MEETING SCHEDULER SYSTEMTeam Members:• Aaron Tull

• Rachel Weldon

• Derek Horner

PROBLEM

Meeting schedules are time consuming to negotiate.

Important participants miss crucial meetings. Participants who are important are not

notified properly of their importance to attend.

Conflicts with dates and times are dealt with inefficiently.

GOAL

Efficient to negotiate a schedule. Consistent notifications. Conflict resolution is handled as quickly as

possible with no more interactions with people than is needed.

GOAL

Provide software system that manages meeting: Invitation Negotiation Communication Notification

DOMAIN ISSUE #1

The requirement regarding strong and weak date conflicts is unclear.

Possible Solutions: Notify the initiator with a “strong” alert when no

date can be found within the date range that is outside all the exclusion sets. If a date can be found within the date range and outside the exclusion sets, but not at the intersection of the preference sets, then alert “weak”.

Notify the initiator if a date is found within the preference sets or if it is not, then alert the initiator to resolve the conflict by; notifying the participants to modify their preference sets or exclusions sets or changing the date range.

DOMAIN ISSUE #1 RESOLUTION

Option 1: Weak and Strong alerts This option is not user friendly. The option is unclear about exactly what the

problem is by displaying strong or weak. Option 2: Clearly stating if a date is found or

not This option is user friendly because it clearly

states if a date is found, if a date is not found it gives an option to notify the participants to modify their preference or exclusion sets or the initiator to change the date range.

This is a better option because of the clarity.

DOMAIN ISSUE #2

It is necessary to allow the meeting to take place in a virtual place.

Possible Interpretations: Teleconferencing via laptops at different

locations Constrained scope to the functions of a Meeting

Scheduler System Conference Call

DOMAIN ISSUE #2 RESOLUTION

Option 1: Teleconferencing Integrate with teleconferencing software Desktop Sharing Flexible meeting locations Webcams

Option 2: Flexible meeting locations This option is within the scope of a meeting

scheduler system. With this option, the system will be less complex

to use without a teleconferencing system added.

Recommendation: implementing teleconferencing

FUNCTIONAL REQUIREMENTSISSUE #1

The requirements regarding “monitoring a meeting” are ambiguous and incomplete.

Possible Interpretations: Users require a report of attendance. Users require a recording of audio or visual Users require a report of equipment usage Users require documentation of meeting agendas

and meetings Users require system to monitor staff as

resources

FUNCTIONAL REQUIREMENTSISSUE #1 RESOLUTION Option 1: A report of attendance

Pros: management reporting Cons: Might be unnecessary, nice-to-have

Option 2: Recording of audio or visual Pros: for later use Cons: Might be unnecessary, nice-to-have

Option 3: Report of equipment usage Pros: management reporting Cons: Might be unnecessary, nice-to-have

Option 4: Documentation of meeting agendas and meetings. Pros: recorded for later use Cons: might not be used all the time

Option 5: Monitor staff resources Pros: management reporting Cons: Might be unnecessary, nice-to-have

FUNCTIONAL REQUIREMENTSISSUE #2

The requirements regarding notifications are unclear.

Possible Solutions: By email By pop-up By automated phone call By SMS

FUNCTIONAL REQUIREMENTSISSUE #2 RESOLUTION

Option 1: By email This is the most practical solution. Generally, people who are working on their computer

have their email open. Therefore, the user will see the email soon after it is sent.

Option 2: By pop-up Pop-ups are a nuisance, especially if the user is

working on their computer and the pop-up interrupts them.

Option 3: Automated phone call Some users may not always answer their phone. May be unnecessary.

Option 4: By SMS Not everyone has unlimited texting and has to pay

extra for it.

NON-FUNCTIONAL REQUIREMENTSISSUE #1

The requirements regarding communication facilitated by the system are not explicitly stated.

Possible necessary communication: Priority of attendance Description of meeting Agenda Meeting minutes

NON-FUNCTIONAL REQUIREMENTSISSUE #1 RESOLUTION

Option 1: Priority of attendance This is important to communicate to participants. The participants should know how much of a

priority it is for them to attend the meeting. Option 2: Description of meeting

This should be included. Participants should know what the meeting will

consist of. Option 3: Agenda

This is a necessity. Option 4: Meeting minutes

This should also be included in the communication of the meeting.

NON-FUNCTIONAL REQUIREMENTSISSUE #2

Any authorized user should be able to request a meeting independently of his/her whereabouts.

Possible interpretations: System should have the capability to detect

users location, i.e. GPS. Users should be able to access the system from

anywhere.

NON-FUNCTIONAL REQUIREMENTSISSUE #2 RESOLUTION

Option 1: System should have the capability to location, i.e. GPS. This is not in the scope of the project. Con: implementation is problematic

Option 2: Users should be able to access the system from anywhere. The users should have internet access to access

the system. This is more practical. The user should be able to schedule a meeting

from anywhere that there is an internet connection.

PROTOTYPE DEMONSTRATION

WHY OURS?

It’s a good starting point for expansion. Simple features. Application will be efficient and easy to use. Versatile for many different end users.