This page was developed by the Queen's University Applied Sustainability Research Group.

This page discusses how to run an international collaboration on scientific and engineering research in applied sustainability.

It includes links to software and services and provides an example project: Open source solar spectrum project

The desgin of an international collaboration will be divided into categories related to the development of an engineering project.

Project Scope and Description Definition

The first and most important step of the project is the clear definition of project scope. This will allow for the proper allotment of resources (both human and physical) to the varying aspects of the project, and will ensure that project completion is possible. Especially in an international context, it is important to ensure that the scope and description of the project is well understood, and is achievable with the resources available at each location. In order to ensure full comprehension by all parties, the project scope and description should be written down and sent to all parties in the project. In the case of a modification of scope or description, these modifications should similarly be written and distributed.

Assignment of Roles and Responsibilities

The assignment of roles and responsibilites is required in order to provide a framework which can be used by members of the project to determine their expected contribution. In an international context, this is also very crucial when responsibilities are shared across borders in order to ensure that both groups are building off each other's work, and not re-creating it.

In addition, it is reccomended that each group has a team leader, who is responsible for communicaiton and organization within their group. In a project where a large portion of the collaboration exists over teleconferencing, having one speaker from each group can stramline communications and ensure that important points are being conveyed. It is important that all group members are present and contributing at each teleconference, however it should be the team leaders responsibtility to ensure that they get a chance to speak, and a clear time in which to do it.

Definition of project timelines and goals

The project timeline allows for the co-ordination of teams areound specific goals. A timeline should be laid out which clearly defines project goals and milestones, and every attempt should be made to follow this timeline. Similarily to project scope, the project timeline should be a written document distributed to all project members. If a change in the timeline or project goals is required, a new timeline should be developed and distributed to all memembers. Again, in an interantional context this is important to ensure that the responsbitilibies of each working group are known.

Progress tracking

Regular meetings should occur in order to track the progress of the project and to ensure that all working groups are on track. In addition to meetings encompassing the entire project team, individual working teams focussing on specific projects should interact on a more regular basis to ensure proper task co-ordination.

Troubleshooting

Project completion

Useful software packages and best practices for use

Skype

Skype is a free software package which allows high quality voice and video calling over the internet. In addition, it has limited functionality for written "chat", and the abilitiy to screen share, which can be valuable when attempting to convey complex topics.

In order to share the screen of a local computer with participants in a video chat, follow the following steps :

To start sharing your screen:

• Make a voice call or video call to the person that you want to share your screen with.
• Click the icon on the call toolbar at the bottom of the calling pane.
• Choose whether to:

Show your current display - shows whatever you have on your screen.

Select window - allows you to choose which window you share.

• Bring up the window that you would like to share so it displays on your screen, make sure that it is highlighted in blue, then click Show selected window to start sharing.
• When you want to stop sharing your screen, click Stop sharing.

The benefit of screen sharing is that it is possible to 'show' what you are talking about and can also double as an online PowerPoint presentation viewer which will work globally.

Dropbox

Dropbox is a free software package which allows automated syncing and backup of files between computers and into the cloud. This facilitates the sharing of project files, and ensures that only one, up-to date version of a file exists. Dropbox should be the sole method used to share files, as it ensures traceability of files, and reduces confusion around the correct version.

In order to set up dropbox, it must be installed on a local computer. Once installed, a Dropbox folder will be installed in the users My Documents folder. This folder is automatically synced between online cloud stroage, and any computers with which it is shared. Any files which are modified, added or deleted from this folder will be automatically updated in all linked folders on other computers. If a mistake is made, a file can be retreived or reset to is original state as much as a moth previous.

Gantt Project

GanttProject is an open source project which provides free project managment software. GanttProject allows for the creation of project Gantt charts along with human resource allocations and completion tracking. It is an ideal method for creating project timelines and milestones in a way that can be easily visualized and edited by members of the project.

The Gantt chart produced in GanttProject can be exported to: Image files (jpeg,png), HTML, PDF or Microsoft Project. An example Gantt chart for the installation of a data aquisition system is shown below.

Teams are responsible for:

1. In week 1, students choose a format for communication in both asynchronous and synchronous situations in private. You enable your advisors to see what is going on....(e.g. Emails are cc'd, blogs passwords are provided).
2. In week 1, create a Gantt chart of tasks and the individuals that will be responsible for them
3. Use a logged weekly full team meetings(voice)(private).
4. Use a design journal/idea blog/chat room/wall, which is logged?(private).
5. Share design iterations shared on Appropedia [project] and Thingiverse [designs] (public) – history file will track contributions.
6. Building and testing the devices, with publishing full instructions/protocols.
7. Develop method of sharing data access between universities and the public. See for example Pachube or consider ftp protocol – whatever is going to work.

Google Software

Google Documents ,Gmail Chat, Google Calendar, SketchUp are all part of the google softare package and can be a powerful tool in online international collaboration.