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Enhancing Meeting Scheduling: The Synergy Distributed Meeting Scheduler Phase I Report

This interim report addresses real-world challenges in scheduling meetings, such as tedious processes, low communication efficiency, and conflicts over time and resources. The Synergy Distributed Meeting Scheduler (SDMS) aims to save time, enhance communication, and reduce conflicts, while supporting virtual meetings. Key stakeholders include end-users, organizations, IT support staff, and system engineers. Various user interaction and resource management issues are explored, with strategic resolutions outlined for conflicts and virtual meeting support. The next phase involves finalizing system requirements and refining functionalities.

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Enhancing Meeting Scheduling: The Synergy Distributed Meeting Scheduler Phase I Report

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  1. Synergy Distributed Meeting Scheduler Phase I interim report

  2. The Real World Problem • Tedious process of scheduling a meeting • Low efficiency of communication • Conflicts on time and resources • Lack of virtual meeting support

  3. What SDMS Brings • Save time • Enhance communication • Reduce conflict • Solve conflict automatically or quickly by manual • Support virtual meetings.

  4. Stakeholders • End users • Organizations which will use this system • IT support of the system in organizations • Synergy Inc • System Engineers • Development and testing team • Maintenance team

  5. Functional Requirements • Monitor meetings • Plan meetings • Support conflict resolution • Management between participants • Support user interaction • Concurrency

  6. Non-Functional Requirements • Usability • Flexibility • Accuracy • Convenience • Performance • Security • Privacy

  7. Issue #1 • Issue: What will be the environment for the SMDS? • Options: • User can freely create accounts • Used within an organization • Administrator can create accounts • Resolution: • Consider option 2 & 3

  8. Issue # 2 • Issue: Impossible to schedule a meeting that satisfies both early and convenient constraint. • Options: • Choose the most convenient • Choose the earliest date • Give the user the option to choose • Resolution: • Consider option 3

  9. Issue # 3 • Issue: How to support distributed meeting? • Options: • System should provide pre define templates to describe virtual location for typical virtual meeting COTS products . • Is up to the user provide the required information • Is up to the administrator to provide support. • Resolution: • Consider option 1

  10. Issue # 4 • Issue: A conflict occurs if two meetings with a same priority tries to access a same resource. • Options: • Quit negotiation after a user-define number of attempts • Create a mediator role that will decide which meeting gets the slot • Resolution: • Consider option 2

  11. Issue # 5 • Issue: Resource conflicts not defined. • Options: • Notions of equipment and locations need to be included in the system and resources should be reserved for the meeting. • Let the user manage the allocation of resources by themselves • Resolution: • Consider option 1

  12. Issue # 6 • Issue: How to reduce conflicts? • Options: • Participants can see availability of the meeting rooms and equipments when they specify prefer time or available time • Any participates should be able to see availability of other users. • Resolution: • Consider option 1 & 2

  13. Next Subphase Finalize the SRS Refine the requirements Release the final prototype

  14. Questions?

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