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DMS System Requirements Specification

1. Participants will be able to open future and pending meetings to change their preference sets U7 WR14 Upon a change being made the information will be re submitted to the system to find a preferred date U7 WR15 Participants will be able to open future and pending meetings to remove themselves from the list of attendees U6 WR16 The meeting creator will be able to remove participants from the attendee list by opening the meeting U6 WR17 The initiator will be able to open a future or pending meeting to make changes to the date range or a personal exclusion set U4 WR18 When the meeting is started a pane will open on the meeting page which will include a teleconferencing screen U8 WR19 This function is optional for meetings and the pane will be able to be minimized U8 49 WR20 The meeting attendees or initiator must provide their own microphones and webcams U8 WR21 System administrators will have the option of defining particular rooms as meeting rooms which will appear U8 WR22 Rooms defined in this way will be given their own exclusion sets lf a room is chosen for U8 WR23 Higher level meetings will take precedence for rooms and when a higher level meeting is created in the same U8 WR24 Meeting creators and important attendees will be able to choose locations that are n
2. notification o The invitee will be able to change their excluded or preferred times If they are changed the meeting s scheduled time is recalculated o By clicking a date field a small calendar allows you to choose the date you would like to create the excluded or preferred time on o The Time fields require a 12 hour time format Choose whether the time is am or pm through the drop down o Repeat for the ending date and ending time of the exclusion or preference O Meeting Interface When viewing a meeting the user has two interface options the standard invitee interface and the monitor interface e The standard interface for all users provides the title of the meeting whether or not the meeting has started location of the meeting and the invited participants of the meeting o Each user has access to the teleconferencing window and can expand or collapse its size o Each user is also provided with a text editor for meeting notes e The monitor interface allows users with monitoring privileges abilities to give further meeting details o The monitor can specify the actual length of the meeting by changing the Actual Time text field to represent the meetings real duration o The monitor is provided with a list of attendees for validating their participation Under the Attended column next to each invitee name is a checkbox By checking this box and pressing Save Meeting Details those invitees are deter
3. FR8 The first layer is the exclusion set specified by the initiator during meeting creation The second layer is the exclusion set of U11 U20 FRQ When calculating the layered exclusion and preference sets a 1 score will be given for each preference among U11 U20 FR10 The Exclusive Scoring System will remain the parent rule set for the DMS to plan meetings by and the U11 U20 FR11 If during meeting creation the initiator determines a user as important and has specified them U11 U20 FR12 Ifthe ESS has two matching scores for units of time available the DMS will go with the earliest time U11 U20 FR13 Once the ESS has finalized a unit of time for the meeting a notification is sent to each invitee and the initiator providing the meeting details and the time and location determined U11 U20 52 FR14 The DMS should incorporate the Pending Participants option in regards to both changes from participants and changes from the initiator U12 FR15 The Pending Participants option revolves around a unit of data that is specified in the configuration of the system U12 FR16 If an active participant changes their exclusion set regarding a meeting and it is prior to the Anti Reconvert period the Exclusive Scoring System is re initiated U12 FR17 The Anti Reconvert Period variable
4. Save User Settings button at the bottom e The admin can manage all meeting importance levels that created meetings can be specified as in the DMS system O O To change a meeting importance title change the information in the text field under the column Title To change the importance score of a meeting change the number in the text field under the Score column The importance score determines which meeting should be rescheduled to accommodate meetings of higher importance To delete any meeting importance check the box under the column Delete To create a new meeting importance level fill in the fields under the row Create Meeting Importance Level More than one meeting importance level can have the same score To make any above meeting importance changes effective press the Save Meeting Settings button at the bottom e The admin can mange all locations that created meetings can be specified for within the DMS O To change a location s name change the information in the text field under the column Name To change or provide location address information change or enter information into the text field under the Address column To delete a created meeting location check the box under the Delete column To create a new location fill in the fields under the Create New Location row To make any above location changes effective press the Save Location
5. meeting duration through time records notes regarding the meeting and active participants of the DMS that were present within the scheduled meeting Option 1 Video Teleconference Records option The video teleconference system that is to be housed within the DMS system using the Java Media Framework JMF could be recorded within the system An internal timer will record the duration of the meeting starting from the video feeds initialization to their termination As well a manual text field will allow for the time to be entered or adjusted by the meeting initiator The text format of the time will record through the format hh mm ss and time can be entered manually in the format hh mm hh mm ss or hh hh decimal format Each video feed from the active members would need to be recorded individually and playback allowed for future reference to the meeting Option 2 Audio Teleconference Records option A recordable audio teleconference system could be housed within the DMS system using the Java Media Framework JMF The audio feeds of the audio teleconference could be recorded within the system and merged into a single audio representation of each active participant s audio input An internal timer will record the duration of the meeting starting from the audio feed initialization to its termination As well a manual text field will allow for the time to be entered or adjusted by meeting initiator The text 2 2 2 format of the tim
6. FR8 FR9 FR10 FR11 FR12 FR13 U21 The system should accommodate as much decentralized requests as possible any authorized user should be able to request a meeting independently of his or her whereabouts NFR18 U22 A person may not be at two different meetings at the same time and a meeting room may not be allocated to more than one meeting at the same time NFR19 NFR20 U23 The elapsed time between the submission of a meeting request and the determination of the corresponding date location should be NFR21 NFR22 U24 The system should be usable by non experts The term non experts is ambiguous in this context NFR23 NFR24 U25 The system should be customizable to professional as well as private meetings NFR25 U26 The system should be flexible enough to accommodate evolving data NFR4 NFR5 NFR6 45 U27 The system should be easily extensible to accommodate the following typical variations NFR26 NFR27 NFR28 46 Decision Backward Traceability WR1 Upon the meeting creation page there will be eight text fields divided into two rows The first row will be used for U1 WR2 To the right of the text boxes used for the date range and exclusion set will be buttons that will check that the times and dates U1 WR3 Once a row of dates times has been validated by pressi
7. am F Save these times Calendar My Meetings Create Meeting Notifications GMS created by A Team Software Edit Meeting gt Creator 32 LIUN Calendar My Meetings Create Meeting Notifications 22nn A d MS Meeting Monitor Details Edit Meeting Meeting Title Discuss DMS Documentatior Meeting Location Other R Ecs tab Meeting Importance IT Meeting i Date Range and Excluded Times Select the Meeting Date 5 Are there any excluded times Ei gt 10 14 200 08 00 Cam E to 10 14 200 12 00 pm IB October 2009 November 2009 10 13 200 08 00 Cam f to 10 13 200 05 00 Cam CI O S MTWTF 27 28 25 30 L ES E 8 9 10 11 12 13 14 15 16 17 18 19 20 21 What is the meeting duration eg 1 25 or 1 15 pu 21 22 23 24 22 23 24 25 26 27 28 liso 25 26 27 28 29 30 31 29 30 IS ee 54S bo 6 7 amp 9 10 11 12 to Invitations Invite Name Monitor Important Score Equipment Location m Yourself A Team m B B Jordan Savant B B BS Save Edit Meeting Inbox for Notifications Listed notifications for invitees and creator dMS Calendar My Meetings Create Meeting Notifications 0000 From Subject Date Recieved Delete Jordan Savant Meeting Invitation Lunch 10 16 2089 5 41p o Jordan Savant Meeting Invitation Test Junction 2 0 10 15 2009 4 47p B update Calendar My Meetings Create Meeting Notifications GMS created by A Team Software Notification Message g
8. Meeting Reevaluation option described above e FR1Q If at any time the meeting initiator changes the date range 23 3 2 1 4 3 2 1 5 connected to a meeting each active participant will be notified and required to update their exclusion and preference sets The DMS shall assist users in planning and re planning meetings to support the changing user constraints such as the need to accommodate more important meetings FR20 The Meeting Hierarchy option will be implemented into the meeting creation system FR21 The importance of a meeting will be chosen from a list of hierarchy options that are created during configuration of the DMS and managed by the DMS administrators FR22 The hierarchy options are managed through the admin tab Each hierarchy can have a custom name and a score for its importance level This importance level is compared to other meetings during meeting processing FR23 More important meetings take preference over other meetings and remove any meetings that fall upon the same time unit placing them back into the planning stage regardless of the Anti Reconvert Period if invited participants are overlapping in the meetings FR24 When a user is created the admin will specify that user s meeting hierarchy options By giving the user a hierarchy score the user can be granted privileges to create meetings of a different importance level Manage all the interactions among participants
9. allow additional meetings to be created at a time when they will be in use already The elapsed time between the submission of a meeting request and the determination of the corresponding date location should be minimal ora lower bound should be fixed between the time at which the meeting date is determined and the time at which the meeting is actually taking place e NFR21 Meeting dates will be chosen based upon the number of attendees prefer or cannot attend certain dates e NFR22 In the case that there are two or more times tied for the highest preference the earliest date will be chosen The system should be usable by non experts The term non experts is ambiguous in this context 27 3 2 2 11 3 2 2 12 3 2 2 13 e NFR23 The DMS will include a guided help system that will assist the user in completing the desired tasks e NFR24 Each control will be adjacent to a match 1 5 word label that will identify the control s function Context sensitive options will be presented on each screen to logically divide the work flow On each screen options that run jargon based functions or trigger more complex operations will have an adjacent help icon Clicking this icon will display a brief summary of the options function A comprehensive help document will be available at any screen When opened page forward to the start of the section containing information on the current screen for context sensitivity The DM
10. be submitted to the system to find a new working time slot for the meeting 4 2 1 10 Issue Description U5 To solve a conflict participants may remove some dates from their exclusion set Decision and Rationale Participants must be able to change their exclusion and preference sets and re submit the changes to the system Issue Description U6 To solve a conflict participants may withdraw from the meeting Decision and Rationale Participants who conflict with the preference set and have no way of correcting the conflict must be able to either withdraw from or be removed from the attendee list When this change is made the data will be submitted to the system to find a new working time slot for the meeting Issue Description U7 To solve a conflict participants may add some new dates to their preference set Decision and Rationale Participants must be able to change their exclusion and preference sets and re submit the changes to the system Issue Description U8 A meeting room must be available at the selected meeting date It should meet the equipment requirements furthermore it should ideally belong to one of the locations preferred by as many important participants as possible lt 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 considered crucial in future The number of negotiations
11. initiator changes the date range connected to a meeting each active participant will be notified and required to update their exclusion and preference sets Once each active participant has reapplied his or her exclusion and preference sets the DMS processes 10 2 2 4 the conflict of the meeting and continues on as if planning a new meeting Option 4 Date Range Changes with Pending Participants option If the date range is changed by the meeting initiator and the Pending Participants options is implemented in the DMS then regardless of the unit of time that branches the DMS rescheduling options the DMS is moved into the planning stage and the meeting is removed from the calendar until all exclusion and preference sets are updated by the invited participants Decision and Rationale The DMS should incorporate the Pending Participants option in regards to both changes from participants and changes from the initiator The Pending Participants option allows the DMS to deal with meeting changes without removing the meeting from the calendar For changes made by invited participants that are very close to the meeting time participants who are preparing or are prepared for the meeting will not be left unaware of a cancelled meeting When the meeting occurs id it has been removed from the calendar by the DMS it will not be available to monitor the meeting and provide the meeting services The meeting can be cancelled at any time by
12. meeting s details Issue Description U17 The amount of interaction among participants e g number and length of messages amount of negotiation required should be kept minimal This seems to define a desire for very low memory overhead for the system How will interactions within the system prevent expanding usage of the database Decision and Rationale Interactions within the DMS will be managed through a notifications system Each time a notification is sent to a user an email version is sent as well to the user s email on file Only notifications that are truly necessary will be sent to users These notifications are meeting invitations meeting rescheduled meeting cancelled meeting reminder which is set by the user and meeting conclusion summary of the meeting details and notes Only one additional notification is sent to the meeting initiator meeting strong conflict warning As well the notification meeting invitation will not 14 2 3 4 2 3 5 2 3 6 be sent to the initiator These minimal notifications reduce the overall overhead of memory in regards to long term notification storage Issue Description U18 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 How will the system allow for negotiating v
13. of day and will represent the starting and ending times of the meeting WR2 To the right of the text boxes used for the date range and exclusion set will be buttons that will check that the times and dates are valid In the case of the exclusion set s button the button will not be able to be pressed until the date range is validated and then the exclusion sets button will validate that the dates are within the overall date range and create another row of text fields for either the exclusion WR3 Once a row of dates times has been validated by pressing the button next to the row the text fields will not be able to be changed Instead the button next to the rows will be replaced by one to erase that row of data to allow for changes to be made In the case of the overall date range if the row is erased it will also erase all exclusion sets to ensure that the sets are within the overall date range When the meeting initiator creates the meeting an automated email system will ask potential attendees for an exclusion set or set of date time pairs during which the potential attendee cannot attend the meeting WR4 When the meeting is proposed send an automated email to each person listed with a link to a page providing eight text fields divided into two rows The first row will be used for exclusion sets while the second will be used for preference sets The first and third text fields in each row will be used to input set of dat
14. proposed send an automated email to each person listed with a link to a page providing two lists of check boxes Each list will have every date within the proposed time line The first will be dates in which the potential attendee cannot attend and the second will be dates that are preferred There will be a submit button on this page to send the potential attendee s responses to the system Option 2 When the meeting is proposed send an automated email to each person listed with a link to a page providing the option for the user to fill in date time slots when he or she will not be available or date time slots that are preferred Decision and Rationale Option 2 will allow the exclusion and preference set adjustment page to use easier functionality through the web application instead of limiting it to the email system s requirements Issue Description Meetings must be defined by the pair of their date and time interval The exclusion and preference sets should be contained in the time interval created by the meeting s initiator Decision and Rationale This is a requirement for the structure of the algorithm itself and thus is not within the scope of this document Issue Description U2 The meeting s initiator will be able to request specific attendees to bring equipment or for input on the location of the meeting Option 1 While creating the meeting there will be a list of potential attendees with check boxes after the
15. the initiator but the DMS will allow for monitoring the meetings given other conditions arise As well the DMS will notify all active participants of the meeting details when the unit of time arrives Issue Description U13 DMS shall assist users in supporting conflict resolution How will the DMS determine the level of importance regarding meeting When a meeting is scheduled and placed into the DMS it locates a unit of time to fall upon that does not override another meeting that any of the active participants are scheduled to attend In some cases a meeting may be more important than others therefore needing to reschedule other meetings during the date range and provide the important meeting with the best chance for weak conflict How will the DMS determine the level of importance connected to meetings and override existing meetings Option 1 Meeting Hierarchy option When meetings are created by the meeting initiator there will be a hierarchy variable that the meeting coincides with that indicates its importance This variable will be chosen from a list of hierarchy options that are created during configuration of the DMS and managed by the 11 DMS administrators When a meeting is being scheduled by the DMS it looks for all other meetings within the date range that the invited participants are scheduled to attend and adds those times to that participant s exclusion set This additional exclusion of times occurs regardin
16. the optimal choice for the DMS system primarily due to resource requirements 21 3 2 1 2 e FR1 When the meeting occurs a tab available to monitor user types is available In this tab a timer will be accessible that the monitor can start or end to record the duration of the meeting As well this time can be manually entered or adjusted e FR2 Within the Monitor Tab a list of invited users will be present A check box next to each name will allow the monitor to check off on those who have attended the meeting e FR3 For regular invited participants a text field will be present for storing notes in regard to the meeting e FR4 Through these options small storage space is needed within the system The notes are stored as text the invited attendees as true or false and the duration as numeric information The DMS shall assist users in planning meetings under the constraints expressed by participants e FR5 Both the Inclusive and Exclusive Scoring System will conjoin into the conflict processing and reporting e FR6 The date range of the meeting will be split into the units of time based upon the duration of the meeting e FR7 Each successive exclusion and preference set shall be laid across the possible meeting units list e FR8 The first layer is the exclusion set specified by the initiator during meeting creation The second layer is the exclusion set of meetings that invited participants a
17. DMS System Requirements Specification Developed by A Team Software http dms jordansavant com Member Student ID Email Aaron Turrie 10451675 at nelret gmail com Eric Meyer 10829232 eric meyer utdallas edu Mario Medina 2010809959 mariomedina se gmail com Jordan Savant 10493282 jjsO74000 utdallas edu Tyler Smith 10460113 tyler tyler smith net Tim Caswell creationix gmail com David Granado davidjgranado gmail com Table of CONTENTS ESETE ae Beste ie cee te Oa ak Sgt tle re Ae et Oe to ea 2 LMC ii aia 3 2 Issues with Preliminary Definition Given oooononnnncccccnnnnnccnnnnoncnnnnnnnnnnnnnnnnnncnnnnnnnnrnnnnnnnncncnnnnn 3 3 Improved Understandind voii dd 17 Preliminary PROLORY PO lid ii ni 28 BSE Up e O OEP 28 Tracs abla a sd 42 PS LCCC SS ts ce a A eae ne ea ae dare eae ean eae 59 PRONG 052 are ee Reece leaned a ee ee a deeded ee es ety 60 1 Introduction This SRS document contains the requirements elicitation and analysis for the Synergy Dynamic Meeting Scheduler The SRS Covers issues expanded information and traceability regarding the requirements defined in the project document 2 Issues with Preliminary Definition Given 2 1 2 1 1 Issues with Domain Issue Description U1 In the application domain a meeting indicator must ask all potential attendees for a set of dates in which they cannot attend the meeting and a set of dates they would prefer for the meeting Option 1 When the meeting is
18. S should distinguish between professional and private meetings e NFR25 The meeting creator will enter a true or false value denoting is professional If a meeting is marked as private it will be defaulted to the lowest priority in the meeting hierarchy to allow resolution of professional meetings before private The system should be flexible enough to accommodate evolving data e See 3 2 2 2 The DMS should be easily extensible to accommodate typical variations i e handling of explicit priorities among dates in preference sets variations in date formats address formats interface language etc and partial reuse in other contexts e NFR26 The presentation logic will be separated from the application and business logic to lessen coupling and increase modularity of components e NFR27 Each major functionality component will be decomposed then organized into the appropriate classes methods and functions e NFR28 Methods and functionality that are likely to be important in future extensions to accommodate extendibility will be included Preliminary Prototype The following section presents the DMS Prototype interfaces for Login Calendar My Meetings Meeting Interface Notification Inbox Notification Message Create Meeting Edit Meeting Meeting Monitoring User Settings and Administrative Settings 28 User Login Grants access to the DMS system Username Calendar Lists the ac
19. Set meeting preference time Time Select ited meeting Set meeting exclude time preference set Recalculate optimal meeting time Save time changed Send meeting time update notifications time not changed 64 Preference Exclusion Parameter Addition Manage Meeting Activity Diagram Managing Meeting Importance Select created meeting Set meeting Importance level Save preference set Recalculate optimal meeting schedule with new priority time changed Send meeting time update notifications time not changed 65 View Notifications Activity Diagram running system with users and notifications D User dicks on Display notifications notification event 5 User has email setting on Show full details on notification Send user notification an email 9 Redirect to inbox J 66
20. Settings button at the bottom 42 Traceability ID User Requirements Forward Traceability U1 In the application domain a meeting indicator must ask all potential attendees for a set of dates in which they cannot attend the meeting and a set of dates they would prefer for the meeting WR1 WR2 WR3 WR4 WR5 WR6 U2 The meeting s initiator will be able to request specific attendees to bring equipment or for input on the location of the meeting WR7 WR8 WR9 WR10 U3 The purposed meeting date should belong to the stated date range and to none of the exclusion sets WR5 WR6 U4 To solve a conflict the meeting initiator can extend the date range WR17 U5 To solve a conflict participants may remove some dates from their exclusion set WR11 WR12 U6 To solve a conflict participants may withdraw from the meeting WR15 WR16 U7 To solve a conflict participants may add some new dates to their preference set WR13 WR14 U8 A meeting room must be available at the selected meeting date WR18 WR19 WR20 WR21 WR22 WR23 WR24 U9 The meeting initiator can be one of the participants or some representative WR25 WR26 43 U10 DMS shall assist users in monitoring meetings especially when they are held in a distributed manner FR1 FR2 FR3 FR4 U11 DMS shall assist users in plannin
21. anning stage if a user changes their exclusion or preference sets the initiator changes the meeting duration or date range or the user withdraws or is removed from a meeting NFR5 Each time the DMS moves a meeting back into the planning stage it recalculates the meeting possibilities in regard to all exclusion and preference sets This ensures that the system is always accurately re planning a meeting regardless of any meeting changes NFR6 The idea of a planning stage allows the system to recalculate any meeting time based upon a variety of reasons For future application extensions the meeting re planning and be invoked by new methods or constraints as well The amount of interaction among participants e g number and length of 25 3 2 2 4 3 2 2 5 messages amount of negotiation required should be kept minimal NFR7 The Notifications system handles all interactions between the DMS and the users in regards to meeting updates and internal system messages NFR8 Notifications only occur if the system requires it to be so The following are the standard notifications meeting invitations meeting rescheduled meeting cancelled meeting reminder which is set by the user and meeting conclusion Summary of the meeting details and notes NFR9 The meeting initiator does not receive a meeting invitation for the meeting they have created but does receive the ISS and ESS scores for meetings that have stro
22. arious meeting requirements free of any particular user computer How will the system avoid meeting conflicts and invited participants who are unaware of the meeting s creation Decision and Rationale Since the DMS will be a web based application the system will be accessible from any internet connected location There will never have to be and data syncing from a user s machine to another user s machine when negotiating meetings As well an internal notification system will keep track of all meetings the user has been invited to meetings that have been rescheduled and meetings that have been cancelled Each time a notification is sent an email is sent to the user s email address to provide a secondary notification for the user to be alerted to Issue Description U19 The system should reflect as closely as possible the way meetings are typically managed Decision and Rationale The system will allow the creator to label attendees as monitors who will have a timer to keep track of minutes and will be able to take attendance through a list of names with checkboxes The meeting interface for all attendees will include a list of members a text field to take notes and audio and video options for teleconferencing Issue Description U20 The meeting date and location should be as convenient as possible and available as early as possible to all participants Decision and Rationale The system will arrange meetin
23. dered by their date and times e By clicking on a meeting you are taking to the meeting interface for that meeting Calendar The calendar displays all meetings the current user has either created or has been invited to e Each day lists the meetings that are scheduled for that day past present and future in the order they will occur e By clicking on a meeting the user is taken to the meeting interface for that meeting e You can navigate the months using the month based navigation options above the calendar Edit Meeting When in a meeting s interface you can press the Edit Meeting header link to move into editing the details of that meeting The edit options provided are different for invitees and creators e lf acreator the edit interface provides all options that were presented in the Create Meeting interface o All values can be changed and upon submission of the changes will re notify attendees or re schedule the meeting if the date range duration or initial exclusions were changed Any invitees removed from the meeting will be notified as well 39 If an invitee is specified as important their importance score is factored into the scheduled preference and their location and equipment details are provided to that user o See Create Meeting section for usage on the edit meeting interface e lf an invitee the edit interface provides all options that were presented in the Meeting Invitation
24. determines whether the meeting returns to the planning phase or keeps U12 FR18 If the DMS branches into the Pending Participants option the meeting initiator is immediately notified of this change The meeting initiator then is given the option to remove the participant U12 53 FR19 If at any time the meeting initiator changes the date range connected to a meeting each active participant will be notified and required to update their exclusion and preference sets U12 FR20 The Meeting Hierarchy option will be implemented into the meeting creation system U13 FR21 The importance of a meeting will be chosen from a list of hierarchy options that are created during configuration of the DMS and managed by the DMS administrators U13 FR22 The hierarchy options are managed through the admin tab Each hierarchy can have a custom name and a U13 FR23 More important meetings take preference over other meetings and remove any meetings that fall upon the same U13 FR24 When a user is created the admin will specify that user s meeting hierarchy options By giving the user U13 54 FR25 An event notification system will be implemented into the Distributed Meeting Scheduler System U14 FR26 Notifications will be sent for the following actions taken in the system U14 FR27 User n
25. e individuals in their meeting scheduling needs Issue Description U26 The system should be flexible enough to accommodate evolving data This is a redundant Decision and Rationale The requirement Re planning of a meeting should be done as dynamically and with as much flexibility as possible encapsulates this To accommodate evolving data is to have the ability to re plan a meeting This requirement will be stricken from the document Issue Description U27 The system should be easily extensible to accommodate the following typical variations Decision and Rationale This requirement is clearly stated and defined The presented variations give clear examples of possible future applications Design of the software may be implemented with extensions of this nature in mind 3 Improved Understanding 3 1 3 1 1 W Improved Understanding Meeting initiator must create a proposed set of dates during which the meeting should occur upon the creation of the meeting 17 3 1 2 WR1 Upon the meeting creation page there will be eight text fields divided into two rows The first row will be used for the full date range in which the meeting can occur while the second will be used for the meeting creator s exclusion set The first and third text fields in each row will be used to input set of dates used for the start date and end date respectively The second and fourth text fields will be used to input times
26. e sets e WR14 Upon a change being made the information will be re submitted to the system to find a preferred date Participants who have no way of correcting a conflict will be able to withdraw from the meeting or be removed from the meeting e WR15 Participants will be able to open future and pending meetings to remove themselves from the list of attendees e WR16 The meeting creator will be able to remove participants from the attendee list by opening the meeting The meeting initiator must be able to extend the date range e WRI17 The initiator will be able to open a future or pending meeting to make changes to the date range or a personal exclusion set Participants who need to attend the meeting via a virtual space will be given the necessary equipment to do so e WR18 When the meeting is started a pane will open on the meeting page which will include a teleconferencing screen e WR19 This function is optional for meetings and the pane will be able to be minimized e WR20 The meeting attendees or initiator must provide their own microphones and webcams A meeting room must be available at the selected meeting date 20 3 1 15 3 2 3 2 1 3 2 1 1 WR21 System administrators will have the option of defining particular rooms as meeting rooms which will appear in a dropdown menu for meeting creators or important attendees to choose as the meeting location WR22 Rooms defin
27. e will record through the format hh mm ss and time can be entered manually in the format hh mm hh mm ss or hh hh decimal format Option 3 Monitor User Type option Details such as time records members present and notes regarding the meeting could be recorded within the DMS through several methods One or more active participants of the meeting could be assigned with the Monitor privileges by the meeting initatior This privilege will allow the member to start an internal timer at the beginning of the meeting to record the duration of the meeting or time could be entered manually within a time text field The text format of the time will record through the format hh mm ss and time can be entered manually in the format hh mm hh mm ss or hh hh decimal format The monitor will be allowed to check off each active participant that attended the meeting through a members list containing the participants invited to the scheduled meeting by the initiator A text area will allow any members to record notes regarding the meeting for personal member use and collaborative information reports for the DMS administrators Decision and Rationale The Monitor User Type option is the optimal choice for the DMS system primarily due to resource requirements The video and audio teleconferencing system could provide much more detailed meeting monitoring but would require vastly larger memory consumption when meetings occur The Monitor User Type syste
28. eate User New Name ateam Email Address g 5 Save User Settings Manage Meeting Importance Title Score Executive Meeting 10 IT Meeting 7 Sales Meeting 3 Create New Importance Level New Title 1 Save Meeting Settings Manage Locations Name Address Meeting Room 1 Room 2F Create New Location New Title Address Save Location Settings Delete Delete User Manual Log In Calendar My Meetings Create Meeting Notifications A user can log into the DMS system if they have an account that has been created by an admin The user must provide their correct username and password for access to the DMS to be granted e Once the user has been verified the DMS redirects the user to the system calendar Log Out 36 A user can log out by pressing the Log Out link in the navigation bar at the top of the application Create Meeting Any user can create a meeting and invite any attendees they desire To create a meeting move to the Create Meeting tab Provide a meeting title to call your meeting by Determine the meeting s location o Choose a location based upon pre defined locations created in the admin o Choose other to define an informal location in an adjacent text field that appears Choose from the dropdown a meeting s level of importance o Your options are based upon the restrictions set by the admin at the time of your account creatio
29. ed in this way will be given their own exclusion sets If a room is chosen for a meeting it will be made unavailable as a location for other meetings that take place at that time unless a higher level meeting is created WR23 Higher level meetings will take precedence for rooms and when a higher level meeting is created in the same room as a lower level meeting the lower level meeting will be removed from that room and must select a new location WR24 Meeting creators and important attendees will be able to choose locations that are not included in the list of rooms that are defined by system administrators There will be a text box provided on the meeting creation page or emails to important attendees to accommodate for this These locations will not have exclusion sets provided to ensure they are not double booked and this will be left up to users The meeting initiator can be one of the participants or some representative WR25 On the meeting creation page above the list of invitees there will be a line showing the name of the initiator with a checkbox next to it If selected the initiator will be included in the list of attendees WR26 The checkbox is defaulted to selected RS or WRSPM for Functional and Non Functional Requirements Improved Functional Requirements The DMS shall assist users in monitoring meetings especially when they are held in a distributed manner The Monitor User Type option is
30. eir names to flag the attendee as important The meeting initiator may ask important participants to supply equipment for the meeting e WR8 Once this box is checked for an attendee two more checkboxes appear next the that attendee labeled location and equipment e WR39 A step will be included in the creation process that has a text field provided for each person whose name was checked for either location or equipment e WR10 The request that is written in these boxes will be sent to the person in the automated e mail that announces the meeting to him or her In the case of location being checked the email will contain the same location selection options as the meeting creation page as described later in this document The meeting initiator may ask important attendees for their preferences for the location of the meeting e See section 3 1 7 19 3 1 9 3 1 10 3 1 11 3 1 12 3 1 13 3 1 14 Participants who have a conflict will have the option of removing some dates from the exclusion set e WR11 Participants will be able to open future and pending meetings to change their exclusion sets e WR12 Upon a change being made the information will be re submitted to the system to find a preferred date Participants must be able to make changes to their preference set e WR13 Participants will be able to open future and pending meetings to change their preferenc
31. ent Location Ba Calendar My Meetings Create Meeting Notifications 30 Meeting Interface Calendar My Meetings Create Meeting Notifications Meeting Monitor Details Edit Meeting Meeting for Sales has started jEeleconterence Location Chili s on 14th Street Plano Attendees A Team Jordan Savant Creator Expand Collapse Volume Your Meeting Notes Ay ii ii il selectFont Ske BZU x i Xan 9 pga m0 Calendar My Meetings Create Meeting Notifications Meeting Monitoring e Calendar My Meetings Create Meeting Notifications Meeting Monitor Details Edit Meeting Meeting Monitoring Meeting Duration 2 25 Actual Time 2 25 Attendee Checklist Name Attended A Team B Jordan Savant Save Meeting Details Calendar My Meetings Create Meeting Notifications 31 Edit Meeting gt Invitee Calendar My Meetings Create Meeting Notifications Meeting Monitor Details Edit Meeting Meeting for Sales You have been invited to Meeting for Sales Please fill out any times that you cannot attend or would prefer to attend using the following date tool Meeting time is between 10 11 2009 12 00a to 10 17 2009 12 00a Times cannot attend Start Date Start Time am E to End Date EndTime am 55 p Times prefer to attend StartDate Start Time am tO EndDate EndTime
32. enter the verification code into the text field next to Verification Code Press Active Text Message Notifications If the verification code is correct the mobile device is registered and notifications will be sent to the specified mobile device Admin Settings If a user has admin privileges they can access the admin powers through the Admin link in the navigation bar at the top of the application e The admin can manage all users of the DMS system O O Users are listed under the Manage Users section of the admin To change a user s name change the information displayed in the text field under the column entitled Name To change a user s username email change the information displayed in the text field under the column entitled Username To change whether or not the user has administrative powers check or uncheck the box under the column Admin To change the authority score of a user change the number in the text field under the column Authority Score The authority score of a user is the level of importance they can specify created meetings as To view the authority score values look through the meeting hierarchy options in the adjacent section of the admin interface To delete a user check the box under the column Delete 41 O O To create a user fill in all blank fields in the row entitled Create User To make any above user changes effective press the
33. es used for the start date and end date respectively The second and fourth text fields will be used to input times of day and will represent the starting and ending times of the meeting WR5 To the right of each row of text fields will be a button that will check that the times and dates are valid and create another row of drop down menus for either the exclusion set or preference set depending on which button is pressed WR6 Once a row of dates times has been validated by pressing the button next to the row the text fields will not be able to be changed 18 3 1 3 3 1 4 3 1 7 3 1 8 Instead the button next to the rows will be replaced by one to erase that row of data to allow for changes to be made There will be a submit button on this page to send the potential attendee s responses to the system When the meeting initiator creates the meeting an automated email system will ask potential attendees for a preference set or set of date time pairs during which the potential attendee wishes the meeting to be held e See section 3 1 2 Both the preference set and the inclusion set must be contained within the original set of dates proposed by the meeting initiator e See section 3 1 2 Meeting dates will be defined by a date time pair The meeting initiator may define certain attendees as important e WR7 While creating the meeting there will be a list of potential attendees with check boxes after th
34. et regarding a meeting the Exclusive Scoring System is re initiated If the Exclusive Scoring System determines that the meeting is no longer possible given the new exclusion set constraints the operation of the DMS regarding the changes branches either into the Meeting Reevaluation option described above or into the Pending Participants option described as follows based upon a time condition variable called Anti Reconvert Period set within the configuration of the DMS or overwritten by the meeting initiator during the meeting creation When the DMS system is configured the Anti Reconvert Period will be created to determine how long before a scheduled meeting occurs that it is viable to be reprocessed and rescheduled by the DMS An example this variable is set to one day If the meeting constraints are changed earlier than one day prior to the meeting then it can be reprocessed and postponed to a more convenient time If the change is made within a day of the meeting then the meeting is not reevaluated but the participant is changed to a pending status If the DMS branches into the Pending Participants option the meeting initiator is immediately notified of this change The meeting initiator then is given the option to remove the participant from the meeting or move the meeting back into the planning stage following the Meeting Reevaluation option described above Option 3 Date Range Changes option If at anytime the meeting
35. g meetings under the constraints expressed by participants FR5 FR6 FR7 FR8 FR9 FR10 FR11 FR12 FR13 U12 DMS shall assist users in re planning meetings to fit a changing user constraint FR14 FR15 FR16 FR17 FR18 FR19 U13 DMS shall assist users in supporting conflict resolution FR20 FR21 FR22 FR23 FR24 U14 The DMS must assist users in managing all the interactions among participants required during the organization of the meeting FR25 FR26 FR27 FR28 U15 A meeting should be accurately monitored especially when it is held in a virtual place Here nomadicity will then be important to consider NFR1 NFR2 NFR3 U16 Re planning of a meeting should be done as dynamically and with as much flexibility as possible NFR4 NFR5 NFR6 U17 The amount of interaction among participants e g number and length of messages amount of negotiation required should be kept minimal NFR7 NFR8 NFRQ NFR10 U18 The intended system should considerably reduce the amount of overhead usually incurred in organizing meetings where NFR11 NFR12 NFR13 44 U19 The system should reflect as closely as possible the way meetings are typically managed NFR14 NFR15 NFR16 U20 The meeting date and location should be as convenient as possible and available as early as possible to all participants NFR17 FR5 FR6 FR7
36. g meetings with the same or greater hierarchy level If a meeting is being scheduled and is scanning the other meetings scheduled during the date range the DMS ignores the time constraints of meetings with a lower hierarchy level If any meetings with a lower hierarchy level are indeed overlapping the scheduled time of the important meeting those lower important meetings are flagged and reconverted to their planning stage notifying participants and initiator regardless of the Anti Reconvert Period Option 2 Personal Rescheduling option If the meeting initiator feels that a meeting is more important than another and no viable time can be found within the date range the meeting initiator contacts the other meeting initiator and work together to reschedule the less important meeting by changing it s exclusion set Option 3 DMS Ignore Meetings option When the meeting initiator is creating the meeting date range all other scheduled meetings are listed The initiator has the option during the creation menu to command the DMS to ignore all other meeting times The DMS then plans the meeting and disregards the action of including the other meeting times in the exclusion set As well the DMS reconverts all meetings within the date range that are overlapping the new meeting into the planning state regardless of the Anti Reconvert Period Decision and Rationale The Meeting Hierarchy option is the best option when compared
37. gs dates as specified in 2 2 2 and will allow the creator to choose if he or she wants to choose a specific location or allow attendees to propose a location which will satisfy this requirement 15 2 3 7 2 3 8 2 3 9 2 3 10 Issue Description U21 The system should accommodate as much decentralized requests as possible any authorized user should be able to request a meeting independently of his or her whereabouts Decision and Rationale The system will be an online application and will allow users to set up respond to and attend meetings electronically anywhere that has internet access Issue Description U22 A person may not be at two different meetings at the same time and a meeting room may not be allocated to more than one meeting at the same time Decision and Rationale Through the use of exclusion sets and a built in calendar invitees will automatically reject any time in which they already have a meeting previously scheduled Meeting rooms will have their own exclusion sets which will not allow additional meetings to be created at a time when they will be in use already Issue Description U23 The elapsed time between the submission of a meeting request and the determination of the corresponding date location should be minimal or a lower bound should be fixed between the time at which the meeting date is determined and the time at which the meeting is actually taking place Decision and Rationa
38. he system will be an online application and will allow users to set up respond to and attend meetings electronically anywhere that has internet access U21 NFR19 Through the use of exclusion sets and a built in calendar invitees will automatically reject any time in which they already have a meeting previously scheduled U22 NFR20 Meeting rooms will have their own exclusion sets which will not allow additional meetings to be created at a time when they will be in use already U22 58 NFR21 Meeting dates will be chosen based upon the number of attendees prefer or cannot attend certain dates U23 NFR22 In the case that there are two or more times tied for the highest preference the earliest date will be chosen U23 NFR23 The DMS will include a guided help system that will assist the user in completing the desired tasks U24 NFR24 Each control will be adjacent to a match 1 5 word label that will identify the control s function Context sensitive U24 NFR25 The meeting creator will enter a true or false value denoting is professional If a meeting is marked as private U25 NFR26 The presentation logic will be separated from the application and business logic to lessen coupling and increase modularity of components U27 59 NFR27 Each major functionality U27 component will be dec
39. ided alongside of their exclusion and inclusion set Issue Description U12 DMS shall assist users in re planning meetings to fit a changing user constraint How will the DMS re plan meetings when constraints are changed Once a meeting time has been scheduled by the DMS and the location field filled in by the meeting initiator the meeting will be set into the DMS calendar If an active participant changes their exclusion or preference set or changes their meeting location preferences the meeting may likely become voided How will the DMS operate when users change the constraints regarding a meeting s existence Option 1 Meeting Reevaluation option If an active participant changes their exclusion set regarding a meeting the Exclusive Scoring System is re initiated If the Exclusive Scoring System determines that the meeting is no longer possible given the new exclusion set constraints the meeting is moved back into the planning state and removed from the DMS calendar All active participants are notified of the delay regarding the meeting and the meeting initiator is notified to the details of the voided meeting Since the meeting has reverted back into the planning state the same recovery options are provided to the meeting initiator removing the participants involved in the constraint changes or extending the date range Option 2 Pending Participants option If an active participant changes their exclusion s
40. ir names A step will be included in the creation process that has a text field provided for each person whose name was checked The text that is written in these boxes will be sent to the person in the automated e mail that announces the meeting to him or her Option 2 This solution will work the same as above except it will have two separate lists of attendees and check boxes The first will be for equipment requests and the second will be for location requests There will then be separate pages of text fields for each of these two lists Decision and Rationale Option one will allow the system to specify either or both location and equipment details for any user The second step will allow the DMS to ask more detailed questions of the user in regards to these important items Issue Description U3 The purposed meeting date should belong to the stated date range and to none of the exclusion sets Decision and Rationale The meeting initiator will create a date range for the meeting and the meeting must be within this range If no time is available within the date range in which all invitees can attend there is a conflict which must be solved Issue Description U4 The initiator extends the date range The main problem with this is how far the date range can be extended Decision and Rationale The initiator will be able to make changes to a proposed meeting and move the date range When this change is made the data will
41. le Using the system described in 2 2 2 meeting dates will be chosen based upon the number of attendees prefer or cannot attend certain dates In the case that there are two or more times tied for the highest preference the earliest date will be chosen Issue Description U24 The system should be usable by non experts The term non experts is ambiguous in this context Decision and Rationale The software must be built with assumptions of user knowledge The user knowledge requirements must be clearly defined To assess this a clear set of prerequisite knowledge will be outlined for the base features Additional features requiring additional knowledge may be implemented as long as they are integral to the core functionality A meeting to outline the 16 2 3 11 2 3 12 2 3 13 specific target user demographic will be held From this the minimum assumed knowledge will be derived Since no meeting is possible this will be rephrased as The system should include a help system that will assist the user in completing the desired tasks Issue Description U25 The system should be customizable to professional as well as private meetings The term customizable is ambiguous in this context Decision and Rationale The requirement does not make it clear that the customization is in respect to the scale of the system for different clients The system will be able to support large corporations as well as singl
42. lue you give to their preferred times in comparison to one other attendee E g anormal attendee has a value of one an important attendee O O OO 37 may be specified as having a preference three times as important as a normal attendee making their score three If you would like to specify the important attendee with location details check the location box and the next page will allow you to provide the location specifics If you would like to specify the important attendee with equipment details check the equipment box and the next page will allow you to provide the equipment specifics Once all data is filled out click Create Meeting to create the meeting o The meeting will be moved into pending status and all invitees will be notified o Once all invitees respond to the invitation the meeting will calculate it s most preferred time to be scheduled and schedule it into the system o Once it has been scheduled you and all attendees will be notified of the date time and duration of the meeting Notifications When a notification is sent an email will be sent to the user to notify them If the user has set up their text message notifications a text message will notify them as well of their new DMS notification To view notifications press the Notifications tab Each new notification will be in bold with a colored background signifying it as unread Once a notification has been viewed it returns to normal fon
43. m allows the monitor to record details surrounding the meeting through simple text storage and boolean values for member attendance Issue Description U11 DMS shall assist users in planning meetings under the constraints expressed by participants How will the DMS plan meetings When a meeting is required a DMS member will act as the meeting initiator For a meeting to be scheduled by the DMS each member invited must provide their exclusion set and preference set of dates and times regarding the meeting These exclusion and preference sets combine to determine strong and weak conflict How will the DMS schedule meetings based upon the exclusion and preference sets of each invited participant Option 1 Inclusive Scoring System option When participants receive the notice from the meeting initiator regarding a meeting each participant will be required to provide their exclusion set of dates and times and their preference set of dates and times for the meeting When a participant provides these sets the DMS will be informed that the participant has agreed to the meeting and the new conflict level can be processed The initial exclusion set and preference set of the meeting is provided by the meeting initiator during meeting creation and is called the date range When a new exclusion set and preference set is received by the DMS from a participant the excluded times and preferred times are overlaid across the date range The DMS then l
44. mined as present at the meeting User Settings For a user to access their settings they may press the Username s Settings link in the navigation bar at the top of the application e The Settings page displays the user s name and their time of last log in 40 e The user can change their email address and username through the Change Email bar e The user can change their password through the Change Password bar O Enter the current password into the old password field Enter the desired password into the new password field Enter the desired password again into the confirm password field Press Change to save the new password The old password must match the current password and both the new and confirm passwords must match each other for the change to take effect e The user can provide their mobile device information if they would like to receive meeting notification on their mobile device as well as their email address O Turn the text message notifications on by pressing the on button next to Text Notification Status Select the service provider of the mobile device through the drop down next to Mobile Provider Enter the number of the mobile device in the text field next to Mobile Number Press Send Verification to continue with the process A verification code will be sent to the mobile device specified Return to the user settings page and
45. n Determine a date range that the meeting would fall upon o From the date range calendars displayed click and drag the mouse from any date to any other date to specify the date range o If your meeting range spans further than one month ahead drag the mouse to the last day of the next month and then click the right arrow above to move the calendar to the next month Click and hold the date you left off at and continue dragging the date range Load any times that you would not like the meeting to fall upon through the excluded times fields o By clicking a date field a small calendar allows you to choose the date you would like to create the excluded time on The Time fields require a 12 hour time format Choose whether the time is am or pm through the drop down Repeat for the ending date and ending time of the exclusion If more than one excluded time is desired press the button to the right of the fields and a new row will appear Determine the duration of the meeting by entering a time in the format of decimal hours e g 1 25 or hours and minutes e g 1 15 Select any invitees you would like to attend the meeting you are creating o Check the Invite box to invite that user o Check the Monitor box to specify that user with monitoring privileges o Check the Important box to specify that user as more important than other attendees Provide a score for important attendees The score is the va
46. n stating that all interactions need to be managed The extent of a system to accommodate every possible communication medium would be very cumbersome and make the project infeasible Decision and Rationale A notification module that alerts users of meeting actions taken that are pertinent to them is the most effective system When certain events take place in the system a notification log will be updated with messages for user s The system will periodically check the notification log for messages that have reached their indicated notification time set by a timestamp when the message was added to the notification log For those messages that need to be alerted to their respective user s an email will be sent to the user s registered email address that he she has been sent a notification and the message will be added to the user s notifications window on their user page Issues with Non Functional Requirements Issue Description U15 A meeting should be accurately monitored especially when it is held in a virtual place Here nomadicity will then be important to consider Does monitored mean the system logs or does it mean a supervisor is watching How will the system work across several platforms and be accessible at differing locations Decision and Rationale To accurately monitor a meeting the system will keep records of users who have attended the meeting notes regarding the meeting from each invited participant and a
47. ndees as 26 3 2 2 6 3 2 2 7 3 2 2 8 3 2 2 9 3 2 2 10 monitors e NFR15 Monitors will have a timer to keep track of minutes and will be able to take attendance through a list of names with checkboxes e NFR16 The meeting interface for all attendees will include a list of members a text field to take notes and audio and video options for teleconferencing The meeting date and location should be as convenient as possible and available as early as possible to all participants e The system will arrange meetings dates as specified in 2 2 2 e NFR17 The system will allow the creator to choose if he or she wants to choose a specific location or allow attendees to propose a location The system should accommodate as much decentralized requests as possible any authorized user should be able to request a meeting independently of his or her whereabouts e NFR18 The system will be an online application and will allow users to set up respond to and attend meetings electronically anywhere that has internet access A person may not be at two different meetings at the same time anda meeting room may not be allocated to more than one meeting at the same time e NFR19 Through the use of exclusion sets and a built in calendar invitees will automatically reject any time in which they already have a meeting previously scheduled e NFR20 Meeting rooms will have their own exclusion sets which will not
48. ng conflict and need adjusting to be scheduled NFR10 As well notifications are sent based upon file templates The details of the notification are filled in dynamically each time they are sent and the email or internal notification only invokes the template which fills in the details on page load This ensures that the system does not store copies of the entire meeting notification 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 NFR11 Since the DMS is web based the system processes and negotiates all meetings centrally This eliminates the need to negotiate meeting details across different user s machines NFR12 By enforcing an internet based application it ensures that updates to the system are notified to users immediately instead of when the data is synced from a user s computer NFR13 The internal notification system will keep track of all meetings that the user has been invited to meetings that have been rescheduled and meetings that have been cancelled These notifications are backed by an email notification that ensures two efforts to alert the user to the meeting details The system should reflect as closely as possible the way meetings are typically managed NFR14 The system will allow the creator to label atte
49. ng the button next to the row the text fields will U1 WR4 When the meeting is proposed send an automated email to each person listed with a link U1 WR5 To the right of each row of text fields will be a button that will check that the times and dates are valid and create another row of U1 U3 WR6 Once a row of dates times has been validated by pressing the button next to the row the text fields will not be able to U1 U3 47 WR7 While creating the meeting there will be a list of potential attendees with check boxes after their names to flag the attendee as important U2 WR8 Once this box is checked for an attendee two more checkboxes appear next the that attendee labeled location and equipment U2 WR9 A step will be included in the creation process that has a text field provided for each person whose name was checked for either location or equipment U2 WR10 The request that is written in these boxes will be sent to the person in the automated e mail that announces the meeting to him or her In the case of location being checked U2 WR11 Participants will be able to open future and pending meetings to change their exclusion sets U5 WR12 Upon a change being made the information will be re submitted to the system to find a preferred date U5 48 WR13
50. omposed then organized into the appropriate classes methods and functions NFR28 Methods and functionality U27 that are likely to be important in future extensions to accommodate extendibility will be included References Reuse URL openWYSIWYG http www dynamicdrive com dynamicindex16 openwysiwyg index htm PHPCalendar http www php calendar com CalendarControl https engineering purdue edu ECN Support KB Docs Javas criptCalendar Timeframe http stephencelis com projects timeframe Web Reference URL Prof Lawrence Chung http utdallas edu chung CS4351 syllabus htm 60 Appendix Use Case Diagram Swimlane Diagram Initiator Create Add Attend Meeting Requests Send Meeting Recalculate es Optimal i Request Notifications Meeting Time Meeting w Inclusive 7 Notifications 2 Scoring System Q ge Critical Recalculate Attendant Optimal Meeting Time w Exclusive Scoring System Check o Able to Ml Set Time Preferences Notifications Attend Recipient 62 Create Meeting Activity Diagram Create Meeting Initiate Meeting Creation Wizard Create Meeting Name Select Date Range Select Time Select Exclusion Duration Set Date Invalid Date Valid Select Participants 63 Exclusion amp Preference Set Activity Diagram inv XY
51. ooks through each unit of time the meeting may fall on and determines a score for each one The score is based upon the number of preferences 1 combined with the number of exclusions 1 for that unit of time For users with higher importance scores their score will be multiplied into preferred or excluded calculation to provide leverage for important users After the system has processed each unit of time the units with the highest scores are reflected as possible meeting dates Upon exclusion set updates from participants the DMS will query all scheduled meetings during the date range provided If the participant is scheduled for one or more meetings during the date range the meeting times will be added to the participants exclusion set Each update of a new exclusion and preference set by a participant will as well update the meeting initiator of the possible meeting times Once all invited participants have provided their exclusion and preference sets the DMS will choose the unit of time with the highest score as the meeting date and time and notify all participants and set the meeting for that specific time If more than one unit has the highest score the earliest unit will be selected A unit of time is the length of the meeting set by the initiator during the meeting creation limited to the business hours provided in the configuration of the DMS system Option 2 Exclusive Scoring System option The Exclusive Scoring System wo
52. ot included in the list of rooms that are defined by system U8 WR25 On the meeting creation page above the list of invitees there will be a line showing the name of the initiator with a checkbox next to it If selected the initiator will be included in the list of attendees U9 WR26 The checkbox is defaulted to selected U9 50 FR1 When the meeting occurs a tab available to monitor user types is available In this tab a timer will be accessible that U10 FR2 Within the Monitor Tab a list of invited users will be present A check box next to each name will allow the monitor to check off on those who have attended the meeting U10 FR3 For regular invited participants a text field will be present for storing notes in regard to the meeting U10 FR4 Through these options small storage space is needed within the system The notes are stored as text the invited attendees as true or false and the duration as numeric information U10 FR5 Both the Inclusive and Exclusive Scoring System will conjoin into the conflict processing and reporting U11 U20 FR6 The date range of the meeting will be split into the units of time based upon the duration of the meeting U11 U20 51 FR7 Each successive exclusion and preference set shall be laid across the possible meeting units list U11 U20
53. otifications will be displayed in a window labeled Notifications on the user home page U14 FR28 An email will be sent to user for each notification that is pertinent to him her U14 NFR1 Within the meeting window a separate Monitor tab will allow proper users to access details regarding the meeting overall U15 NFR2 In the Monitor tab the user will be able to start the meeting timer and check off attending users This allows for an accurate recall of meeting specific details U15 NFR3 Nomadicity is solved through the web based application A server will store all data and the information will be accessible from any internet connected location U15 55 NFR4 The DMS will move any meeting back into the planning stage if a user changes their exclusion or preference sets U16 U26 NFR5 Each time the DMS moves a meeting back into the planning stage it recalculates the meeting possibilities in regara U16 U26 NFR6 The idea of a planning stage allows the system to recalculate any meeting time based upon a variety U16 U26 NFR7 The Notifications system handles all interactions between the DMS and the users in regards to meeting updates and internal system messages U17 NFR8 Notifications only occur if the system requires it to be so The following are the standard notifications meeting invitation
54. re scheduled for that have an equal or greater than meeting importance The third layer is the exclusion set of the location if specified Each invited participant is then layered above with their respective exclusion and preference sets e FR9 When calculating the layered exclusion and preference sets a 1 score will be given for each preference among a unit of time that has no exclusion If a person is specified as important by the initiator the 1 is multiplied by their meeting importance score This gives users a level of importance that is comparable to the preference of a normal participant e FR10 The Exclusive Scoring System will remain the parent rule set for the DMS to plan meetings by and the Inclusive Scoring system will be provided to the initiator as a report of preferences if a strong conflict 22 3 2 1 3 occurs during the meeting processing e FR11 If during meeting creation the initiator determines a user as important and has specified them for equipment or location details those details are provided to the user through the meeting invitation notification e FR12 If the ESS has two matching scores for units of time available the DMS will go with the earliest time e FR13 Once the ESS has finalized a unit of time for the meeting a notification is sent to each invitee and the initiator providing the meeting details and the time and location determined The DMS shall assist use
55. required during the organization of the meeting FR25 An event notification system will be implemented into the Distributed Meeting Scheduler System FR26 Notifications will be sent for the following actions taken in the system For all Users Meeting invitation Meeting reschedule Meeting cancellation Meeting reminder Meeting conclusion For initiators only e Meeting conflicts 24 FR27 User notifications will be displayed in a window labeled Notifications on the user home page FR28 An email will be sent to user for each notification that is pertinent to him her 3 2 2 Improved Non Functional Requirements 3 2 2 1 3 2 2 2 3 2 2 3 A meeting should be accurately monitored especially when it is held ina virtual place Here nomadicity will then be important to consider NFR1 Within the meeting window a separate Monitor tab will allow proper users to access details regarding the meeting overall NFR2 In the Monitor tab the user will be able to start the meeting timer and check off attending users This allows for an accurate recall of meeting specific details NFR3 Nomadicity is solved through the web based application A server will store all data and the information will be accessible from any internet connected location Re planning of a meeting should be done as dynamically and with as much flexibility as possible NFR4 The DMS will move any meeting back into the pl
56. rs in re planning meetings to support the changing user constraints regarding modifications to the exclusion sets preference sets and or preferred location e FR14 The DMS should incorporate the Pending Participants option in regards to both changes from participants and changes from the initiator e FR15 The Pending Participants option revolves around a unit of data that is specified in the configuration of the system or by admins This unit of data is called the Anti Reconvert period and it specifies a length of time before a meeting that the meeting cannot be moved back into planning if a user has changed their exclusion or preference sets e FR16 If an active participant changes their exclusion set regarding a meeting and it is prior to the Anti Reconvert period the Exclusive Scoring System is re initiated e FR17 The Anti Reconvert Period variable determines whether the meeting returns to the planning phase or keeps the meeting scheduled regardless This allows for a branching operation when dealing with the system If this branch is undesirable then the admin may simply set the Anti Reconvert period to zero e FR18 If the DMS branches into the Pending Participants option the meeting initiator is immediately notified of this change The meeting initiator then is given the option to remove the participant from the meeting or move the meeting back into the planning stage following the
57. s U17 NFR9 The meeting initiator does not receive a meeting invitation for the meeting they have created but does receive the U17 56 NFR10 As well notifications are sent based upon file templates The details of the notification are filled in dynamically U17 NFR11 Since the DMS is web based the system processes and negotiates all meetings centrally This eliminates the need to negotiate meeting details across different user s machines U18 NFR12 By enforcing an internet based application it ensures that updates to the system are notified to users immediately instead of when the data is synced from a user s computer U18 NFR13 The internal notification system will keep track of all meetings that the user has been invited to meetings U18 NFR14 The system will allow the creator to label attendees as monitors U19 NFR15 Monitors will have a timer to keep track of minutes and will be able to take attendance through a list of names with checkboxes U19 57 NFR16 The meeting interface for all attendees will include a list of members a text field to take notes and audio and video options for teleconferencing U19 NFR17 The system will allow the creator to choose if he or she wants to choose a specific location or allow attendees to propose a location U20 NFR18 T
58. should be kept minimal but a new round of negotiation may be required when no such room can be found Decision and Rational Important participants should be defined by the meeting creator and may be consulted through the automated email system to vote on an appropriate location Meeting rooms will have their own exclusion sets to ensure that a room cannot be booked for two meetings Participants will be able to attend meetings in a virtual space through an internet connection Attendees connecting virtually will be able to communicate through audio and video to other participants in the meeting Issue Description U9 The meeting initiator can be one of the participants or some representative Decision and Rational The initiator will be listed at the top of the attendee list and will by default be checked for attendance By removing the check from the attending box the initiator can remove themselves from the meeting s expected users 2 2 Issues With Functional Objectives 2 2 1 Issue Description U10 DMS shall assist users in monitoring meetings especially when they are held in a distributed manner How will the DMS assist in monitoring meetings Data regarding the meeting could be recorded on many levels and various methods could be implemented to ensure such This information could range from audio recordings of a teleconference housed through the DMS video recordings of a teleconference housed through the DMS
59. strong conflicts and will be reported to the meeting initiator as soon as they are determined by the DMS Three events could take place that would reduce a strong conflict meeting to a possible meeting the initiator extends the date range in the meeting edit menu the initiator removes one or more invited participants through the meeting edit menu or a participant withdraws from the meeting which removes their exclusion and preference sets initiating a conflict processing update in the DMS Decision and Rationale Both the Inclusive and Exclusive Scoring System should conjoin into the conflict processing and reporting The Exclusive Scoring System will remain the parent rule set for the DMS to plan meetings by omitting all excluded units of time for possible meeting times If a meeting cannot be scheduled due to a case of strong conflict the DMS will report the Inclusive Scoring System to the meeting initiator alongside of the Exclusive Scoring System This report will allow the initiator to see the most likely times for meeting success and provide the names of the participants who are excluded from these dates This information can allow the initiator to remove these invited participants if extending the date range is not desirable Once the DMS has scheduled the date and time of the meeting details regarding equipment and meeting location are to be determined by the meeting initiator based upon the preferences of important participants prov
60. t Meeting Invitation 33 The message format example of notifications that are viewed Calendar My Meetings Create Meeting Notifications MS Back to Inbox Test Junction 2 0 You have been invited to Test Junction 2 0 Please fill out any times that you cannot attend or would prefer to attend using the following date tool Times cannot attend StartDate Start Time am R to End Date End Time am r Times prefer to attend StartDate StartTime am E to End Date EndTime am B x Delete this Notification Calendar My Meetings Create Meeting Notifications GMS created by A Team Software User Settings Interface for changing the user s settings Calendar My Meetings Create Meeting Notifications d MS A Team s Settings J Last tog in was 10 19 2009 10 57a Change Email ATem Change Password old esses new esessee confirm eseese 0 Text Message Notification Text Notification Status on off Mobile Provider Verizon H Mobile Number A Verification code will be sent to your mobile device Send Verification Calendar My Meetings Create Meeting Notifications GMS created by A Team Software 34 Administrative Settings 35 Calendar My Meetings Create Meeting Notifications Administrative Settings Manage Users Name Jordan Savant Username mdSmadman gmail com Admin Authority Score Delete a 5 A Team Cr
61. t and the background becomes white signifying it as read Viewing a notification pulls up specific details regarding the notification type The notifications may contain simple information or may contain form elements that the user can fill out Notifications can be deleted from the user s inbox o When viewing a notification a link at the bottom will allow the user to delete this notification If clicked the notification is deleted and the user is redirected back to their inbox o When viewing the notification list the user may check any box next to each notification under the Delete column Once notifications are selected for deletion press the update button at the bottom of the inbox to delete all selected notifications My Meetings 38 To view all meetings in an agenda format press the My Meetings tab e Four lists are shown that signify the four types of meetings a user is associated with e The left half of the interface is specified for meetings that the user has been invited to by other users o The top list is the invited meetings that have not been scheduled o The bottom list is the invited meetings that have been scheduled and are ordered by their dates and times e The right half of the interface is specified for meetings that the user has created o The top list is the created meetings that are pending invitees responses o The bottom list is the created meetings that have been scheduled and are or
62. timer to track the duration of the meeting Nomadicity will be overcome by implementing the DMS system into a web based application The web based application allows the users to access it 13 2 3 2 2 3 3 from any internet connected location and such as home or offsite As well the system is based upon a remote server allowing all data to be centralized therefore eliminating the need to sync data Issue Description U16 Re planning of a meeting should be done as dynamically and with as much flexibility as possible When the system is re planning meetings it needs to retain flexibility in order to re plan based upon a variety of changes within the meeting s details Decision and Rationale The DMS will re plan meetings based upon three critical reasons One a user changes either their exclusion or preference sets This invokes the ESS scoring to determine if a better time is available Two the meeting initiator changes the meeting duration or date range If the initiator changes either of these two options the ESS is invoked and the meetings are reprocessed If the meeting duration is extended and other meetings fall upon this extended time then those times are excluded as options Three if a user is removed or withdraws from a meeting then the ESS is invoked to determine if a better time is available since a layer of exclusion set has been removed The DMS will flexibly re plan meetings based upon the above changes to a
63. tive user s created and invited meetings Calendar My Meetings Create Meeting Notifications 00000000 October 2009 Calendar My Meetings Create Meeting Notifications OMS created by A Team Software 29 My Meetings Provides and agenda formatted list of the user s meetings Calendar My Meetings Create Meeting Notifications Invited Meetings Pending None Invited Meetings Scheduled Created Meetings Pending None Created Meetings Scheduled dMS Create Meeting Calendar My Meetings Create Meeting Notifications MS created by A Team Interface for creating a meeting and inviting participants Calendar My Meetings Create Meeting Notifications Meeting Title Meeting Location Meeting Room 1 4 Meeting Importance Executive Meeting 15 Date Range and Excluded Times Select the Meeting Date Range p October 2009 November 2009 M TWT FS 27 28 29 30 T2 3 s E7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 pa 21 22 23 24 22 23 24 25 26 27 28 25 26 27 28 29 30 31 29 30 ME ek ee TOA 6 7 9 10 11 12 to Invitations Invite Name B Yourself A Team B Jordan Savant Save A Team Settings Admin Log Out Are there any excluded times Start Date Start Time am PEJtO End Date EndTime am What is the meeting duration eg 1 25 or 1 15 1 00 Monitor Important B B B B dMS Score Equipm
64. to the others If the Personal Rescheduling option was implemented there is a very strong likelinood that an event where the two initiators could not communicate and resolve the meetings importance This also removes responsibility from the DMS and returns the problem solving to the user undermining the purpose of the DMS The primary issue with the DMS Ignore Meetings option is that the initiator solely judges the importance of a meeting If a C E O plans a meeting and it is scheduled using the DMS and then an IT Technician plans a meeting commanding the DMS to ignore the other meetings the executive meeting may be moved and a less important meeting overall would have taken precedence over the more important one 12 2 2 5 2 3 2 3 1 The Meeting Hierarchy option not only requires the DMS to handle the scheduling issues of the Personal Rescheduling option it avoids the personal preference issues regarding the DMS Ignore Meetings option By having a hierarchy list managed by the DMS administrators meetings have a set role to fall under in regards to their importance By limiting the privileges of certain user types some hierarchy options could be disallowed while planning meetings and reserved for initiators with more important status Issue Description U14 The DMS must assist users in managing all the interactions among participants required during the organization of the meeting The requirement is unreasonably ambiguous i
65. uld follow the same logic as the Inclusive Scoring System option but adjust the conflict processing of the DMS Upon each arrival of exclusion set and preference set the DMS looks through all units of time constrained to the date range given by the initiator If the unit located contains one or more exclusions from participants the DMS disregards this unit as a possible meeting date Each unit with a preference from a participant will receive a 1 score The preferred scoring increment will be multiplied by the importance score of a participant if the initiator has specified it The scores for each unit are sorted and provided to the initiator upon each update from the DMS Upon exclusion set updates from participants the DMS will query all scheduled meetings during the date range provided If the participant is 2 2 3 scheduled for one or more meetings during the date range the meeting times will be added to the participants exclusion set Once all participants have provided their exclusion and preference sets the DMS will set the date for the unit of time with the highest score If more than one unit has the highest score the earliest unit will be selected Location of the meeting will be listed as TBD until the initiator lists the location under the meeting edit menu Under the Exclusive Scoring System there is a possibility of all dates within the date range being excluded from the conflict processing These meetings are flagged as

DMS System Requirements Specification

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