Weekly Reports

Weekly progress, decisions, and open items over the course of the project.

The full project-management report submitted to the course — covering the project description, time and milestone management, change management, and reflection — is available as the Project Documentation (PDF, German), main-authored by Jacob Gotter.

Week 1 – 20.04.2026 · Kickoff & preparation

What we worked on

  • First joint meeting of the project team
  • Built a shared understanding of the project goal and the professional context
  • Prepared a structured question catalog for the first meeting with the client contact
  • Defined the project vision
  • Created the stakeholder matrix (influence & interest)
  • Developed a use-case diagram

Learnings

  • Stakeholders play a major role: differing requirements must be considered early
  • Good preparation saves a lot of time later when working with clients

Open items

  • Scope of AI-supported communication (LLM vs. rule-based decision tree) still open
  • Technical state and architecture of the existing application unknown
  • Usage context (training / exam preparation / real exam) not conclusively clarified

Week 2 – 04.05.2026 · First contact & structuring

What we worked on

  • First meeting with client contact Lily Dausch
  • Roughly prioritized requirements: error detection, AI patients, digital records, diversity
  • Identified first task areas: frontend (React), backend, Unity/VR, AI concept
  • Technical overview of the existing project architecture provided by Kaan

Learnings

  • Entering an existing software solution first requires a comprehensive architecture analysis
  • Many requirements are still in the alignment phase
  • A working development environment is a basic prerequisite for further work

Open items

  • Degree of freedom of AI-supported patient communication still open
  • Technical state of the application not yet analyzed in detail

Next steps

  • Set up the development environment locally (install Unity, start the application)
  • Analyze the codebase and estimate the technical effort

Week 3 – 11.05.2026 · Requirements catalog & dev setup

What we worked on

  • Finalized the requirements catalog and handed it over to Lily Dausch
  • Picked up the VR headsets (Meta Quest 3) from HWR Berlin
  • All team members set up the development environment independently
  • Assessed requirements by priority, effort, and benefit

The requirements catalog covers the following topics:

  • Accessibility (subtitles, color blindness, motion sickness)
  • Multilingualism
  • Patient profiles and patient-specific clinical pictures
  • Digital patient file plus conversation and interaction systems
  • Scoring and error systems
  • Hints and help systems
  • Code optimization and technical documentation
  • LLMs and decision trees for patient conversations

Learnings

  • Working on tasks in parallel enables continuous progress even without full-team meetings
  • Structuring and prioritizing requirements is essential for the later implementation

Week 4 – 18.05.2026 · Requirements alignment & technical implementation

What we worked on

Joint meeting with Kaan and Lily Dausch. Focus areas:

  • Delineation of target vs. current state
  • Prioritization must-have vs. nice-to-have
  • Discussion of patient models: variable attributes (age, gender, origin, skin color)
  • Accessibility: motion sickness, color blindness, multilingualism, dialects
  • Technical proposals: PostgreSQL, WebSockets, UUIDs, Zod validation

Technical changes:

  • Migration from SQLite to PostgreSQL (configurable via .env)
  • UUID columns switched to native PostgreSQL UUID types
  • Introduced Zod validation for API data
  • First patient models created in Blender
  • Development branch set up

Task distribution

Person Task
Erik & Jan 3D patient models in Blender
Kaan & Jan Unity integration
Kaan Database topics, backend extensions
Jacob Unity support, documentation
Denis Frontend and backend development

Learnings

  • Early requirements alignment considerably eases the later technical implementation
  • Clear prioritization (must-have vs. nice-to-have) reduces development risk

Week 5 – 25.05.2026 · Patient models & Unity integration

What we worked on

  • Collected feedback from Lily Dausch on missing requirements
  • Imported a patient model as FBX file incl. materials into Unity (branch: feature/patient-c)
  • Implemented the patient selection logic

Known bug: The original patient is not correctly decoupled from the bed; new patient models overlap when loading.

Learnings

  • Clean separation of scene objects in Unity is essential to avoid model overlaps
  • Iterative stakeholder feedback helps detect functional gaps early

Next steps

  • Rework the Unity logic for correct patient replacement
  • Develop the patient selection in the frontend
  • Integrate patients into the game flow

Week 6 – 01.06.2026 · Scope clarification & technical progress

What we worked on

Joint meeting with Kaan and Lily Dausch. Results:

Error and scoring system:

  • Errors shall be prioritized: higher-priority errors must be addressed first
  • The ordering is shown in the final frontend evaluation (preference of Prof. Wiesner)
  • Stability before feature count: few reliable features are better than many unfinished ones

Patient file:

  • Patient file directly inside the VR application as an interactive object (clickable, e.g. at the bed)
  • An individual file for every patient

Patient models and diversity:

  • Frontend: select patients specifically or assign randomly, with preview
  • 1–2 errors per patient
  • Errors at different positions
  • Diversity characteristics: skin tones, age groups, non-visible disabilities
  • Child patient: the child bed is briefly highlighted at scenario start

Technical progress:

  • PostgreSQL migration completed successfully
  • Patient selection in the frontend linked with the patient file
  • Backend scoring logic reworked (error weighting, score calculation)

New task distribution

Person Task
Jacob Integration of the accessible patient file in Unity

Learnings

  • Regular stakeholder alignment is crucial to detect misunderstandings early
  • Few stable features provide more value than many insufficiently tested functions

Week 7 – 08.06.2026 · Interim presentation

What we worked on

  • Prepared and delivered the interim presentation (live demo + backup video)
  • Substantiated the diversity motivation with statistics (disadvantaging of specific groups in healthcare)
  • Researched structures of digital patient records

Feedback received

  • Substantiate the diversity motivation more strongly with concrete statistics
  • Present communication barriers of different patient groups more tangibly
  • Vein visibility varies by skin type → consider in the patient models
  • Distinguish the child bed more clearly from the adult bed
  • Overweight patient suggested as an additional extension

Learnings

  • Requirements in practice-oriented projects are dynamic and change during the project
  • Professionally justifying project decisions matters as much as their technical implementation
  • Backup videos increase safety for presentations with live demos

Week 8 – 15.06.2026 · Patient-specific error scenarios

What we worked on

  • Practice test with BWK trainees put in prospect (planned: 15 September 2026)
  • Received first anamnesis documents for patient files from Lily Dausch
  • Sharpened the project focus: diversity and a stable application before feature count
  • Patient-specific error scenarios firmly coupled to their respective patients
  • Created GitHub issues for all open work packages

Open work packages:

  • Error scenario “child in an adult bed”
  • Patient file as an interactive VR element (rendering, content, animation)
  • Accessibility: motion sickness, color blindness
  • Adapt error positions to the new patient models
  • Finish and integrate the remaining patient models

Learnings

  • Requirements can change considerably even in advanced project phases
  • Documented work packages and transparent task management ease team coordination

Week 9 – 22.06.2026 · Target agreement

What we worked on

  • Drafted the target agreement / project contract (protection against further uncontrolled requirement changes)
  • Revised and refined the stakeholder matrix
  • Target agreement presented by Lily Dausch
  • Structured the project goals into must and should requirements
  • Finalized the requirements catalog together with Lily, clarified misunderstandings

Results of this week:

  • Project goal hierarchy
  • Revised stakeholder matrix
  • Mitigation strategies

Next steps

  • Feedback to Lily on whether and how the contract is accepted
  • Prepare the interim status for next week’s presentation
  • Document the individual contributions of the team members
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