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June 2004
(Submitted)
Declaration
I declare that the work presented in this thesis is, to the best of my
knowledge, original, except as acknowledged in the text, and that the material
has not been submitted, whether in whole or in part, for a degree at this or any other
University.
I would like to thank the following people who are among those who have helped
make this thesis what it is;
z My Closest Friends: Wayne Dallachy, Cindy Huang, Daniel Kuo, Patric Kuo,
Alan Lee
For giving me a wide range of ideas and helpful suggestions towards the end of the
projects.
z Ikemcg (http://www.ikemcg.com/scripts/pec/index.html)
For using his wonderful php scripts; phpEventCalendar in prototypes
Abstract
In this thesis, the project is mainly focusing on the interaction design of the new
electronic message board system to assist users and resident of office. In order to
understand the “what”, “how” and “why” underlying users’ interactions between
message board, a numerous onsite observations and contextual interviews were
involved. Prototypes were built based on data analysis that was collected from
previous observational studies and interviews. Some interesting findings were
discovered from the evaluation, there were a few issues raised and discussed whether
it is feasible to replace old fashion message board with the Smart Message Board
System.
Table of Contents
Chapter 1: INTRODUCTION.............................................................................................1
2.3 Reflection of the observation (analysis) and Questions that arose ..........................8
Chapter 8: Prototyping.......................................................................................................30
10.4 Were the tasks selected adequate to test all the requirements of the system?
................................................................................................................................36
Appendix 14: User verbal and action log for SmartMessageBoard System......................69
References..........................................................................................................................85
Chapter 1 Introduction
Imaging a university lecturer has an appointment with his student but due to the bad
traffic conditions, he is going to be late, so then he rings a colleague and asks her to
put a “post-it” note on your door for him. It is alright for the first time, but he can’t
always rely on someone to do this for him. According to this situation, by designing a
digital networked message board on the door could solve this problem. This smart
office door display is an example of a realization for situated interaction in the context
wireless network.
Door displays have been the source of design inspiration for various other projects.
Segawat etal [1] have implemented WWW-based message boards as door displays
prototype based on their experience of the operation of such a board on the door of a
room in a graduate student hall of residence. According to Segawat’s article, the on-
(4) Anything can be written on the board, including a message addressed to other
1
(5) It is write-only and without any eraser.
(6) Only the resident can clear out the message board.
This is a very early model of door display; there were many requests from the users of
the prototype such as privacy issues, no authentication and no guarantee that users
stay anonymous. They want to enhance the use of the message board over the internet
for ease of communication between local system and outside system. Their future
Researchers at Georgia Tech [2] conducted a study of doors to inform a dynamic door
display prototype that displayed a person's calendar and allowed visitors to leave
messages and his/her calendar information will then be updated. The displays can also
feature included voice mail, but lack of function for user to leave their own message
Their initial response of the design was positive and users were interested in “custom
welcome screen”. The design team thought the web-based version of the interface
may offer convenience to remote visitors but due to privacy issues they didn’t
promote the ideas. They were considering the possibility of using audio cues to
convey messages into lightweight dialog from door owner to identified visitors. They
were also investigating of using RF tags and speaker for identification and for
authentication purposes.
2
O'Hara, K etal [3] implemented “RoomWizard” system which consists of a web-
based reservation system for shared meeting rooms and associated touch screen
display that provide real-time status of the room. According to the article, the
avoids the scheduling conflicts that commonly occur in the workplace. The device is
physically located on the wall outside the meeting room and connected to the
a touch screen, people can grab an unused room at the last minute and the new
reservation is immediately visible on the website. Red and Green lights on the
machine itself indicate the status of the room which acts as a visual cue for visitors.
However, the RoomWizard system did not completely overcome the problem of
“ownership of the meeting room” or use of the meeting room without booking. There
were a few issues with Green/Red light indicator as some users do not mind using the
meeting room when it is empty but the RoomWizard indicated Red light and there is
a chance that they may get kicked out. Therefore the team also found out that the
“swapping of the room” feature can help negotiate changes for meeting rooms when
necessary.
3
The Hermes project by Cheverst etal [4] involved with network of electronic displays
mounted on the door frames of offices. The resident of the office can leave messages
for people visiting the office and visitors can leave messages for the door owner.
Location
The fact that it is by the office door is significant - it is where visitors go to find the
door owner, so visitors notice door display. Perhaps there should be a central door
displays which shows every office in the building at the department information desk
Accessibility
The Hermes door display has to be placed at a height where it can also be reached for
Physical security
How can the door display be prevented to being stolen or damaged? Perhaps the
device can build into walls and also has a special alarm or protected case enclosed.
Network
What happened if the msn network is down? Or the local Hermes server is down?
Communication
The device will only accept hand writing onto the PDA, some bit map images of
messages are difficult to read. What about using audio (act as a voice mail or
4
1.3 Goals
The goal of this project is to develop a digital networked door display system (name:
leaving “post-it” message notes in the “semi-private” places such as office doors. I am
hoping to achieve over other research including: ability to see the status of the
resident of the office, ability to leave short voice mail messages, ability to browse all
available messages on electronic notice board, ability to use swipe card authentication
when sending messages. The project will mainly focus on the software interface
design part, and there will be usability testing later on for the prototype within the
Research
Proposal
Data
Analysis
Prototyping
User testing
Evaluation
5
Chapter 2 Observation
they occur naturally from the viewpoint of the people inhabiting those settings. This
design, under socially and physically natural domains (ie. in the “real world”). The
ethnographic analysis will be used to interpret user needs and requirements and
For this project, office door is the domain of interest. I have chosen GP South
lecturer’s rooms and is rich in the context of door message board for visitors
providing a wide scope for observation. The observation should be done at a time
when the intended users are at maximum capacity (eg. close to end of each hour from
9am to 5pm).
The initial design aims to enhance and extend the users’ experience in some sort of
“off-line” communications and the goal of my observation is to find out how the
resident of office messages on the door affects visitors. This involves noting people’s
interaction with objects, their physical gestures, their eye contact, their comments and
6
To gain a better understanding of the office door message board systems as the
domain and the context of investigation, an initial observation (not involving users)
was conducted. I became familiarised with the environment, tools and processes. By
having a superficial grasp of the situation, I was able to be more effective in the actual
need to conducted. This observation took place on a Monday from 9am to 12am, by
visiting as many offices as possible on each floor of this building. I noticed that there
were more visitors at the start of every hour (eg. 9:05am) and end of the hour (eg.
9:55am). The “pencil and paper” technique was used to take notes and sketches. I paid
special attention to the activities of visitors reading & leaving messages of the
7
2.2 Questions that arose before observation
Prior to my observation, I thought of some key questions to which I will seek answers.
The questions mainly but not always, revolved around the interaction theme of
reading & leaving messages on the office door as I hope to improve overall
experiences in general.
• What sort of social interactions do visitors encounter with messages on office door?
• Visitors tend to eye search the resident office number from the display board (in
• Many visitors tend not to leave any messages on the door. (most office doors do
8
• Some visitors use a variety of hand gestures (eg. point at message board, use
• Nearly all visitors tend to knock on the door first to see if the resident of the office
is in or not.
• Only a small number of white boards are provided by residents; most residents of
• Hardly any visitors leave messages on the office door message board.
From the observations, I was able to ascertain a basic framework of what do visitors
& residents of the office do and some cases how they conduct their activities.
However, many questions raised prior to the observation could not be answered. I
1. I observed visitors in the building freely. I therefore have very limited knowledge
of the activities.
2. Observation on any one particular person is for a very short period of time, and
thus the details obtained e.g. what do they do, how they do it, are very basic.
3. By simply observing and not participating in their activities, I do not know the
Therefore, in the next section, the contextual interview, I aim to overcome these
limitations and gather detailed understanding of their work and the reasons for their
actions.
9
2.4 Ethical Consideration
following measures:
z Ensured the information help desk staff that I am conducting the investigation for
z When observing, I only made notes on the activity that the visitors are making
rather than their appearance, their attire and their gender, age, ethnic background.
z Made sure that the information taken from the observations are kept confidential.
z Did not interrupt, disturb, or interfere with visitors when they are conducting
their activities.
10
Chapter 3 Contextual Interview
Following several informal, yet careful observations of the potential users (visitors &
residents of office) carrying out their activities in the natural setting, I was able to
ascertain a preliminary framework of what their tasks involved, their behaviour and
the difficulties in performing the tasks. These findings will help me decide the sort of
understanding of what the users need, I must thoroughly investigate and analyse each
step of their workflow and the reasons behind it. This can be best done by contextual
interviews.
Like prior observations, contextual interview involves the users and investigate what
they do in the natural setting. However, in contextual interviews, I talk to the users,
act like an apprentice and find out the reasons for each of their actions. The key is to
3.1.1 Context
This meant going to the users at the setting in which they inhabit and see how the
activities unfolds. Following this principle, I was able to obtain concrete and on-going
11
3.1.2 Partnership
I collaborated with the interviewer to find out how to do the activities and the reasons
for each step of their actions. By doing so, I was able to identify structures and
3.1.3 Interpretation
From the facts collected in the interview, I need to hypothesize about what the users
want and what sort of design would be most useful for them. This is not easy as what
may seem reasonable and intuitive for me, the designer, is often not the case for the
users. To avoid conflicting interpretations of the data, through out the interview, I
shared my interpretations with the interviewees, and encouraged them to make further
suggestions and modifications. The users themselves often don’t even know what they
want and what best satisfies their needs. Thus it is important that my subsequent
design proposals and prototypes are tested and approved by the users who need to be
incorporated throughout the entire project cycle, not just the data collection phase.
3.1.4 Focus
As interviewers, I need to steer the interview in such a way that I can get the most
useful and relevant information in the set timeframe. However, this must be carefully
done as I would not wish to take too much control that it becomes a convention
12
3.2 Contextual Interview Structure
interview and what I hope to achieve. I asked the interviewees to sign a consent
I explained the rules of the interview. They understand that I will be watching
what they do and ask questions where required. They know that I will be taking
notes.
This is the section where I got the information I am after. The four principles
appreciate the time and effort participants contributed to the interviews and thus took
• Prior my investigation I obtained permission from the help desk staff of GP South
• Ensured the help desk staff that I am conducting the investigation for university
13
• I asked the interviewees to sign a consent form which clearly stipulates the ethical
responsibilities by me. By signing the consent form (See Appendix 2), the
participants understand:
o The information collected in the interview will only be used for the stated
purpose.
o They will be asked questions about their activities and their reasons for doing
it.
o The relationship with the interviewees is formal and professional and they will
o They are free to stop the interview at any time should they feel uncomfortable
The consent forms signed by each participant before the interviews are in Appendix 2.
14
3.4 Reflections from Contextual Interview
The contextual interview proved to be very useful data collection method. Not only
was I able to witness the work process unfold in the natural setting, find out reasons
for their actions, I also had access to verify my interpretations and raise any questions
with the potential users. I was able to interview three undergraduate students and two
postgraduate students.
I will use extracts from the actual interviews to illustrate some interesting findings:
• Most subjects seemed to know where to look for a particular resident’s office.
However, they do not know the exact position of the office within that floor of the
building.
P: “Finding a particular room alone this corridor can take some time, even though
I: “Why’s that?”
checking the index display board in front of the left on each floor of the building.
P: “Can’t remember what Dr. Phil’s office number is, better check on the index
display board.”
• When a subject arrived at a particular office, the subject tends to knock on the
• Office doors with message board/white board tend to grab the subjects’ attention.
15
• Most subjects checking on message board/white board on the door after knocking
on the door, many tend not to leave messages and prefer to come back later or
P: “Better check if he has got a lecture now or not, if so I’ll come back later to see
him.”
• When a subject is troubled, subjects tend not to approach the help desk staff
P: “Asking for assistance from the help desk staff is often to much trouble, unless
16
Chapter 4 User-centred design requirements
goals, characteristics and capabilities are taken into consideration. Having collected
user data using techniques outlined in chapter 2 and 3, the following user information
has been identified. These will become the basis for formulating design requirements.
4.1.1 Identity
This section endeavours to answer the question – who are the users?
Since the message board service is on university campus, the potential users of the
4.1.2 Activities
This section is about finding the needs and goals of the users – what’s their purpose of
reasons mainly for the purpose of education such as; lecture materials, tutorials,
office in order for them to sit down and have the discussion. This indicates a
need to provide an effective and efficient service as users interact with the
system to check resident of the office’s schedule and then make appointments
17
y Necessary functions identified for the systems include: Details of the resident
(name, room number, telephone number, and email address), Date & Time,
y Majority of the users wish to leave quick notes for the resident of the office if he
y Majority of the users expressed either neutral or negative feelings for the current
y For resident of the office, he/she would need some kind of management program
4.1.3 Physical
This section examines the physical environment under which the SmartMessageBoard
system might be used and the possible constraints associated with it. For
SmartMessageBoard Unit, a 10” touch screen LCD screen will be used which will
provide high resolution (1024X768) for the interface. For SmartMessageBoard Admin
Tool, the management program will need to be installed on resident of the office’s
PC/MAC.
4.1.4 Cognitive
Users are likely to interact with the system in a busy, chaotic cognitive state (eg.
rushing to another lecture) when interacting with the system. They are likely to have:
making
y Low memory
y Low learning
18
y Low attention – due to external disturbances and distractions.
Once user needs analysis has been carried out (4.1), the next stage is to formulate
design requirements. The requirements are categorised into functional and non-
Admin Tool.
z The system shall prompt authentication via swipe card prior to leaving messages
z The system shall provide a main menu outlining the services provided.
z The system shall provide information specific to the services provided. (e.g.
z The system shall provide red/green lights indicating status of the resident.
z The system shall prompt user name and password prior to log in.
z The system shall provide a main menu outlining the services provided.
19
z The system shall provide information specific to the services provided; ability to
z The system shall provide the function that user can change the current status of
z The transmission shall be stable and not affected by circumstances that are
considered “reasonable.”
conditions.
resources.
20
Chapter 5 Design proposal
Having decided to focus on office door message board as the domain for my project, I
set out to gather information about customers based on the theme of digitalised the
involves finding information of how they search, browse, navigate, interact and
the SmartMessageBoard for both resident of the office and the visitor.
From the user requirements, the SmartMessageBoard will support functions for both
z Visitors are able to find a particular office from information desk of the building
z Messages left from the resident of the office can be viewed by visitors; messages
z Visitors can leave a voice message for up to 2 minutes per message. (this
able to playback and all buttons include Braille. For wheelchair visitors, there
will be a button on the lower part of the door frame for them to press which will
21
z Visitors can check RED/GREEN light indicators on the SmartMessageBoard for
z Visitors can leave typed text/hand written messages, hand written messages will
be transform to typed text messages using text recognition softwares for easy
z For external visitors (non university staff or students), contact information of the
z Messages can be created or retrieved through web portal and mobile phone via
SMS for text, and voicemail/voice message bank for voice messages. Each
message is time-stamped.
Unit via telephone service (act as digital answering machine) in case the local
22
To complete the SmartMessageBoard system, the network part will consist:
3. A modem with answering machine function connected to another local voice mail
23
Chapter 6 Data Analysis
The next stage of the project involves interpreting and analysing the data collected.
This is a crucial stage of the project as it interprets users’ underlying goals and needs,
therefore shapes the design process. Taking a user-centred approach, I have selected
four techniques for data analysis: scenario, use cases, essential use cases and task
analysis.
In this scenario, John simply wants to find out what he has missed for the first two
weeks of the semester by checking the notice board from the SmartMessageBoard
system.
24
Use cases also focus on user goals but also build from scenarios by incorporating a
system to assist the user completing his/her tasks. It emphasises user-system
interaction.
Essential use cases are an extension of scenarios and use cases. It represents the
scenario into three parts: user overall intention, stepped description of user action,
stepped description of system responsibility
An example essential use case for scenario “Check schedule and make appointment”.
25
Task analysis on the other hand, breaks down the task into subtasks.
An example task analysis by considering a system:
0. To leave a voicemail for lecturer
1. Go to GP-South building
2. Find lecturer’s office door
2.1 Access the SmartMessageBoard system.
2.2 Clicks on “Feedback” button.
2.3 Clicks on “Voicemail” button.
3. Swipe UQ ID card.
4. Press “Start recording” button to record voice message.
5. Press “Stop recoding” button to send out voicemail.
26
Chapter 7 Solution
Through the process of data interpretation and analysis, a set of system requirements
that need to be implemented were collected. After considering numerous conceptual,
physical and prototyping design methods, I have finally come up with a solution to
the original interaction problem based on user requirements in chapter 4. A suitable
conceptual model is important. It is based on “the user’s needs and other requirements
identified” [5, p.39], and physical design “involves considering more concrete,
detailed issues of designing the interface [5, p.266]. Prototyping creates a mock up of
the final design that “allows users to interact with it and to explore it suitability” [5,
p.241].
The interface of the SmartMessageBoard Unit will provide four main functions
including; notice board, checking schedule, making appointment and leaving
messages. There were a few limitations in prototyping the SmartMessageBoard Unit
and it will be discuss later in the “Prototyping” section. The main screen of the unit
will have three buttons: (for screen shots see appendix five)
z Notice Board
z Schedule and Appointment
z Feedback (Email/Voicemail)
27
The SmartMessageBoard Admin Tool allows resident of the office to maintain notice
board, current status of the office (in/out), managing all incoming messages. There
were a few limitations in prototyping the SmartMessageBoard Admin Tool and again
it will be discuss later in the “Prototyping” section. The Admin Tool consists:
z Login screen
z Notice Board (adding new message)
z Appointment (adding/deleting appointment)
z Email (check email through my.UQ portal website)
z Voicemail (listen to all voicemail messages)
Once
pressed
1. Strive for consistency – All screens have the same font, title and colour.
2. Enable frequent users to use shortcut – This system is designed for diverse range
of users, simplicity is one of the main features of the system. Therefore short cuts
will not be necessary.
3. Offer informative feedback – If it detects that there is no character input in the
message field when the user presses “Send”, there will be a feedback message
saying “Please enter your message”.
4. Design dialogs to yield closure – System will display confirmation message when
a task is completed. For example, “You have successfully left a voicemail
message”.
5. Offer error prevention and simple error handling – If an error has been made by
the user, they can click clear/reset or back button on the current screen and re-do
the task again.
6. Permit easy reversal of action – The system interface will always have a back
button which will allow the users to go back to the previous page if an error has
being made.
7. Support internal locus of control – The system is fully depended on what the users
want. Therefore the system will do exactly what the users instruct it to do.
Therefore users have the total control at all times.
8. Reduce the short-term memory load – This system is designed for the diverse
range of the people so simplicity is a key focus. Therefore short-term memory
load is definitely reduced to the minimum.
29
Chapter 8 Prototyping
Since this is only the first design of the solution and I need to explore its feasibility
and usefulness, a combination of the medium to high fidelity prototyping methods
were used. The designs of the SmartMessageBoard system were created mainly in
Flash with PHP scripts with MySQL function to store data.
Software and scripts that were used in the prototypes were:
Scenarios – Three scenarios were created based on the type of functions that are
featured in SmartMessageBoard Unit and another three scenarios for
SmartMessageBoard Admin Tool. This is a powerful mechanism for communication
among prototype designer (me in this case) and with users. This allowed me to have a
better idea of the functionalities the design should possess.
Due to time constrains and technical difficulties in prototyping, there were a few
limitations for both prototypes. Limitation includes:
z SMS functions for resident of office to send SMS message to update “Current
Status” and “Notice Board” on SmartMessageBoard Unit (SMS function was cut
out since it can not be done on time for user testing due to technical difficulties
and time constrain, see reference 5).
z Sending and retrieving emails (only example version was showing in actual
prototype).
z Recording sound for voicemail (only example version was showing in actual
prototype).
z Keyboard function and Hand writing recognition (only example version was
showing in actual prototype).
30
This system is designed to suit a diverse range of people from UQ students, UQ staff
members to visitors from outside UQ, therefore it must be easily understood and
easily learnt processes. A vertical prototype was adopted due to the limitations; this
type of compromisation in prototyping concentrates on the depth of functionalities
rather than breadth of the functionalities. [5, p.246-248]
http://s009282.bdzone.net/unit.html
http://s009282.bdzone.net/admin.html
31
Chapter 9 Evaluation
Evaluation is a critical stage of the project cycle. It allows me to obtain user response
and feedback on the interaction solution for the original problem. Without evaluation,
it is not possible to judge whether the system is feasible and is what the users want.
There are four evaluation paradigms that are commonly used: “Quick and Dirty”,
Usability Testing, Field Studies and Predictive Evaluation (p341). In this project,
“Quick and Dirty” evaluation was conducted first shortly after completion of the
prototypes. Due to lack of feedback, Usability Testing was then used to test the
SmartMessageBoard system involving tasks.
32
There were five potential users from UQ to participate in the usability testing and took
measures to ensure that the users are well-informed of the goals and procedures of the
tests. I have also assured them of the commitments to uphold our ethical obligations
evident in their signing of the consent form (See Appendix 12 for the user testing
scripts, user consent forms and post-testing questionnaires).
The three tasks developed for the usability testing of SmartMessageBoard Unit are:
1. Find messages previously posted on notice board.
2. Book appointment on 1st-June-2004 at 9am.
3. Leave a voicemail message.
The three tasks developed for the usability testing of SmartMessageBoard Admin Tool
are:
1. Gain access to Admin Tool system and post a new message to notice board.
2. Gain access to Admin Tool system and add an event (appointment) on the
calendar.
3. Gain access to Admin Tool system and check voicemail message.
Before the commencement of the testing, users were given 2 minutes to independently
navigate and explore the system in order to become familiar with its features. Each
task was allocated 5 minutes completion time and once the time was up, users were
asked to move on to the next task.
All participants were reminded that it is the system being tested, not their performance,
and that they should not feel compelled to finish within the prescribed time. The users
were also encouraged to “think aloud” as they worked through the tasks. This will
allow me to obtain a more thorough picture of their thought process and cognitive
state.
Once the testing session was completed, the users were asked to complete the online
surveys. This will help obtain information not collected during the session and also,
how to improve the testing procedures.
33
9.3 Evaluation Process
Once the session began, I took note of the participant’s actions, comments and the
steps they took to complete the tasks (See Appendix 14 for example user verbal and
action log).
34
Chapter 10 Conclusion
35
prototypes should be used to facilitate testing of technical and functional requirements
such as SMS, email, voice recording. It will also give a more accurate estimate of the
time required to complete a task as with the current “medium to high fidelity
prototype”. Due to internet connection speed, there were a few delays such as loading
calendar from PHP server; therefore time was wasted while loading the interface. By
placing all the necessary files onto the local server at UQ, this will solve the problem.
10.4 Were the tasks selected adequate to test all the requirements of the system?
The tasks prescribed were sufficient to test the original goal, however, it did not
comprehensively test all the issues raised from the proposal. For example, the SMS
features such as sending SMS message to change “current status” of the message
board. Due to time constrain and technical difficulties, the functions were dropped out
completely. Similar issues also happened to others such as email and voice recording;
users can only “wait & see” the demo version to perform the task instead of
interacting with the device.
36
10.7 Future improvements
Future prototype should consider:
• Incorporate a HELP function to explain how to use the system, and alert technical
staff if network is down.
• Make naming more intuitive and understandable.
• Estimate time of person returning to room function.
• Ability to cancel appointment.
• Post messages remotely to notice board via SMS and email.
37
Appendix 1 - Observation and Contextual Interview Record
Observation Two
Place: GP South building at University of Queensland
Time: 20/04/04, Tuesday, 9am – 12pm
Duration: 3 hours
Purpose: observation on visitor’s activities around offices. (e.g. reading & leaving
messages of the messages on the office doors.)
Contextual Interviews
Place: GP South building at University of Queensland
Time: 23/04/04, Friday, 9am – 11pm
Duration: 2 hours
Purpose: collect detailed understanding of the “why” and “how” of user actions.
Detail: 5 interviews conducted.
38
Appendix 2 – sample consent form for contextual interview
I understand that the purpose of this interview is to inquire how people interact with
message board on the office door and these findings will help to shape the design of a
technology aimed at enhancing and extending people’s experiences.
The procedure involves interviewers observing my activities. This process will take
approximately 15 minutes. My activities will be carefully observed and monitored by
form of written notes. I will also be asked questions about what I do and my reasons
for doing it.
I am aware that all the data collected in the interview will only be used for its stated
purpose and my personal details will remain confidential. Should I be quoted in the
report, my identity will remain undisclosed.
I also understand that I am not being graded on my participation in this study and I
will not be affected academically should I discontinue my involvement.
This testing is strictly professional and I will receive a soft drink in appreciation of
my involvement. I understand that I am free to ask questions or to withdraw from
participation at any time without penalty.
_____________________ _______________
Signature of Participant Date
39
Appendix 3 - three scenarios for SmartMessageBoard Unit
Character Profile:
John – overseas undergraduate student
Scenarios
1. John has just got back from Taiwan and he has missed the first two weeks of the
semester. He wants to find out if his HCI lecturer has given out the first
assignment or not. He goes to the GP-South Building and visits his lecturer’s
office. He sees the SmartMessageBoard on the office door; he then clicks on
“Notice Board” button on the system screen. The system then displays up-to-date
messages left by his lecturer.
2. John wants to make an appointment to see his lecturer. He goes to the GP-South
Building and visits his lecturer’s office. He sees the SmartMessageBoard on the
office door, he then clicks on “Schedule and appointment” button on the system
screen. The system then displays current month and asks to choose a date from
the calendar. He chooses “1st-June”, the systems displays current schedule of his
lecturer. He notices that his lecturer is free at 9am on the 1st-June , he then clicks
on “Make Appointment” button and the system display “?” for the slots that are
available. He then clicks the “?” on the 9am slot, the system displays “Please
select method of input” for writing appointment title/subject. He then selects
“Keyboard” as input method, the systems asks him to swipe his UQ ID card for
authentication before he can use the booking system. He swipes his UQ ID card;
the system authenticates him with his name and student ID number display on
the screen. He keys in the appointment subject “Need help on project”. He then
clicks “Confirm” button to book the appointment. The system displays “You
have successfully made an appointment”.
3. John wants to talk to his lecturer about his final exam results. He goes to the GP-
South Building and visits his lecturer’s office. When he arrives, there is no one at
the office and the SmartMessageBoard unit displays the resident of the office is
currently out for lunch, so he decides to leave him a voicemail. He clicks
“Feedback” button on the system screen, then he selects “Voicemail”. The
system displays “Please swipe your UQ ID card”. He swipes his card for the
system to authenticate him. He then clicks on the “Start recording” button and
says “Hi, this is John, can you please email me my final exam results, thank you”.
40
Appendix 4 - three scenarios for SmartMessageBoard Admin Tool
Character Profile
Dr. Margot Brereton – Senior lecturer
Scenarios
1. Margot wants to add a new message to the notice board. She starts the
SmartMessageBoard Admin Tool program; enters username and password and
clicks “submit” button. The systems first display “Connecting to
server…Retrieving messages” then displays admin tools. She clicks on “Notice
board” button; the system displays two separate windows (one for adding new
message, one for current view of notice board). She enters new message for the
notice board and click “submit” button. The current view of the notice board
changes and the new message appears”.
2. Margot wants to add new events for her schedule. She starts the
SmartMessageBoard Admin Tool program; enters username and password and
clicks “submit” button. The systems first display “Connecting to
server…Retrieving messages” then displays admin tools. She clicks on
“Appointment” button, the system display current events of the month. She
logon as administrator and adds new events to the calendar. The system displays
modified calendar events of the month.
3. Margot wants to check her voicemail messages. She starts the
SmartMessageBoard Admin Tool program; enters username and password and
clicks “submit” button. The systems first display “Connecting to
server…Retrieving messages” then displays admin tools. She clicks on
“Voicemail”. The system displays current voicemail messages she received. She
selects voicemail message from “Jason Yang”. The system displays the name
and time stamp of the message and plays the recorded voicemail message at the
same time.
41
Appendix 5 – illustration of SmartMessageBoard on office door
42
Appendix 6 – screen capture of the SmartMessageBoard Unit
Main Screen
Notice Board
43
Schedule
And
appointment
44
Feedback
Email
Voicemail
45
Appendix 7 – screen capture of the SmartMessageBoard Admin Tool
Login screen
Retrieving
messages
Admin Tool
screen
46
Current Status
47
Adding new message to notice board
48
Current appointments/events of the month
Details of appointment/event
for specific date
49
Pop-up screen for staff to check emails
50
Current voicemail messages
51
Appendix 8 – SmartMessageBoard website for user testing and survey
(http://s009282.bdzone.net/index.html)
52
53
54
Appendix 9 – SmartMessageBoard Unit electronic survey
During your participation were you at anytime felt lost testing the prototype?
Very lost
Moderate
Not lost at all
During your participation were you at anytime felt frustrated using the
prototype?
Very Frustrated
Moderate
Not Frustrated at all
Overall how would you rate yourself in your ability to browse notice board/
make appointment/ deposit messages using SmartMessageBoard?
Poor
Moderate
Good
150
Remaining characters:
55
What is the worst feature of the SmartMessageBoard?
N/A
Comments:
150
Remaining characters:
150
Remaining characters:
150
Remaining characters:
150
Remaining characters:
Thank you for taking time to complete this survey, these findings will help to
shape the design of a technology aimed at enhancing and extending people's
experiences. If you have any additional questions or comments please email me
at s009282@student.uq.edu.au
56
Appendix 10 – SmartMessageBoard Admin Tool electronic survey
SmartMessageBoard Admin Tool Survey by Jason Shih-Sheng Yang as part of
master thesis project, in the Information Environment Master Degree Program
at the University of Queensland. There are 11 questions in this survey.
During your participation were you at anytime felt lost testing the prototype?
Very lost
Moderate
Not lost at all
During your participation were you at anytime felt frustrated using the
prototype?
Very Frustrated
Moderate
Not Frustrated at all
Overall how would you rate yourself in your ability to browse notice board/
make appointment/ deposit messages?
Poor
Moderate
Good
150
Remaining characters:
57
What is the worst feature of the SmartMessageBoard?
N/A
Comments:
150
Remaining characters:
150
Remaining characters:
150
Remaining characters:
Continue
150
Remaining characters:
Thank you for taking time to complete this survey, these findings will help to
shape the design of a technology aimed at enhancing and extending people's
experiences. If you have any additional questions or comments please email me
at s009282@student.uq.edu.au
58
Appendix 11 – SmartMessageBoard Unit electronic survey result
1. During your participation were you at anytime felt lost testing the prototype?
Very lost 0 0.00%
Moderate 5 33.33%
Not lost at all 10 66.67%
2. During your participation were you at anytime felt frustrated using the prototype?
Very Frustrated 0 0.00%
Moderate 4 28.57%
Not Frustrated at all 10 71.43%
3. Overall how would you rate yourself in your ability to browse notice board/ make appointment/
deposit messages using SmartMessageBoard?
Poor 0 0.00%
Moderate 3 20.00%
Good 12 80.00%
4. Did you like the design of the interface?
No 2 13.33%
Yes 13 86.67%
5. Was the naming of the functions intuitive (easy to understand)?
No 1 6.67%
Yes 14 93.33%
6. What features would you use most when resident of the office is unavailable?
N/A 5 33.33%
Comments: 10 66.67%
message
To see where they are and when they are going to be in.
I would probably just leave a message at the door for the person as this would probably
be the most commonly used item i feel
audio message.
the appointment/ schedule feature and the message feature.
The appointment schedulers is useful, but would that maybe restrict the movements of
the "important" person, making them at the beckoned call?
Message.
Message board.
Notice board.
making an appointment or sending an email.
Seeking information about when they think they will be back in the office.
Appointments.
59
7. What is the best feature of the SmartMessageBoard?
N/A 3 20.00%
Comments: 12 80.00%
Appointments and message board.
Seeing the schedule.
The non wastage of resources.
Audio message.
All of it was fantastic and would be very useful in a business environment.
Awareness of Lecturer availability.
Time saving.
Simple design.
Voice message.
The whole thing is a great idea.
Status indicator.
Staff whereabouts and notice board.
Appointments.
8. What is the worst feature of the SmartMessageBoard?
N/A 4 26.67%
Comments: 11 73.33%
Voicemail.
I couldn't work out how to leave a note on the door. I also was confused by what was
meant by "Feedback".
I didn’t like the calendar.
Nothing it was excellent.
All pretty standard and usable. The term "Feedback" not really best description. It's
more of a "message" to the person, rather than a feedback.
location
the organiaation for the notice board could be improved.
time spent loading applications
appointments
9. What improvement(s) can be made for future prototype?
N/A 3 20.00%
Comments: 12 80.00%
Probably you also want the equivalent of slipping a note under the door - a private
message.
A way for adding a way for a student to leave a note for Margot just on the door or
something and also perhaps an urgent message option that alerts the owner of the
door upon entering the room.
Faster loading time.
When loading maybe a little of animation on the screen. I have dialup and it took quite
a while to load the screen - a bit boring.
Naming of "feedback". More rigid appointment scheduling, in certain times.
Hall way units.
A small introduction to each part of the prototype makes navigation through the
message board easier.
This is a very early design ... nothing smart about it ... all done before .. however this
product has potential if you refine your design.
Totally standardise the interface, all options available at all times
60
10. What other features would you like to see on SmartMessageBoard?
N/A 4 26.67%
Comments: 11 73.33%
Hard to say without using it for real.
I think i said that in the last question
ability to cancel appointments
no, good because it is basic.
Coffee dispenser? Seriously, maybe ETA of person returning to room.
none
Well .. lots .. icq, msn , iqc, better calendars .. etc
some indication of when the staff member last used the system or if they are currently
online
11. Overall how would you rate the system?
Very Poor 0 0.00%
Moderate 8 53.33%
Excellent 7 46.67%
There were some problems but it seems like it will be okay to use with either fixed
problems or getting used to it.
I think the idea is good but needs more work, good luck.
Useful systems with good functionalities. Intuitive, user-friendly design.
I think the design is excellent, it looks great on the screen & is very easy to use. I think
you would find both adults & children would use this.
The issues of whether a lecturer would want to be scheduled into meetings, and
whether they want their every move tracked maybe need investigation.
Moderate ... very moderate.
Clean look and feel, not a bad concept.
It was ok. but not particularly pleasing to the eye.
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Appendix 12 – SmartMessageBoard Admin Tool electronic survey result
62
7. What is the best feature of the SmartMessageBoard?
N/A 1 33.33%
Comments: 2 66.67%
eas of use
Notice board
it appeared to work well.... I am concerned that it would not integrate with staff work
practices though
8. What is the worst feature of the SmartMessageBoard?
N/A 2 66.67%
Comments: 1 33.33%
staff dont use web based email and calendars very often...... how would this affect your
system?
9. What improvement(s) can be made for future prototype?
N/A 1 33.33%
Comments: 2 66.67%
consider the users better.....try to make it work with their work practices and their
software.....
this will be you single biggest problem.
10. What other features would you like to see on the SmartMessageBoard?
N/A 1 33.33%
Comments: 2 66.67%
I would like to be able to post messages remotely to my own noticeboard to inform students
if I will be late.....
i.e from email or sms
11. Overall how would you rate the system?
N/A 0 0.00%
Comments: 3 100.00%
9/ 10
Good
good....... once you consider user requirements further
63
Appendix 13 – User testing scripts (one for SmartMessageBoard Unit; one for
SmartMessageBoard Admin Tool), consent form.
64
The script used to introduce and describe the initial exploration task.
I will now start giving you 2 minutes to navigate through the system to become
familiar with its functionalities and services. Once 2 minutes are up, I will begin the
first task.
It is very important for you to “think aloud” as you navigate through the system to
complete the tasks, because I want you to tell me your thoughts as you encounter the
different features of SmartMessageBoard Unit.
Please let me know if you complete your independent exploration before 5 minutes
are up and we will proceed with the next task.
65
The script used to greet participants in the SmartMessageBoard Admin Tool
study.
Thank you very much for participating in this usability test. The goal of this project is
to examining the feasibility and usefulness of the SmartMessageBoard system. You
will be asked to use SmartMessageBoard Admin Tool to solve a series of specific
message board related tasks. Your efforts today will be valuable inputs in project
evaluation.
I encourage you to “think aloud” as you navigate through the system to complete the
tasks. Your performance will be closely observed and analysed.
Please be assured that your personal details and identity will remain confidential and
the data collected in this session will only be used for its stated purpose.
Before we commence, I will need you to review and sign this statement of informed
consent. Please let me know if you have any questions about it.
66
The script used to introduce and describe the initial exploration task.
I will now start giving you 2 minutes to navigate through the system to become
familiar with its functionalities and services. Once 2 minutes are up, I will begin the
first task.
It is very important for you to “think aloud” as you navigate through the system to
complete the tasks, because I want you to tell me your thoughts as you encounter the
different features of SmartMessageBoard Admin Tool.
Please let me know if you complete your independent exploration before 5 minutes
are up and we will proceed with the next task.
67
Participation Consent Form (Sample)
The procedure involves using the prototype to complete a set of tasks. This process
will take approximately 20 minutes. My performance will be carefully monitored
and analysed, and used as inputs in the evaluation report. I will also be asked open-
ended questions about the prototype and my experience using it over a online
survey.
I am aware that all the data collected in the tests will only be used for its stated
purpose and my personal details will remain confidential. Should I be quoted in the
evaluation report, my identity will remain undisclosed.
This testing is strictly professional and I will receive a soft drink in appreciation of
my involvement.
_____________________ _______________
Signature of Participant Date
68
Appendix 14 – User verbal and action log for SmartMessageBoard System
Participant 1: verbal and action log for SmartMessageBoard unit.
69
Participant 2: verbal and action log for SmartMessageBoard unit.
70
Participant 3: verbal and action log for SmartMessageBoard unit.
71
Participant 4: verbal and action log for SmartMessageBoard unit.
72
Participant 5: verbal and action log for SmartMessageBoard unit.
73
Participant 1: verbal and action log for SmartMessageBoard Admin Tool.
74
Participant 2: verbal and action log for SmartMessageBoard Admin Tool.
75
Participant 3: verbal and action log for SmartMessageBoard Admin Tool.
76
Participant 4: verbal and action log for SmartMessageBoard Admin Tool.
77
Participant 5: verbal and action log for SmartMessageBoard Admin Tool.
78
Appendix 15 – Walk through of 3 scenarios for SmartMessageBoard Unit
Main Screen
79
Scenario 2: Making appointment
1. Main Screen 2. Press “Schedule + Appointment” icon 3. Select 1st-June 4. Press “Make appointment” button
5. Select 9:00 am 6. Select on keyboard 7. swipe UQ ID card, enter “subject” 8. Appointment made
field, then press “confirm” button 80
Scenario 3: Leaving voicemail message
1. Main Screen 2. Press “Feedback” icon 3. Press “Voice mail” icon 4. Swipe your UQ ID card
5. Press “Start recording” to record 6. Press “Stop recording” to end 7. Voicemail mail sent 81
Appendix 16 – Walk through of 3 scenarios for SmartMessageBoard Admin Tool
82
3. Enter new message, then press “Submit” 4. New message posted on notice board
Scenario 2: Adding new appointment to calendar
1. Enter username and password 2. Press “Appointment” icon 3. Press “Launch Calendar” icon
4. Enter username and password 5. Select a date 6. Enter appointment details then press “Post”
83
Scenario 3: Checking voicemail
5. Select a date
84
References
[1] Segawa, N., Murayama, Y., Nakamoto, Y., Gondo, H. and Miyazaki, M. (1999).
“A message board on WWW for on-door communication.” Proceedings of the 7th
ACM International Conference (Part 2) on Multimedia. ACM Press
[2] Nguyen, D. H., Tullio, J., DreIs, 11 and Mynatt, E.D. (unpublished). “Dynamic
Door Displays.” Unpublished article written at GVU, Georgia Tech.
[5] Preece, Rogers and Sharp, “Interaction Design”, 2002, John Wiley & Sons Inc,
USA, chapters 6,7,8,9,12
[7] Richards, S., Barker,P.; Banerji,A., Lamont, C., and Manji,K. “The Use of
Metaphors in Iconic Interface Design”, Interactive Systems Research Group, Human-
Computer Interaction Laboratory School of Computing and Mathematics, University
of Teesside, Cleve, and, United Kingdom.
[8] Tim Rohrer, “Metaphors we compute by: bringing magic into interface design“,
Philosophy Department, University of Oregon.
85