Wikimecum:Final Delivery

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DELIVERING the DELIVERABLES
(IMPORTANT: read Final checklist online for a brief overview first)


Project Deliverables (IMPORTANT: read Final checklist online for a brief overview first)

Every project will generally have a number of products that the team will deliver to sponsors and advisors. At the very least, every project will produce the following:

  1. A Project Report with Appendices
  2. A CD-ROM with all of the Project Files

In addition to these, some teams may also leave behind boxes of photographs, large rolled-up maps and posters, and other miscellaneous by-products of the project. The following sections specify how to make sure that the final steps in the delivery of these products are handled correctly, so that everything is turned in, in a complete and organized manner, to advisors, sponsors and collaborators.

Overview of Procedures (see Final checklist online)

Given that the IQP MUST be completed before leaving your project site, the usual procedure for handing in the final product is as follows:

  1. Produce a single PDF document containing the entire project report, including all appendices. Make sure this final PDF file contains the WHOLE report and Appendices and that it is truly print-ready since all printouts will be made from it. To make it easier for you to reprint this same file once in the US, you should raise the bottom margin up a couple of inches, so the same PDF file can be printed in both Italian A4 paper as well as in US 8.5"x11" paper.
  2. Print the PDF document on the best printer you have available, using A4 paper (the "normal" size in Italy). Make sure you produce a professional copy. Triple check that all of the pages, page numbers, headings, graphs, figures, table of contents, captions, etc. are all in order and reprint pages as needed.
  3. Bind the final, correctly-printed color original and box it at the VPC. Use binding place behind the VPC. See Final Duplicating and Binding handout for details. Last day for binding is Friday December 18.
  4. Once in the US, make an additional re-print of your report on US LETTER paper (8.5 x 11) for filing in Prof. Carrera’s mailbox (see below).
  5. Make CD’s (or even DVDs in some cases) containing all of your project files (see separate handout for details). Make sure you properly label the final CD with a professional label and jewel jacket. Distribute these as needed before departure and in the US (see below).
  6. Box the final report and CD at the VPC. VPC staff will provide you with the box. Using a thick black marker, label the box according to the standard used in the past.
  7. Upload the PDF to the E-Projects submission site at WPI. More details below.
  8. Each student must fill-out and submit the eCDR form to his/her advisor of record (in the US). Prof. Carrera is the advisor of record for projects whose Project ID code starts with FC. Prof. Davis is the advisor of record for the other projects.
  9. Copy the CD content onto the VPC server (see Electronic Submissions).
  10. Upload any web page or Wordpress CMS to the VPC server (see Electronic Submissions) if it isn't there already.
  11. Compile the entry for your project in the VPC Project Database - Dspace (see Electronic Submissions).
  12. Individual students fill out the Team and Self Evaluations and turn them in as explained in the checklist

Recipients of Project Report and Appendices

The Report is printed off of a SINGLE PDF file including the entire document, from the cover to the last page of the last appendix. After this single, comprehensive document is printed, it must be duplicated and bound for delivery to all involved parties. There is a separate handout concerning the process of duplicating and binding the projects. Here's what must be done:

  1. The VPC receives the original IQP (the one you actually printed in color in Venice) so it can be preserved for posterity in the VPC archives in Venice. This is the report as it came out of the printer and NOT a photocopy. It must be bound and turned in to Prof. Carrera or Alberto Gallo on or before December 19. Since the report should consist of a single complete PDF document, the Appendices should be automatically included with the body of the document when possible and desirable. Latest day for binding is Friday December 18.
  2. The Sponsors are given a bound copy of the Report (by December 18th) as applicable.
  3. Prof. Carrera receives a bound copy, printed on US Letter-size paper, in his IGSD box at WPI by December 31st. Prof. Gibson does not require a paper copy of the report nor a CD.
  4. The Registrar’s Copy is submitted electronically using the E-Project submission procedure (more below). You should do this while still in Venice.
  5. An electronic Completion of Degree Requirement (eCDR) form is printed at the end of the e-project procedure. Each student must fill it out and sign it, then deliver it to the official “advisor of record” as detailed in the Final Checklist online. If your Project ID code starts with the letters FC, the advisor of record is Prof. Carrera, otherwise it is Prof. Gibson. The two are not interchangeable. Check your project registration to find out who is your “advisor of record”.

Project Files (CD ROM’s)

Generally speaking, everyone who receives a copy of the report should also receive a CD-ROM with all of the project files. See separate handout for details about the organization of the CD-ROMs. The following are the CD-ROMs that each team MUST hand in:

  1. One CD-ROM for the Venice Project Center in Venice (to Prof. Carrera or Alberto Gallo) no later than December 19.
  2. One CD-ROM for your project Sponsor, by December 18, as applicable.
  3. One CD-ROM for Prof. Carrera (in his mailbox at IGSD), by December 31.
  4. One CD-ROM for any additional sponsors or collaborators in Venice, by December 18 as needed.

E-Project Submission to WPI

Each team will submit ONE COPY of the project report using the WPI E-Project submission procedures. A short version of the procedures can be found online.

  1. One student should file the final report document in PDF online on behalf of the whole team using the e-Projects website. We recommend you make the file available to “the world”, so future sponsors can see your project report on line.
  2. This PDF should match exactly the PDF document you submit to the professors (electronic as well as CD versions).
  3. Advisors will go online to confirm all is in order before the procedure can continue.
  4. At the end of the electronic submission process, the submitter must PRINT the eCDR forms (one per student in the team).
  5. Each student must then fill his/her eCDR form and sign it and deliver it to the advisor of record according to the deadlines specified in the final checklist online.

Electronic Submissions (by December 31st) to VPC Server

WPI requires an electronic submission of the project report to the Registrar's (see above), but the VPC has its own system which needs to be updated by each year’s teams as well. Details are contained a separate handout. You will not receive a grade until this part is also completed.

Student Copies

Obviously, it's up to the members of the team to decide how many copies of the report, the appendices and the CD-ROM they want to keep for themselves.

Expenses

Generally speaking, as is the case on campus, the costs associated with the printing and reproduction of the reports, appendices and CD-ROMs are to be covered by the students themselves.

Grades

Grades will not be submitted until ALL of these submissions have taken place and provided that the materials are complete and in good order. Project grades are due the day before term C begins.

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