Synergy Distributed Meeting Scheduler System

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Synergy Distributed Meeting Scheduler System
Project Phase I System Requirements
Specification Version 1.0
Team members Shuyu Xu , Rawan Elashi , Divyang
Tukadia , Soumya Sriram Lakshmi , Vamshi Krishna
Reddy Bandaru , Vijay Kumar Reddy Pinnapu ,
Praveen V S Peruri, Kaustubh Vibhute , Yugesh
Madhavan , Praneeth Reddy
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• Introduction
• Requirements Process
• Enterprise Functional Requirements
• Enterprise Non-Functional Requirements
• System Functional Requirements
• System Non-Functional Requirements
• Issues Solutions
• Improved Understanding Functional
• Improved Understanding NF
• Mockup

Synergy Distributed Meeting Scheduler System
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Were here!

• Introduction
• Requirements Process
• Enterprise Functional Requirements
• Enterprise Non-Functional Requirements
• System Functional Requirements
• System Non-Functional Requirements
• Issues Solutions
• Improved Understanding Functional
• Improved Understanding NF
• Mockup

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• Automatic meeting scheduler
• The intended system would be able to plan and
  re-plan meetings given a date range, support
  parallel and virtual meetings.
• The System will be easy to use such that even
  non-experts can use it

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• Automation minimizes rounds of negotiations.
• The initiator does not have to worry about the
  meeting reminders
• Conflict resolution simplified, a separate
  easy-to-use module of the SDMS.
• Categorization of participants Required
  Optional
• Ultimately, the initiator is freed from burden of
  unnecessary planning.

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• ? Shuyu Planning Requirements Analysis
• ? Rawan Testing and Requirements Analysis
• ? Divyang -Documentation and Version Control
• ? Soumya - Design and Coding
• ? Vamshi - Preliminary Project Plan and
  Requirements Specification
• ? Vijay Process Control and Meeting
  Agendas
• ? Praveen Documentation Maintaining Meeting
  Schedules.
• ? Kaustubh -Testing and Process Control
• ? Yugesh Preliminary Project Plan, Design and
  Coding operations
• ? Praneet Process Control and Coding.

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Overview

• Introduction
• Requirements Process
• Enterprise Functional requirements
• Enterprise Non-Functional requirements
• System Functional Requirement
• System Non-Functional Requirement
• Issues Solutions
• Improved Understanding Functional
• Improved Understanding NF
• Mockup

Were here!
Synergy Distributed Meeting Scheduler System
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Requirements Process
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Role Actor Diagram (RAD)
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Overview

• Introduction
• Requirements Process
• Enterprise Functional requirements
• Enterprise Non-Functional requirements
• System Functional Requirement
• System Non-Functional Requirement
• Issues Solutions
• Improved Understanding Functional
• Improved Understanding NF
• Mockup

Were here!
Synergy Distributed Meeting Scheduler System
Spring 2008
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Enterprise Functional requirements

• Initiator will ask all participants for exclusion
  and preference sets.
• Meeting date shall be defined perhaps by a pair
  (calendar date, time period).
• Exclusion and preference sets should be contained
  in date range described by the initiator.
• Initiator could also ask participants to provide
  any special equipment requirements.
• Initiator may also ask important participants to
  state preferences about the meeting location.

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Enterprise Functional requirements

• Proposed meeting date should belong to the stated
  date range and to none of the exclusion sets.
• Date conflict occurs when no such date can be
  found.
• Strong conflict when no date can be found within
  the date range and outside all exclusion sets.
• Weak conflict when dates can be found within the
  date range and outside all exclusion sets, but
  not including all preference sets.
• Meeting room should be available at the selected
  meeting date and should meet equipment
  requirements.

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Enterprise Functional requirements

• Conflicts can be resolved by
• Initiator extending the date range
• Participants remove dates from their exclusion
  set
• Participants withdraw from meeting
• Participants add new dates to their preference
  set.
• Meeting shall have ability to be held in a
  virtual place ( e.g. teleconferencing).
• Meeting initiator can be one of the participants
  or some representative.
• More negotiation may be required if no room is
  agreed upon.

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Dependency Diagrams
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Overview

• Introduction
• Requirements Process
• Enterprise Functional requirements
• Enterprise Non-Functional requirements
• System Functional Requirement
• System Non-Functional Requirement
• Issues Solutions
• Improved Understanding Functional
• Improved Understanding NF
• Mockup

Were here!
Synergy Distributed Meeting Scheduler System
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Enterprise Non-Functional requirements

• NFER-1 The proposed meeting date should ideally
  belong to as many preference sets as Possible.
• NFER-2 The proposal of a meeting date should be
  made as early as possible.
• NFER-3 Meeting room should ideally belong to one
  of the locations preferred as many as important
  participants as possible.
• NFER-4 Conflict resolution should be done as
  quickly as possible.
• NFER-5 Conflicts should be resolved with no more
  interactions than is really needed (minimal
  number of interactions).
• NFER-6 It is absolutely necessary, however, to
  allow each meeting to take place in a virtual
  place, e.g., through teleconferencing using
  laptop computers. This flexibility is crucial in
  future.
• NFER-7 The number of negotiations should be kept
  minimal.

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Overview

• Introduction
• Requirements Process
• Enterprise Functional requirements
• Enterprise Non-Functional requirements
• System Functional Requirement
• System Non-Functional Requirement
• Issues Solutions
• Improved Understanding Functional
• Improved Understanding NF
• Mockup

Were here!
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System Functional Requirement

• SFR-1 Monitor meetings, especially when they are
  held in a distributed manner
• SFR-2 Plan meetings under the constraints
  expressed by participants
• SFR-3 Replan a meeting to support the changing
  user constraints, for instance
• a. to modify the exclusion set, preference set
  and/or preferred location before a meeting
  date/location is proposed and
• b. to take some external constraints into account
  after a date and location have been proposed -
  e.g., due to the need to accommodate a more
  important meeting
• c. In all cases some bound on replanning should
  be set up.

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System Functional Requirement

• SFR-4 Support conflict resolution according to
  resolution policies stated by the client
• SFR-5 Manage all the interactions among
  participants required during the organization of
  the meeting and concurrency must thus be managed.
  
• a. to support the negotiation and conflict
  resolution processes
• b. to make participants aware of what's going on
  during the planning process
• c. to keep participants informed about schedules
  and their changes
• SFR-6 The meeting scheduler system must in
  general handle several meeting requests in
  parallel.

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Overview

• Introduction
• Requirements Process
• Enterprise Functional requirements
• Enterprise Non-Functional requirements
• System Functional Requirement
• System Non-Functional Requirement
• Issues Solutions
• Improved Understanding Functional
• Improved Understanding NF
• Mockup

Were here!
Synergy Distributed Meeting Scheduler System
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System Non-Functional Requirement

• NFSR-1 A meeting should be accurately monitored,
  especially when it is held in a virtual place.
  Here, nomadicity will then be important to
  consider.
• NFSR-2 Replanning of a meeting should be done as
  dynamically and with as much flexibility as
  possible.
• NFSR-3 The amount of interaction among
  participants (e.g., number and length of
  messages, amount of negotiation required) should
  be kept minimal.
• NFSR-4 The intended system should considerably
  reduce the amount of overhead usually incurred in
  organizing meetings where potential attendees are
  distributed over many different places and
  communicate with each other, for example, via
  Internet.
• NFSR-5 The system should reflect as closely as
  possible the way meetings are typically managed
  (see the domain theory above)

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System Non-Functional Requirement

• NFSR-6 The meeting date and location should be
  as convenient as possible, and available as early
  as possible, to all (potential) participants
• NFSR-7 The system should accommodate as much
  decentralized requests as possible any
  authorized user should be able to request a
  meeting independently of her whereabouts
• NFSR-8 Physical constraints should not be broken
  --- e.g., a person may not be at two different
  places at the same time a meeting room may not
  be allocated to more than one meeting at the same
  time etc.
• NFSR-9 The system should provide an appropriate
  level of performance

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Overview

• Introduction
• Requirements Process
• Enterprise Functional requirements
• Enterprise Non-Functional requirements
• System Functional Requirement
• System Non-Functional Requirement
• Issues Solutions
• Improved Understanding Functional
• Improved Understanding NF
• Mockup

Were here!
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Issues Solutions
Incompleteness

• Issue 1 Conflicts Resolution
• a. the initiator extends the date range
• b. some participants withdraw from the
  meeting.

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Issues Solutions
Ambiguity

• Issue 3 meeting shall be defined perhaps by a
  pair ( calendar date, time )
• Issue 4 The initiator could also ask, in a
  friendly manner, active participants to provide
  any special equipment requirements on the meeting
  location . The initiator could also ask, in a
  friendly manner, active participants to provide
  any special equipment requirements on the meeting
  location.
• Issue 5 Each conflict resolution should be done
  as quickly as possible and with no more
  interactions than is really needed.

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Overview

• Introduction
• Requirements Process
• Enterprise Functional requirements
• Enterprise Non-Functional requirements
• System Functional Requirement
• System Non-Functional Requirement
• Issues Solutions
• Improved Understanding Functional
• Improved Understanding NF
• Mockup

Were here!
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Improved Understanding
Functional Requirements

• SFR 01 The initiator shall initiate the
  meeting by specifying the topic, date range,
  participants, duration of the meeting,
  meeting type and location of the meeting
• SFR 02 The participants are classified into
  required participants and optional
  participants
• SFR 03 Employees of the organization shall
  have a centralized database that they can access,
  to view and modify the date and time in which
  they are busy with other meetings.
• SFR 04 When the initiator queries the system
  with the above mentioned parameters, the system
  should automatically retrieve the exclusion
  dates.
• SFR 05 From that, the system shall calculate
  the participants available time and map it with
  the input date range

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Improved Understanding
Functional Requirements

• SFR 06 In this way, if there is no conflict,
  the system shall instantly setup the meeting
  without the need for any further communication
• SFR 07 In the event of a conflict arising, the
  system should
• a. Raise a warning and setup the meeting if the
  optional attendees are creating the conflict
• b. Cancel the meeting request and inform the
  initiator if the active participants are creating
  the conflict
• SFR 08 The date that the system decides for
  the meeting should be a commonly available date
  among all participants AND should be within the
  date range specified by the initiator
• SFR 09 The system should also have provisions
  for the initiator to communicate with the
  individual participants for unblocking their
  respective calendars if a meeting of higher
  priority needs to be held

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Improved Understanding
Functional Requirements

• SFR 10 The system should trigger email alerts
  to all participants once a meeting has been
  scheduled
• SFR 11 Email alerts should also be triggered
  to participants in the event of
  changes/cancellation of meetings
• SFR 12 The system should also clearly classify
  meetings as live meetings, video conferencing or
  tele-meetings
• SFR 13 The meeting initiator can also be one
  of the attendees of the meeting. Provisions
  should be given for him to opt out of the meeting
  too
• SFR 14 The meeting date shall be defined
  clearly by the DATE, TIME pair
• SFR 15 The initiator and all the participants
  will have a provision to indicate and reserve any
  additional equipment requirements that they may
  need for the meeting, using the system
• SFR 16 The meeting initiator states the
  location of the meeting himself at the time of
  creating the meeting

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Improved Understanding
Functional Requirements

• SFR 17 Conflicts can be resolved using the
  communication channel that has been provided as
  part of the system and
• a. Altering the busy dates of the required
  participants involved in the meeting
• b. Altering the date range that has been
  specified by the initiator
• c. Cancelling the meeting
• d. Other conflict resolution policies.
• SFR 18 If physical locations are not available
  for the specified meeting date, then the
  initiator should have the power to change the
  meeting to a video conference or tele meeting
• SFR 19 In case of virtual meetings (Video
  conference and tele meeting), the initiator
  should be able to notify the connection
  parameters for the meeting, to the participants,
  using the tool
• SFR 20 The SDMS shall monitor the activity
  during the meetings which are generally held in a
  distributed manner
• SFR 21 In the case of live meetings, the
  initiator should be given a provision to upload
  the minutes of the meeting into the system.

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Overview

• Introduction
• Requirements Process
• Enterprise Functional requirements
• Enterprise Non-Functional requirements
• System Functional Requirement
• System Non-Functional Requirement
• Issues Solutions
• Improved Understanding Funtional
• Improved Understanding NF
• Mockup

Were here!
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Improved Understanding
Non-Functional Requirements

• SNFR 01 Meetings should never be cancelled due
  to non-availability of meeting rooms. A virtual
  meeting needs to be setup in such a scenario
• SNFR 02 The solitary purpose and
  differentiator of the SDMS that we will develop,
  would be the reduced number of conversations
  amongst the initiator and the participants
• SNFR 03 The system should be able to process
  multiple parallel requests for setting up
  meetings without any ambiguities
• SNFR 04 The system should retrieve the details
  required from the database in a short amount of
  time
• SNFR 05 There should be no limit on the date
  on which the meeting needs to be set. The system
  should be able to setup a meeting any date in the
  future.

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Improved Understanding
Non-Functional Requirements

• SNFR 06 The system shall not encourage
  requests to setup meetings on a date that has
  already passed.
• SNFR 07 The system shall trigger email alerts
  automatically to the specified travel agent if
  the participant has to travel from one location
  to another.
• SNFR 08 The system shall also trigger email
  alerts to the local Administration team informing
  them of the details of the meeting scheduled
  including the extra accessories that are required
  for the meeting
• SNFR 09 The system should accurately track the
  meeting activity.

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Overview

• Introduction
• Requirements Process
• Enterprise Functional requirements
• Enterprise Non-Functional requirements
• System Functional Requirement
• System Non-Functional Requirement
• Issues Solutions
• Improved Understanding Functional
• Improved Understanding NF
• Mockup

Were here!
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Mockup
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Mockup
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Thank you!
Synergy Distributed Meeting Scheduler System
Spring 2008