the project that we did for the open evening
We have been assigned to make a virtual experience for the open evening at the college. The deadline is the 25/1/25. We also need to start it by 25/1/25
Project Overview
The goal is to create a 360-degree video that can be watched on vr. This video would show various areas of the college and allow the user to feel like they are walking around the campus and can view all around their surroundings.
Objectives and Goals
By the end of the project, we want to have achieved a high-quality video of the college that can be observed on VR and have a seamless user experience.
Scope Statement
We start the project on the 25th of November and ends on the 25th of January. The project ideally is mostly finished a week before the end as we will have a week to test and address issues. Some of the things included will be being able to film, edit, render and upload the footage filmed onto the VR and make that footage easy to access across all the VR headsets that will be used. This could be done by uploading the footage to each one in the college or by having the link to it on something like a website.
Project Deliverables
The outputs of the deliverables of the project will be a video of the college campus that can be viewed on VR. This can be used in open evenings to help showcase the college and what students would be able to show what some of the students at the college do.
Requirements Analysis
We need to have something that is easy to use for someone who may not have ever used VR whilst also giving a clear tour of the college. We will need to make it high quality because we are also showing what students are able to do if they do come to college.
Assumptions and Constraints
. Originally, we assumed we were going to be able to film the whole of the college departments in Cheltenham campus, but we soon realised that were just did not have the time and resources to complete this. We overcome this by consulting with Patrick who assured us that we only had to do the IT departments. In the last few days of the second term, we found out that we only had a very limited number of times left with the camera, so we had to ramp up the filming as we realised that we had to make sure that we filmed the rest of what we needed to do. one day, the SD card that held about three rooms of footage, got corrupted and didn't allow us to open the files, needing us to re film all those rooms when we were already working on a tight schedule
Change Management Framework
One time we had to use change management framework was when we had to change the approach of the project from filming all the departments to only the IT department.
Timeline and Milestones
The project was first decided on the 11th of November 2024, and the start date of the project is the 25th of November 2024, this gives us 2 weeks to plan the project and assign the roles of it. Before the end of the term (18th of December) we want to be mostly done with it so we have a large amount of time to test it and see where we can make improvements or make changes. The end date of the project is set for the 25th of January 2025 but ideally want to have it finished by the 18th as that allows us to have a good week to do final tests on it and make sure that it works 100%.
We reached all our deadlines bar the final one where we had some troubles with the website and how it is formatting. However, bar this, everything else was done.
Budget Overview
We are using an insta 360 Aswell as another 360-degree camera both costing £15 an hour and we will need it for 5 hours totalling the camera expenses at £150. We are also using 1 oculus headset costing £10 an hour and we will need this for a minimum of 7 hours meaning that the minimum cost will be £70. So, in the best-case scenario, the final cost would be £220 for the rent of all the equipment; however, this may increase depending on how long we need the equipment.
Risk Management Plan
. When using the VR headsets, make sure that the room is clear and that there are no obstructions to where the person might walk into
. Making sure that the applications that we are making, testing and using are safe and that us and the users are not vulnerable to data leaks.
Communication Plan
On Thursdays we will check up on what everyone has done and make sure that everyone has completed or nearly completed all the tasks that have been set.
Success Criteria
. Have a fully working VR 360-degree video that people can watch and makes it easier for students and parents to view the college.
Post project - we achieved the project by the deadline of 25/01/2025. This what 4 days before the open evening that we are going to be presenting this project in. All four of us students did what we needed to do and did it efficiently and on time.
Post-Implementation Review
Now that the project is complete, the entire thing works as efficiently as we ambitioned. The website works well, the footage is in 360 and works in the ways that we wanted it to. We met all our deadlines and tested it with people who have Vr experience, and no VR experience and they reviews were positive.
Conclusion
Overall, I think the project was a massive success. We all gained new skills varying from video editing, coding and learning about the basic foundations of a project.
Roles:
Jackson – project manager, video editor, doing the write-ups.
Gordon - film developer, programmer
Richard - Deputy Manager, videographer
Matthew - programmer, researcher
Will - Head of CAB
Patrick - Head of CAB
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