Meeting Scheduler System

1. Meeting Scheduler System Team Members: Aaron Tull Rachel Weldon Derek Horner

2. 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.

3. 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.

4. Goal • Provide software system that manages meeting: • Invitation • Negotiation • Communication • Notification

5. 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.

6. 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.

7. 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

8. 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

9. 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

10. 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

11. Functional RequirementsIssue #2 • The requirements regarding notifications are unclear. • Possible Solutions: • By email • By pop-up • By automated phone call • By SMS

12. 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.

13. 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

14. 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.

15. 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.

16. 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.

17. Prototype Demonstration

18. 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.