by the six internal team members.
+=== 3.8.5 Decision Making ===
 Decisions are based on budget and time limitations. It is not possible to manufacture every part within the given timeframe, like ESP32 boards. A readymade solenoid valve was selected instead of building a custom valve with a servo motor. This choice ensures a reliable, leak-proof solution and saves time during the development phase. Specific parts needed to have certain features to ensure longevity of the product like more expensive model of anticorrosion temperature sensor.
+=== 3.8.6 Vendor management ===
+The team will manage suppliers by tracking order status online and verifying the quality of components upon delivery. Local sourcing from Mauser.pt simplifies communication and returns if parts are defective.
@@ Line 378: / Line 427: @@
 </WRAP>
-Table {{ref>tlabel0}} contains the global sprint plan. Every sprint is defined by their sprint period, a theme/main focus, amount of deliverables, status and percentage of finished stories & tasks.
+Table {{ref>tlabel0}} contains the global sprint plan. Every sprint is defined by their sprint period, a main focus, amount of deliverables, status and percentage of finished stories & tasks.
 <WRAP>
@@ Line 614: / Line 663: @@
+=== 3.11.8 Eigth retrospective - 2026-04-30 ===
+The team thought that just like in last sprint the task division was unfair and that people underestimated the weight of their tasks.
+=== 3.11.9 Ninth retrospective - 2026-05-08 ===
+What we should keep doing:
+  * finish tasks early on and update each other on it
+What didn’t go well:
+  * One member needed another member’s work to start theirs, but the second member hasn’t shared their work and went AWOL.
+=== 3.11.10 Tenth retrospective - 2026-05-14 ===
+What went well:
+  * We delegated the tasks fairly and finished our tasks ahead of time.
+What didn’t go well:
+  * There was insufficient communication from certain team members which lead to confusion and uncertainty about task statuses in the team.
+In short: we should update each other more frequently
+=== 3.11.11 Eleventh retrospective - 2026-05-21 ===
+The next deliverable required the team to finish tests on several topics, most of them being for the software aspect of this project. However, due to illness of the team's developer, no progress has been made on this deliverable. Next sprint will be tough, but manageable.
 ==== 3.12 Summary ====