Synergy Meeting Synergy Meeting Scheduler SystemScheduler System

Geetanjali Geetanjali JeffJeff

YogitaYogita

AgendaAgenda

Overview :Why , What , How?Overview :Why , What , How? Project GoalsProject Goals Requirement SourcesRequirement Sources Project ProcessProject Process Enterprise/System Functional RequirementsEnterprise/System Functional Requirements IssuesIssues PrototypePrototype

SDMS OverviewSDMS Overview

SDMS is a web-based meeting scheduler system SDMS is a web-based meeting scheduler system used to efficiently schedule meetings.used to efficiently schedule meetings.

It accelerates the communication process and It accelerates the communication process and supports negotiation mechanism.supports negotiation mechanism.

It helps the scheduler to resolve the conflicts and It helps the scheduler to resolve the conflicts and also supports virtual meetings/teleconferencing.also supports virtual meetings/teleconferencing.

Why a Scheduling System?Why a Scheduling System?

ProblemsProblems• Lot of time spent in scheduling meetingsLot of time spent in scheduling meetings

Too much work for the Initiator: inviting Too much work for the Initiator: inviting participants, resolving conflicts, participants, resolving conflicts, rescheduling, sending reminders, awaiting rescheduling, sending reminders, awaiting responses, etc.responses, etc.

• Manage interactions between the team Manage interactions between the team participants.participants.

• Traveling costsTraveling costs Participants in different geographical Participants in different geographical

locationslocations

Why a Scheduling System?Why a Scheduling System? Reduces time in scheduling meetingsReduces time in scheduling meetings

• Less time spent in scheduling meetings Less time spent in scheduling meetings locations , dates, resources.locations , dates, resources.

Manage interactions between the participants Manage interactions between the participants effectivelyeffectively• Automation of typical tasks: invitations, Automation of typical tasks: invitations,

responses, etc.responses, etc. Increasing employee productivityIncreasing employee productivity

• Initiator can schedule more meetings in less Initiator can schedule more meetings in less time.time.

Reduce traveling costsReduce traveling costs

Virtual meetingsVirtual meetings

What to build?What to build? Functional requirementsFunctional requirements

• Plan meetingPlan meeting Meeting schedulingMeeting scheduling Date selection Date selection Re-plan, cancel meetingsRe-plan, cancel meetings

• Schedule Conflict resolutionSchedule Conflict resolution• Manage InteractionsManage Interactions• Monitor MeetingMonitor Meeting

How to build ?How to build ?

Non-Functional RequirementsNon-Functional Requirements• Minimal InteractionMinimal Interaction• Fast SchedulingFast Scheduling

Through electronic messagingThrough electronic messaging• ComplianceCompliance

All the manual processes must be availableAll the manual processes must be available• Convenient Dates and LocationsConvenient Dates and Locations• DecentralizedDecentralized

Meetings can be scheduled independent of Meetings can be scheduled independent of initiator location.initiator location.

How?How? UniquenessUniqueness

• Locations, Participants and ResourcesLocations, Participants and Resources PerformancePerformance

• Constraints in responses and communicationsConstraints in responses and communications PrivacyPrivacy User-friendlinessUser-friendliness CustomizableCustomizable

• Private and ProfessionalPrivate and Professional FlexibilityFlexibility

• Meeting updatesMeeting updates ExtensibleExtensible

• Support of different date formats and timezonesSupport of different date formats and timezones..

Projects GoalsProjects Goals

To identify the requirements of customersTo identify the requirements of customers To provide and help the team participants to To provide and help the team participants to

schedule the meeting time, date and location schedule the meeting time, date and location efficiently.efficiently.

Provides a prototype for customer feedback.Provides a prototype for customer feedback.

Previous ProjectsPrevious Projects Customer interviewsCustomer interviews Group domain experiencesGroup domain experiences InternetInternet

Requirement SourcesRequirement Sources

Project ProcessProject Process

Identify Stakeholders and sourcesIdentify Stakeholders and sources Model Enterprise and System Functional Model Enterprise and System Functional

requirementsrequirements Model Non-functional reqs with dependency Model Non-functional reqs with dependency

graphgraph Specify constraintsSpecify constraints Document all issuesDocument all issues Further develop the system with resolving issues.Further develop the system with resolving issues. Develop the prototypeDevelop the prototype

Enterprise RequirementsEnterprise Requirements

Domain level Questions Domain level Questions Identify stakeholdersIdentify stakeholders Environment for meetingsEnvironment for meetings How will they take placeHow will they take place Issues to set up the meeting agendaIssues to set up the meeting agenda

Initiator

Meeting is needed

Determine Participant

Request Date range

Change Date range

Check Pre and Exclusion Set

Conflict Request to change set

Respond with Pref and Excl Set

Participant

Receive Change Request

Respond with Location

Determine and Notify Location

Consult for location

Prepare Resources

Remind

Hold meeting

Attend MeetingMonitor Meeting

Determine and notify date / time

Enterprise ReqsEnterprise Reqs

Respond with resources

Enterprise Non-functional ReqsEnterprise Non-functional Reqs

Negotiations should be minimalNegotiations should be minimal Availability of equipments should be updatedAvailability of equipments should be updated All conflicts should be quickly resolvedAll conflicts should be quickly resolved The system should be flexibleThe system should be flexible

System Functional RequirementsSystem Functional Requirements

Initiator

Login

Request New Date Range

Send Date Range Request

Define Meeting Date Rangeand Timings

Prompt Changes in Date and Timings

Send Defined Request

Not Accepted

Consult for Location and Resources

Accepted

System

NOYES

Verify

Send Request(Date Range)

Does it Conflict ?

Send Location/Resources Query

Check For Availability

Notify Location and Resources

Remind/Monitor Meetings

Participant

Respond with Date Range

Send Preferred Location and Needed Resources

Yes

NO

Not Available

Available

NewSwimlane2NewSwimlane

Non-Functional Req Dependency Non-Functional Req Dependency GraphGraph

IssuesIssues

IncompletenessIncompleteness

The system extensibility can be enhanced additionally by The system extensibility can be enhanced additionally by allowing a participant to attend only part of the meeting.allowing a participant to attend only part of the meeting.

It [meeting room] should ideally belong to one of the It [meeting room] should ideally belong to one of the locations preferred by as many important participants as locations preferred by as many important participants as possible. possible.

The amount of interaction among participants should be The amount of interaction among participants should be kept minimal.kept minimal.

AmbiguousAmbiguous A meeting should be accurately monitored, especially A meeting should be accurately monitored, especially

when it is held in a virtual place. Here, nomadicity will when it is held in a virtual place. Here, nomadicity will then be important to consider.then be important to consider.

IssuesIssues Difference between potential meeting attendees and participants.Difference between potential meeting attendees and participants. Clarification of criteria for expanding date range.Clarification of criteria for expanding date range. MisclassifiedMisclassified To make them confident about the reliability of the communications.To make them confident about the reliability of the communications. Physical constraints should not be broken.Physical constraints should not be broken. MissingMissing Missing Login and Logout requirementsMissing Login and Logout requirements.. The system doesn't specify how many participants at the most can The system doesn't specify how many participants at the most can

be there in a meeting.be there in a meeting.

RedundancyRedundancy ‘‘Make participants aware of what is going on’ and ‘Keep participants Make participants aware of what is going on’ and ‘Keep participants

informed about schedules and changes’.informed about schedules and changes’.

PrototypePrototypeLogin ScreenLogin Screen

Main PageMain Page

New MeetingNew Meeting

New Meeting Time QueryNew Meeting Time Query

Meeting Notice (attendee)Meeting Notice (attendee)

Meeting Planning (Initiator)Meeting Planning (Initiator)

Thanks!!!Thanks!!!