Provide here an overview of the contents (structure) of this chapter. Explain the project management approach your group followed and justify why you think it is a good approach.

Defining the scope of Bloem is essential for keeping our efforts focused on the project's core objectives. By mapping out exactly what is included in the project, we can prevent scope creep and make sure every team member understands the roadmap. The Work Breakdown Structure (WBS) in Figure 1 below illustrates how we have divided the project into manageable phases to ensure we reach a successful final prototype.

3.2 Time

In this section, we lay out the schedule and all the major deadlines we have to hit throughout the semester. this is shown in Table 1. Tracking these milestones is really important because it keeps the whole team accountable and makes sure we're actually making steady progress on Bloem. It also helps us see if we're falling behind early on, so we can fix things before they become a real problem.

The cost analysis for this project considers both the physical components required to build the Bloem prototype and the estimated personnel effort needed to design, develop, and integrate the final solution. Based on the current Bill of Materials, the project cost is mainly driven by the structural elements of the capsule, while the electronic system represents a smaller but essential part of the total investment.

3.3.1 Material Cost

The list of materials below summarizes the components required for the construction of the Bloem capsule, including structural materials, interior elements, control hardware and electronic components.

The total material cost of the Bloem prototype is therefore 2539.99 €. Most of this value comes from the structural and interior construction materials, especially the cork insulation, plywood panels, flooring, and seating structure. The electronic system has a comparatively lower cost, with a total of 133.78 €, while still enabling the interactive lighting and sound features required by the concept.

3.3.2 Personnel Cost

In addition to the material cost, the development of Bloem also involves a significant personnel investment. This includes the time dedicated to concept development, structural design, 3D modelling, UI design, electronics integration, sourcing, testing, and documentation. Considering a multidisciplinary student team working on the project over a full semester, the personnel effort represents a much higher value than the prototype materials alone.

Assuming a team of six members, each contributing an average of 6 hours per day over a four-month period, excluding weekends, the total effort corresponds to approximately 3168 working hours. Using a reference rate of 14.00 €/h, the estimated personnel cost is 44 352.00 €.

When combining the physical materials with the estimated labor effort, the total project value of Bloem is 46 891.99 €.

For the Bloem project, quality is about more than just building a nice-looking capsule. It is divided into two main areas: how well the physical product performs and how clear and professional our documentation is.

Bloem Product Quality

The quality metrics for the physical prototype are focused on three main points:

• Durability and Materials: The structure must pass load and stress simulations to ensure the egg-shaped design is stable. We are using sustainable materials like cork and hemp, which need to be high quality to ensure the capsule lasts.
• Functionality: Every feature we planned, like the sensor integration and the tablet interface, must work perfectly. The user needs to have a smooth experience when controlling the environment inside.
• Environmental Impact: To keep our footprint low, we are sourcing materials as locally as possible and focusing on a “circular” design that uses bio-based components.

Documentation Quality

To make sure our report and wiki are easy for the supervisors and other students to follow, we follow these rules:

• Consistency: All sections use the same font styles, sizes, and structure. Whether it's the IT part or the Marketing part, it should feel like one single project.
• Clarity: We avoid over-complicating the language. We use technical terms when necessary, but we try to keep the explanations direct and easy to read.
• Visual Appeal: Every page and document must include the ISEP logo and our Bloem project logo following the color scheme we chose for the brand.

3.5 People

At the start of the project, we talked about our different backgrounds and what each of us is good at. This helped us figure out who would take the lead on things like the technical system or the structural design. However, we decided right away that these roles wouldn't be fixed. Since Bloem is a project where everything—from the sensors to the physical shell—has to work together, we stay flexible. If one person has a huge workload or gets stuck on a specific task, the rest of the team jumps in to help, regardless of our “official” focus.

We meet every week for our sprint planning to go over what we’ve done and what’s coming up next. These meetings are key for us to stay aligned and to move people around to different tasks depending on what needs the most attention that week. It keeps the project moving forward and makes sure no one is overwhelmed.

The supervising teachers also play a huge role in the project. They don't just grade us; they act as guides who give us feedback when our ideas get too complicated or when we're not sure how to solve a technical problem. Their input helps us keep the “big picture” in mind and ensures that Bloem is actually realistic and buildable.

Even though we don't have strict individual roles, we still track our main stakeholders to understand who is involved in the project's success. An overview is seen in Table 3.

3.6 Communications

Staying in sync is the only way we can manage all the different parts of Bloem. To keep things moving, we use a few specific tools to stay connected. Daily talk happens on WhatsApp, where we coordinate quickly or ask for help if someone gets stuck. For the official side, we use Microsoft Teams to store our report drafts and all project files. We also rely on Jira to manage our weekly sprints, which helps everyone see exactly what needs to be done and who is working on what.

We meet in person during class hours several times a week.

Table 4 shows the actual communication channels we use for the project.

By sticking to these channels, we make sure we don't lose any information and that everyone stays on the same page as we move toward the final build.

3.7 Risk Management

Risk management is essential to identify, evaluate, and mitigate potential issues that may arise during the development and implementation of the Bloem capsule. Each identified risk is assessed based on its probability of occurrence and its potential impact on the project. A 5×5 risk matrix is used to classify risks and support decision-making regarding mitigation strategies. This matrix is shown in Figure 2.

Table 5 shows a risk assessment of the system. Here is a definition of the probability and impact levels.

The probability levels are defined as:

• 5: Almost certain
  * 4: Likely
  * 3: Moderate
  * 2: Unlikely
  * 1: Rare
  

The impact levels are defined as:

• 5: Severe
  * 4: Major
  * 3: Significant
  * 2: Minor
  * 1: Insignificant
  

Risk levels are calculated by multiplying probability by impact and are interpreted as:

• 1–4: Acceptable
  * 5–9: Adequate
  * 10–16: Tolerable
  * 17–25: Unacceptable
  

The risk analysis shows that most identified risks fall within the adequate and tolerable categories. These risks can be managed through proper planning, iterative testing, and continuous monitoring throughout the project lifecycle. No risks were classified as unacceptable, meaning the project is considered feasible within the defined scope, provided that mitigation strategies are effectively implemented.

3.8 Procurement

Procurement is an important part of the Bloem project because the solution combines architectural materials, furniture elements, and electronic components that must be acquired from different types of suppliers. For this reason, the purchasing strategy was defined to balance cost, availability, delivery time, and reliability, while also keeping the overall concept feasible from a construction point of view. Our procurement plan is shown in Table 6.

The structural and interior elements of the capsule are mainly sourced from building-material suppliers and wood specialists. Components such as cork insulation, wooden slats, plywood boards, brackets, and adhesives are purchased from suppliers that can provide materials in the required dimensions and in relatively short lead times. Whenever possible, local or regional suppliers are preferred, since this reduces transportation effort and simplifies replacement in case of damaged or unavailable items.

The electronic subsystem follows a different procurement approach. Microcontrollers, sensors, converters, and low-cost supporting modules are acquired from specialized online suppliers, since these components are generally more affordable and easier to find through international platforms. At the same time, items such as the speaker and LED strip are sourced from retailers with faster shipping and easier purchasing conditions. Backup suppliers are also identified for the most relevant electronic elements in order to reduce the risk of delays during assembly and testing.

For the user interface, the team selected a commercial tablet that offers sufficient performance for session booking and environmental control without requiring advanced specifications. This avoids overspending on hardware while still ensuring that the interface can be demonstrated under realistic conditions.

Overall, the procurement strategy for Bloem is based on using reliable suppliers for large structural materials, specialized vendors for electronics, and alternative sources whenever delivery or stock issues may arise. This mixed approach provides flexibility during implementation and supports both the physical construction of the capsule and the integration of its interactive features.

The project is organized into one-week sprints to support an iterative and flexible development workflow. The full timeline is presented in Table 7, which serves as a structured reference for monitoring progress and ensuring alignment with the overall project goals.

Our project backlog works as a roadmap for the team, helping us stay on top of all the EPS milestones. We’ve arranged these tasks to make sure the workflow stays consistent and that we're hitting our deadlines as we build Bloem. The detailed list of these items and their current status is provided in Table 8 below.

To manage our time effectively, we’ve broken the project down into one-week 'sprints.' This allows us to focus on specific tasks each week and ensures that we are making steady progress toward our final goals. Table 9 shows our schedule, including the duration of each task and who is responsible for leading them.

Figure 3 provides a visual overview of our complete schedule. It allows us to track the duration of each task at a glance and see how they fit together over the semester, making it easier to manage the long-term deadlines for Bloem.

Include the outcomes of all sprint reviews (what was the sprint backlog, completion status, planned capacity vs. achieved velocity).

Table 10 shows the outcome of sprint 1.

Sprint 1 Summary:

Main Achievements:

• Held our first team meetings to discuss project interests.
• Researching and ranking our top 3 project choices for the supervisors.
• Agreed on the initial vision for a dehumidifier structure.

Progress Check: 100% of the planned work for this week is finished.

Workload Stats:

• Tasks Planned: 1
• Tasks Finished: 1

Table 11 shows the outcome of sprint 2.

Sprint 2 Summary:

What we got done:

• Explored different “Smart Building” ideas and officially chose the wellness capsule.
• Developed the “Black Box” diagrams to map out how the sensors and systems will interact.
• Carlota started the first structural sketches to visualize the egg-shaped design.
• Amelia and Timon began writing the Background and Related Work sections for the report to provide the research foundation for our project.

Current Status: All 4 tasks for this sprint were completed on time.

Workload Summary:

• Planned Tasks: 4
• Completed Tasks: 4

Table 12 shows the outcome of sprint 3.

Sprint 3 Summary:

Tasks Completed:

• The whole team researched sustainable materials (like cork and hemp) and technical components to ensure the capsule meets our wellness goals.
• Amalie and Lena compiled the initial material list and uploaded it to the project wiki.
• Timon drafted the Marketing chapters.
• Lena refined the Black Box diagram based on the new research and feedback from our supervisors.

Status Update: 100% of tasks were finished by the end of the week.

Efficiency Metrics:

• Tasks in the plan: 4
• Tasks carried out: 4

Table 13 shows the outcome of sprint 4.

Sprint 4 Summary:

Key Results for this period:

• Officially rebranded the project to Bloem and finalized the core logo concept to match our “nature meets wellness” theme.
• Kaiko built the first physical scale model using cardboard to test the dimensions and the egg-shaped curve of the capsule.
• Amelia and Carlota produced the detailed technical schematics and structural drawings needed for the upcoming prototype phase.
• We started working on the Project Plan and Development chapters.
• Updated our material list and created a first draft of the marketing flyer to promote Bloem's benefits.

Current Status: Sprint successfully completed with 100% of tasks finished.

Effort Breakdown:

• Tasks in the plan: 7
• Tasks carried out: 7

Table 14 shows the outcome of sprint 5.

Sprint 5 Summary:

Main Achievements:

• Reworked the technical schematic drawings and advanced both the Smart System HW and SW components.
• Developed the Ethics Case Study presentation and successfully distributed presentation topics among the team.
• Wrote and finalized the Risk and Procurement sections for the Project Management report.

Progress Check: 100% of the planned work for this week is finished.

Effort Breakdown:

• Tasks Planned: 8
• Tasks Finished: 8

Table 15 shows the outcome of sprint 6.

Sprint 6 Summary:

Main Achievements:

• Divided the interim presentation content between the team members.
• Refined and improved the report based on the current project progress.
• Reviewed the report and presentation together to maintain consistency between both deliverables.

Progress Check: 100% of the planned work for this week is finished.

Effort Breakdown:

• Tasks Planned: 3
• Tasks Finished: 3

Table 16 shows the outcome of sprint 7.

Sprint 7 Summary:

Main Achievements:

• Uploaded the interim presentation and report for submission.
• Practised the presentation as a team to improve timing and transitions.

Progress Check: 100% of the planned work for this week is finished.

Effort Breakdown:

• Tasks Planned: 4
• Tasks Finished: 4

Table 17 shows the outcome of sprint 8.

Sprint 8 Summary:

Main Achievements:

• Held a meeting about the electrical schematics to clarify the technical requirements of the system.
• Continued development of the 3D model and reviewed it through team consultation.
• Created initial app drafts to define the visual direction and interaction flow of the Bloem application.
• Started preparing the final material list for the project.

Progress Check: 100% of the planned work for this week is finished.

Effort Breakdown:

• Tasks Planned: 8
• Tasks Finished: 8

Table 18 shows the outcome of sprint 9.

Sprint 9 Summary:

Main Achievements:

• Created and organized the prototype materials list.
• Developed the app UI layout and planned the navigation structure for the Bloem application.
• Updated the electrical circuit design after consultation and feedback.
• Continued development of the door mechanism and prepared material for the 3D video.

Progress Check: 100% of the planned work for this week is finished.

Effort Breakdown:

• Tasks Planned: 6
• Tasks Finished: 6

Table 19 shows the outcome of sprint 10.

Sprint 10 Summary:

Main Achievements:

• Developed the packaging solution and explored how the product could be transported or delivered.
• Continued writing the scientific paper and improving its technical content.
• Reviewed the poster and leaflet content and identified areas that needed refinement.

Progress Check: 100% of the planned work for this sprint is finished.

Effort Breakdown:

• Tasks Planned: 6
• Tasks Finished: 6

Table 20 shows the outcome of sprint 11.

Sprint 11 Summary:

Main Achievements:

• Continued the development of the scientific paper by working on the structure, proposed solution, smart control, packing, and conclusion sections.
• Developed the electronics for the prototype, focusing on the smart system implementation.
• Added and refined the prototype section in the project wiki report.
• Started preparing the user manual for the final deliverables.

Progress Check: 100% of the planned work for this week is finished.

Effort Breakdown:

• Tasks Planned: 10
• Tasks Finished: 10

Table 21 shows the outcome of sprint 12.

Sprint 12 Summary:

Main Achievements:

• Collected the required materials for the prototype.
• Continued Arduino development, including the on/off button and LED functionality.
• Integrated app files needed to connect the application with hardware components.
• Completed stress analysis work, including material choice, force choice, mesh setup, and simulation.
• Prepared functional testing documentation and installation instructions.
• Worked on the poster design and completed the final poster.

Progress Check: 100% of the planned work for this week is finished.

Effort Breakdown:

• Tasks Planned: 26
• Tasks Finished: 26

Sprint 1 Evaluation

In the first sprint, the team focused on getting organized. We chose our initial topic and attended the introduction sessions. It was mostly about figuring out how we would work together and getting the basic tools ready. The reflection is shown in Table 22.

Sprint 2 Evaluation

During this sprint, we did a deep dive into Smart Buildings and officially decided to create the wellness capsule. We started on the first structural drawings and the Black Box diagrams to see how it would all work. We also began the first research chapters for the report. The reflection is shown in Table 23.

Sprint 3 Evaluation

Sprint 3 was all about research. We looked into sustainable materials to see what would work best. While the marketing chapters were being drafted, we focused on refining the system. We also uploaded our first official list of components. The reflection is shown in Table 24.

Sprint 4 Evaluation

This was a big week for us. We officially rebranded to Bloem, finalized the logo and built a physical cardboard model to check the scale. We also did the detailed technical drawings and worked on the “Project Plan and Development chapters” to document our progress. The reflection is shown in Table 25.

Sprint 5 Evaluation

Sprint 5 showed strong progress in the physical design and planning of the capsule, but highlighted that the electrical system and integration still need clearer definition and further development before the interim milestone. The reflection is shown in Table 26.

Sprint 6+7 Evaluation

In sprint 6+7 we worked on the interim presentation and report completion, but highlighted that software development and app functionality definition are still missing and must be prioritised going forward. The reflection is shown in Table 27.

Sprint 8 Evaluation

Sprint 8 improved technical developing after schematics review with Luis, and material list completion. 3D integration still require further development. The reflection is shown in Table 28.

Sprint 9 Evaluation

Sprint 9 shows strong progress in system design and integration (door mechanism, seating, lighting, and app layout). The reflection is shown in Table 29.

Sprint 10 Evaluation

Sprint 10 reflects continued progress in packaging, 3D modeling, and scientific documentation, but also highlights further work on the deliverables. The reflection is shown in Table 30.

Sprint 11 Evaluation

In sprint 11 we had strong overall progress in technical development, design, packaging, and documentation, but still have challenges with the door mechanism. And Jira workflow clarity that still need to be resolved. The reflection is shown in Table 31.

Sprint 12 Evaluation

Sprint 12 shows progress on app and hardware integration, while still needing completion of scientific writing, rendering development, and improved coordination between team deliverables. The reflection is shown in Table 32.

Sprint 13 Evaluation

Sprint 13 shows strong overall progress in scientific writing, modeling, and prototype development, but is constrained by materials for the prototype. The reflection is shown in Table 33.

This chapter showed how we kept the Bloem project organized from the very first week. By using tools like Jira and a Gantt chart, we were able to map out a clear timeline and make sure everyone knew their roles. Breaking the semester into weekly sprints was really helpful because it allowed us to stay on top of the workload and adjust our plans as we moved from brainstorming to technical design.

Throughout these first four weeks, the team successfully navigated the shift from a broad “Smart Building” concept to the specific Bloem wellness capsule. We've now reached a point where we have a solid technical foundation, including detailed drawings and a physical cardboard scale model.

With the project management and initial planning now established, the following chapter will focus on our Marketing Plan and how we intend to position Bloem in the wellness market.