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					        Imaginative Design Solutions




Distributed Meeting Scheduler - eMeet
                               Vision

                          Version <1.0>
Distributed Meeting Scheduler - eMeet                                         Version:      1.0
Vision                                                                        Date: 11/11/2009
DMS-VIS-112009 v1.0


                                     Revision History
            Date           Version                        Description                         Author
11/11/2009               1.0            Initial Version                               eMeet Design Team
10/27/2009                              Met to split up work for Interim Project 2    All Members Attended
11/6/2009                               Met to compile the document                   All Members Attended




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Confidential                    Imaginative Design Solutions, 2012                                       Page 2
Distributed Meeting Scheduler - eMeet                                       Version:      1.0
Vision                                                                      Date: 11/11/2009
DMS-VIS-112009 v1.0


Table of Contents
1.   Introduction                                                                                 5
     1.1       Purpose                                                                            5
     1.2       Scope                                                                              5
     1.3       Definitions, Acronyms, and Abbreviations                                           5
     1.4       References                                                                         5
     1.5       Overview                                                                           5

2.   Positioning                                                                                  5
     2.1       Business Opportunity                                                               5
     2.2       Problem Statement                                                                  6
     2.3       Product Position Statement                                                         6

3.   Stakeholder and User Descriptions                                                            6
     3.1   Market Demographics                                                                    6
     3.2   Stakeholder Summary                                                                    6
     3.3   User Summary                                                                           7
     3.4   User Environment                                                                       7
     3.5   Stakeholder Profiles                                                                   7
         3.5.1 Initiator                                                                          7
     3.6   User Profiles                                                                          7
         3.6.1 Registered User                                                                    7
         3.6.2 Un-Registered User                                                                 8
     3.7   Key Stakeholder or User Needs                                                          8
     3.8   Alternatives and Competition                                                           8
         3.8.1 TimeBridge                                                                         8
         3.8.2 PeopleCube                                                                         8
         3.8.3 OfficeTracker                                                                      8

4.   Product Overview                                                                             8
     4.1       Product Perspective                                                                8
     4.2       Summary of Capabilities                                                            9
     4.3       Assumptions and Dependencies                                                       9
     4.4       Cost and Pricing                                                                   9
     4.5       Licensing and Installation                                                         9

5.   Product Features                                                                             9
     5.1       Monitoring                                                                       9-10
     5.2       Automatic-Planning                                                                 10
     5.3       Rescheduling                                                                       10
     5.4       Restrictions                                                                       10
     5.5       Communication                                                                      10
     5.6       Concurrency                                                                        10
     5.7       Debug Mode                                                                         10
     5.8       Meeting Email Reminders                                                            10
     5.9       Meeting SMS Reminders                                                              10
     5.10      Invitation Acceptance Notifications                                                10
     5.11      Snooze Options for Reminders                                                       10



Confidential                          Imaginative Design Solutions, 2012                       Page 3
Distributed Meeting Scheduler - eMeet                                      Version:      1.0
Vision                                                                     Date: 11/11/2009
DMS-VIS-112009 v1.0

6.    Constraints                                                                                10

7.    Quality Ranges                                                                             11

8.    Precedence and Priority                                                                    11

9.    Other Product Requirements                                                                 11
      9.1      Applicable Standards                                                               11
      9.2      System Requirements                                                                11
      9.3      Performance Requirements                                                           11
      9.4      Environmental Requirements                                                         11
             9.4.1 Workstation                                                                    11
             9.4.2 Server                                                                      11-12

10.          Documentation Requirements                                                          12
      10.1      User Manual                                                                      12
      10.2      Online Help                                                                      12
      10.3      Installation Guides, Configuration, and Read Me File                             12
      10.4      Labeling and Packaging                                                           12




Confidential                         Imaginative Design Solutions, 2012                        Page 4
Distributed Meeting Scheduler - eMeet                                            Version:      1.0
Vision                                                                           Date: 11/11/2009
DMS-VIS-112009 v1.0


                                                   Vision
1.      Introduction
1.1     Purpose
        The purpose of this document is to describe the overall plan or ‘vision’ for our eMeet meeting scheduling
        system. It is intended to represent our anticipated solution in the form of high-level requirements and
        design constraints. This document should provide the reader with an overview of the system to be
        developed and should be the gauge against which all future decisions should be validated.

1.2     Scope
        This document only covers information associated with the eMeet meeting scheduling system, version 1.0.
        The eMeet system is not dependent on any other, nor is any other system being developed dependent on it,
        it is a completely detached from all other software being developed. Thus, no other projects should be
        affected or influenced by this document.

1.3     Definitions, Acronyms, and Abbreviations
        DMS - Distributed Meeting Scheduler
        Meeting - A calendar date & time pair
        Initiator - The user organizing the meeting
        Participant - Any person attending the meeting
        Exclusion Set - A set of dates and time ranges during which a participant can not attend a meeting
        Preference Set - A set of of date and time ranges during which the participant would prefer to attend a
        meeting
        Date Range - An interval prescribed by the initiator during which the meeting can occur
        Strong Date Conflict - A conflict is strong when no date can be found within the date range and outside all
        exclusion sets
        Weak Date conflict - A conflict is weak when dates can be found within the date range and outside all
        exclusion sets
1.4     References
        PP-WRS-12009 Project Plan / WRS Evolution. The most recent version of the document can be
        downloaded from http://www.utdallas.edu/~vjl053000

1.5     Overview
        Sections 2 and 3 begin this document begins with information devoted to product positioning and
        stakeholders. Business opportunities that exist for our solution are discussed along with and market
        demographics and stakeholder profiles. Sections 4 and 5 discuss our envisioned eMeet system including
        capabilities, assumptions and a list of features. The remainder of the document covers further details such
        as the constraints on our system, requiremnent, as well as what expected documentation should be
        produced (User Manuals, etc.).

2.      Positioning
2.1     Business Opportunity
        The business opportunity being met by this project is the opportunity to create a meeting scheduling system
        that automates the selection of a meeting time and location based on maximum attendance.




Confidential                        Imaginative Design Solutions, 2012                                         Page 5
Distributed Meeting Scheduler - eMeet                                              Version:      1.0
Vision                                                                             Date: 11/11/2009
DMS-VIS-112009 v1.0

2.2     Problem Statement
           The problem of                         Creating a meeting that everyone can attend
           affects                                All employees of a work environment
           the impact of which is                 Reducing productivity and causes information to have to be
                                                  relayed to all of those who could not attend
           a successful solution would be         An automated system that can suggest a meeting time and
                                                  place based on all attendees calendars and locations.

2.3     Product Position Statement
           For                                  Large companies that host a large number of meetings
           Who                                  Have problems with finding meeting locations with proper
                                                equipment and have low attendance
           The eMeet product                    Is a meeting scheduler system
           That                                 Automates the meeting scheduling and optimizes meeting
                                                location and time in order to allow for maximum attendance
           Unlike                               Outlook meetings which can only be given a time and location
           Our product                          Will provide the optimum location and time to fit the meeting’s
                                                needs

3.      Stakeholder and User Descriptions
3.1     Market Demographics
          The EMeet Distributed Meeting Scheduling System is designed for individual as well as
corporate use. It can schedule a personal one on one meeting at a public location, manage meeting
facilities for large scale corporate meetings, and hold virtual conferences online. This requirement creates
a very large target audience, anyone who needs to schedule and hold meetings in a distributed manner.

       The rising costs of travel and need for a global business market provide a large and rapidly growing market.
Many midsize companies, with 50-100 employees, spend upwards of $6,000 per year on scheduling software.


3.2     Stakeholder Summary
          Name                      Description                      Responsibilities
          Initiator                 A user that is creating a        Add attendees, desired location, time, and
                                    meeting.                         equipment.
          Participant               A user that is invited to a      Reply with availability and additional needs.
                                    meeting




Confidential                          Imaginative Design Solutions, 2012                                            Page 6
Distributed Meeting Scheduler - eMeet                                              Version:      1.0
Vision                                                                             Date: 11/11/2009
DMS-VIS-112009 v1.0



3.3      User Summary
          Name               Description                        Responsibilities                                Stakeholder

          Registered User    A user who is under a license      - Initiate meetings                             customer
                             of EMeet.                          - Attend meetings


          Unregistered       Someone outside an                 - Reply to and attend meetings                  customer
          User               installation who is invited to a
                             meeting



3.4      User Environment
         An EMeet system can be scheduled by an Initiator and the responses of the participants. The amount of
time needed to initiate and respond to an invitation will be minimized, if possible, by the system. Any conflicts may
require additional input by the users. Our system can be run any web-enabled browser-based device.

       The EMeet DMS has the ability to interface with Microsoft Outlook to provide additional functionality. This
is, however, an additional component and is not required.

3.5      Stakeholder Profiles

3.5.1    Initiator
         Representative          Can be any user.
         Description             A user who creates and submits a meeting.
         Type                    Business or casual user
         Responsibilities        Create and manage meeting initiations.
         Success Criteria        A meeting is successfully scheduled.
         Involvement             The initiator will use the system directly
         Deliverables            n/a
         Comments / Issues       n/a


3.6      User Profiles

3.6.1    Registered User
         Representative          Can be any user.
         Description             A user who logs in to the system under an account
         Type                    Business or Casual User
         Responsibilities        To initiate or participate in meetings.
         Success Criteria        They can initiate and participate in meetings.
         Involvement             They use the system directly.
         Deliverables            n/a
         Comments / Issues       n/a




Confidential                         Imaginative Design Solutions, 2012                                         Page 7
Distributed Meeting Scheduler - eMeet                                          Version:      1.0
Vision                                                                         Date: 11/11/2009
DMS-VIS-112009 v1.0

3.6.2   Un-Registered User
         Representative         A person outside the system.
         Description            Someone who does not have an account.
         Type                   Business or Casual User
         Responsibilities       To participate in meetings
         Success Criteria       They can be added to, and join meetings.
         Involvement            They use the system indirectly via email.
         Deliverables           n/a
         Comments / Issues      n/a


3.7     Key Stakeholder or User Needs
Need                              Priority    Concerns        Current Solution      Proposed Solutions
Concurrent Meetings               2                           n/a                     A user isn’t required to
                                                                                      attend an entire meeting.
Convenient Locations              1           Define          n/a
                                              Convenient
Outlook features                  3           Which           n/a
                                              features?


3.8     Alternatives and Competition

3.8.1   TimeBridge
        An email based meeting scheduling system. It allows scheduling with nonregistered users. It does not
manage resources or provide integration with other software packages.
3.8.2   PeopleCube
        A desktop meeting and room scheduling software solution. It seems to be primarily for the corporate
environment and requires that all meeting participants be registered with the system.
3.8.3     OfficeTracker
          A software package for scheduling meetings, resource management, and time tracking. Each task requires
the user to open a different application which could be time consuming.
4.      Product Overview
4.1      Product Perspective
         The DMS is an intelligent web-based application for scheduling meetings. NanoSoft, Inc. has provided our
company with an initial incomplete set of functional and non-functional requirements which formed the basis for
DMS. DMS uses an ASP.NET / AJAX web server to link to an SQL database to store any necessary data for our
clients.




Confidential                          Imaginative Design Solutions, 2012                                      Page 8
Distributed Meeting Scheduler - eMeet                                            Version:      1.0
Vision                                                                           Date: 11/11/2009
DMS-VIS-112009 v1.0

4.2      Summary of Capabilities
                                              Table 4-1 Customer Support System
               Customer Benefit                        Supporting Features
               DMS optimizes an organizations          The DMS schedules meetings via
               schedule                                preferences sets which attempt to satisfy all
                                                       attendees.
               Flexible and user friendly              Our web implementation allows you to
               environment                             login from any machine with internet
                                                       capability.
               Meeting confirmation is simple and      The DMS sends notifications to your email
               easy                                    and meetings could be read and confirmed
                                                       from any internet access point.
               Ability to monitor meetings             The DMS can record audio (meeting
               automatically                           minutes) and allow the initiator to list
                                                       attendees
               Physical and Virtual locations          The DMS allows physical or virtual
                                                       locations to be specified
               Low amount of required interaction      No notifications are sent by DMS that are
                                                       not specified by a meeting initiator
               Low overhead                            Automating meeting times according to
                                                       attendees preference set reduces initiator
                                                       overhead.
               Public and Private license available    Licenses will be available to private
                                                       organizations which will provide a higher
                                                       level of customization.
               Fast and Responsive
4.3      Assumptions and Dependencies
The DMS has certain limitations based on natural dependencies:
             In order for DMS to optimize an organization the system must be put to suitable use, and requires
              potential attendees to be responsible with email notifications sent from an initiator.
             Obviously the DMS is dependent upon the internet (or private network) to function
             Physical locations and room conflicts are dependent upon initiators ability to use some type of naming
              convention for specifying a the location. (ie ECS room 2.341 and ECSS2341 may not be read as the
              same location within DMS and thus any room conflicts will not be evident.)
             Overhead is a relative term based upon the overhead prior to DMS’s installation.
How fast and responsive the system is directly dependent on the networking speeds provided by the networking
solution or ISP and the hardware and software environment that the DMS will be active on.
4.4      Cost and Pricing
         Private license cost is determined on a case-by-case bases depending on the size of company, amount of
support, and the range of modifications necessary to meet their needs.
4.5      Licensing and Installation
         DMS will be both publicly and privately licensed. Public service for will be allowed via a registration
process that will allow the service to be used in an informal group. DMS will be privately licensed to individual
companies who pay for its formal service and support.
5.       Product Features
5.1      Monitoring
         System will able to monitor meetings, meetings can be held physically or virtually and they should be able


Confidential                         Imaginative Design Solutions, 2012                                            Page 9
Distributed Meeting Scheduler - eMeet                                              Version:      1.0
Vision                                                                             Date: 11/11/2009
DMS-VIS-112009 v1.0

to keep track of them.
5.2      Automatic-Planning
         System has the ability to take into count all the constraints expressed by the participants, based on the
algorithm used it should be able to propose the best solution possible to the given conflict.
5.3      Rescheduling
         If for some reason, the meeting needs to be rescheduled system will be able take into count the new
constraints which are provided and then come up with a new set of suggestions for the meeting.
5.4      Restrictions
         System can enforce a bound on re-planning and should be able support the conflict resolution according to
resolution policies stated by the client.
5.5   Communication
      It's normal for participants to communicate during the planning phase for any meeting; our system will be
accommodating all the users with such needs.
5.6       Concurrency
          Our system should be able to monitor meetings concurrently, if there is more than one meeting taking
place. System has the built in functionality to handle more than one meeting at a time, and provide the same level of
service to every meeting which is taking place at that time.
5.7      Debug Mode
         System will have an external debug mode, admits can easily go in that mode to modify or investigate a
reported bug.
5.8      Meeting Email Reminders
         Meeting email reminders are issued before the actual meeting time as reminder notice to all the attending
participants.
5.9      Meeting SMS Reminders
         Meeting SMS reminders are issued before the actual meeting time as reminder notice to all the attending
participants based on the information they provided during sign up.
5.10     Invitation acceptance notification
         Whenever the host plans out a meeting a notice goes out to all the participants. Based on their decision to
attend or not to attend the meeting, an email goes out to the host letting him know about their decision.
5.11       Snooze option for reminders
           A small reminder popup windows shows up at a given interval before the meeting, it can be put to snooze
so that it can later re appear reminding them about the meeting.


6.       Constraints
          Our system can approximate the privacy and security concerns of users as specified by them. The
distributed nature of our system allows for enhanced throughput through concurrent cooperation on multiple
meetings, and better tolerance.

        A number of the typical constraints that can be handled include scheduling a meeting before or after
another meeting, scheduling for a short period if it is not fulfilling all the given options, schedule repeating events,
etc

        When a meeting needs to be scheduled, the host tries to find some time intervals in its
schedule that go well with the constraints of date and time. If it cannot place any interval, it fails and the meeting is


Confidential                         Imaginative Design Solutions, 2012                                             Page 10
Distributed Meeting Scheduler - eMeet                                              Version:      1.0
Vision                                                                             Date: 11/11/2009
DMS-VIS-112009 v1.0

neglected.
7.         Quality Ranges
        Our main goal is to create the maximum feasible quality of our system. We arrange every possible option to
make our project meeting industry standards. In order to build up our standing in the industry. Team leader is in
charge for organizing meetings for the relevant deliverables, assuring that the deliverables maintain the quality
assurance, and project must be delivered in time.
8.         Precedence and Priority
         In our project we give the users’ main requirement as our first priority. The preferences and priorities of the
user, which are used as soft constraints, help us to develop the system according to their needs. We intend to develop
a language by which users can specify their preferences for different types of meetings depending on the goals of
meetings. We always give priority to update the requirement of our users to provide accommodation.
9.         Other Product Requirements
9.1        Applicable Standards
      1.   Needs to be able to run on Windows operating systems
      2.   Needs to adhere to TCP/IP standards
      3.   Needs to adhere to VOIP standards
9.2        System Requirements
      1.   Windows XP with Service Pack 2
      2.   512 MgB of Ram
      3.   Needs IE 7 or higher
      4.   Java JDE (java runtime environment)
9.3        Performance Requirements
      1.   At least 512 k/sec bandwidth
      2.   Maximum satisfactory response time
      3.   Notification of maintenance time
      4.   Size and timing of maximum throughput periods
      5.   Specify the number of users at the same time
9.4        Environmental Requirements
      1.   Must be able to have 100+ users on the site at one time

9.4.1   Workstation
Equipment                             Minimum Requirements
Processor                             Pentium® 4 or higher Intel®
Speed                                 2.4 GHz or higher
Operating System                      Windows® XP Professional Service Pack 2, or Windows Vista® Business, Pack
                                      2, or Windows Vista Business, Enterprise or Ultimate editions
Memory                                2 GB RAM
Free hard disk space                  5 GB
Video/monitor                         SVGA 1024 x 768
Connectivity                          100 Mbps wired TCP/IP Ethernet
Internet access                       Cable/DSL
Internet browser                      Internet Explorer® 6.x

9.4.2   Server
Equipment                             Minimum Requirements
Processor                             Intel® Xeon® Duo-Core
Speed                                 2.4 GHz or higher per CPU
Memory                                3 GB RAM

Confidential                          Imaginative Design Solutions, 2012                                         Page 11
Distributed Meeting Scheduler - eMeet                                              Version:      1.0
Vision                                                                             Date: 11/11/2009
DMS-VIS-112009 v1.0

Free hard disk space                10 GB
Network Interface                   100-Mbps connection
Network throughput                  100Base-T or faster from server to hub
Hubs                                100Base switched or autosense
Daily backup system                 Required
Operating system                    Windows Server® 2003 Standard edition
Database                             SQL Server® 2005, including the Express Edition, or MS SQL Server 2000


10.      Documentation Requirements
          For deployment purposes, the deliverables for E-Meeting scheduler system consist of User Manual, Online
help, Installation Guides, Configuration, Read Me File, Labeling and Packaging. These documentations serve as a
foundation to support both user and developer to a successful application deployment.
10.1      User Manual
          The user manual will serves as a guide for basic information about the operations of the E-Meeting system.
It contents will includes an introduction and overview of E-Meeting system, general instructions, troubleshooting,
tutorial, glossary of terms and index. Introduction and overview will contain the information about the purpose of
the system and how it will resolves or contributes to the customer need. Overview of systems features and general
instruction to perform or execute certain feature of the system will be provided. Using general instruction, users
should able to perform the main systems task without consulting to an outside party to get answers to questions.
Trouble shooting will be provided to help the user trouble shoot common problems. In addition to all textual
instructions, a 30 minutes video tutorial of the system will be provided through (PUT OUR WEBSITE HERE). The
glossary and index will be provided for easy defined and located terms or subjects of E-Meeting system. The user
manual file will be required an Acrobat Reader to display and print in form of 8x11 papers.
10.2    Online Help
        In addition to physical user manual, an online help system will be develop to support the E-Meeting users.
Online help system will provides users with easy access to the E-Meeting information, when they need.
10.3      Installation Guides, Configuration, and Read Me File
          Installation guides provides step by step instruction on how to install E-Meeting scheduler. Instruction will
be provided in form of visual and textual description in the installation process. If system configuration is required,
then visual and textual description of the steps will also be provided. Read Me File will contain product name and
version number, company name, new and special in this release, hardware and software requirements, installation
instructions, getting started tips, and documentation, important known problems, version history, contact
information, date or copyright date, and other legal information.
10.4     Labeling and Packaging
         Copyright agreement and patent notices will be incorporated into the installation process. Ownership of the
E-Meeting scheduler systems should be able to incorporate their corporate logos into the E-Meeting interface. When
the application first loads up, a splash screen will pop up with the corporate logo and all of the copyright
information.




Confidential                         Imaginative Design Solutions, 2012                                          Page 12
Distributed Meeting Scheduler - eMeet                                          Version:      1.0
Vision                                                                         Date: 11/11/2009
DMS-VIS-112009 v1.0

Deliverable Comparison
         Based on observation from other team presentations, we believe our solution to be the best. Our team
created the most flexible system by not having it specifically designed for one company. Instead the system is open
to be used by any company or individual. Additionally, our team put together an interactive mockup GUI while most
other teams either had a non functioning mockup or none at all. Or mockup was also deployed over the web to
capture the web-based system requirement. The interactive mockup would help our customer have better
understanding about the system to be built. Additional features which separate our system is our unique method for
attempting to take precedence over existing meetings, our meeting monitor feature and our thorough notification
system to keep participants informed.




Confidential                        Imaginative Design Solutions, 2012                                      Page 13

				
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