Project Management - Soccer Open/Vision 2026
Author/PM: Emil Winkler Partida (Github/RoBorregos)
Methodology
The 2026 Soccer Vision team manages its progress using a Notion-based Gantt framework designed to drive realistic yet ambitious development. The workflow is organized into time-boxed phases across all areas (general, programming, electronics, and mechanics). Each task features clear goals defined by priority, assigned members, and potential blockers.
Notion’s features enable team members and the Project Manager (PM) to easily visualize the timeline and access a comprehensive task database. The platform also allows users to attach notes, code snippets, and general documentation directly to each task. Ultimately, this approach provides a clear, centralized overview of every sub-team’s progress and blockers, while also facilitating a comprehensive view of future project planning.
Notion
Development Timeline
| Phase | Period | Description |
|---|---|---|
| Research and integration | November 2025 - December 2025 | Team onboarding and integration sessions; reviewing documentation from previous iterations and international competitions. |
| Technical Planning for TMR | December 2025 - January 2026 | Identifying takeaways from past iterations, evaluating new features, breaking down tasks, and assigning core responsibilities per area. |
| Trials and familiarization | January 2026 - Early February 2026 | Hands-on testing with the previous year's iteration; manufacturing new conic and top mirrors; acquiring electrical components and custom PCBs. |
| Early prototype | February 2026- March 2026 | Testing initial mechanical prototypes; developing computer vision for form filtering and front detection; beginning electrical integration. |
| Iteration and refinement | March 2026- April 2026 | Bug fixing, finalizing integration, adjusting electronics for missing components, validating the full system, and preparing for the competition. |
Weekly Meeting Structure
Meetings are held once a week with all team members, mentors, and the PM, with an approximate duration of 30 to 60 minutes.
| # | Agenda Item | Duration |
|---|---|---|
| 1 | Review of previous week's goals (Checklist) | 10 min |
| 2 | Area-specific updates and Q&A | ~5 min/area |
| 3 | General feedback from mentors and PM | 10 - 20 min |
| 4 | Weekly goal-setting and Gantt chart review | 10 min |
Task Planning and Priority Setting
Despite rigorous scheduling and task tracking, certain challenges arose that required a strategic shift. During these periods, it became necessary to restructure task management, prioritizing core robot functionalities. This approach ensures that essential competition requirements take precedence over non-critical secondary features.
Current Season Priorities:
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Basic Movement.
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Computer Vision.
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Phototransistors and Line Detection.
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Kicker mechanism.
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Goalie and Striker strategies.
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Dribbler and maneuvering control.
Furthermore, an iterative workflow is recommended across all departments. This means that while mechanical and electronic modifications are underway, programming should ideally undergo continuous testing to ensure comprehensive system integration.
Future Work and Lessons Learned
Results & Lessons learned
This semester saw some general changes to the category rules. Despite this, the transition from Soccer Open to Soccer Visión was minimal. In any case, the team continuously reviewed the rule changes to avoid any ambiguity.
Despite the team’s successful adaptation to the rules, a clear implementation challenge arose in the Gantt chart during the semester due to development timelines. The main issue occurred in the electronics section. Although the team’s individual and collaborative work was impeccable, the electronic integration of the components was rushed due to delays in receiving the parts.
This delay affected the development of most areas, and due to prioritization and a lack of electronics mentoring, there was not enough time to strengthen the robots’ electronics.
These subtle errors significantly reduced the robot’s performance in competition and increased the number of electronic errors. Consequently, last-minute changes had to be made that altered the strategic dynamics and, with that, the actual performance of the final prototype during the development stage.
Technically, the development completed prior to the competition was nearly finished. Lower-priority implementations or unfeasible solutions were excluded from the TMR.
Missing development:
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Robust line detection system using phototransistors (Critical)
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Ball dribbler (Nice-to-have)
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Automatic calibration system (Limitations in component capacity/OpenMV)
The team aimed to win the TMR. However, due to the unforeseen circumstances mentioned above, the team lost a match that would have secured a spot in the final and ultimately finished in fifth place based on points in the standings.
Importance of Team Unity
A cohesive team capable of collaborative work delivers integrated results that align individual progress with the overall vision. Therefore, fostering deep professional and personal integration among members is crucial.
Multidisciplinary Collaboration
Teams with the ability to collaborate across departments achieve a more fluid and robust development cycle. Leveraging diverse perspectives on technical decisions and providing direct support for the robot’s weak points accelerates problem-solving and overall progress.
Mentorship and Personnel Support
It is essential for the PM and mentors to maintain a close relationship with team members to build trust and address technical doubts or personal concerns effectively.
Area-Specific Weekly Check-ins
In addition to general meetings, specialized mentoring sessions for each area should be established, particularly during critical development phases:
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January - March: Focused support for Electronics and Mechanics.
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March - April: Focused support for Programming.
Promoting Transparency and Documentation
Utilizing platforms like Notion, team members, mentors, and PMs must uphold total transparency by documenting weekly progress. Emphasis should be placed on updating progress status, blockers, dependencies, and task owners, ensuring that assigned tasks remain achievable and aligned with the collective goal.