Deliverable K: User and Product Manual

Group 15

Engineering Design 1103

December 10, 2023

Objective:

Document your work well enough so that your client or other students could use it and
reproduce your design completely and are able to understand and use all of the different
features of your prototype. This is NOT just another assignment that only your TA will read.
Bill of Materials (BOM):

 Our project was software-based, therefore wed include the cost of any special tools or
software services obligatory for a functional prototype. Ideally, free software tools can
be used only.
 For the project, each team was assigned $50 in budget. Encouragement was given to
take the opportunity to concentrate purchases on one subsystem and collaborate with
other teams to share resources. Purchases of materials and components were done by
the group, giving the TA the original receipts for a reimbursement. It was easier having
only one person on the team making all the purchases, receipts were provided.
 In the lab succeeding the submission of this deliverable our group met with the PM/TA
(Project Manager/Teaching Assistant) and presented a detailed design and BOM to get
feedback about the quality of our design, including the manufacturing feasibility, called a
design review.
 To spend your budget, cost of materials and components are to be approved by the TA.
A product/project cost spreadsheet greatly simplifies this approval and includes links to
specific products in this spreadsheet or Bill of Materials (BOM). Including an estimate of
the cost for all components and materials (even if they are 0$) which is needed for the
different prototyping deliverables described. Detailed design was used to make sure no
items are missing from the BOM. See
https://en.wiki.makerepo.com/wiki/Professional_development/Project_management/
Purchasing_Guide.

A list of equipment (software or hardware) needed to build each prototype should also be
included. It contains potentially temporary materials that are only needed for initial prototyping
but are not part of the final design (a breadboard for example or a design software like
Onshape).
 1. Deliverable A: Team Contract and Project Management Template

This document was a team contract for your project group. All members of the team read and
understood the form and then signed it. Signing was done digitally. Our team met regularly more than
once per week, in addition to communicating online using Microsoft Teams. Group 15 produced a
completed contract, based on the template provided in Brightspace. The contract outlined the team’s
procedures, expectations, and consequences for failing to follow procedures and fulfill expectations.
Individual members showed their understanding of these statements and their agreement to follow
them by applying their (digital) signature to the contract. A contract template was provided on
Brightspace which we used.

Use a task planning tool of choice at the start Wrike, later Trello, it identified and maintained
track of exactly which person was responsible for ensuring the completion of which specific
tasks. This was preferably discussed on a weekly basis with the PM/TA.

The required completion dates for all tasks or deliverables with known due dates were captured
since they did not change. All of us were added to a Wrike/Trello project with the team where
all members could edit the plan. A person would be assigned the responsibility for keeping the
plan updated. Overall, all of us were responsible for keeping the estimated durations, of all tasks
owned, up to date.

Task planning tool Trello view.

Objective:
As a team, review and complete the team contract questions and individually sign it and create
a task-based plan using Wrike.

2. Deliverable B: Needs Identification and Problem Statement

Objective:
Empathize with your client and truly understand their problems, limitations, frustrations, desires, and
needs. Translate their statements into a list of interpreted needs. Then, organize and prioritize their
needs and formulate a problem statement. Reflect this information as a team to determine whether you
are actually “solving the right problem”.

Teams will put together a briefing (2-page max) regarding their clients’ needs. This will be based on
their first meeting with the clients.

The Briefing contains many needs, identified by empathizing with the clients. Freedom was given to
speak to other potential clients related to the project on our own and to look at other similar products
on the market. This was important for strengthening results.

Time was taken to convert what the client stated, plus instructed into properly interpreted need
statements.
The listing of needs when identified, were organized into similar groups and prioritized, justifying what is
done throughout.

When our team was confident all of the client needs were identified, they were used to formulate a
problem statement, including all important aspects, while ensuring that it remained short, specific, and
persuasive.
Benchmarking user perceptions of similar products (i.e. user benchmarking) to make sure we had a
thorough understanding of the problem and related needs of the eventual and for other potential users.

We remembered our client may not know or be able to put into words all the things that they wanted or
needed.

Our team gave attention to unknown information that had to be clarified or defined (i.e. issues or
questions that were not addressed in the initial client meeting). New issues or needs that were identified
after that meeting applied. All of this was documented.

Problem Statement:
After engaging and empathizing with the client, we came up with the following problem statement: Erin
Hunt, Ebin Joseph and Mines Action Canada need a unique, memorable and convincing 30-60 second
video showcasing what our world would look like with autonomous robots capable of killing because
they want self-governing killer robots banned.

Client Empathy and Needs Identification During and after our meeting, we empathized with the client
and what she explained to us to assemble this list of needs:
● Need 1: The client expressed the need for the video to be short and succinct.
● Need 2: The client expressed the need for autonomous weapons to be banned pre-emptively.
● Need 3: The client said the video/simulation must be “interesting, unique and memorable”.
● Need 4: The video must evoke concern and inspire those who see it to campaign for positive change.
● Need 5: The video must be realistic and tangible
Task plan is updated weekly.

3. Deliverable C: Design Criteria

Objective:

Define a list of prioritized design criteria, do technical benchmarking and determine target specifications
which can be used in the development of your final solution.

Based on the team’s list of interpreted needs, a list of prioritized design criteria, including functional and
non-functional requirements, as well as constraints (and metrics, where appropriate) were defined.

Technical benchmarking (i.e. researching existing products that already satisfy one or many of the
interpreted needs) and updating user benchmarking information (user perceptions of similar products)
was performed.

Teams will determine target specifications (numerical values or a range of values which represent
reasonable product attributes) such as minimum or maximum weight, dimensions, amount of time
needed for a user to become familiar with the product (ease of use), number of items on an interface,
etc. This aided in evaluating potential solution ideas and provide measurable design goals which were
fulfilled by the final solution.

Group 15 reflected on how the client meeting impacted the development of design criteria and
specifications, when deciding on the relative importance of criteria and explicitly stating any updated
needs that changed from Deliverable B.

Task plan was updated weekly.

4. Deliverable D: Conceptual Design

Objective:
Develop a set of conceptual designs for your problem statement, based on the previous user
benchmarking and technical benchmarking and the list of prioritized design criteria you have
developed. Analyze and evaluate these concepts and choose the concepts or combination of
concepts that you will continue to develop. Justify your reasoning as you go.
The final functional solution should have a minimum of three subsystems. Clearly defined in
boundaries between subsystems, so that conceptual designs for each subsystem are inter-
changeable.
Based on your team’s problem statement, benchmarking and the list of prioritized design
criteria, each team member generated at least one concept for each subsystem required.
Identified the specific team member creator for each concept in the deliverable.
Team members then reconvene as a team for reviewing,
categorize/condensing/combining/refining/reconsidering each sub-system. The goal was to
produce completely new or modified concepts for each subsystem.

From the analysis and evaluation, we chose the best global concept and identified it for further
development. Gave a few lines and notes to show the benefits and drawbacks of the different concepts
considered, justified reasoning behind final selection or any ideas not selected with suitable notes in the
document.

Our chosen concept was continuously used in future project deliverables, including task plan and cost
estimates, as well as prototyping. It is possible we realize along the way that the chosen concept is not
ideal or requires modification. Therefore, it was critical at this stage of the process to properly document
ideas in case of changes or modifications in design later. Top three ideas in the submitted deliverable
were recorded and a record of the other ideas generated somewhere safe. It is recommended to include
them as appendix material in your submission.

Task plan updated weekly.

5. Deliverable E: Project Plan and Cost Estimate

Objective:
Develop project tasks with a schedule view to ensure that your team can complete all three
project prototypes from now until the end of the semester and provide an estimation of the
costs and the components that will be required for your project. Devise a test plan for your first
prototype.
To spend within our budget, we were obligated to have the cost of our materials and
components approved by your TA. A product/project cost spreadsheet simplifies this approval,
and links to specific products in this spreadsheet or Bill of Materials (BOM) is included. This
should include an estimate of the cost for all components and materials (even if they are 0$)
which is needed for the prototyping deliverables.

A list of equipment (software or hardware) needed to build each prototype should also be
included. It can contain temporary materials that are only needed for initial prototyping but are
not part of the final design (a breadboard for example or a design software like Onshape).
Group 15 outlined a list of the significant project risks, associated contingency plans to mitigate
the critical risks that are reasonably likely, in addition to the task plan update.

Project Risks: 1. Risk: Disconnect With Client

○ Contingency Plan: Ensure clear communication and alignment with clients on delivering a project
which meets their criteria and achieves the end objective.

2. Risk: Budget Overruns

○ Contingency Plan: Regularly monitor project expenses. Have a reserve budget.

3. Risk: Underestimation of difficulty of project (running out of time)

○ Contingency Plan: Plan and schedule small parts of the project to come together and communicate
effectively and early what is done and what needs to be done still.

Task plan updated.

6. Deliverable F: Prototype I and Customer Feedback

Objective:

Develop your first prototype and devise a test plan for your second. Get customer feedback to improve
your prototype.
Group 15 outlined feedback received from client on the group concept or detailed design. Specified how
the feedback will be used to inform future design choices and improve the solution.

Developed a prototype which will be used to achieve the objectives the team has set out in the plan
created in the last deliverable (i.e. answering the “why”, “what” and “when” of prototyping).
a. Remember: a prototype is not normal work on your project, it is something that has a
smaller, targeted objective with specific tests and measurable results.
A simple analysis of critical components or systems are included, based on current knowledge of
engineering science or even other knowledge.

Carefully documented prototyping test plan, analysis of results (including detailed images of your
prototype).

Feedback and comments on ideas and prototype were gathered from potential clients/users sought out
and identified on our own.

It was not applicable to update target specifications, detailed design and BOM after tests were
completed and analyzed.
Finally, the team organized a prototyping test plan based on a template provided to prepare to build the
second prototype in the next deliverable.

Typical objectives include: communicating and getting feedback for ideas, verifying feasibility, analysing
critical subsystems or system integration or reducing risk and uncertainty.
We defined stopping criteria which will allowed us to end the test once we were satisfied that we
achieved our testing objectives.

Clear about what we were trying to measure and define an acceptable fidelity based on the objectives of
your prototype. See https://en.wiki.makerepo.com/wiki/Professional_development/Design_thinking/
Design_for_manufacturing.

Test plan updated.

7. Deliverable G: Prototype II and Customer Feedback

Objective:
Develop your second prototype and devise a test plan for your third. Get customer feedback to
improve your prototype.
Task updated.

Exact same instructions, except they apply to prototype two rather than one.

8. Deliverable H: Prototype III and Customer Feedback

Objective:
Develop your third prototype. Get customer feedback on your prototype.
Exact same proceeding as the last two prototypes for prototype three, apart from as follows:
Since this was the team’s third prototype, our justifications and reasoning for this prototype
should featured a short explanation of our results of previous prototypes and how this third
prototype sustains the development of your solution. This third prototype was a fully functional
version of your solution (i.e. a comprehensive prototype). Keeping in mind the total course
budget of $50, get creative to improve your results. It did NOT need to be the version we would
actually sell at Design Day.
Again, it was strongly recommended that we start early. Keeping in mind that this prototype
should be comprehensive and will require a significant amount of time to complete.
Lightly, we started thinking about the information necessary for the user manual (deliverable K).
We were able to start the documentation of our final prototype as we went through the
deliverable.
Task plan updated.

9. Deliverable I:
Objective:
Present the results of your final prototype to your peers, professors, users/customers and anyone else
who is interested in your project during the course design showcase.

Prepared a 3 min pitch which we delivered to fellow students, professors, potential users/customers, and
anyone else who stopped by the showcase to check out the product. Group 15 should prepared answers
to questions related to our product.

Our project and final prototype was judged (based on the provided client and judge evaluations forms)
by a group of users/clients who provided 3 mins to pitch our product and answer questions (5 min).
Specifically, we presented:

“So What?”. Motivate the problem. This will require some research and rehearsal. We had to be very
crisp and clear about what problem was solved.
“Who does it concern?” Explained the basic user requirements, as well as current solutions and
alternatives and why solving the problem is important.

“Why us?” and “Why now?” Explained the differentiation in the design or the key aspects that make your
product better and needed right now.

Provided a demonstration of the product in action and working.

Task plan updated.

10. Deliverable J: Final Project Presentation

Objective:
Present your project to your professor and to your peers.
Followed the advice given in the “Effective Presentations” lecture. Each group gave a
presentation summarizing their design process and function of their prototype. Each group had
15 minutes to present and answer questions. Presentations were timed and had to be between
10 and 12 minutes long for full marks (students typically go over time, not under time, so aim
for 10 minutes).
What was told in the body of the presentation:

 A summary of your project

 Solution options and chosen concept (why/how)
 Decisions made
 Trials and tribulations, lessons learned, future work, etc.

Task plan updated.

11. Deliverable K: User and Product Manual

Objective:

Document your work well enough so that your client or other students could use it and
reproduce your design completely and are able to understand and use all of the different
features of your prototype. This is NOT just another assignment that only your TA will read.

Current user and product manual to successfully, systemically recreate this project of Group 15.