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Operational Concept Description For Smart Meeting Manager Prepared by Gurkan Yeniceri

Summary
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Scope

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Identification

Smart Meeting Manager (SMM) is an intelligent meeting manager that can perform as a "Personal Assistant" to organise customer's life. SMM can be installed on many different platforms and let you know the upcoming meetings and reminders. It can intelligently include attendees, attach files, book the room and necessary equipments and send back the minutes.

It can shift the meetings, notify meeting manager from changes or late attendance.

This OCD is for the first release of SMM.

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System Overview

In every day's busy life in an organisation requires great attention for the meetings, schedules, important days and activities. Busy life can get messy easily if you slip or forget even one of these important activities. Smart Meeting Manager provides you an easy and reliable way of organising your life even when you are not at your desk. Either you work from home, or in the field; you want to be aware of the important meetings, decisions and other activities within your organisation which will give you a better grasp of your job and improve the way you accomplish your tasks by participating in decision making process actively. Smart Meeting Manager can compete with the existing products such as Outlook or even with your Personal Assistant by providing the crucial information on time accurately and intelligently for your job. Smart Meeting Manager will provide you the important decisions made in your organisation faster than it's competitors which will put you a step ahead in the market.

There are many attempts to solve meeting management problems but small number of them are recognised and used by the customers and in a limited way. SMM Pty Ltd will try to create a software to manage customer's life intelligently and fill the market gap for this kind of tools.

If you are mostly working out of office the communication mediums used like Cell Phones, PDAs, Tablet PCs, Laptops etc., may not be capable enough to notify you about the upcoming meetings, activities, and important decisions. Smart Meeting Manager will convert your dummy device into an organiser to organise your life.

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The related documents are:

1. Vision and Scope Document VSD
2. BusinessRules
3. ActorsForTheUseCases
4. Use Cases
5. BookAMeeting
6. DefineATimeForTheMeeting
7. BookARoomForTheMeeting
8. Event Action Lists
9. EALBookAMeeting
10. EALDefineATimeForTheMeeting
11. EALBookARoomForTheMeeting
12. Software Requirements Specification SRS

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Current System Situation

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Background, Objective and Scope

The requirements to collaborate the employees in a company is a big issue when the employees are dispersed geographically. The employees need to attend the meetings even if they are out of office via telephone or video conferencing but first of all they need to be aware of the meeting, it's place, time, duration, who else is attending the meeting and their availability. Smart Meeting Manager will provide this functionality by arranging the meetings providing faster, cheaper, accurate, more reliable environment to collaborate employees in an organisation. It also integrates into existing environment and becomes a crucial part of your organisation's culture.

Smart Meeting Manager allows user to organise their life by simply speaking to it. Natural Language Interface is making this possible. User can give commands by speaking to the device. Here are some words from our CEO:

"Our business objectives are to become the leading provider of intelligent communications of the type that people have to deal with everyday - e.g., making meetings, being reminded of things that need to be done (like buy flowers for a loved one, put the garbage out, service the car, pay the various bills etc., even people's birthdays or sending Christmas messages etc.). People try to do these types of things using the computers, PDAs etc. now but fail because the systems they use are too hard to set up, and they're (the systems) not intelligent. Our success criteria centre around SMM being the natural choice for people to use."

SMM Pty. Ltd. CEO Clive Boughton

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SMM is portable to different environments and the appropriate interface functionality automatically determinable upon installation of the SMM software. SMM will define a new time for the meeting based on learned and user preference. SMM will make a decision about either send the meeting files as attached or as a link. SMM will associate the documents after the meeting and send it to meeting attendees. SMM will inform the meeting organiser about the quorum of the meeting and any changes to the time.

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Description of Current System/Situation

Currently, the meeting managers used in organisations are not intelligent enough to manage the hectic life of a busy professional. As a result customer is spending more time to organise his/her life and spend less time with loved ones. Smart Meeting Manager is not only organising the metings but also intelligently managing them to define time, room, equipment and attendees etc. Current systems are also only managing the meetings but not rooms, attendees and other resources which are relevant with meetings.

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Support Concept

Customers of the SMM tool will be given up-to-date information via SMM Pty Ltd's web site, concerning new releases. Most of the business of support will be conducted through the web site. Customer's will be able to obtain product work-arounds for any known bugs, tips for both the beginner and advanced users of the product, answers to FAQs, and an opportunity to describe and submit problem reports. The latter will also be offered via the product itself, except when the product support agreement has expired. Web site will also be the point where customers can provide feedback on their use and abuse of the product. Suggestions for improvements will also be received via the web site.

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Operational Scenarios

Operational Scenarios are created as Use Cases and Event-Action Lists. The links for these documents are below.

Use Cases BookAMeeting DefineATimeForTheMeeting BookARoomForTheMeeting Event Action Lists EALBookAMeeting EALDefineATimeForTheMeeting EALBookARoomForTheMeeting

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Summary of Impacts

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Operational & Organisational Impacts

The impacts of the SMM in an organisation are minimal and will not affect the everyday operations. The underlying intelligent operations will not be visible to the user but outcomes from the SMM's decision making process will make the management of meetings as easy as possible.

In the first days of operation, users may confuse about intelligent features and expect too much from SMM during the learning period. SMM shall be used for a period of time (depending on the daily usage load on SMM) and let SMM learn the habits and user preferences to efficiently make decisions about the meetings.

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Analysis of the Proposed System

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Summary of Advantages

1. Increased communication.
2. Automation of tasks that are previously manual.
3. Easily accessible meeting documents and minutes.
4. More productive work by sharing the information effectively.
5. Improved usability compared to other meeting organisers.
6. Improved decision making process.
7. More collaborative environment to work.
8. Better organised life.

Summary of Disadvantages and/or Limitations

1. Too many user preferences to set.
2. Learning period for the SMM.
3. Exposing users' where about.

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