Documentation#

Rules and directions for documentation#

Why document?#

The sole purpose of this initiative is to keep on the chain of knowledge intact. The founding members had suffered the break in the lineage and took around 3 years to develop from scratch and we don't want the upcoming teams to do the same. This documentation is important for each of the members of the club. This will be used by the next batch of members as well as junior members to learn and tackle issues related to the tasks from scratch. This will also help your peers to understand the tasks performed by you and analyze it to give any positive criticisms. Most importantly, This will act as proof of the team members work wherever he/she apply for whether it be for masters or jobs. This will act as a 'Technical Report' and proof of your efforts while you stay in the club.

How to document?#

Before commanding everyone to start writing I would like to list why documenting is important:

Example submission#
import os

print("Hello World!")
What to document?#
  1. Any novel procedure/technique used apart of previously documented work in the same field
  2. Usage of new equipments/tools/Softwares/boards that were not previously used and its usage had drastically improved the working of the vehicle
  3. A new idea/concept (which has already proven by other teams but couldn't be completed under the team members tenure in the club and he/she has to transfer this idea to the juniors) that has been used for improving the efficiency and design of the vehicle.
  4. Any undocumented but significant basic procedure that is used in the working of the vehicle
  5. Any undocumented work that was previously left incomplete/neglected by the seniors
What NOT to document?#
  1. Those which do not have concrete evidence for the result (The student can better read plenty of research papers without a concrete goal)
  2. Comparative studies - This is not journal publishing stories. here students must benefit fro the technique and not stay confused while choosing a technique

Okay, now you know why to document let's define some rules that everyone has to follow for uniformity in the information collected.

Format of docs:#
  1. Always start with a heading.
  2. Then describe the goal
  3. move on to describe the steps involved for reaching the goal (From theoretical knowledge - practical steps)
    • This must include the links
    • The exact steps to be followed from the given links(include the misconceptions and the blunders that you did while doing the same - be a senpai to a newborn!!!)
    • The output/result
    • [OPTIONAL but IMPORTANT] If the team members had chosen a different path earlier to execute the task and it turned out to be delusional; add those techniques and results too.
  4. Finish it off with writing the name of the team member who performed it with their contact details.
Hierarchy of Submission#
  1. The docs have to be written in the above format and then submitted to their respective team heads
  2. Who will attest the completion of the work (OR IF NOT COMPLETED; he/she will give his witness about the experimentation performance)
  3. Compile all the docs from all the team members and submit to the coordinator
  4. The coordinator will upload it on the central repository.

NOTE: The member can either directly push his edits in the central repo on [Github] and the above same procedure is to be followed before the coordinator pulls it in the main repo. Or the students can submit the content as .txt file and it will be uploaded in the main repo

Role of Team heads#
  1. Make sure that no two team members have written the same content
  2. If it's a collaborated work; the contribution of each team member with equal effort has to be acknowledged
  3. The content provided by the members does not resemble any previous work [Check central repo].
Role of the coordinator#
  1. Collect all the docs from each team head after rectification
  2. Pull requests once the team head gives a green flag
  3. Upload .txt files in the main repo and add the link in front of the respected topics
  4. Handle any discrepancies from the team members
  5. Handle queries from any person trying to know about the content
  6. Handle content from non-club members (Club alumni/experts)

Mechanical#

Fabrication Engineer#
  1. Location of acquisition of materials - Each material, exact location, cost with date]

Electrical/Electronics#

Battery Management Engineer#

The following document has been modified on 18th October 2018 Doc given by Abbas bhai

PCB designer#
Acoustic Engineer#

Comparative Study of hydrophones used by other teams

Our implemetation

Computer#

Computer Vision#
  • Sampling of datasets
  • Which contour/box around the object is selected
  • Camera calibration
Robot Operating System (ROS) and Gazebo#
  • Which tutorials to follow for beginner/intermediate levels - in order
  • How to handle the most common errors like package not found and others
Simulation Engineer#

Gazebo Unity

Management#

Roles#
Treasurer#
  1. What's the procedure for a change in the signature at the bank for the club bank account
  2. Procedure for transferring of Univesity funds (The list of items to be prepared to sum up the money?)
  3. The format in which the students' names and contacts to be maintained along with their application fees
  4. Format to maintain the credit and debit of funds in the club (Including club fees, alumni funds, crowdfunding, workshop incentives)
Event Manager#
Video/Photographer#
  1. Usage of video editing software
  2. Usage of photo editing hardware
  3. Preserve all raw images/footages used for making videos
  4. Upload the final material on YouTube
  5. any unfinished projects must be handed over to the Coordinator/Faculty Advisor using a Pen Drive.
  6. All those that covers point 4. must be stored in a secure place and handed over to Coordinator/Faculty Advisor using a Pen Drive/Hard Disk.
Creative Coordinator#
  1. Usage of poster/banner making software
  2. All images used in the posters must be preserved (except easily found logos; internet pictures and backgrounds)
  3. Preserve all the raw photoshop edited files
  4. Hand over items from 3. to the Coordinator/Faculty Advisor using a Pen Drive.
Workshop Coordinator#
  1. Format of the letter sent to all the previously requested schools/universities for workshops
  2. The package proposed to be held - The course covered for 2 days/3 days (Mechanical, Electrical/Electronics, and Computer); Kit taken along; the per head charge taken
  3. A complete report of the conducted workshop - Place, Institute held in, attendance of students, how many club members invited, total revenue generated(show by subtracting the total travel & accommodation cost)
  4. Any upcoming/incomplete request or possible places/institutes/colleges who showed any amount of interest for conduction of workshop but couldn't be followed up because of preoccupations, awkward timing, non-negotiable fees or finish of tenure - mention all the conversations and outcomes
Social Media Coordinator#

Role 1. How much impact have he/she done when the accounts were under her/his supervision 2. Different audience attracting techniques 3. Posting and boosting of posts on different handles