Synergy™ Distributed Meeting Scheduler

Organize meetings with SDMS

SynergySoft, Inc. presents:

Organize meetings with SDMS

Team ArchitectureTeam

MemberRole Played Primary

Functions Performed

Abhishek Goyal Customer World:End-user/Buyer

Initial Requirement

Analysis Smarak Bhuyan

Nikita PatelDeveloper World:

Programmer,Consultant

Requirement Issues

Anurag MahajanManish Bansal

Management World:

Project ManagerProduct Manager

Process

Organize meetings with SDMS

Real World Scenario Analysis

Consider the following scenario

A mid-size Consulting company with 80 employees working in the Knowledge management services and handling 20 clients. As the delivery date of some of the projects comes closer imagine the number of meeting that these employees have to handle at a time with an average of 7 participants in each meeting? Imagine yourself being the meetings coordinator for couple of projects?

Organize meetings with SDMS

Using SDMS to keep track of meetings can save you time and prevent aggravation.

Overview: Organize meetings and invitees

Organize meetings with SDMS

Scope of the System

• People– Initiator– Participants

• Product– Supports scheduling meetings– Books required location and resources

• Process– Handles conflict resolution– Enables communication between the initiator and participants

Organize meetings with SDMS

Stakeholders• End users• Meeting attendees• Meeting schedulers/initiators• Project management teams• Others influenced by the system• Requirement engineers• System Developers • Maintenance team • Network support group• Potential customers of the organizations who will

use the system

Organize meetings with SDMS

Why Automated Scheduling

• Earlier, scheduling meetings and sharing personal calendar information was managed by telephone or email contact between the meeting invitees, who then used to view their own calendar/diary information from either a paper diary, personal organizer or even a wall chart.

• The need for all the invitees to be physically present at a single location placed further constraints while scheduling a meeting.

Organize meetings with SDMS

Why Automated SchedulingWith an Automated Scheduling System, you can• Schedule and Invite:

– Send invitation using your own email application.• Save time:

– Learn easily, Use quickly.• Avoid conflicts:

– Keep track of invitees’ availability and their preferred schedules.

– Reserve meeting location and resources ahead of time.

• Reduce traveling costs:– Virtual meetings allow invitees to participate in

meetings irrespective of their physical location.

Organize meetings with SDMS

Goals

• Set up a meeting, see who's coming, make changes, and keep everyone updated.

• Manage and respond to meeting requests.

• Resolve conflicts for meeting time, location and resources.

• Support virtual meetings.

Organize meetings with SDMS

Dependency Graph: Enterprise Requirements

Organize meetings with SDMS

System Functional Requirements• The system shall monitor meetings especially when

they are held in a distributed manner like when the participants are located at different location and communicate to each other through virtual networks.

• When planning meetings, the system shall take into account all constraints that are expressed by the meeting participants.

If a user changes their constraints, the SDMS shall rearrange the meeting to accommodate this change.

Conflict resolution shall be supported according to policies that have been stated by the client.

All interactions between the meeting participants will be managed.

Organize meetings with SDMS

Dependency Graph: Functional Requirements

Organize meetings with SDMS

Dependency Graph: Functional Requirements

Organize meetings with SDMS

System Non-Functional Requirements

• Ease of Use• Performance• Extensibility• Reliability• Customizability• Flexibility• Accuracy• Performance• Privacy

Organize meetings with SDMS

Dependency Graph: Non-Functional Requirements

Organize meetings with SDMS

Dependency Graph: Non-Functional Requirements

Organize meetings with SDMS

Issues: Incomplete Statements

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

• “The system should be usable by non-experts” • “Some participants remove some date from their

exclusion set”• “Some participants withdraw from the meeting”

Organize meetings with SDMS

Issues: Ambiguous Statements

• “To get replies even from participant not reacting promptly”

• “Each conflict resolution should be done as quickly as possible and with no more interactions that is really needed”

Organize meetings with SDMS

Issues: Incorrect Identification

• “Meeting scheduler system must in general handle several meeting requests in parallel”

• “Meeting requests can be competing when they overlap in time or space. Concurrency thus must be managed”

Organize meetings with SDMS

Issues: Contradiction

• “The amount of interaction among the participants should be kept minimal” AND

• “Re-planning of a meeting should be done as dynamically and with much flexibility as possible”, “to get replies from participants not reacting promptly”

Organize meetings with SDMS

Prototype: Login Page

Organize meetings with SDMS

Prototype: Meeting Planner

Organize meetings with SDMS

Prototype: Schedule Meeting

Organize meetings with SDMS

Prototype: Request Resource