---
# System prepended metadata

title: 'Meeting #1'

---

# Meeting #1

- **Name**: Kick-off meeting.

### Goals

- Mark the beginning of the project;
- Build a shared vision of the project;
- Establish a commitment among all involved in the project;
- Motivate team members.

## Info

- **Location**: Room B338, FEUP, Porto
- **Planned date**: 2022-03-11 16:00 (UTC+0)
- **Time of start**: 2022-03-11 16:04 (UTC+0)
- **Time of end**: 2022-03-11 17:28 (UTC+0)
- **Duration of meeting**: 01h24min

## Participants

### Client's representatives

- **Sebastião Chaves**, COO of A.Henriques II;
- **Rui Carvalho**, member of the software team of A.Henriques II.

### Team

- **Afonso Caiado**;
- **Alexandre Abreu**;
- **Diogo Nunes**;
- **João Sousa**, responsible for client communication (Substitute);
- **José Macedo**;
- **Mariana Truta**, online via Discord;
- **Pedro Simões**;
- **Telmo Baptista**.

## Items covered

### Introduction

Client started the meeting by presenting themselves and their roles and background in the industry. Sebastião Chaves is the COO of A.Henriques II and Rui Carvalho is part of the IT team of A.Henriques II and has worked and is responsible of the ERP system of A.Henriques. Afterwards they enquired our team regarding its dynamic, e.g. how it was formed, and background, both academical and professional, in order to have a general view of our team's capabilities.

A.Henriques values organisation and communication as key points for a successful project, and are expecting our development to fit their standards, providing proper planning, scheduling, prototypes, etc.

Client followed by presenting the problem, which consists on how to effectively transmit information to the employees and possible other company's representatives, which can be difficult due to the large number of personnel involved. In conclusion, the client wants to be transparent with what's being done, why is it being done, what are the future plans and goals and also more effectively transmite internal notices and news.

### Presentation

Our client, A.Henriques II, is one of the top rubber industries in Portugal with great influence nationally and overseas. They value trust and quality on their products (also demonstrated by their certificates in that matter) while also valuing innovation, by keeping up-to-date both technologically and socially, e.g. their Instagram.

They have a lot of measures for evaluating their productivity, consumption and others. However, these aren't that appealing or interesting for their employees, as they aren't part of the management team. Client wants more transparency with their employees, and so purporsed the creation of a dashboard to display these measures and other information in an appealing way for both employees and potential external companies' representatives, this is, keeping it appealing and fun, but also technical.

There are a lot of "classic" measures in the industry (*OEE*, *OTD*, *%NOK*, *PPM*, *MTTR*, *MTBF*), however they want more easy to understand measures to be displayed. On top of measures, it also serves to display internal notices, events, etc.

This dashboard must also provide ease of usage for management team to add new notices and events, in case of need. However, most of the information must be of automatic collection of their managements systems, which aren't necesarily connected with each other.

Client is open to make necessary data available to us as well as open to adapt their system, in case of need, as their management system was created by them.

Some indicators and information were proposed for the dashboard, such as:
- Number of personnel in and out of the factory, which can be collected via their point control system;
- Safety and hygiene on work measures;
- Energy consumption measures, to explicility show what part of their energy consumption comes from their solar panels (client wants to show its care for sustainability, as around 10% of their energy comes from their solar panels)
- Number of machines functioning
- Productivity measures such as the number of parts produced, the kilograms of rubber consumed, wasted material, number of inspected and sold parts
- Number of RfQs answered
- Volume of orders
- Holiday seasons and anniversaries
- Events and visits
- Audits
- COmplaints
- Equipment acquisitions
- Investments
- Employee of the month
- Changes to the organogram of the company

Reinforced that these were just suggestions and we can opt to do or not some of them, or even add news ones if interesting.

### Technology and resources

- A.Henriques II has an ERP system that collects data from the factory;
- The clients is open to offer support with their IT and HR teams;
- They are also open to factory visits;
- They want a project policy of continuous integration, with a weekly report of progress.

### Q&A

**Are the screens and dashboards planned to be interactive? If yes, to what level of interactivity?**

- There's no goal for the system to be interactive, but the clients are open if the team really thinks that is more appealing;
- The clients suggested that the touchscreen functionality can come later, but only when the non-interactive project is fully functional;
- Another factor to consider is that, if our project depends on interactive screens we are dependant on our clients' decisions, and ultimately could mean that our system is not applicable for them;
- The clients directly expressed that, even though they are open, they prefer a non-interactive system, citing reasons as the chance to damage and costs;
- With some tweaks in the way information is presented automatically and the speed of the interface, we could achieve the goals easily without interactivity;
- We could also create an algorithm that shows the most relevant informations in the moment, considering the sector where it's located, the time of day, seasonality, importance, urgense, and even the existence of visitants in the factory.

**Where to obtain the information? As it is dispersed in different systems.**

- Some informations need to be collected differently and from different systems and databases;
- The company has an ERP system made with SQL;
- The client can make some tables available for us, but only for reading, if we want;
- Our system needs to be implemented in a general way, not specifically for A.Henriques II;
- Web services and resources access a SCADA system, and the client can provide us with a PDF with the intructions and usage guide for it.

**What documention is required? And are there some guidelines that the client wants us to follow?**

- Relevant information include, how to use the software and how to expand it;
- Possibility to use modules is very valuable, and an open-source model is possible;
- The documentation needs to be flexible and support future expansion.

**Are there any technologies wanted by the client?**

- The software development teams in A.Henriques II use C# as language, but that is not required for us;
- There is a change that we do not finish the project in time, but they may want to continue the project we started;
- But even if it is finished, flexibility is very important, because they may create more data, attributes, sectors, etc.

**Is on-site work expected? If yes, how it works?**

- On-site work is not required regularly;
- But they are very open for us to visit the factory if we want to see something;
- This can be valuable and important for better understanding and to the quality of the product, as some things can only be understood by seeing them;
- They offered accomodation of any transport costs from trips to the factory;
- The client proposed a 1-day work at the factory, to get the dynamic of it and to plan the project, we could do things like:
  - See how many dashboards will be used, and at which places;
  - With a plan already made, we could discuss it with the clients.

**Are there any guidelines for the dashboard design?**

- We need to maintain their design identity, not necessarily the same one, but not too different either;
- The interface needs to be appelative, but also serious, as it will also be seen by leaders of external corporations;
- There's already a company that is responsible for this design language, and our team or the FBAUP team could get support from them if needed.

**Which are the most important indicators?**

- The biggest priority is to define the priorities, which includes determine how many dashboards will be used and where are they going to be located;
- There's no single most important measure to be displayed, their priority can de decided later (e.g. upon a factory visit);
- All the indicators are targeted at common people, they are not the indicators important for the managers of the company;
- High value indicator include:
  - Energy;
  - Safety and hygiene;
  - The ones related with the production and productivity (e.g. products made and quantity of material used).
- This should not be so important, because our system needs to be dynamic and other companies may use our services with an entirely different set of measures and indicators;
- The important thing is that our system should provide a flexible interface that can provide an easy-to-read information dashboard for any set of indicators.

### Closure

- The client is very excited with this project, and they are thinking about it since a long time ago;
- They are 100% available for this to be a successful project;
- At the end they asked our team questions about our personal preferences, further solidifying the relationship between our business and theirs.

## Decisions made

- **João Sousa** will send an e-mail with the team member responsible for the communication: **Gonçalo Teixeira**;
- **Sebastião Chaves** will answer this e-mail with the slides used in his presentation;
- **Mariana Truta** added the other members of the team to the Microsoft Teams channel and GitHub repository created for us.
