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Design and Management
Computer Applications
Computer software applications, design & management
This unit of work addresses aspects of the following syllabus outcomes.
The student:
H5.1 selects and uses communication and information processing skills
H5.2 selects and applies appropriate documentation techniques to project management
Source: Stage 6 Industrial Technology syllabus, page 17. Board of Studies NSW, 1999.
Introduction
This unit of work focuses on the utilisation of computer software applications in the development of the management folio.
Project management documentation consists of all the records, including the management folio, used to complete a major project, and are generally stored as both hard and electronic copies. In addition to the management folio, other forms of project management documentation can include, for example:
- a weekly diary where day to day ‘work in progress’ activities are recorded,
- concept sketches and more formal production drawings of the major project, and
- digital records of construction activities.
The management folio
The management folio is a significant piece of project management documentation because it forms a record of process and review. Therefore it should be an accurate record of all the activities which are addressed and considered during the design and construction of a major project. It includes for example, initial research and analysis activities, production planning, material selection, production drawings of the major project, together with explanations and justifications for each of the decisions taken during the project’s design and construction.
Computer software applications can be used to develop the management folio by integrating it with the other forms of project management documentation enhancing the presentation and quality of the document’s final desktop publication.
Computer software applications
The most common computer software application used to develop the management folio is the word processor 
. The use of word processing software provides a powerful and flexible editing tool for developing and revising the management folio as the project progresses. While the word processed document will form the foundation of the management folio, many other software applications can be used to generate relevant ‘items’ which can then be integrated into the final document. These include,.project management software, spreadsheets, scanned images, Computer Aided Drawings (CAD), graphics, and database software.
The management folio can be efficiently developed by first creating a template file. Some of the basic issues that should be considered when creating this file are set out in table 1.
| Page size | Generally A4 with portrait orientation. |
| Identity | Think about the manner in which you will identify this document as your own..Consider the insertion of your own logo in either the header or footer. |
| White space | Endeavour to balance the space taken up with text and tables with ‘white space’ or blank space. |
| Page layout | |
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Top, Bottom, Right: 2 cm Left: 3 cm (permits binding) |
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Use a minimum of font types throughout the document. Paragraph text should be in Times or Times New Roman 12 point. Headings can be in a different font using 14 point For example: Arial 14
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Text should be spaced at either single or 1.5 lines. |
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Headings should be spaced at 2 lines. |
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Each page of the body of the document must be numbered. Ideally the page number should be placed at the top or bottom right hand corner on each page. |
| Colour | Use colour for images only. |
Table 1: Basic template issues. Taken from Barlow, J. 2006). Notes on the Preparation of a Design Record. ACU: Sydney.
Spreadsheet software applications are perhaps the next most accessible software application tools which can support the development of the management folio. They are very versatile and can also be used as substitutes for more sophisticated project management software which can be easily misused if the project management concepts underlying them are not understood.
Spreadsheets can be used to generate project budgets and project planning and control tools like Gantt charts . The Gantt chart in figure 1, for example, was generated using spreadsheet software. It was then simply copied from the spreadsheet and pasted directly into this document.
Figure 1: Simple Gantt chart created using a spreadsheet software application.
More sophisticated Gantt charts presentations can also be generated by a similar spreadsheet software application.
Relevant information collected in the weekly diary, such as evolving annotated concept sketches for example, can be scanned and then inserted in the management folio. Electronically inserting concept sketches, like those shown in figure 2, significantly enhances the authenticity and quality of the completed management folio.
Figure 2: Annotated concept sketches of a chair: Caborn, C. et al 1989, Design and Technology, Nelson, p. 96.
Computer Aided Design software applications not only provide a relatively easy to use tool for producing detailed production drawings but can also generate 3D models of the intended final project which can be inserted in the management folio. An example is provided in figure 3.
Figure 3: Production drawing with 3D model (http://valens.se/images/draw1.jpg)
The use of digital cameras is a very common means of recording the construction sequence of the final project. Graphics software applications can then be used to edit these recordings before insertion in the management folio. This can include for example, the cropping (cutting off) of unnecessary background information.
Database software applications can be very useful research tools. Many firms produce their product catalogues as databases and distribute them on CDs which can then be loaded onto a computer for use. Other databases may be accessible on-line. However while there are many relevant on-line databases, they often require a username and password which restricts access.
Remember also:
- Use the grammar and spell checker provided in the word processor software application regularly to check written expression. Do not use ‘messaging’ notation.
- Identify all objects, such as graphs, figures, images, photographs and tables, by a number and description. For example:
Photograph 10. A contempory timber lounge suite
- Use a consistent referencing system to cite the source of all information presented in the management folio. Be aware that Web sites should have the date viewed included in the citation. Some examples of referencing books and web sites appear at the end of this unit. A simple referencing system involves you citing the Author, the Date of the publication, the Title, and the Publisher of the document with the publisher’s Location. Your school or local librarian can help you with this part of your work.
- Copying and pasting information from the Internet into the management folio simply demonstrates the skill of copying and pasting. This does not demonstrate the skills of analysis and synthesis, and the ability to present an original piece of work. Copying other people’s work may have copyright implications which may bring fines or gaol terms. Make sure you gain copyright clearance before you use other peoples work, or at least acknowledge their work in your folio.
Activities
After reading the information contained on this unit of work and the links attached, attempt the activities set out below.
- Using the guide set out in table 1, prepare a word processor template for your management folio.
- Develop a Gantt chart for your project using the steps listed below:
- List all the activities you think will be required to complete your major project.
- Estimate the time you think each activity will take.
- Consider the dependencies between each of the activities. That is, consider how activities are related. Which activities need to be completed before other activities may commence?
- Complete an activity-time-dependency table.
- Use this information and the steps set out in the first spreadsheet link to develop a basic Gantt chart for your major project, and then attempt to develop an enhanced Gantt chart using the steps set out in the second spreadsheet link.
- Scan your annotated concept sketches from your weekly diary and then insert them into your management folio. Remember to identify these sketches in your folio.
- Complete production drawings and 3D models of your project using a CAD package and then import these into your management folio. Remember to identify these drawings in your folio.
- Review photographs you have taken of the construction phase of your major project. Select those photographs which you believe represent an accurate record of your work. Convert these to a digital format by scanning them (if necessary), edit them where necessary and then insert them into your management folio. Remember to identify these photographs in your folio.
- As part of your major project research, investigate the availability of relevant database catalogues.
Reference material
Computer aided design, http://en.wikipedia.org/wiki/Computer-aided_design
Database, http://en.wikipedia.org/wiki/Database
Gantt charts, http://www.netmba.com/operations/project/gantt/
Graphics software, http://en.wikipedia.org/wiki/Graphics_software
Project management software, http://en.wikipedia.org/wiki/Project_management_software
Seniors Corp Tech Center, http://www.seniortechcenter.org/desktop_publishing/word_template.php
Spreadsheet, http://en.wikipedia.org/wiki/Spreadsheet
Word processing, webopedia, http://www.webopedia.com/TERM/W/word_processing.html
Barlow, J. 2006. Notes on the Preparation of a Design Record. ACU: Sydney.
Caborn, C., Mould, I. and Cave, J. 1989. Design and Technology, Nelson: Walton-on-Thames.
Fulton, W. A few scanning tips, http://www.scantips.com/
Peltier, J. Advanced Gantt Charts in Microsoft Excel, http://peltiertech.com/Excel/Charts/GanttChart.html
Peltier, J. Gantt Charts in Microsoft Excel, http://pubs.logicalexpressions.com/pub0009/LPMArticle.asp?ID=343
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