(P1) Big Team Physical Health

Untitled

RolePersonEmail
*Human Resource
*Spokesperson
*Teaching Assistant
*Treasurer
Anthropology
Coding
Coding
Coding
Coding
Coding
Design
Design
Design (Leading)
Editor in Chief
Legal
Marketing
Photographer / Videographer
Promotion
Promotion
Promotion
R&D
R&D

Table of Contents

Presentation

Hello! Some of the feedback we got was that working collaboratively with new people and a new system gets confusing. To address that, we've created that simple timeline with instructions below. If follow step by step, you will stay on track.

Deadline #1, Oct 12: Select your team

How to build the team that's right for your project?

Who is the HR person in your team? What do you want to achieve? Who do you need in your team? Do you want a big team, or a small team? Do we have roles in mind? How are we going to find these top students we need? How can we reach out to them? How to convince them to join our team?

We suggest you dig into the people page on this website and reach out to them:

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Copy of People

Oct 14: Final Team lists are released

Once you have figured your team, make sure everyone in is the "Big Team Roles" table above.

We recommend you to quickly assign individual roles in with specific tasks with specific deadlines "Big team" table above to make sure your projects runs smoothly now you have so many people on board.

This what an effective project management looks like: a task, a person, a deadline.

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To project manage we advise you to all work here, on this very page in notion to keep everything in one place, so you know what is everyone up to. Notion has this infinitely customisable project management function - demo time!

Copy of I1 Big Team Project Management

To Do
In progress
Completed

Meet with your Sustainability Expert, Domain Expert (BASc Leaders), Teacher, Teacher Assistant for mentorship

As you perfect your idea, more questions will arise and you will want to test your idea at a bigger scale. You probably want to check in with sustainability experts AND BASc leaders in your discipline. We are all available to meet and support you.

Sustainability Experts

  1. #Waste: Oles Kwong: https://doodle.com/poll/fnnrxfkvc56ey6a6
  2. #Biodiversity: Ray Chu: https://doodle.com/poll/u5izy5s8pin2sxzr
  3. #Inclusion: Prof Puja Kapai: https://doodle.com/poll/e22eexgmyfgauhc7Β 
  4. #Resilience, Food: Yuki Chan: https://doodle.com/poll/hdhyyarnxbi2x4ks
  5. #Energy, Christina Tang: https://doodle.com/poll/kc4vb6ud4wpwfa4c
  6. Michael Tse: matse@hku.hk

BASc Leaders

  1. #Social Sciences: Prof Tom Barry: https://doodle.com/poll/v6nxh3uavq3merb8
  2. #Health: Prof Au Yeung, Shiu Lun Ryan: https://doodle.com/poll/kifmpcwrkybba65tΒ 
  3. #Design, Engineering: Dr Kristof Crolla https://doodle.com/poll/cyvmhtx9y86q4ha5Β 
  4. #Applied AI: Zhonghua Liu (stand-in for Prof Jeff Yao) https://doodle.com/poll/ids6q86mqtq376ieΒ 
  5. #Fintech: Prof KP Chow TBA

Teachers & Teachers Assistants

  1. #Design, Sustainability: Cesar Jung-Harada: https://doodle.com/poll/h856bt2nq3ugerfbΒ 
  2. #Mental Health: Dr Martin Forth: https://doodle.com/poll/8xtzcy4b324z7w6iΒ 
  3. #Resilience, food: Sammie Ng: https://doodle.com/poll/sn4baw4y2zwkr4cc
  4. #Biodiversity: Ella Forsberg: https://doodle.com/poll/ydqkpsf7n2cme2wiΒ 
  5. #Inclusion: Tasnia Rahman: https://doodle.com/poll/nqtbtheztu7wegem
  6. #Waste: Siddharth Agarwal: https://doodle.com/mm/pv8h6rvv83fw2yuh
  7. #Energy: Anubhav Garg: https://doodle.com/poll/7emmwuxt6qnczndt
  8. #Physical Health: Abel Lau: https://doodle.com/poll/axkuybk7gxx3ehr5Β 

Book the experts, teacher, teaching assistants asap!

Meeting with Cesar and Abel

  • Problem you address
    • Lack of regular exercise
      • Lack of Time
      • Lack of friends to practice: doing sport socially
      • Seems so hard - and other people already too advanced (intimidated)
      • Proximity

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Stakeholders perspectives

  • Students

Healthy , energetic

Improve mental health

Boost productivity

Improve academics

  • Depression, anxiety
  • Administrator

Improve academic results

  • Challenge
    • Coding
    • Venue Booking
  • Budget feedback
  • Deliverables - what do you want to demonstrate/achieve?
  • Project management
  • Leadership and governance
  • Actions

Room booking app

References

Actions

  • Meet team mates
    • Distribute workload
  • Meet experts
  • Make a simple app

Deadline #2, Oct 21: Submit receipt originals + Scanned + Google form for 1,000 HKD refund

In order to successfully refunded for the 1000 HKD you might have already spent.

  1. Create a folder on your computer that contains all the scanned copies of the receipts.
    • Examples of acceptable receipts are in the photo below.
  2. Rename the receipts so they are legible. For example, "Receipt_1.pdf" or "R1.pdf".
  3. Create an EXCEL sheet inside the folder according to the following template:
  4. Name the EXCEL sheet with your group name.
    • Example: "E1_1000HKD_expenseSheet.xls"
  5. Convert the folder into a ZIP file and submit it in the link below.

Please contact anubhav@hku.hk if you face any problems.

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Deadline #3, Oct 21: Proposal draft with a budget for 22,000 HKD for approval

This is about obtaining approval the budget of 22,000 HKD (average per team). You can apply for less, you can apply for more. We will have to determine how the overall budget gets spent. You will pay and the finance will take about a month after the end of the term to refund you.

To give you the green light for spending money on your projects we need 2 things from your team:

  1. Create a folder on your computer and store the following items inside the folder
  2. Create a PDF document to explain:
    • Good information about your project: It would be your first proposal draft. Convince us of your idea, your experiment, how you want to execute it. Post your presentation here, on this very page :) Here!
    • Good information about specifically what you want to spend the money on:
      1. Make a list of the things/services you need to buy for your project
      2. Obtain estimates from suppliers - so we know what you intend to spend the budget
      3. Don't forget, maximum price per single item is 15,000 HKD.
  3. Create an EXCEL sheet inside the folder according to the following template:
  4. Name the EXCEL sheet with your group name.
    • For example, "E1_22000HKD_Budget_Request_ExpenseSheet.xls"
  5. Name the zip file according to your group name
    • Example: "E1_22000HKD_Budget_Request"
  6. Upload the zip file to Moodle Please follow this link and upload your files there
  7. P1 Proposal Draft:

    Problems identified

    Stakeholders in our target demographic (university students) were interviewed in order to identify the problems they face with regards to physical exercise (or lack thereof) . From these, we found that there are three main reasons that prevent them from exercising regularly.

    The first reason is the difficulty they experience in organising team sports. Some interviewees said that they would like to play basketball or football, but they cannot find any people to play with them. Due to this reason, they opt for other forms of entertainment, rather than exercise.

    The second reason is that beginners are afraid of being judged. According to the responses of our interviewees, they have tried to commit to exercise and going to the gym. However, they realised that most people seemed to have a high level of fitness and were more experienced, and this was a source of intimidation for some interviewees.

    The third reason is laziness and lack of motivation. It is commonly found that our interviewees do not have the motivation to exercise when they do not have a partner. They said that if they had a friend who exercised, they would have more motivation to do so themselves.

    Our solution

    In order to address the problems above, we decided to create an app to motivate people and promote regular exercise. There are four functions in this app.

    Team sports organizing

    One of the most important functions of this app is to provide a platform for users to create/join rooms. When the users create or join any room, this helps them to find companions. As different users may want to do different kinds of sports, the app allows users to create rooms for all kinds of sports. Moreover, users can set their preferred distance, which filters the rooms that they are able to see, by only showing those within their stated preference.

    Pair up users with similar levels

    Upon registering or signing up for a sports event, users will be asked to choose their level of experience, as well as which level(s) they would be comfortable playing with. By this function, users can find people with similar levels to exercise together, which addresses the fear that beginners have of being judged by advanced players. Moreover, they may be able to connect with those advanced players who are willing to assist beginners, if they wish.

    Rating system

    As we would like to ensure the experience of every user is enjoyable, the app will include a rating system in order to inform organisers of which users are behaving badly. After completing an event, users will be asked to rate other users who participated based on the following factors: Punctuality or not showing up (low ratings given for being late or not showing up), insulting others, as well as other actions which make others feel uncomfortable. Otherwise, good ratings should be given to others, in order to promote a harmonious environment. This system helps alleviate any potential financial burden that organisers may experience if others do not show up to a booked venue.

    Scoring and ranking system

    Users could gain points through doing exercise. The score will reflect how hardworking the users were during that week. Their scores will only be based on participation, rather than how well they played, as the latter might be discouraging. Furthermore, users are allowed to add friends in this app. Scores between friends would be compared and give a ranking. Through referring to the ranking, users could know that they need to be more hardworking and exercise more, if their ranking falls.

    Project process

    As of now, all members, including the initial members of the small group and the newly recruited members, have been split into the following working groups: Design, coding, and promotion. The groupings were based on their own preferences, in order to make sure that all teammates are interested in what they are working on, as this is likely to lead to greater engagement in the project. These groupings will be the main areas of responsibility for the individuals in those groups, however, as design will be more needed at the beginning, and promotion will dominate at the end, the input of teammates outside the main working group will be requested as well.

    As we do not have many coders on our team, we will need further assistance in this area from external sources, and have therefore contacted a company for this. We have initiated discussion with the Coding group in order to determine what exactly we need from the company, but this is still being determined as responses are yet to be provided from some teammates. However, we have some members with experience in app development.

    The first stage going forward is to create the final design for our product, using inputs from our new teammates in order to further improve our initial design suggestion. The Design group will use the group’s ideas to visually represent the app before the prototype is made.

    The Coding group will then go over the design and determine what they will be able to contribute with in terms of skills, and what further assistance is needed. Ideally, they will then be able to code the parts of the app that they have identified, whilst the rest will be discussed with a company for professional help.

    From this process, we will produce a detailed app interface that allows for navigation and exploration of the app’s functions by our target users. At this stage, a simple website version could be created to allow users to test the functions themselves, in order to get more input on the effectiveness of the app.

    The Promotion group will be planning how to best appeal to both target users and decision makers, and this process will occur simultaneously with designing and coding. Once the design is finalised, this group can start creating promotional material for the final presentation. As the final stage of promotion is after the other groups are done, the whole team will assist in realising the vision of the Promotion group, but they will guide the process.

Oct 27: Confirmation of the budget

On Oct 27th, we will announce the budget distribution for all the teams to the team spokesperson and treasurers. From that point, you can spend the approved budget! Don't forget to keep track of your expenses and keep your receipts preciously!

Time to meet with the team, distribute clear responsibilities for each of us!

Oct 31: Proposal Draft for Teaching Assistant Review

What we suggest you is to "walk backward". Start with the end in mind: what do we need to produce for Nov 14th the "big day"? (Scroll down :) What innovative idea have we demonstrated to work? What would make the strongest case for our proposal? What is the strength of our concept? How do we demonstrate it? What is the weakness of our concept? How do we show that we have planned for it?

Let's document our experiments well and build more evidence of how great our concept is.

Nov 7: Advanced Proposal Draft for Teaching Assistant Review

At this stage, you should have a good looking demo, evidence that your concept is innovative, a realistic timeline how this project would be implemented, how much it would cost. You know your punch lines. This is essentially your dress rehearsal. Remember to rehearse many time your presentation until it becomes second nature.

Deadline #4 Nov 14: Big Proposal Presentation to Decision Makers, Experts, Teachers and Industry Guests

This is the big day. 14:00 - 19:00. Location to be confirmed on campus. Joining via zoom will also be available for students stuck abroad because of COVID19. We will start the session with self reflections and evaluation of your peers - it's a leadership course!

Who will be there?

You will present your proposal to the

  • Campus Decision Makers
  • Industry professionals
  • Sustainability Experts
  • Leaders of the BASc
  • You can suggest who you think should be invited - please let us know asap.

What should you present?

We recommend you to include in your proposal such slides:

  1. Problem: you are trying to address
  2. Solution: system overview
  3. Design & technology: more details how your system works
  4. Market study: existing solution and how yours is innovative and better
  5. Deliverables: What you did so far, and what the real project would look like if you were given the resources
  6. Expected impact: who will this impact, who is your target audience
  7. Risks: What could go wrong and how are you planning to mitigate these challenges
  8. Budget: How much money do you need to implement your project. Is there a business model towards sustainability?
  9. Timeline: How long do you think if would take to implement your project
  10. Team: with roles and relationship (organisation tree) with Individual Responsibilities
  11. Big takeaway: Ask to take action and conclude with why your proposition is so important, why it matters.

You have 5 minutes to present followed by 5 minutes Q&A, you can decide to spend them exactly however you want to spend them to convince the judges.

Criteria

The judges will examine

  1. Impact: Can this really improve life on campus?
  2. Feasibility: Can we implement this on campus?
  3. Innovation: Is this an exciting new idea that people will be excited about?
  4. Cost: Can we afford it? Is it worth the budget the students are asking for?
  5. Confidence in the team: Did the students test their ideas, built a solid team to execute the project? Can we count on them and trust them to carry this project forward after the end of the course?

Sustainable Leadership Award (optional and during second semester)

At the end of Nov 14th, some teams may be chosen by the University decision makers to actually implement your proposals. This, the teachers really cannot decide what will happen.

During the second semester, the teachers are actively working towards organising the "Sustainable Leadership Award". We are currently fundraising for it, so we don't have all the details for it, but the idea is to provide resources for the students the decision makers have chosen to work with during the second semester.

Q&A for Nov 14

  • Will you be strict on the 5 minutes? Yes.
  • Can we have multiple people present? Yes, but make sure it is not a distraction from the message you want to convey.
  • Can we show a video? Only if it's something that you cannot present live. 5 minutes talking heads video will be penalised - you can have a talking person at the event.
  • Do we have to strictly stick to the slides above? Not at all. Whatever helps you to convey your message. You could also use role play, fiction, focus on data, economics, the artistic side of your idea... it's up to you! You can even use costumes, music, props!
  • Where should we post our slides? Here. On Notion, you can easily embed your slides here by copy pasting the link.

Deadline #5 Nov 23: Submit receipt originals + Scanned + Spreadsheet for 22,000 HKD refund

After the presentations are done (congrats!) you would like to be refunded for your expenses. Fair enough.

  1. Create a folder on your computer that contains all the scanned copies of the receipts.
    • Examples of acceptable receipts are in the photo below.
  2. Rename the receipts so they are legible. For example, "Receipt_1.pdf" or "R1.pdf".
  3. Give the originals to your Teaching Assistant of your team
  4. Create an EXCEL sheet inside the folder according to the following template: https://docs.google.com/spreadsheets/d/1urhv1rLwarUGkvy3zEW32paiMqgtmF3AG1vN1U6Zp_I/edit#gid=0
  5. Name the EXCEL sheet with your group name.
    • Example: "E1_22000HKD_Refund_Request.xls"
  6. Convert the folder into a ZIP file and submit it in the link below.

Deadline #6 Nov 23: Reflective Essay on Moodle (400 - 700 Words range)

Link to Moodle provided by @Untitled https://moodle.hku.hk/mod/assign/view.php?id=2002283