Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Senior Design Lecture 7 Functional specifications Technical meetings MS word template (optional)

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Functional specifications Front: title page, revision history, TOC, LOF Body –Summary –Introduction –Background –Requirements –Conclusions Back: appendices

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Requirements section Contents: vary with technical discipline Overview: discuss the big picture Examples –Physical, environmental, hardware, software –Core functionality, security, user preferences, text editor, chat area, file transfer, portlets, user inteface –Inputs, outputs, display, power, physical, environmental

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering FS hints Describe your project in as much detail as possible  most important !! If you are not sure about something, make a best guess Cluster requirements into logical groups Start with an overview, then describe the groups

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering FS hints, continued. Use tables and figures, but reference and discuss them Every project’s requirements are different Don’t force your project into an example or the template >> This is the biggest single problem! <<

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Any FS questions?

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Technical Meetings We will hold a number of formal meetings with your advisor and industry rep Our goal is to hold a professional meeting that accomplishes the goal We represent the University to the technical community

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Technical meeting components Chair Presenters Participants: required and optional Purpose: reason for meeting Agenda: topics to discuss Minutes: document meeting and results

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Meeting types 1.Decision: make a decision 2.Informative: communicate timely status 3.Brain Storming: develop alternative solutions to some problem Your team will hold all of these, many informal Approvals

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Decision meeting Purpose: make a decision What decision(s) must be acted on? Who are the decision makers (voters)? When must the decision be made? Who receives notice of the decision? Example: approval meeting

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Informative meeting Purpose: communicate timely status What subjects are to be covered? Who should review what subjects? Who needs to hear it? Example: team meeting, program review

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Brain storming meeting Purpose: develop alternative solutions to some problem What is the subject/problem? Who should participate? What has been done so far? Who should be informed? Example: group problem solving

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Meeting agenda List the topics, order, and presenter –Update status of previous action items (if any) –Past subjects –New subjects –Open items Time limits may be required

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Role of chair? Facilitate meeting Time keeper Quality control, don’t waste time Make sure everyone attends

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Role of presenter? Field questions Stay on topic To inform Keep material interesting Send out material in advance Stay within your time limit Make sure people follow you Sell and idea

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Role of participant? Listen Provide feedback Ask questions Be punctual, RSVP\ Come prepared, read document in advance Don’t fall asleep

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Meeting minutes Start with summary List date, time, purpose Identify all attendees (affiliation, title) Review each subject discussion Action items: owner, action, due date, status Announce next meeting, agenda Put minutes in body of , add to web

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Optional Lecture Material

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering FS template, MS Word 2003 Copy template document from web Modify text only Use Styles and Formatting buttons, don’t modify or reinvent Don’t change the formating !!

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Styles and Formatting Highlight text and click desired format

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Headings Use three levels of headings –Heading 1, Heading 2, Heading 3 –A fourth level is too confusing to follow Headings are used to create TOC

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Headings

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Sections Document divided into sections Each chapter is a section Each section has its own headers and footers Most headers and footers are the same as the previous section

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Insert a section Insert  Break  Next page

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Headers/footers Each section has its own header/footer Each first page or odd/even page header/footer may different Headers/footers may be the same as the previous

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Viewing headers/footers View  Headers and Footer Link to previous Switch between header and footer Show previous, next Page setup

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Page setup: header/footer control

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Edit/create a header/footer View the header or footer Type in the text Check previous, next

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Header edits

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Footer edits

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering TOC/LOF/LOT creation Word generates –TOC based on Heading tags –LOF, LOT based on Caption tags Use the insert command to enter Use update to adjust for changes

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering TOC, LOF, LOT Insert  Reference  Index and Tables

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Captions Caption used for titles –Figures: below object –Tables: above object Word automatically numbers Allows for easy insert or delete Re-generate with TOC, LOF, LOT update

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Insert caption Insert  Reference  Captions

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Cross reference Refers to another part of your document –Figure n –Table n May be entered into text and updated when figures and tables added/deleted Example: Figure 3 discusses the relationship between ….

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Insert cross reference Insert  Reference  Cross-reference

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Document changes Goal: make it easier to review documents between revisions Use the track changes tool 1.Save document at revision n 2.Copy document and rename n Turn on track changes tool 4.Accept all changes 5.Make changes

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Track changes enables Accept/reject

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Accepting all changes

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Role of chair? Call the meeting (date, time, location) Invites attendees Distribute presentations in advance Keep meeting on track (focus) –Summarize, then introduce next subject –Time limits, cut off discussion Assign action items Prepares/distributes minutes

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Role of presenter? Professional-quality collateral material Distribute to participants in advance Understand your purpose, time limit Know your audience Encourage discussion Never be defensive No bad jokes, belittle participants

Fall CS-EE 480 Lillevik 480f06-l7 University of Portland School of Engineering Role of participant? Be on time Be prepared Assume responsibility Be objective