Your School goes here (e.g. School of Engineering and Built Environment)

Griffith University

Course code (e.g. 6002ENG) – Industry Affiliates Program

Your Project Planning Report Title Here

Your Name Goes Here (Include Full Name and Student Number)

Date of Submission (Include Year and Trimester)

Industry Organisation name

Industry Supervisor name (where appropriate)

Academic Supervisor name

A report submitted in partial fulfilment of the degree of Your degree program goes here

The copyright on this report is held by the author and/or the IAP Industry Partner. Permission has been granted to Griffith University to keep a reference copy of this report.

TABLE OF CONTENTS

Project Background

This section must provide a discussion of the background of the project being undertaken as part of the Industry Affiliates Program (IAP). It should clearly outline the project being undertaken, as well as identify the need on which the project is based. This will include a brief outline of the social, economic, environmental or organisational justification for the development of the project. You should provide a brief background about what is already known about the topic, including some review of relevant literature here, with a few references if relevant. A very brief description of the industry partner is also appropriate in this section.

It is expected that the Project Planning Report will require no more than eight (8) ± 10% A4 pages of text, not including the title page, table of contents, references, and risk assessment. The electronic copy of the full submitted document must not exceed 5.0 MB. Files which exceed the size limit will not be marked until they are reduced in size to 5.0 MB. Delays resulting from reduction in the size of the project planning report will incur standard penalties resulting from late submission of assessment items.

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Figure 1. This is a picture

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Projects which involve the use of University-provided software must state on the front of all deliverables, including the Project Planning Report, the following statement:

“This project was created using ……………..software provided by Griffith University. Use of, or commercialisation of the product created pursuant to the project is not permitted under the terms of the license agreement governing Griffith’s use of the aforementioned software. The project and the product created there under is provided only on the basis that any use of or commercialisation of the product is replicated through appropriate commercial software.”

Aims and Objectives

An important part of the project plan relates to the definition of your research question, project focus or issue being investigated. This section of the report should clearly identify the research question, project focus or issue being investigated. It should also clearly identify the scope, aims, and objectives of the project.

It is important that there is a logical and clear link between your research question, project focus or issue, and your aims, objectives and the expected outcomes from your project. Remember that aims are big picture items which are generally not able to be measured against, whilst you should be able to measure whether or not your objectives have been met. Generally, the outcomes will allow you to meet your defined objectives, which will satisfy the aims within the scope specified. In turn, these aims should allow you to answer the research question, project focus or issue you have set for the study.

Expected Project Outcomes

This section must provide a description of the expected outcomes and deliverables that will be produced from the project. It is important to discuss here how these outcomes or deliverables are related to the objectives of the project and how this relates to the specialist body of knowledge appropriate to the project. Deliverables for the IAP project relate to measurable outcomes or products that will be delivered. You are encouraged to keep your academic supervisor informed of your progress through regular milestone reports. However, these milestone reports should only be considered as deliverables from the project where they will be directly submitted as an outcome or product from the project.

Methodology and Project Schedule

Project Methodology

Briefly describe the project methodology you will adopt to achieve your project solution, outcome and/or deliverables. This methodology should focus on the project, research or investigation strategies you will adopt to achieve these outcomes. Some review of literature would be expected to support the adoption of your methodology here. For design-based projects, give a brief description of the design process you will use, outline what testing or verification will be conducted, any particular software or modelling you will employ, and so on.

Tasks and Schedule

You should provide a work breakdown, or task list for the project being undertaken, including the deliverables from each task. A suitably labelled Gantt chart must be included in this section of the report which identifies the critical path for the project, while demonstrating the concurrent processes involved in the project. This must be in a readable form, either contained on one A4 sheet, or on sheets suitably attached so they can fold out and the chart can be clearly read on one page. A software program such as Microsoft Project can be used to produce the Gantt chart. Google “Gantt chart” for advice on the various ways these can be developed. It is also appropriate to use Excel to create your Gantt chart.

Resources

In this subsection provide an estimate of what resources you will require to complete the project. This can be either time (yours and others), particular equipment you will need, software, and anything else on which your project will depend. If the equipment is shared, mention how you will ensure you have access to it at the appropriate times. If you will need to purchase the equipment, list the proposed suppliers, estimated delivery times, and so on. You can also include a brief budget in this section which would include an estimate of the total project cost including salary costs of both yourself and other employees, equipment (estimate pro-rata costs for any equipment already purchased), software, testing, and anything else relevant to the project. These costs do not need to be exact, but should show that you have given some thought to this aspect of the project.

Helpful Hints:

The IAP project takes place over 13 weeks including the trimester break which is a normal working week. When preparing the scope and timeline of your project it would be wise to allow for less time than 13 weeks. Students enrolled in 20CP IAP should note that they have approximately half the time mentioned above to complete their project and should plan to complete their project in 13 weeks across 2 days per week. This will be equivalent to approximately 26 working days. Remember that this section of the report should provide some discussion of the tasks and resources, rather than simply providing a list of items. This allows you to demonstrate your understanding of how the project schedule will allow you to meet the research question or focus of the study being undertaken.

Risk Assessment

This section should contain the risk assessment relevant to your project. For students based internally, this can be copied directly from the GSafe submission, which should be approved well before the planning report is due. For external students (industry placements), you should obtain the relevant risk assessment information from your industry partner. You should then modify this to include those risks which pertain to your project, for example using certain types of equipment, ergonomic issues from the desk environment, and so on. Note that these are all personal risks, and do not include risks to the project, such as running over budget, missing deadlines, etc.

The format of this section should be based on the template given in Section 5.2. Note that the information in Section 5.1 is for student references only, and it shouldn’t be copied to student’s project planning report.

Risk Assessment Matrix

CONSEQUENCES: How severely could it hurt someone/cause damage?

Catastrophic	Death or large number of serious injuries.
Major	Serious injury, extensive injuries.
Moderate	Medical treatment required.
Minor	First aid treatment required.
Insignificant	No injuries.

LIKELIHOOD: How likely is it to happen?

	Almost Certain		Expected to occur in most circumstances.
	Likely		Strong possibility of occurrence.
	Possible		May occur occasionally.
	Unlikely		Not expected to occur but may happen.
	Rare		May occur only in exceptional circumstances.
Likelihood		Consequences
		Catastrophic (Cat)		Major (Maj)	Moderate (Mod)	Minor (Min)	Insignificant (Ins)
Almost Certain (AC)		Extreme (E)		High (H)	High (H)	Medium (M)	Low (L)
Likely (L)		High (H)		High (H)	Medium (M)	Medium (M)	Low (L)
Possible (P)		High (H)		Medium (M)	Medium (M)	Low (L)	Low (L)
Unlikely (U)		Medium (M)		Medium (M)	Low (L)	Low (L)	Low (L)
Rare (R)		Medium (M)		Low (L)	Low (L)	Low (L)	Low (L)

Risk Level	What should I do?
Extreme	Eliminate from activities
High	Eliminate from activities
Medium	Specific monitoring or procedures required, management responsibility must be specified
Low	Manage through routine procedures. Unlikely to need specific application of resources.

Identified Risks

Identify/describe activity, equipment, area or event you are assessing. Include a clear description here and repeat this table for each separate activity etc.
Step 1: Identify the hazard/s	Step 2: Assess the risks, Consequence (C), Likelihood (L) & Risk Level. (see Risk Matrix)				Step 3: List the controls needed to remove or reduce the risks.
What could cause harm?	What could go wrong?	C	L	Level	What controls are required
Identify each individual hazard	There may be more than one risk for each hazard. Repeat for each risk	Cat	R	M	Identify the individual controls or mitigation measures required to reduce the level to less than or equal to level M as shown on the Risk Matrix. Identify all measures.
Add extra hazards as appropriate in new rows in the this table	Repeat all risks for each hazard.	Mod	U	L	Identify measures
Add extra hazards as appropriate in new rows in the this table	Repeat all risks for each hazard.	Min	P	L	Identify measures

Repeat the table for each activity, equipment, area or event you are assessing. Include a clear description here and repeat this table for each separate activity etc.
Step 1: Identify the hazard/s	Step 2: Assess the risks, Consequence (C), Likelihood (L) & Risk Level. (see Risk Matrix)				Step 3: List the controls needed to remove or reduce the risks.
What could cause harm?	What could go wrong?	C	L	Level	What controls are required
Identify each individual hazard	There may be more than one risk for each hazard. Repeat for each risk	Cat	R	M	Identify the individual controls or mitigation measures required to reduce the level to less than or equal to level M as shown on the Risk Matrix. Identify all measures.
Add extra hazards as appropriate in new rows in the this table	Repeat all risks for each hazard.	Mod	U	L	Identify measures
Add extra hazards as appropriate in new rows in the this table	Repeat all risks for each hazard.	Min	P	L	Identify measures

Ethics Issues Related to the Project

This section of your report should identify whether or not your project will require ethics approval from the Griffith University Office of Research.

IAP Projects with External Industry Partners

Where your IAP project is being undertaken for an Industry Partner external to the university, there is no requirement for you to undertake any ethics approval through the Griffith University Ethics Office. However, ethics approval may be required for the project where your academic supervisor wishes to publish any research papers with you or where your work will be claimed as a student, school or University research activity. Please consult with your academic supervisor for more clarification on issues relating to ethics approval for the work you are undertaking. Where no ethics approval is required for an External IAP project you should include the following statement in this section of the report:

“The IAP project is considered to be outside the scope of the University’s research ethics arrangements as the work is being undertaken under the auspices of the industry partner and;

i) there will be no University research papers or outputs from the work (excluding academic assessment items);
ii) the student’s work will not be claimed as a student, school or University research activity; and
iii) the industry partner has Intellectual Property of any outputs arising from the work.”

IAP Projects with Industry Partners who are Internal to Griffith University

Where your IAP project is being undertaken for an Industry Partner who is part of Griffith University (safety-net or research projects), you will be required to consult with your Academic Supervisor to determine whether or not the project requires ethics approvals. As part of this consultation, you must review the research ethics information provided by the University’s Office of Research. Based on this review, you must include a statement in this section of the report that clearly identifies whether or not ethics approval is required for this research project. Where the project does require ethics approvals you will need to outline this process in the Project Planning Report.

REFERENCES

As with any academic report it is essential that you include a list of references at the end of your report which identifies any work that has been published both nationally and internationally relating to your discussion. You should adopt the same referencing style that is adopted in the Final Project Report. You are encouraged to discuss referencing styles with your Academic Supervisor, who will be able to provide guidance on an appropriate style in the particular discipline. For example, Electrical and Electronic students are to comply with the IEEE referencing style. For other engineering disciplines, if Academic Supervisor can’t advise students on the referencing style, then students should use the APA referencing style.



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