We have finished constructing the workbench prototype in the Learning Exchange Carport. We have certainly learned a lot along the way, and all parties are very happy.

Completed workbench with clients Mark Smith and Chris Koch of the UBC Learning Exchange

The poster presentation was also a great success.

Poster for the Carport Renovation of the Learning Exchange

What did we contribute to the community that we served?

• We took the crucial first steps to allow the UBC Learning Exchange to replicate our prototype workbench in order to create a usable space to expand their classes program.

• We contributed to the community by taking things one step closer for community members to teach other members their skills in arts and crafts. This will be a positive cycle that can continue in the community once the other workbenches are set up in the space.                
• We engaged members of the learning exchange community in brainstorming methods of improving the center.
• We completed an important step in increasing the scope of tutorials or classes available at the learning exchange. 

What did we learn about project context, planning, and implementation?

• Sometimes the planning and scope of work takes longer to finalise than the actual work of the project.

• It is not always easy coming to an agreement on what the client wants and what can actually be done in the given timeframe.

• An enormous amount of coordination is required to move a project from a design phase through management and preparation towards construction.  The last stage of the project is easiest when the initial phases such as planning and management are given significant consideration. 

We will miss visiting Mark Smith and the community members at the Learning Exchange.

1) Implementation Process:

• Agreed with client on scope of work.

• Designed workbench based on conceptual model produced by last year’s CBEL team and had it approved.

• Completed AutoCAD shop ready drawings of the workbench and had them reviewed and approved by the clients.

• Came up with a materials list and priced out the list for the workbench on excel in preparation for purchasing materials.

• Bought materials and had wood cut to size.

• Assembled workbench in the carport.

Cutting materials at lumber yard.

2) What Needed Extra Work:

• Understanding and agreeing on what the client wanted from us.

• Finalising design of workbench.

• Establishing a specific timeline with individual tasks outlined to complete the project.

• Buying and transporting materials to build sites.

• Communication among team members.

3) What Has Gone Well:

• Approval of materials budget.

• Purchasing all materials from Home Depot and Coe Lumber based on material takeoff for project.

• Cutting and preparing materials (at Coe lumber yard and the UBC Civil Lab)

• Building a relationship with the client

• Understanding the purpose and benefits of the Learning Exchange

4) Project Outcomes:

• Workbench will be complete by Friday, March 22.

• Workbench will be constructed within budget and to design specifications.

• Client is very happy with the completed workbench.

Updates

We have recently confirmed our project deliverable with Mark. He expects to have a working prototype of a workbench. In addition, the patrons should be involved in the building process. We sent drawings of the workbench design (shown below) to Mark for approval and he gave some useful feedback and suggestions. We made modifications to the design based on his feedback e.g. adding leg adjustments, indicating hinge positions. The final plan (linked below) were sent to the Learning Exchange and were approved. Chris Koch, the operations manager at the Learning Exchange, informed us that we need to send them an expense claim form with the cost of the materials we will need. He also mentioned that 26-28 March  would be suitable to have the build sessions with the patrons.

Initial drawings of workbench

Final workbench plan

Tasks and Dates

Material list and expense claim form: Monday 11th March

• wait for confirmation from Learning Exchange

Purchase materials ourselves: 13-15th March
Cut and drill material at UBC: 18-22 March

• book one or two sessions at a workshop on campus

Build workbench on-site with patrons: 26-28 March

• set up one or two build session(s) with Learning Exchange for patrons to drop-in and help with the building
• make arrangements for tools and transporting the materials to site

Next step

After figuring out the materials needed and submitting the expense claim form to the Learning Exchange, our team will meet up and discuss the following:

• when and where we will buy the materials
• who will go to buy and bring the materials to UBC
• when we want to do the cutting and drilling of materials on campus
• how we will get the materials to the site
• one or two days between 26-28th March to have the build session(s) at the Learning Exchange
• planning the poster and documentation assignments

In this blog post, we will present our brainstorming for the project and the techniques we will use to filter and evaluate ideas. We will also present an overview timeline and milestones for the project. Finally, we will mention our plan for the next step of the project.

Brainstorming phase

Last week, we acquired the Sketch-up drawings of the workshop with the proposed elements (e.g. workbenches). A majority of brainstorming was done during the first meeting with the client. at this point, we openly discussed and brainstormed on which elements would be most vital, and how many would be feasible. We will continue to brainstorm ideas for the construction of the prototype elements for the carport renovation by examining the Sketch-up designs. Aside from the construction procedure, we also need to get the community members involved in the project so they feel a sense of belonging. A good way to connect with the community members would be to meet them during the drop-in sessions. The coordinators and staff at the Learning Exchange are willing to help us throughout the project so we can seek their feedback on our ideas and progress as well as consult them regarding any concerns that we raise.

Timeline and Milestones

Here is our team’s plan for tackling the various stages of the project:

• February 16 to March 10: Brainstorm of construction methods, material selection, and shop drawings
  • Consulting coordinators for feedback on feasibility and patron satisfaction
  • Finalizing prototype drawings
  • Cost evaluation to remain on budget
• March 11, 2013: Construction start
  • involving team members and community members
• March 21, 2013: Construction completion
• March 24, 2013: Poster completion
• March 27, 2013: Project documentation completion

Next step

Our team will be visiting the Learning Exchange next Tuesday (during reading break) to meet with the coordinators to go into the specifics and to brief them on our project plan. While we are there, we will also discuss about the construction of the prototype.
In addition, we need to figure out how we can have access to a workshop and tools for the construction of the prototype.

Hello all,

How did the meeting go ? What are the client expectations? from design perspective and deadlines.  Can I have the minutes of the meeting please?

Thanks,

Hassan

More on the Organization

The UBC Learning Exchange located at 612 Main Street is an organization devoted to the local community of Vancouver’s downtown east side region.   The primary focus of this group is centered on personal and neighborhood development within the area.  The UBC Learning Exchange offers a variety of services to residents of the area such as language and computer classes or hands-on tutorials related to a variety of craftwork.  One aspect of the organization’s philosophy is to build on the strengths of individuals and the community in order to introduce new opportunities or possibilities that may otherwise seem unavailable.

Photo taken by Joseph Braun on Wednesday, January 30th

Project Scope

This specific Community Based Experiential Learning project deals with the renovation of a carport located at the Learning Exchange.  The goal of this assignment is to modify the carport in order to accommodate a wider range of possible tutorials such as woodworking, ceramics, or a variety of arts and crafts.  To accomplish this goal, a group of students from a prior year developed a conceptual model depicting possible fixtures or equipment to install in this area.  This new design includes such installations as work benches, adjustable shelves, and folding desks.  The next stage of the project would be to build on this initial design to produce elements of the layout or possible prototypes of the equipment.  The final product of this process is still under negotiation but at this stage, we would ideally like to build at least a few elements of this conceptual design and install them in the carport.

Strategies for Completion

At this point, a possible next stage of the process would be to develop the conceptual design completed earlier and to begin considering methods of construction for the millwork.  Initially, it may be useful to draft working shop drawings from the completed sketchup design model in preparation for the carpentry stage.  We considered requesting time to use UBC’s on-campus wood working shop near the forestry department to begin construction.  Access to power tools and a carpentry workspace would be enormously helpful if those accommodations were made available to the project.  Combined with input from the local community involved with the learning exchange, we hope to make a significant contribution to the progress of this assignment over the course of the term.

Hi Joseph,

Hello All,

Are there any updates on our upcoming meeting? Any final definitive date? How many will be able to attend?.  I am trying to clear some appointments to be able to attend this meeting.  Please update me.

Thanks,

Hassan

Thank you all for attending today`s meeting at 12:00 PM @ Civil Engineering Studio.  Here are the minutes.

1- For the Learning Exchange: Carport renovation project overview and client details were sent to all of you today during the meeting, please read them carefully and add the reflections entry dates to your calendar.  For your client, please google him so you know more about him.

– All five of you have been added to the blog.  Gerard and Michael haven`t accepted the adding invitation. PLease do accept invitation ASAP so we all stay in the same loop.

2- You guys will work on your schedules to facilitate a meeting with the client.

3-Joseph will contact the client to book and appointment and notify us.

4- Please do contact me at any point if you have an inquiry or question.

Thanks.