INSTABER

Tender Submission

Tender Evaluation: J & Co. Engineering Company

Client: EMPACT
Project: Mars Rover Prototype
Date: 16/04/2017

Terence Yong
Cheong Ming Long
Henry Foong
 Executive Summary

This tender document has been composed by Instaber in response to the prerequisites of J & Co.
Engineering Companys design package. The aim of this document is to display the depth of our
knowledge and understanding of design as well as our competency regarding the prototype
model created by the J & Co. designers, thus indicating that Instaber is the most suitable
company to construct the Mars Rover for EMPACT.
The primary reason why this tender should be considered is that the tender evaluation criteria of
J & Co. has been addressed specifically to its needs. Additional evidence and justifications has
been provided to further display the competency of Instabers contracting team for this project.
The designers states that the contacting company be well versed in communications particularly
in emails, text messages and proficiency in English. The above criteria is evidenced by
screenshots of emails & texts as well as academic results. Secondly, punctuality and time
management skills is sought by the designers which is mainly evidenced by Instabers GANTT
Chart and Minutes of Meeting. Thirdly, creativity and understanding of design has also been
called to. This criteria has been satisfied by the design package review in this document, where
suggestions for improvements has been properly addressed. J & Co. also seeks certification from
the Instaber contracting team. Photo evidence has been provided whereby the contractors display
past involvements in construction projects to demonstrate competency for this project. Lastly, the
criteria of responsibility is addressed by the evidence of the weekly progress reports of Instabers
past activities.
Concerns arised on the subject of the design, whereby the anti-slip mat tyre soles was thought to
be producing too much friction when rolling. Balloons were recommended as substitute to the
tyre soles. The durability of the axles was also taken into account. The suggestion of
implementing screw hooks to hold the axles instead of an adhered straw has been provided to
ensure longevity and performance of the rover axles. Regarding the strength of the rover chassis,
12mm would be too thin for the prototype to handle loads safely. The suggested solution to
mitigate the effect is to increase the thickness of the chassis by 9mm, resulting in a 21mm thick
wooden chassis. The shock absorber component which is the sponge has also been thought to be
too thin. Increasing the thickness to 30mm has been recommended to ensure higher probability
of success.
The above justifications clearly displays that Instaber is clearly suited to construct the Mars
Rover design by J & Co. Engineering Company. Moreover, Instaber is more than competent to
complete this project professionally and on time.
Table of Contents

1.0 Introduction 1
2.0 Design Package Review 1-2
2.1 Understanding of Design 1
2.1.1 Wheels 1
2.1.2 Axles 1
2.1.3 Chassis and Cargo Holder 1
2.1.4 Front bumper 2
2.2 Client Brief Compliance 2
2.3 Concerns and Solutions 3-4
2.3.1 Wheels 3
2.3.2 Axles 3
2.3.3 Chassis and Cargo Holder 3
2.3.4 Front bumper 4
3.0 Criteria 4-6
3.1 Communication 4
3.2 Punctuality and Time Management 5
3.3 Understanding of Design 5
3.4 Creativity 5
3.5 Certification 6
3.6 Responsibility 6
4.0 Appendix A.1 Screenshots of text messages between
Instaber contractors and their respective designers (tenders) 8-9
5.0 Appendix A.2 Screenshots of e-mails between Instaber
contractors and their respective designers (tenders) 10
6.0 Appendix A.3 Photo evidence of academic
achievements of Instaber contracting team 11-13
7.0 Appendix B.1 Instaber GANTT Chart 14
8.0 Appendix B.2 Minutes of Meeting between Instaber
contractors and their respective designers 15-18
9.0 Appendix C.1 Photo evidence of Terences team in
Curtin Physics Project Exhibition 2016 19
10.0 Appendix C.2 Photo evidence of Henrys team in
Curtin Physics Project Exhibition 2016 20
11.0 Appendix D.1 Samples of Weekly Progress Reports of
Instabers past activities 21-26
12.0 Appendix E.1 J & Co. Design Package 27-61
1.0 Introduction
This document serves as Instabers tender application of the Mars Rover Prototype construction
project. The information below is composed in response to J & Co. Engineering Companys
tender evaluation criteria.

2.0 Design Package Review

A review is done on J & Co. Engineering Companys design package primarily to show that
Instaber contracting team has full understanding of the design. Concerns and suggestions are also
provided regarding the prototype.

2.1 Understanding of Design

2.1.1 Wheels
The designs primary objective is to survive a free fall from 1 metre of height after rolling down
a slope more than 30 degrees from horizontal for 2 metres. As such, a large surface area on the
wheels is implemented to increase the chances of landing on 2 sets to wheels. The materials of
the wheel are also heavy to increase the centre of mass of whole prototype which further
increases the chances of a good landing.

2.1.2 Axles
The design states that the axles will implement metal rods to connect the wheels. The rod is
slipped into the straw and adhered to the bottom of the car chassis with hot glue before attaching
both wheels to both ends of the metal rod. The straw allows the rotational motion of the metal
rod which then allows the wheels to spin thus providing movement of the rover.

2.1.3 Chassis and Cargo Holder

The chassis material is 12mm thick wooden plank 234mm in length and 76mm in width. This is
the main body where all components are attached to. The cargo holder is a potato chip can which
the cargo ( 600ml water bottle) can be slipped into and enclosed safely. A Velcro strap is used to
further secure the cargo to prevent slippage from the carved surface of the holder. The cargo
holder will be bolted to the rover body with 3 bolts.

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2.1.4 Front bumper
A sponge has been implemented as a shock absorber in the event that the prototype falls directly
onto the front of the chassis to protect the cargo and overall rover. The sponge completely
encloses the front section of the body, including the cargo holder and chassis.

2.2 Client Brief Compliance

The client brief states that the dimensions of the rover should not exceed 420mm in length,
297mm in width and 210mm in height. Table 1.0 below shows that the design validly complies
with the dimensional constraints stated by the brief. The design also shows to have a minimum
of 2 sets of wheels as required by the brief.

Dimensions Value (mm)

Rover base length 234

Rover base width 134

Rover height 128

Table 1.0: Dimensions of rover

The brief also states that the overall budget for the construction of the prototype should not
exceed $30. Section 3.1 of the design package clearly shows that the projected budget easily
fulfills the material constraints of the brief.

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2.3 Concerns and Solutions

2.3.1 Wheels
One concern was raised when reviewing design of the wheels. The usage of anti-slip mats as tyre
soles in this design may not be a viable option as the possibility of the entire prototype not being
able to roll down the slope is high. This may occur due to the large surface area of the wheels
combined with the frictional force from the slip mat under the weight of the rover and cargo.
Even if it manages to roll down the slope, the velocity of the rover may not be sufficicient to
provide a good landing as it will simply flip over the edge of the slope after falling resulting in
failure.
A suggestion to eliminate this risk is to substitute the anti-slip mat with balloons to act as tyre
soles. The reason being balloons are cheaper and is less likely to disrupt the speed of the rover as
it produces less friction. The overall budget may be reduced as well as improving the
performance of the rover.

2.3.2 Axles
The implementation of adhered straw to the chassis may suffice should the rover fall without an
additional load. However since heavy equipment is to be loaded on the rover, the hot glued straw
may not be viable in the long run (after several test runs with various loads).
A suggestion would be to incorporate screw hooks to hold the axles. It will be more stronger and
durable compared to adhering the straw to the chassis. The screw hooks can be screwed into the
wood which is the car chassis and the metal rod can be slipped into the hooks to allow rotational
motion.

2.3.3 Chassis and Cargo Holder

Since many components are attached to the chassis, it absorbs most of the impact force during
testing. One concern had arose during the review, that is the structural integrity of the chassis.
The bolting and screwing (if screw hooks are implanted) will most definitely damage the
structural integrity of the wood. With additional load, the impact force of the free fall may
completely destroy the wooden chassis which will result in the need to reconstruct the whole
project and thus increasing the budget.
A suggestion is to simply increase the thickness of the wood to 20mm.This will enhance the
overall performance of the rover during testing stage. A thicker chassis allows a lower centre of
mass to optimize landing. The thicker chassis will also allow more room for the bolts & screws
to be inserted without risking heavy damage to its structural integrity.

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2.3.4 Front bumper
The sponge is projected to be only 15mm thick which may not suffice to completely reduce the
impulse of the drop. A suggestion is to increase the thickness of the sponge by another 15mm.
Adhering an identical sponge onto the current designs may be a viable option as well.

3.0 Criteria
Note that each criteria will be in italic while responses to the tender criteria will be in normal text
below.

3.1 Communication
Communication is crucial in team projects as it regards to the interaction between team
members. J & Co. requires tenderers who are proactive in communication particularly to those
who are able to respond to e-mails and text messages promptly. Furthermore, J & Co. also
attends to the tenderers who can proficiently communicate in English. Designers of J & Co. will
observe this behavior in meetings. Evidence can be provided with screenshots of text messages
and e-mails.

At Instaber, communication is a basic skill that is frequently practiced throughout our group
activities. Appendix A.1 shows samples of screenshots of text messages of our contracting team
with their respective companies whereby prompt replies are evidenced. Prompt replies to emails
are also shown in Appendix A.2 whereby emails are responded to by our contracting team within
24 hours or less. Designers of J & Co. may vouch that we communicate in fluent English during
meetings. To further evidence that, please refer to Appendix A.3 where academic results of our
contracting team are displayed. Terence and Cheong provides their Foundation in Engineering &
Science results. Henry provides his SPM results. Note the excellent results of English Language
by Henry. Effective Communication Skills and Writing and Research Skills were also well
scored by Terence which indicates his solid communication skills.

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3.2 Punctuality and Time Management
J & Co. is concerned about punctuality, particularly the contractors tardiness to meetings.
Other than that, J & Co. also requires contractors who are capable of managing their time well
while working on this project. Good time management will allow the team to complete their tasks
on time without delay. Punctuality will be observed by the designers during meetings. Time taken
to complete each task will be recorded in the Weekly Progress Report and Minutes of Meeting.

Please refer to Appendix B.1 for our companys GANTT Chart where future tasks are taken into
account. With this chart, we can prove that our contracting team here at Instaber is more than
capable of managing our time well during this project. Other than that, Appendix B.2 shows the
minutes of meeting of our contracting team where tasks are considered and recorded. Designers
of J & Co. can vouch that we too have good punctuality as we are always on time to the
meetings.

3.3 Understanding of Design

It is imperative for J & Co. to look at contractors who understands the design well so that the
whole project can be carried out smoothly. Contractors are to display their understanding in the
design in the design package review and suggest improvements if necessary.

Please refer to the whole of Section 2.0 in this tender application where we display our
understanding of the design in a review. Sub-section 2.3 shows that we have considered future
obstacles and provided suggestions to mitigate any possible risks.

3.4 Creativity
Creativity calls for innovation of contractors where they can act upon it. At J & Co., creativity is
required along with passion and commitment. Contractors should provide new ideas and suggest
improvements regarding the design.

Please refer to sub-section 2.3 in the design package review above for suggestions for
improvements regarding the design. Appendix C.1 shows a commemorative photo of Terences
team in the 2016 Curtin Foundation Physics Project Showcase where he was the leader and
orchestrator of the team. The project mainly focused on innovation and creativity which fulfills
this criteria. Appendix C.2 shows Henrys team in the same event whereby he was a large
contributor to his team. Associate lecturer Ms.Natallee ( Tel: +60 85 443939) can vouch for us
regarding this evidence.

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3.5 Certification
At J & Co., it is better if contractors possess some form of certification from an engineering
chapter. This is to prove that the contractors are capable of constructing the prototype based on
the understanding of design.

As our contracting team are composed of completely First Year Engineering students, it is not
possible for us to provide legitimate certification from an engineering chapter in such a short
period of time. However, we can evidence our competency by evidencing our experience in
previous construction projects. Appendix C.1 shows a commemorative photo of Terences team
in the 2016 Curtin Foundation Physics Project Showcase. Appendix C.2 shows Henrys team in
the same event. Also refer to Appendix A.3 where the academic results of our contracting team is
displayed. The overall high scores of our contracting team shows that we are competent to
perform any task theoretically and practically.

3.6 Responsibility
All team members should be responsible in a project. J & Co. will inspect whether or not
contractors are responsible in their respective tasks. To this end, contractors should put more
effort in their work to achieve overall team goals. Contractors can display this through the stage
two design package review.

As mentioned above in the response to tender criteria, Terence has experience in leadership in
previous construction projects as seen in Appendix C.1. He took responsibility for the overall
completion of the project and can be vouched by team member Nur Sharmilla ( Tel: +60 11-1077
4798 ). Other than that, Terence is currently the leader of Instaber, the company tendering to J &
Co. In Appendix D.1 shows the samples of weekly progress reports of our company whereby our
contracting team is responsible in their given tasks. Our contracting team consists of Cheong,
Henry and Terence.

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Appendices

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4.0 Appendix A.1 Screenshots of Text Messages
between Instaber contractors and their respective
designers (tenders).

8
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5.0 Appendix A.2 Screenshots of e-mails between
Instaber contactors and their respective designers
(tenders).

10
6.0 Appendix A.3- Photo evidence of academic
achievements of Instaber contracting team.

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 7.0 Appendix B.1 GANTT Chart of Instaber .
Tasks Subtask Week 1 Week 2 Week 3 Week 4 Week 5 week 6 Tuition Free Week(7&8) Week 9 Week 10 Week 11 Week 12 Week 13 Week 14
TEC
RMP
Drawing
Design Package Specifications
Research
WPR & MOM
Gantt Chart
Group Action Plan
Contractor Tender Submission
Designer Tender Evaluation
Hand Over
Prototype Testing -
Peer Presentation Feedback
Enginnering Identity Reflection
Unit Reflection
Oral Presentation
Mini Pembentangan
Titas Final Project
Essay
Quiz
Eng Mechanics Lab Assesment
Mid Term
Quiz
Calculus Lab assesment
Mid Term
Lab report
Eng Material
Mid Term

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8.0 Appendix B.2 Minutes of
Meeting between Instaber
contractors and their respective
designers (tenders).

INSTABER

MINUTES 05/17 6 APR 2017 03:30 PM BORNEO PAVILION

CHAIRPERSON
Terence Yong

PRESENT
Group 3B Contractors, Group 4B Designers

SECRETARY
Henry Foong

APOLOGIES
Cheong Ming Long

Agenda
Design suggestions/concerns

1. MINUTES OF THE PREVIOUS MEETING

DISCUSSION

PERSON
ACTION ITEMS DEADLINE
RESPONSIBLE

2. MATTERS ARISING FROM THE PREVIOUS MINUTES

DISCUSSION

PERSON
ACTION ITEMS DEADLINE
RESPONSIBLE

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 3. DESIGN SUGGESTIONS/CONCERNS
Terence went through the specifications of Group 4Bs design, particularly the materials used
DISCUSSION for car wheels, axles and chassis

Suggested improvements to the car tyre soles, recommended the substitution of anti-slip mat to
balloons.
Suggested using screw hooks to hold axles instead of straw
Suggested the increase in wood thickness as there are concerns to the strength of the wood
PERSON
ACTION ITEMS DEADLINE
RESPONSIBLE
Submit Tender Application to Group 4B Designers Terence 19 April

The Meeting closed at 4:00pm.

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INSTABER

MINUTES 05/17 6 APR 2017 04:00 PM DISCUSSION ROOM 7(LIBRARY)

Henry Foong
CHAIRPERSON
Kuhan Ganesh , Wong Kai Hui (Designers of Company 10B)
PRESENT
Terence Yong
SECRETARY

APOLOGIES
-

Agenda
Design suggestions/concerns
TEC clarification

1. DESIGN PACKAGE OF COMPANY 10B

DISCUSSION

Meet with the designers from Company 10B for discussion about the design package.

PERSON
ACTION ITEMS DEADLINE
RESPONSIBLE
Complete minutes of meeting with designers regarding to the
Henry 13 April
design package

2. MATERIALS LIST

DISCUSSION

Missing of sources of materials in the materials list of design package.

PERSON
ACTION ITEMS DEADLINE
RESPONSIBLE
Suggest to add the source for materials used to build the car
Henry 6 April
prototype

3. DESIGN SUGGESTIONS/CLARIFICATION

DISCUSSION

Clarify the purpose of the holes on the body of the car

Clarify the drawing of U-shaped axle holder

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 PERSON
ACTION ITEMS DEADLINE
RESPONSIBLE
Suggest to remove the hole of the body of the car prototype Henry 6 April

Suggest to redraw the U-shaped axle holder into cylindrical shape Henry 6 April

Submit Tender Application to Group 10B Designers Henry 19 April

2. TEC CLARIFICATION

DISCUSSION

Clarify the time range and limit for messages to be replied

PERSON
ACTION ITEMS DEADLINE
RESPONSIBLE
Suggest to lengthen the time for messages to be replied to 2 hours Henry 6 April

The Meeting closed at 4:30pm.

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9.0 Appendix C.1 Photo evidence of Terences team in
Curtins physics project exhibition in 2016

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10.0 Appendix C.2 Photo evidence of Henrys team in
Curtins physics project exhibition in 2016

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11.0 Appendix D.1 Samples of Weekly Progress Reports
by Instaber

INDE1000 Engineering Foundations: Principles and Communications

Semester 1, 2017Weekly Progress Report

WEEKLY PROGRESS REPORT

COMPANY NAME:3B Instaber DATE: 21/03/2017

ACTIVITY LOG:

Team Member: Junie

Complete drawing top view of design using AutoCAD 1 hour Done
Complete team peer evaluation 20 min Done
Complete Bill of Materials 10 min Done
Create sample Risk Management Plan for feedback 20 min ~30%
Complete MOM(15March) & upload to blackboard 20 min Done

Team Member: Cheong

Research on material of car tyres ( cost-effectiveness) 1 hour Done
Research on material of car tyres ( withstand force ) 1 hour Done
Create Tender Evauluation Criteria with Henry & Terence 30 min ~40%
Complete team peer evaluation 20 min Done

Team Member: Steve

Research for potential shock absorbers for 600ml water bottle 45 min Done
Start designing/sketching sample car 1 hour Done
Help Junie complete Bill of Materials 10 min Done
Create sample Risk Management Plan for feedback 20 min ~40%
Complete team peer evaluation 20 min Done

Team Member: Henry

Research for materials of car body( cost-effectiveness ) 1hour Done
Research for materials of car bumper ( withstand force ) 1hour Done
Create Tender Evaluation Criteria with Cheong and Terence 30min ~40%
Complete team peer evaluation 20 min Done

Team Member: Yii Xin

Research of car body materials ( recycle material that withstand force ) 45 min Done
Start designing/sketching sample car by using AutoCAD 1 hour Done
Complete team peer evaluation 25 min Done
Create sample Risk Management Plan for feedback 20 min ~30%
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Team Member: Terence
Research on car axle ( cost-effectiveness ) 30min Done
Research on car bumper ( cost-effectiveness ) 30min Done
Create Tender Evaluation Criteria with Henry & Cheong 30min ~40%
Complete team peer evaluation 20min Done

GOALS:

Team Member: Junie

Complete specialist construction technique for design package 26 March
Complete sketching of Side View of car 25 March
Complete risk management plan for Design Stage 25 March

Team Member: Cheong

Complete Tender Evaluation Criteria with Terence & Henry 28 March
Complete risk management plan for Testing Stage 25 March
Create tools/materials list for design package 28 March

Team Member: Steve

Complete risk management plan for Design Stage 25 March
Complete sketching of Rear View of car 25 March
Complete specialist construction technique for design package 26 March

Team Member: Henry

Complete Tender Evaluation Criteria with Terence & Cheong 28 March
Complete risk management plan for Construction Stage 25 March
Finalize Safety Plan for Design Package 28 March

Team Member: Yii Xin

Complete sketching of Front View of car 26 March
Complete risk management plan for Testing Stage 25 March

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 Complete the specialist construction techniques 26 March

Team Member: Terence

Complete Tender Evaluation Criteria with Cheong & Henry 28 March
Create construction method for design package 28 March
Complete risk management plan for Construction Stage 25 March
Compile weekly progress report and print off for project meeting 22 March

QUESTIONS FOR MANAGERS:

Will the 600ml water bottle necessarily contain water, or will there be other fragile materials
within the bottle?

TEAMWORK DYNAMICS:

Team member sick Mismatch of expectations amongst team

Team member not completing allocated tasks Mismatch of ambition amongst team
Imbalance in task allocations members
Non-responsive team member Team member unhappy with team
performance
Team member trying to do all the work
Other
Team member having to do all the work
Other

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 INDE1000 Engineering Foundations: Principles and Communications
Semester 1, 2017Weekly Progress Report

WEEKLY PROGRESS REPORT

COMPANY NAME:3B Instaber DATE: 28/03/2017

ACTIVITY LOG:

Team Member: Junie

Complete drawing construction method diagram 2 hours Done
Complete information of construction method 15 min Done
Create e-portfolio 10 min Done
Complete drawing bottom view of design 30 min Done

Team Member: Cheong

Create Tender Evaluation Criteria with Terence & Henry 3 hours 80%
Complete risk management plan for Testing Stage 20 min Done
Create tools/materials list for design package 1 hour Done
Create Safety Plan with Terence & Henry 1 hour 80%
Create e-portfolio 10 min Done

Team Member: Steve

Complete risk management plan for Design Stage 20mins Done
Complete sketching of Rear View of car 30mins Done
Complete specialist construction technique for design package 1 hour Done
Create e-portfolio 10 min Done

Team Member: Henry

Create Tender Evaluation Criteria with Terence & Cheong 3 hours 80%
Complete risk management plan for Construction Stage 20 mins Done
Create Safety Plan for Design Package with Terence and Cheong 1 hour 80%
Create e-portfolio 10 min Done

Team Member: Yii Xin

Complete sketching of Front View of car 1 hour Done
Complete risk management plan for Testing Stage 20 mins Done
Complete specialist construction techniques for design package 1 hour Done
Create the slides for project meeting 20 mins Done
Create e-portfolio 10 min Done

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Team Member: Terence
Create Tender Evaluation Criteria with Cheong & Henry 3 hours 80%
Complete risk management plan for Construction Stage 20 mins Done
Create Safety Plan for design package with Cheong & Henry 1 hour 80%
Create e-portfolio 10 min Done

GOALS:

Team Member: Junie

Attempt to create drawing of Exploded View of car 31 March
Create contents of e-portfolio and upload design package 5 April
Finalize Drawings section of Design Package 31 March

Team Member: Cheong

Create contents of e-portfolio and upload design package 5 April
Complete Safety Plan with Terence and Henry 31 March
Finalize tools/materials list of Design Package 31 March
Complete Tender Evaluation Criteria with Terence and Henry 31 March

Team Member: Steve

Create contents of e-portfolio and upload design package 5 April
Finalize the specifications of Design Package before final submission 31 March
Compile Risk Management Plan into Design Package 31 March

Team Member: Henry

Create contents of e-portfolio and upload design package 5 April
Complete Safety Plan with Terence and Cheong 31 March
Finalize Safety Plan of Design Package 31 March
Complete Tender Evaluation Criteria with Terence and Cheong 31 March

Team Member: Yii Xin

Create contents of e-portfolio and upload design package 5 April
Help Junie to sketch the exploded view of the prototype. 31 March
Revise specialist construction techniques of Design Package before final submission 31 March

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Team Member: Terence
Create contents of e-portfolio and upload design package 5 April
Complete Safety Plan with Henry and Cheong 31 March
Complete Tender Evaluation Criteria with Henry and Cheong 31 March
Compile Design Package and check for error before uploading to Turnitin 2 April
Compile weekly progress report and print off for project meeting 27 March

QUESTIONS FOR MANAGERS:

Is it necessary to create a company logo to insert into the Design Package?

TEAMWORK DYNAMICS:

Team member sick Mismatch of expectations amongst team

Team member not completing allocated tasks Mismatch of ambition amongst team
Imbalance in task allocations members
Non-responsive team member Team member unhappy with team
performance
Team member trying to do all the work
Other
Team member having to do all the work
Other

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 Appendix E.1 J & Co. Design Package

Stage 1 Design Package

by Jian Cheng Bong

FILE STAGE_1_DESIGN_PACKAGE.PDF (1.33M)

TIME SUBMITTED01-APR-2017 06:55PM WORD COUNT 3874
SUBMISSION ID
792700911 CHARACTER COUNT 18085

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