M EETING S CHEDULER S YSTEM Team Members: Aaron Tull Rachel Weldon Derek Horner

P ROBLEM 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.

G OAL Efficient to negotiate a schedule. Consistent notifications. Conflict resolution is handled as quickly as possible with no more interactions with people than is needed.

G OAL Provide software system that manages meeting: Invitation Negotiation Communication Notification

D OMAIN I SSUE #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.

D OMAIN I SSUE #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.

D OMAIN I SSUE #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

D OMAIN I SSUE #2 R ESOLUTION 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

F UNCTIONAL R EQUIREMENTS I SSUE #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

F UNCTIONAL R EQUIREMENTS I SSUE #1 R ESOLUTION 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

F UNCTIONAL R EQUIREMENTS I SSUE #2 The requirements regarding notifications are unclear. Possible Solutions: By By pop-up By automated phone call By SMS

F UNCTIONAL R EQUIREMENTS I SSUE #2 R ESOLUTION Option 1: By This is the most practical solution. Generally, people who are working on their computer have their open. Therefore, the user will see the 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.

N ON -F UNCTIONAL R EQUIREMENTS I SSUE #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

N ON -F UNCTIONAL R EQUIREMENTS I SSUE #1 R ESOLUTION 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.

N ON -F UNCTIONAL R EQUIREMENTS I SSUE #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.

N ON -F UNCTIONAL R EQUIREMENTS I SSUE #2 R ESOLUTION 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.

P ROTOTYPE D EMONSTRATION

W HY 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.