Plan of
Alexa van de Wall 512993 Melissa Beekenkamp 518358 Tim Jennes 485673 Eric Tuller 512822 Jawed Sabet 478393 Laura Roelofsen 517148 Lena Sophia Mathis 561677 Simon Fussenegger 561678 Edith Mentink 533760 Tomas van Buuren 542741 Michelle van Manen 503597 Thom van den Akker 506950 Kevin Brown 469270 Nina Ibba 508574 Iris Janssen 511716 Amber Parks 561688
Date: 17.04.2015 Teacher(s): Cindy Vermeulen, Mario de Vries, Helena Venema Version: 1.0
Introduction This document covers all initial preparations and organizational infrastructure for the AVI project of Strawberry Earth. Its present working name is labeled under the company brand name of GreenStream Media. On the next page you will find an index concerning the various subjects that are covered in this document. From initial planning and organizational infrastructure all the way up to promotion and execution.
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Index Project Definition 4 Chosen Abilities 5 Methods and Techniques 6 Global planning approach 7 Intermediate results 8 Faseing and planning 9 Project organisation 11 Communication 13 Quality 15 Risk 18
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Project Definition GreenStream Media’s assignment is to make a livestream about the NGO Strawberry Earth. Strawberry Earth is situated in Amsterdam. Their main goal is to inspire their target group to make social, green and ridiculously nice choices. All day and every day. During the livestream there will be four motion graphics/items. The motion graphics will be 4 minutes long each and the content of these motion graphics will be based on Strawberry Earth’s projects and foundations. The livestream will be produced and realized by a crew of 16 students. HAN Arnhem and Nijmegen will be supporting us with equipment and a location. The crew will be responsible for the lighting, decor, production, recording of the video and sound, editorial staff and projections. The livestream will be streamed to a website where Strawberry Earths target group will be able to watch the show live. The livestream will also be saved to an external hard drive where it can be found for later use. In short: On the 3rd of June GreenStream Media will realize a high quality livestream for the HAN about the NGO Strawberry Earth. GreenStream will have 8 weeks to produce and realize the livestream.
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Chosen Abilities Each member of GreenStream Media had a role to play in the realization of the livestream. Each role has to be fulfilled to a certain extent to prove certain competence. Each member will need to do research on his or her roles and prove their competence during the evaluation stage of the project. Every member will turn in a learning contract where in states what their learning goals are and also which documents they will need to turn in to prove their abilities. Also members will need to turn in a portfolio at the end of the project with proof showing he or she has fulfilled his or her role.
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Methods and Techniques Method - Sashimi Waterval Model During the project GreenStream Media will use of the Sashimi waterfall method. Originally designed by Peter DeGrace, the Shashimi theory is also known as; “The waterfall method with feedback”, or “the waterfall model with overlapping phases”. An advantage of this overlapping phase is, that troubles can be detected early on in the project. This will help minimizing the need to re-do work and will eventually
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Requirements Drafting a plan of requirements is most likely the most important and challenging aspect of a project. During the final stages the varying projectmembers will have a clear idea of the tasks that are appointed to them. The requirements will have a mixture
result in a better product. The phases will be the same is in the traditional waterfall method, only that now they overlap. This means that for example, someone will start the design even during analysis. This also means that we can fall back to the analysis during the design phase. Different phases The Shasimi waterfall method consists of six different phases visible in the image.
of simple technical terms and ordinary language in this phase. Further into
Global Planning Approach During the project GreenStream Media will be using the sashimi waterfall model for the global planning. A Scrum method will be used for the weekly planning.
teams.
The planning will have a failsafe of two days total. If a team fails to complete a deadline, they will have two days to see what it is that There will be four motion graphic teams, one needs to be dropped or finish up what it is team for each motion graphic. Each team that needs to be done in the two given days. will have a daily stand-up. This will give the Members that can be spared will be sent to team leaders an overall view on the progress those teams to help reach the deadline. of their teams. GreenStream will have a weekly stand-up. This will give the project leader an overall view on the progress of the Global Planning GreenStream Media’s global planning will give team members an overview on the tasks that need to be completed within the 7 weeks.
Planning Preproduction Week 1 13 t/m 17 April
Monday Tuesday Wednesday Thursday
Friday
* Start Research Document MG
Production Week 2 - 20 t/m 24 April
Week 3 - 27 t/m 01 May
* Feedback and Process on Research Document MG * Branding Design Document -> Simon * Start Design Document MG
* Optional 12 PM Attendance * Start-up MG
Free
*1st Draft Productionplan
Free
* 1st Draft Design Document MG * Start-up Production Plan
Free - Kingsday
* Communication Plan -> Michelle * Practicum 09.15 * Practicum 09.30 * Learning Contracts -> Kevin * PSU 1st Draft -> Iris * PVA 1st Draft -> Alexa * Research Document 1st Draft
Post Production Motion Graphic
* Final Reseach & Design Document
* Final Draft Productionplan
Holiday - 04 t/m 08 May
Week 4 - 11 t/m 15 May
Week 5 - 18 t/m 22 May
* 1st Draft MG + Feedback * Halfway There Presentation
* Final Draft MG + Feedback
Layover Week Fix week Week 6 - 25 t/m 29
Live Stream Week Week 7 - 01 t/m 05 June
Free - Whitsunday ( Tweede Pinksterdag )
Free
* Must haves ( MoSCoW ) must be done and acounted for
Free
Free - Acension Day Hemelvaartsdag
Free
Free - mandatory
* Practicum 09.15
* Practicum 09.15
Week 8 - 08 t/m 12
Portfolio 09:00 AM till 12:00 AM General Rehersal
Portfolio
13:00 till 17:00 Live Stream - Live at 15:00
Portfolio
Portfolio
Deadline
Portfolio
Free
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Intermediate Results
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Risk Break Down Structure: Picture of the risk break down structure, a list of the risks and the possible solutions. MoSCoW analysis: A list of the Musts, Should, Could and Won’t have. Concept Document: The concept document will explain what the goals of the livestream are. This will be phrased using the SMART-principal. Also it will state what the guidelines for writing the concept and scenario will be. Plan of Approach: The plan of approach will consist of the product definition, project methods and technique, a break down of the approach, list of intermediate results, phasing and scheduling, project organization, communication matrix, quality, risks, abilities and a context analysis. Project Start Up: Every group member has to write a piece about his or her own qualities and weaknesses and what they hope to contribute to the project. Contact with the Potential Sponsors: During the project there will be several contact moments with potential sponsors. This communication will be documented. Some examples would be minutes of the meetings or emails. Contract with Sponsors: When a agreement has been made between the group and the sponsors, for both parties safety and insurance will be made through a contract. Contact with Strawberry Earth: The email exchange and minutes of the meetings will be documented. Motion Graphics: The result of the motion graphic has to
meet up with the requirements of the communication target. Possible burdens of proof are the scenario, storyboard, a log, screen dumps, sound plan and the final product. Agenda: Before every meeting the chairman will come up with the agenda and agenda points. Minutes: During every meeting one assigned person will make notes during the gathering, writing down what is said by whom and listing to all the members present. Halfway Presentation: In week 5 there will be a presentation on the progress so far. Design documents: Each part of the livestream will be supported by a design document; this will consist of styles, colors, fonts, audio, etc. Script: For the livestream there will be a script according to which the livestream will be made. There needs to be a camera plan, sound effects and a music plan. The lines of the host, presenter and maybe the guests will be there. The script of the workshops will be worked out. Props and Decor Pieces: The production team will be in charge of making the projected background and decor. But we will also ask Strawberry Earth for some objects to make the set more personal and attractive. Livestream: The livestream itself will be a final result of the project.
Faseing and Planning Initial Phase 6 march - Week 1 On the 6th of March 2015 presentations were held. The class AVI-A was divided into duo or trio groups. Every group has to present their idea for a livestream. There were many great ideas, but eventually two were chosen and one of them was Strawberry Earth. This is when the initial phase began. Simon and Lena presented the concept and named the important aspects: why this project? Is it doable? Who are the possible partners for this project? What should be the result? These are all things that need to be discussed in the initial phase. The main concept of Strawberry Earth was discussed several times after the presentation and some aspects were changed. The initial phase is officially over in week 1. In week 1 we will begin with defining the demands and wishes so that the project will be completed. Definition Phase Week 1 - Week 2 The definition phase begins in week 1. The concept has been shaped and formed, but there have to be rules. These will be discussed and defined in this phase. The first step is dividing the roles. These roles are for in the livestream and for the motion graphic groups. After this a PSU has to be held with the entire group as soon as possible. The PSU is to help members to get to know each other, also the team learns everyone’s strong and weak points, and to make agreements. These agreements are about the work hours, breaks, calling in sick, work obligations, etc. Everything has to be written down and
the whole group has to be aware of those rules and keep to the agreements. Also an important part of the definition phase is the design restrictions. Decisions have to be made about the overall design style of the livestream and motion graphics. Also for the documents that will be made there has to be a format. These choices will be made at the ending of week 1 and will be published for the whole group to see at the beginning of week 2. Design Phase Week 1 - Week 2 The design phase also starts in week 1. In the first week all motion graphic groups will start on their research document and also determine the style they want to maintain. The art director, Simon, and the director, Tomas, will look at this and give feedback if the styles of the different group aren’t the same. After this the research document will be finished in the first week. In the seconds week the groups will begin and finish the design document. In this the exact style of the motion graphics will be described. Preparation Phase Week 3 - Week 7 In the second week the research & design document has to be finished. In the following weeks the preparation phase will begin. For the motion graphic, but also for the livestream preparation is needed. There are four different motion graphics in the project group. Every group has a different topic. Three motion graphics are fully animation and the last one is part animation and part interview. For all motion graphics
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tasks have to be divided, things have to be arranged and made. The livestream takes a bit more preparation. Plans have to be made: a camera plan, a decor plan, a light plan, a plan for the floor manager, the director in the director room, etc. It is possible that still in week 6 preparations have to be made for the livestream. The motion graphics have the finished before that for feedback. Realization Phase Week 3 - Week 6 With preparation comes realization. In this phase the project is truly formed. The motion graphics are drawn, animated, filmed, edited. Everything comes together. The first draft of the motion graphics will have to be finished in week 4 and will receive feedback. In week 5 the final draft of the motion graphics have to be finished. Of course week 6 could also be used if a group would be running out of time. The realization of the livestream starts really early. Because we have limited hours of practicum things have to be done quickly. A decor plan has to be made, a camera plan. This has to be done as soon as possible so the group can start practicing their own set up during practicum. Until week 6 the realization of the livestream will continue. There will always be more to do. For this we have our MoSCoW list, consisting out of Must haves, Should haves and Could haves for the livestream. There will always be more to accomplish for the livestream.
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Follow-Up Phase Week 7 - Week 8 The last phase of the project is the followup phase. It is often forgotten, but very important. After the livestream on the 3rd of June there are still things that have to be taken care of. The most important aspects are the documents for Professional Skills and AVIC & AVID. We have a week to finish those. What also could be arranged is a small party for everyone to celebrate that the livestream and hard work is over. If you want to be polite, it could also be appropriate to give the host and guests a thank you gift. This could be some candy of flowers for example.
Project Organisation GreenStream Media is realizing a livestream about Strawberry Earth. GreenStream Media will be working together with HANmade productions. Project concept owners: Lena Mathis and Simon Fusseneger Project owner: GreenStream Media Project team:
Alexa van de Wall Melissa Beekenkamp Tim Jennes
Eric Tuller Jawed Sabet Laura Roelofsen Lena Sophia Mathis Simon Fussenegger Edith Mentink Tomas van Buuren Michelle van Manen Thom van den Akker Kevin Brown Nina Ibba Iris Janssen Amber Parks
Parties within the project organization
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Project organization
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Communication Document layout For the external communication there needs to be a consistency in language as well as in style. To do this right there has to be a template for all our documents. This template has to be made in the first week of the project and has to match the branding of Strawberry earth. To get an idea of the Strawberry earth branding we can use their website, http://strawberryearth.com/.
- Weekly process meeting (GreenStream Media, Mario de Vries and Helena Venema) - Interval presentation (GreenStream Media, Mario de Vries and Cindy Vermeulen) The illustration below will show communication lines within the project organization.
Strawberry earth style The website has a very minimalistic styling with not a lot of colour. It’s mostly black, grey and white with some colourful accents to highlight certain things. With these colours Strawberry earth wants to communicate a sense of freshness and simplicity. The fonts they use fit really nicely with this feeling. They are elegant but not old fashioned. The complete look and feel really supports the message of Strawberry earth without being cheesy. Template The template will be made in Adobe indesign. It will be a universal template that will be used for all the documents the group writes. Communication Matrix There are moments within the project where communication will be extremely important. Such as: - The daily stand-up (motion graphic teams) - Weekly stand-up (GreenStream Media) - Weekly expert meetings (GreenStream Media, Cindy Vermeulen and Mario de Vries)
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Quality GreenStream Media will take several precautionary steps to guarantee the quality of the Livestream and the products around and shown within it. This document will give an overview of the measurements that need to be taken to guarantee a high quality livestream.
Weekly process meetings
When students collaborate to approach a big project there is always a chance of friction. This friction will often have negative effects on the end result. To prevent this GreenStream Media has weekly process meetings with a facilitator. With these meetings we hope to preserve the smooth working relationship and overcome any hurdles before they become irritations.
Experts
During the project a team of experts will guide GreenStream Media. These experts will be available for consultation throughout the complete duration of the project. There will also be a weekly meeting during which the overall progress of the project will be discussed and evaluated. These meetings will also serve as moments on which the experts will give feedback on the individual and overall products.
Workshops
Each week the members will receive a workshop on how to work in the studio. This is to prepare for the upcoming livestream and for crewmembers to get familiar with our working area.
Helpdesk
During the project members can approach a helpdesk, which provides help in different kinds of software and hardware related to the project.
Risk Breakdown Structure
During the startup phase of the project GreenStream Media has conducted an analysis meeting about potential risks. During this meeting the project team has expressed their biggest concerns about the project and the intended livestream. The results together with potential solutions were combined in a risk breakdown structure.
Planning Tables
GreenStream Media works with clear and strong planning tables. The project leader will keep track of the overall progress and review the appointed tasks.
Review Meeting
At the end of each week GreenStream Media will hold a review meeting in which all members will discuses the work they have been doing for that week. This way everyone can keep track of each other and the overall work that has been moved and still needs to be done.
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MoSCoW List During the start-up GreenStream Media made a MoSCoW list. The MoSCoW list represents all the requirements that need to be met to realize a high quality livestream. The list represents the demands GreenStream Must-, should-, could-, or won’t have.
Will
Should
Could
Won’t
Livefeed
Representative SE
Decor Pieces SEA
Plastic Products
Workshops
Workshops SEA
Go Green
Audience
Host
Entertaining
Give Away SEA
Eco Friendly Decor
Sponsors
Music
Bumpers
Give Away
>1 Participants WS
Ident
Website
Social Media
Greenroom
Catering
Make-‐up Artist
Thank You Gift
Guests
Our Livestream Will Have
Eco Friendly Decor: Our decor for the lifestream will consist purely out of eco friendly products.
Live Feed: During the livestream there will be a live feed in which will we communicate with the viewers. This can differ from a Bumpers/Ident: Between live parts and person behind a computer who passes along motion graphics we must have a short the questions to our host or the live feed will bumper be projected and visible for the viewers. Social Media: We will make use of social Workshops: During the livestream there will media to promote, reach and communicate a total of two workshops, a design- and a with our target group. food workshop. These workshops should be led by someone from the Strawberry Earth Catering: On the day off the livestream there will be catering available for our crew, guest Academy.
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and host.
consist out of products that the Strawberry Earth Academy made.
Make-up Artist: We will have a makeup artist do the makeup of the people who will be on Go Green: During the livestream and during camera. the project we could go green, meaning we could use a inkt saving typography and make Thank You Gift: At the end of the livestream other green choices. will give the people who helped us a small token of our appreciation. Give Away; Strawberry Earth: Our give away during the livestream could be a item made Guests: During the livestream we will have in the Strawberry Earth Academy. guests to participate in the workshops Music: During the workshops we could have Our Livestream Should Have a soft music play in the background. Representative: Our livestream should have a representative from Strawberry Earth.
More than one participants: Our workshops could have more than one participants.
Entertaining: Even though the subject of our Our Livestream Won’t Have livestream is pretty serious we strive to make it as entertaining as possible. Audience: Our livestream won’t have a live audience Sponsors: Our livestream should be backed by sponsors which can be seen in the Eco Unfriendly: Our decor won’t contain eco livestream. unfriendly products for example plastic. Give Away: During the livestream we should give away a cool prize to one of our viewers. Website: We should have a website on which people can find out everything about the upcoming livestream. Greenroom: On the day on the livestream we should have a green room in which we can receive our guests. Our Livestream Could Have Decor Pieces Strawberry Earth: Our livestream could have decor pieces that
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Risk This chapter will identify assets and threats. These will be prioritized in the risk breakdown structure. GreenStream Media will explain in this chapter what these risks are in detail and what their possible solutions are.
Extensive
*Limited viewers
Considerable
*No interaction with the target group
*We run out of budget. *We run out of time.
*Strawberry Earth prevents us from using their name.
Moderate
*Decor *External interference during the livestream
*Data corruption *Hardware failure
*Software problems during the live stream
*Guest don’t show up
Limited
*Project members who don’t do anything
*Noise in communication
*Host doesn’t show up. *Project members drop out.
Considerable
Extensive
Limited
Moderate
Extensive
everyone is aware of the dates and times.
Host doesn’t show up/Guest don’t show up. When working with people outside of your project there is always a chance that they don’t show up on the day of the livestream. This can be due to a fault in their agenda or by external interference such as delay in traffic or a malfunction in public transportation. A solution for this is that we ask the host and guests to show up hours in advance so we can make sure we have them ready and able on time. On the day of the livestream we will also have people with cars standing by to pick up anyone who might be stuck in public transportation. In case of a complete no show we will have people trained and ready as back ups so they can stand in and the show can go on. Also we will keep communications open until the day of the livestream and make sure that
Project Members Drop Out. Though the chances are deemed limited, the threat of a project member dropping out is real. If this happens GreenStream Media will distribute the workload amongst the team members.
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Considerable We run out of budget. A solution for this would be sponsors or using the GreenStream Media’s personal funds. We run out of time. A solution towards this problem is keeping a very tight schedule. Another way to make sure we have everything we want in the livestream is to follow the MoSCoW list.
Noise in communication. There is always a chance in such a big project group that miscommunications occur. To prevent this members will be holding three meetings a week in which they discuss the state of their work and an overall progress update. Software problems during the livestream. During the livestream many problems can occur, for example loss of Internet connection or tricasting system malfunctions. A solution for this must be worked out in a fail-safe scenario, which the GreenStream Media project group will create. No interaction with the target group. During the livestream the goal is to have a live feed in which there is interaction with our target audience. There is a considerable chance that there will be limited responses. A solution for this would be to fake it. To have our own members standing by with the right responses to our live feed on which the host of the show can act. Strawberry Earth prevents us from using their name. There is a chance that Strawberry Earth could prevent us from using their name and brand design because they don’t want to be associated with GreenStream Media. If this happens GreenStream Media will change the livestream concept to a NGO spotlight program in which we will review Strawberry Earth and thus not breaking any copyright claims.
Moderate Data corruption. Though most of our documents are saved and kept online the motion graphics will simply be too big to be stored there. This means they will be saved offline and thus there is a chance for data corruption to occur. The solution is to save documents and files in multiple locations. Hardware Failure. During the livestream there is a chance that a camera or any other piece of equipment might cease to function. When this happens a spare one needs to be brought in immediately. A plan for this needs to worked out. External Interference during the livestream. The studio is located within a college building and the doors cannot be locked do to fire hazards. This means that anyone can walk in and out of our studio when they please and thus may interfere with the livestream. A solution will be that we place signs requesting for silence and privacy. Limited Project members who don’t do anything. Though both the chances and the effects are deemed limited. The chance does exist. However with the three meetings we already have in place to prevent other problems and guarantee quality it will be hard to do so and the project member in question will be confronted.
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