WEB BASED MEETING SCHEDULER SYSTEM

Project Phase 2

CS 6361 – ADVANCED REQUIREMENTS ENGINEERING, SPRING 2010

UNIVERSITY OF TEXAS AT DALLAS

Vision Document
Version 2.0

T EAM–“CALL OF DUT Y”

Anuj Gupta ([email protected])....................Team Lead for final report 1.2

Hariharan Rajagopalan ([email protected])
Kawaljit Grover ([email protected])
Kerem kulak ([email protected])
Neha Priyadarshini ([email protected])....................Team Lead for interim phase 1.1
Priya Priya ([email protected]).....................Team Lead for interim phase 2.1
Satwant Singh ([email protected])....................Team Lead for final report 2.2
Sujatha Sridhar ([email protected])

Team Website URL: http://callofdutyutdallas.web.officelive.com/default.aspx

SUBMITTED TO:

DR. LAWRENCE CHUNG

ASSOCIATE PROFESSOR,
DEPARTMENT OF COMPUTER SCIENCE,
THE UNIVERSITY OF TEXAS AT DALLAS
 Revision History

Author Date Description Version

Neha 04/04/2010 Vision Document 1.0

Neha 04/23/2010 Updated Sections 6,7,8 ,9 2.0

 Table of Contents

1 Introduction .................................................................................................................................... 6

1.1 Overview .................................................................................................................................... 6

1.2 Purpose ...................................................................................................................................... 6

1.3 Scope .......................................................................................................................................... 6

1.4 Definitions, Acronyms, and Abbreviations ................................................................................... 6

1.5 References .................................................................................................................................. 8

2 Positioning....................................................................................................................................... 8

2.1 Business Opportunity .................................................................................................................. 8

2.2 Problem Statement ..................................................................................................................... 8

2.3 Product Position Statement ........................................................................................................ 9

3 Stakeholder and User Descriptions .................................................................................................. 9

3.1 Market Demographics................................................................................................................. 9

3.2 Stakeholder Summary ............................................................................................................... 10

3.3 User Summary .......................................................................................................................... 10

3.4 User Environment ..................................................................................................................... 11

3.5 Stakeholder Profiles .................................................................................................................. 11

3.5.1 User .......................................................................................................................................... 11

3.5.2 Administrator ........................................................................................................................... 11

3.5.3 Omnisoft Inc ............................................................................................................................. 12

3.5.4 Customer .................................................................................................................................. 13

3.5.5 Requirement Engineer .............................................................................................................. 13

3.5.6 Developer ................................................................................................................................. 14

3.5.7 Tester ....................................................................................................................................... 15

3.5.8 Maintenance............................................................................................................................. 15

3.6 User Profiles ............................................................................................................................. 16

3.6.1 End User ................................................................................................................................... 16

3.6.2 Administrator ........................................................................................................................... 17

3.7 Key Stakeholder or User Needs ................................................................................................. 17

3.8 Alternatives and Competition ................................................................................................... 18

4 Product Overview .......................................................................................................................... 19

4.1 Product Perspective .................................................................................................................. 19

4.2 Summary of Capabilities ........................................................................................................... 19

4.3 Assumptions and Dependencies................................................................................................ 20

4.4 Licensing and Installation .......................................................................................................... 20

5 Product Features ........................................................................................................................... 21

5.1 Business Use case diagram:....................................................................................................... 21

5.2 Business Use case description ................................................................................................... 21

5.3 Feature description ................................................................................................................... 25

6 Constraints .................................................................................................................................... 26

6.1 Usability.................................................................................................................................... 26

6.2 Responsiveness......................................................................................................................... 26

6.3 Security..................................................................................................................................... 27

6.4 Capacity .................................................................................................................................... 27

6.5 Reusability ................................................................................................................................ 27

6.6 Miscellaneous ........................................................................................................................... 28

7 Quality Ranges............................................................................................................................... 28

8 Precedence and Priority ................................................................................................................. 28

9 Other Product Requirements ......................................................................................................... 28

9.1 Applicable Standards ................................................................................................................ 28

9.2 System Requirements ............................................................................................................... 28

9.3 Performance Requirements ...................................................................................................... 28

9.4 Environmental Requirements.................................................................................................... 28

10. Documentation Requirements ......................................................................................................... 29

9.5 User Manual ............................................................................................................................. 29

9.6 Online Help ............................................................................................................................... 29

10.3 Installation Guides, Configuration, and Read Me File ..................................................................... 29

1 Introduction

1.1 Overview

A Vision Document is a software process document that describes the overall 'vision', or plan, for a
particular piece of software. The Vision provides a high-level, sometimes contractual, basis for the more
detailed technical requirements. It captures the "essence" of the envisaged solution in the form of high-
level requirements and design constraints that give the reader an overview of the system to be developed
from a behavioral requirements perspective. It defines the stakeholder’s view of the product to be
developed, specified in terms of the stakeholder’s key needs and features. Containing an outline of the
envisioned core requirements, it provides the contractual basis for the more detailed technical
requirements. It is much shorter and more general than a product requirements document or a marketing
requirements document, which outline the specific product plan and marketing plan respectively. It
provides input to the project-approval process and is, therefore, closely related to the Business case. It
communicates the fundamental "why and what" for the project and is a gauge against which all future
decisions should be validated.

1.2 Purpose

The purpose of this document is to analyze, define the features, and defines the high level needs of the
web based meeting scheduler. It is focused on the needs, and capabilities of those who use the
application (stakeholders and the target users). The details on how the application fulfills the needs of the
users are outlined in use-case and supplementary specifications.

1.3 Scope

This Vision Document applies to the WMS, which will be developed by the Call of duty development
team. This document has been written to describe what the Web based Meeting Scheduler is and the
process to its creation. This application is a solution for scheduling meetings. It will be able to take in user
input, such as their preferences for the meeting, and help solve any conflict that might arise. It allows the
individuals or the organizations: to easily, efficiently, and precisely schedule meetings in accordance with
practical limitations of virtual and real-world meetings. The domain of the application is the company or
place of implementation where the place has multiple meeting areas, both formally defined by the users,
and importance values for users and meeting types. The system will be mainly used for scheduling
meetings by taking the initiator’s set as well as participants’ preference set of dates as input and use them
to generate a list of date /time on which most of the participants agree to attend the meeting. The system
will be developed as a web based application as it has to cater the needs of distributed clients.

1.4 Definitions, Acronyms, and Abbreviations

Terms Our Understanding

WMS Web based Meeting Scheduler
Administrator Admin is a privileged user who is responsible for managing user accounts and
managing resources (ex. adding or removing users, rooms, equipment, etc).
User A user is a person who directly interacts with the system. A user can have different roles
with respect to the system (e.g. administrator, mediator, regular user) and meeting
events (e.g. initiator, attendee, active participant, or important participant).

Attendee a user, who receives a meeting invite, and is responsible for either accepting or
declining the invite. In the case the invite is accepted, the attendee is the attendee is
required to provide an exclusion and preference set. An attendee can be further
classified as important and an active attendee
Meeting Initiator A participant of some representative in-charge of meeting initiation
A meeting request sent by an initiator or representative to the potential attendees, which
includes meeting topic, date range and requires attendees to respond with their
preferences regarding date. For active participants the invite will require the attendee to
provide equipment requirements. For important participants the invite will require the
invite attendee to provide location preferences.
The tasks required in order to schedule a meeting. These usually involve the following
Meeting scheduling tasks: planning the meeting, sending the invites, monitoring the responses, resolving
activities conflicts, and confirming the final arrangements.
The ability to move from one location to another and start communications from any
Nomadcity location.
Time interval specified by the initiator in which the meeting should take place, this also
Date range serves as the boundaries for the exclusion and preference sets.
Date set a pair of input values, including calendar date and time period.
a period of time with defined limits. For the purposes of the system, limits are defined in
Time interval 15 minutes increments (e.g. 8:15 am, 8:30 am, 8:45 am & 9:00am)
Preference set A set of dates on which the participants would prefer the meeting
Exclusion set A set of dates on which the participants cannot attend the meeting
Plays active role in the meetings. May be required by the meeting initiator to provide
special equipment requirements in the meeting locations. This term is used
Active Participant interchangeably as participant.
Any type of resource (e.g. projector, microphone, etc) that can be used in a meeting or
event. They are further classified as movable or fixed. Movable equipment refers to
equipment that can be transported from one location to another without requiring
technician (hardware technician, electrician, handyman, etc) intervention. Fixed
equipment refers to equipment that is assigned to a location (overhead projector,
podium microphone, etc) wherein moving it to another location involves an installation
Equipment that requires technician intervention.
Plays an important role in meetings. May be required by the meeting initiator to state
Important Participant preferences about the meeting location.
An invitation to the meeting including meeting topic, date range and duration that is sent
Meeting Proposal to a list of potential participants
Date Conflict A conflict when scheduling a meeting where no common date could be found
This occurs when dates can be found within the date range and outside all exclusion
Weak conflict sets, but no date can be found which coincides with all preference sets.
This occurs when dates can be found within the date range and outside all exclusion
Strong conflict sets, but no date can be found which coincides with all preference sets.
Location conflict This occurs when the available locations do not coincide with the preferred locations.
 Concurrency The ability to handle more than one meeting requests at same time.
A meeting for which a meeting place which corresponds to a non–physical location
Virtual meeting where the meeting could take place (e.g. teleconferencing).
UML Unified Modeling Language
Virtual Meeting A meeting held simultaneously at multiple remote locations e.g.: Teleconferencing

1.5 References
Some part of this document refers to the following document:

http://www.utdallas.edu/~chung/SAMPLE/ex_vision.htm

https://www.utdallas.edu/~chung/RE/vision-doc-UTDCS-17-04.pdf

2 Positioning

2.1 Business Opportunity

A facility for scheduling meetings can be used in many applications such as scheduling courses and
flights, room assignments at hospitals and hotels, scheduling national and international meetings,
logistics, job scheduling in production systems, as well as command and control systems. The particular
type of systems this project is intended for is supporting people to schedule their meetings. Current
procedure for meeting scheduling involves numerous interactions among meeting attendees and incurring
higher cost in terms of time and effort. The availability of an efficient system to organize meeting stands
as concrete proposition in context to current market sphere. The system may allow a patron to organize a
meeting with additional functionality to talk terms over participant expectations for resources and location
flexibility. As a whole, the system offers efficient scheduling of a meeting. Web based Meeting Scheduler
is aimed towards organizations with frequent meeting scheduling, organization, and administration needs.
The WMS will facilitate meeting management for both traditional and distributed meeting styles to meet
the needs of modern work environments.

2.2 Problem Statement

The problem of Complexity in meeting organizing, not efficient process

Affects Any organization or an individual who needs to organize meetings.

the impact of which is 3 All participants are not easily reached.
4 Date and location conflicts and difficult to resolve.
5 Re-scheduling and/or cancellations require additional effort.
6 Scheduling of large meetings is very difficult and time consuming and
may require numerous calls to every person.
7 Delay and ultimately improper resource utilization
8 Entities spend a significant amount of time and resources organizing
meetings
9 Too many negotiations
10 The effects of all the factors above are amplified as the number of
 participants’ increases.
a successful solution would be An accessible, cost-effective meeting scheduler that can be
used to initiate and schedule meetings. It will contact and collect participant
availability data. Aid the user to decide on the meeting arrangement by
ranking alternatives based user configurable criteria The product would also
address issues related to conflict in dates
and provide an efficient method to solve any such problems It will allow for re-
planning and support interactions for negotiation activities.

2.3 Product Position Statement

For Organizations or an individual

need to schedule meetings efficiently and with minimal interaction and
Who conflicts and satisfy there goals.
Meeting Scheduler
System(WMS) is a web-based software system
Has the following features:
 Online – so easy to send and receive meeting requests, is a web-based
system and provides maximum accessibility.
 Provides mechanism for resolution of conflicts.
 Has a feature of scheduling virtual meetings
 Has a feature of allowing the important and an active participants to
That attend the partial meetings
Other meeting schedulers in the market which do not provide
Unlike conflict resolution and are not web-based.

Caters to the market which needs a distributed application and provides

security features needed by such a system. It is suitable for both large and
small organizations because it addresses features ranging from cost-
Our product effectiveness to scalability

3 Stakeholder and User Descriptions

3.1 Market Demographics

The target market includes organizations with members or subdivision distributed across several
geographic locations. The users are expected to be familiar with basic computers usage tasks. It is
looking to enter this new market with the WDS. Scheduling meetings between groups of people can often
be difficult. Everyone is often operating on different schedules and finding free time can be a tough task.
Back-and-forth phone calls or e-mails among desired participants can be confusing and stressful to
meeting organizers. Our project aims to relieve this stress, by providing a system that will keep track of
users’ schedules and create meetings when people are available, we aim to not only reduce the stress
level involved in organizing meetings but also let our customers spend more time on important and
constructive tasks rather than spending on organizing meetings.
3.2 Stakeholder Summary

Name Description Responsibilities

Omni Soft Inc This stakeholder that Ensures that the consulting firm provides such a facility
contracted a requirements which would outperform any other software vendors that
engineer of a consulting is currently available in the highly competitive market.
firm to refine the scheduling Ensure that the consulting firm will come up with
meeting system detailed requirements description that captures
requirements. customers’ real needs and wants as precisely, concisely
and conceptually as possible
Requirement This is a stakeholder that Collects requirements and elaborate it
engineers works with the stakeholders
to gather their needs. and
delimiting and correctly
translate requests/needs
into
Project manager Leads the system Plans, manages and allocates resources, specifies
development from a priorities, coordinates interactions with customers and
management users, and keeps the team focused. Also establishes a
set of practices that ensure the integrity and
Software architecture Responsible system Creates software architecture artifacts, derived from key
development from a technical decisions that constrain the overall design and
technical perspective.
Design Team Implements and produce Generates software artifacts according to the design.
actual software products. Follows the project process.
Testing team Ensures that the system is works correctly and fulfills
the design specifications.
Generates test plans and procedures.
Documents and report bugs encountered.
Follows the project process.
Maintenance team Responsible for resolving Generates software patches of fixed to resolve problems
problems with software (non-related with installation of configuration) with
after released. system between releases.
Generates software patch installation procedures.
Documents changes and updates design documents to
reflect changes. Follows the project process.
Market analyst assist our abilities to Ensures that there is going to be a market demand for
position our product the
successfully

3.3 User Summary

Name Description Responsibilities Stakeholder
Organization or End user Initiate meeting, re-schedule meetings send requests, Self
Employee respond to meetings invites, view meetings, send/receive
meeting confirmations, specify contact information,
assign representative, negotiate/solve conflicts ,Provide
date ranges (exclusion sets and preference sets.), notify
participants, confirm attendance, and
view meeting’s agenda.
 Administration End user In addition to the regular User responsibilities. Manages Self
user’s accounts, locations and equipment. Installs,
repairs, starts and stops system.

3.4 User Environment

The Meeting Scheduler System is a web based application; hence it can be used by the users from any
place from where the internet is accessible. The system is developed using Java and JSP, hence the
system is versatile and can run in a various environments. System will follow client-server architecture
there are two operating environments to be consider client and server side. The client-side is platform
independent and only requires web browsing capabilities. The server-side platform requirements
correspond to those of the underling application server (Microsoft IIS 6.0 Web Server). Users are
expected to access the system through a browser-enable device and have network access to server.
System administrators depending on the task are expected to access the system remotely through its
web interface or locally.

The WMS interacts with:

 Microsoft SQL Server for database interactions.
 Microsoft IIS 6.0 Web Server to deliver HTML content to clients.
 Microsoft Exchange Servers e-mail notification and calendar synchronization.

3.5 Stakeholder Profiles

3.5.1 User

Representative N/A

Description A commercial individual that will use the system to support scheduling and
attending meetings.
Type Business.

Responsibilities Provide necessary information to create invites and responses.

Success Criteria The success is completely defined by the customers continuing using our
system.

Involvement We will have sample customers to help evaluate our design and market
research results will also guide our vision.

Deliverables Not specified.

3.5.2 Administrator
 Representative N/A

Description A commercial individual that will task managing and maintaining the
system
Type Expert.

Responsibilities Perform system maintenance; manage user and resources over all system
availability and usage.
Success Criteria The success is completely defined by the customers continuing using our
system.
Involvement We will have sample customers to help evaluate our design and market
research results will also guide our vision.
Deliverables Not specified.

Comments / Not specified.

Issues

3.5.3 Omnisoft Inc

Representative N/A

Description The company who will develop WMS

Type Experienced in developing web based information system

Responsibilities Developing, testing and maintaining the system.

Selling the system to customers and providing support

Success Criteria The software system is successfully released within a certain amount of
budget and time.

The software system is sold to a massive number of customers and makes

a certain amount of profit.

Involvement Analysis and Design

Implementation

Test
 Project Management

Environment

Configuration and Change Management

Deliverables Prototype

Comments / none
Issues

3.5.4 Customer
Representative N/A

Description Organization that will purchase and use the WMS system

Type Experienced in use similar information management system

Responsibilities Deploy the system to current IT environment and do regular

maintenance

Success Criteria The system improved the productivity of the employees.

Important meetings can be ensured

Involvement Customer that will purchase the software

Deliverables None

Comments / none
Issues

3.5.5 Requirement Engineer

Representative N/A
 Description Analyze system and specify requirements

Type Expert in requirement engineering

Responsibilities Following the Unified Process, generate related documents

Success Criteria Make qualified deliverables based on the Unified Process

Involvement Business Modeling

Requirements

Deliverables none

Comments / none
Issues

3.5.6 Developer

Representative N/A

Description Design, Implement, review and unit test the software system

Type Expert in development of similar software system

Responsibilities Design, implement and unit test for the system

Success Criteria The system is well designed and implemented

Involvement Analysis and Design

Implementation

Test

Deliverables None
 Comments / None
Issues

3.5.7 Tester

Representative N/A

Description The person who will test the software system

Type Expert in testing similar software system

Responsibilities Test the software system and report bugs

Success Criteria Discover as more bugs as possible to ensure the quality of the software

Involvement Test

Deliverables None

Comments / None
Issues

3.5.8 Maintenance

Representative N/A

Description Maintain the software system

Type Experience in maintain similar software

Responsibilities Maintain the WMS after release

Success Criteria Defects discovered after release can be quickly fixed

 Involvement Implementation

Test

Deliverables None

Comments / None
Issues

3.6 User Profiles

3.6.1 End User

Representative N/A

Description End user of the WMS

Type Familiar with similar web based information management system.

Responsibilities Use the WMS to help scheduling meetings.

Success Criteria Meetings can be scheduled quickly

Conflicts can be kept minimal

Important meeting are ensured.

Involvement End User

Deliverables User manual/help

Comments None
/Issues
3.6.2 Administrator

Representative N/A

Description Administrator of the WMS

Type Experienced in maintain and deploy web based information management

system.

Responsibilities Deploy and do regular maintenance for WMS

Success Criteria All administrator operations should be done quickly

Involvement System administrator

Deliverables Deployment manual

Comments / None
Issues

3.7 Key Stakeholder or User Needs

Need Priority Concerns Current Proposed Solutions
Solution
Schedule critical Efficient, easy –to- Use of one competitor Provide a invite form were the
meetings use, accurate, software or simply users feeds the specific
faster &, optimized email interaction. information for an appropriate
meeting invitation
Respond critical Efficient, easy –to- Use of one competitor Provide an invite response
Meetings use, accurate, software or simply were the users can specify
faster &, optimized email interaction the information required for
an appropriate response
View meeting high To Obtain an Use of one competitor Provide a calendar view in
schedule accurate and up-to- software or simply the application were the user
date information. email interaction can view his/her meetings.
Conflict high Rapid & efficient Email interaction, All interaction will be
Resolution conflict resolution phone calls or in managed through the system.
with minimum person. Introduce concept of
negotiation mediator.
Accessibility High The scheduler None Web-based scheduler
 should be system which is accessible
accessible by all easily over the internet and
parties does not require any
involved even if special installation.
they are
geographically
separated
Ease of Use High The system should Attempt to create Model the system in
cater user friendly conformation with various
to various interfaces. web-based systems in use
categories of currently. This increases
users. They might the comfort level of the
range users to use the system.
from users with
high,
moderate to low
levels of
expertise in
computer
systems.
Performance High Efficient and time None The negotiation rounds are
saving kept at minimal. There is
resolution an upper-bund on the
techniques number of iterations it can
follow.
Availability High The system Client/Server The system is web-based
downtime model where and hence the downtime is
should ideally be central server minimum the www is
zero to failure implies available with backups.
avoid the incomplete
information and
lack of real time
update.
security high Confidentiality, User name and
integrity & password
availability

3.8 Alternatives and Competition

• Microsoft outlook

• IBM Lotus Notes

Negotiatio

Represent
Equipmen

Exclusion
Preferenc
Location

ative set
Product
Name

Email

set

set
n
e
t

MS X X X X X
Outlook

IBM X X X X
Lotus
Notes

Google X

Calendar

WMS X X X X X X X

4 Product Overview

4.1 Product Perspective

It is web-based meeting scheduler system. It uses login based authentication to enable users to interact
with the system.

System Interface

It requires interfacing with an exchange/SMTP server for the e-mail functionality to work. It also requires a
database system for storage of information.

User Interface

User interface is a web-browser.

Hardware Interface

The system requires no additional hardware interfaces.

4.2 Summary of Capabilities

Customer Benefit Supporting Features
Efficient to schedule meetingsUsers can provide the meeting data and system will provide suggestions
on potential date/location options. The system will distribute meeting
invites and collect all responses.

Information privacy Login based security enables different users to have different and private
profile views.
Information exchange The e-mail feature enables user and all concerned to be informed about
changes and updates in a timely manner.

Support for conflict resolution Users can choose from several conflicts resolution options including
mediation and conventional methods. The system will support conflict
resolution by managing user iterations and providing special privileges to
the initiator user.
Additional information It provides a facility to add personal notes to each meeting instance which
is visible only to the user who chooses to add any such notes.

Request resources The equipment request functionality helps users request for any additional
equipment necessary for the meeting apart from the standard items.

4.3 Assumptions and Dependencies

 The Meeting Scheduler System shall schedule the meeting automatically. However, the priorities
of the participant are up to the choice of the initiator.

 The Meeting Scheduler System shall provide meeting priorities as low, medium and high but if a
conflict arises between two meetings, the initiators of those meetings contact personally to
resolve the conflict.

 The Meeting Scheduler System being a web based application can be used anytime and from
anywhere where there is internet access. The system can also be accessed locally via company’s
intranet.

 The Meeting Scheduler System assumes that the users shall be conversant with basic windows
applications.

 It is assumed that the organization will operate and support the Microsoft SQL Server 2008.

4.4 Licensing and Installation

WMS is a web-based system. Hence it does not require any specific installation. However the system can
be used only when an organization or enterprise purchases membership.
5 Product Features

5.1 Business Use case diagram:

5.2 Business Use case description

Initiate Meeting

ID 1

Brief Description Meeting initiator wants to initiate a new meeting

Primary Actors Meeting Initiator

Secondary Actors WMS

Precondition User is logged in as a meeting initiator.

 1. The meeting initiator signs in the system.
2.The meeting initiator enters the meeting agenda, meeting duration
and the proposed meeting date range with a start date and an end
Main Flow date.
3. The meeting initiator also fixes a freeze date.
4. The meeting initiator adds participants.
5. The meeting initiator sets roles
6. The meeting initiator gives deadline to participants to respond.
7.the meeting initiator submit the request.

Post condition Meeting Initiator sends new meeting request to all participants and
confirms the meeting after resolving the conflicts.

Alternative Flow None

Cancel Meeting

ID 2

Brief Description Meeting initiator wants to cancel the meeting if conflicts not resolved.

Primary Actors Meeting Initiator

Secondary Actors WMS, Important Participant, Active Participant ,Potential Participant

Precondition User is logged in as a meeting initiator and still there is a conflict.

1. The meeting initiator signs in the system.

Main Flow 2. The meeting initiator enters the why the meeting has to be
cancelled.
3. The meeting initiator cancels the meeting.

Post condition System notifies all participants about cancelled meeting.

Alternative Flow None

Finalize Meeting

ID 4

Brief Description Initiator wants to finalize meeting whose conflict is resolved.

Primary Actors Meeting Initiator

Secondary Actors WMS, Important Participant, Active Participant, Potential Participant

Precondition Meeting is not finalized.

1. Initiator signs in the system.

2. System displays replies from various participants.
(This replies include participant name, participant type, result
Main Flow (accepted or refused),preferred date and exclusion date)
3. Initiator clicks the resolve button.
4.System displays the result that was obtained based on the
meeting satisfying criteria (
5. Initiator Finalize the meeting
6. System sends the information about the meeting details

Post condition Meeting is finalized.

Alternative Flow None

View Scheduled Meetings

ID 5

Brief Description Allows meeting initiator and the participants to view upcoming
meetings

Primary Actor Meeting Initiator, Participants

precondition User is logged in as a initiator or participant

Post condition The user is able to view upcoming and already scheduled meetings
Main Success Scenario The user is able to view upcoming and already scheduled meetings
and all the related information viz:
Agenda, Duration ,Date range-Start Date, Date range-End Date
,Participant Status, Preference Set, Exclusion Set, Equipment,
Scheduled Date, Time and Location, Deadline

Alternate Flow None

Respond to Meeting
Requests

ID 6

Brief Description Allows participants to state their preference and exclusion set.

Primary Actor Participants

Pre condition User is logged in as a meeting participant.

Post condition All the requested information is submitted to the initiator

Main Success Scenario 1. Participant accepts the meeting if he/she is available.

2. Participants give the exclusion set and preference to
initiator.

Alternate Flow None

Request Location

ID 7

Brief Description Important Participants provide preferred Location

Primary Actor Important Participants

Pre condition Important Participant received request for preference location

Post condition Important Participant has provided preference location.

Main Success Scenario 1. The important Participant enters their login information

2. System validates login an directs to home page

Request Equipment

ID 8
Brief Description Initiator ask active Participant what equipment(s) they need for the
given meeting via the meeting scheduler form
Primary Actor Active Participant
Pre condition Initiator asks the active participant to take the required equipment.
Post condition All participants get to know what equipment is needed
Main Success Scenario 1. Initiator enters login information to system.
2. System validates initiator’s login and displays home page
3. Initiator clicks Initiate Meeting
4. System displays the Meeting Details Screen
5. Initiator enters the name of participant
6. Initiator enters Add
7. System populates Participant field with name
8. Repeat Step 6 till 11
9. Initiator enters the subject of the meeting
10. Initiator clicks submit button.
11. System acknowledge the form submission and sends the
request to the email addresses

Alternate Flow Initiator has an option to request the active participant to take the
equipments to the meeting.

View Scheduled Meetings

ID 9
Brief Description Allows meeting initiator and the participants to view upcoming
meetings
Primary Actor
Meeting Initiator, Participants
Pre condition User is logged in as a initiator or participant
Post condition The user is able to view upcoming and already scheduled meetings
Main Success Scenario The user is able to view upcoming and already scheduled meetings
and all the related information :
Agenda, Duration ,Date range-Start Date, Date range-End Date
,Participant Status, Preference Set, Exclusion Set, Equipment,
Scheduled Date, Time and Location, Deadline

Alternate Flow None

5.3 Feature description

Login
The end users should use their credentials to again access to the system. This is done to keep the users
and meeting information secure.

Schedule Meeting

This feature allows the initiator to schedule a new meeting. The initiator enters the meeting agenda,
venue and participant details, which the system takes into account for generating a new meeting request
and notifying the participants.

Virtual Meeting

Using this feature, the initiator can invite participants for a virtual meeting

View Meeting Results

Using this feature, the meeting initiator can view the results of the meetings he/she has initiated and
decide whether to confirm the meeting or renegotiate meeting.

View Meeting Invites

The potential participants who are invited for the meeting can view the new meeting invites and record
their availability status using this feature.

Other features of the product are:

 Cancel meeting

 Collect user responses

 Send remainder message

 View location

 Finalize meetings

 Manage vitual meetings

 Manage Users

 Manage equipment

 Resolve conflict

6 Constraints

6.1 Usability
The meeting Scheduler System is very user friendly and easy to use software that provides a variety of
features in a simple manner to improve usability.

6.2 Responsiveness
The system responds quickly to user requests (like confirming a meeting, resolving conflicts, sending
meeting requests). The system confirms from the user before executing some of his/her requests.
6.3 Security
The system includes security features such as access control, data integrity and data privacy. The system
authenticates the user using a login and a password. The system also uses form based authentication for
security over the web.

6.4 Capacity
It can involve any number of business users at any instance.

6.5 Reusability

Requirements of this project can be reusable. In Domain – analysis, similarity of different

application domain is studied and generic patterns obtained which can be reusable.
Scheduling meeting facility has many other applications like:-

1. Scheduling classes in university

2. Allocating rooms to customers in a hotel

3. Scheduling flights

4. Room assignment in hospitals.

5. Job scheduling in production systems etc.

The requirements can be stored and a meta model can be prepared.

Scheduling

AND

Resource Availability No
known Conflict
Available
In this way in similar applications, we can make reuse of requirements.

Advantages:-

1. Generic patterns can be prepared.

2. Requirement elicitation, specification, validation part will be reduced in projects
where reuse is done.
3. Requirements can be stored and then modified based on new application.

6.6 Miscellaneous

 Performance – refers to Speed and Accuracy of the system

 Security – achieved by Authorization and login
 Usability – achieved by Simple and user-friendly system that can be used by both
experts and non-experts
 Nomadicity and Accessibility – achieved by web based system
 Reliability – achieved by high precision automation by the system
 Flexibility – refers to feasibility to change and modify the system for changing
requirements

7 Quality Ranges
Not Specified

8 Precedence and Priority

The system will be ready by May 10.

79 Other Product Requirements

7.19.1 Applicable Standards

The system must comply with all existing web-standards (HTML, PHP, TCP/IP, etc.)

7.29.2 System Requirements

Availability of a web-browser on any operating system and a connection to the Internet.

7.39.3 Performance Requirements

All response must be immediate.

7.49.4 Environmental Requirements

Not specified.
810 Documentation Requirements

8.110.1 User Manual

It comes with User manual.

8.210.2 Online Help

Online help about functions and features will be available.

8.310.3 Installation Guides, Configuration, and Read Me File

Installation guides and configuration manuals will be provided to support the maintenance
and change if needed.

References:-
1. Lecture notes for RE by Prof. Chung, answer of Q.5 of Test 1.