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Vision and Scope Document

for

Smart Meeting Manager

Prepared by Gurkan Yeniceri

The Vision and Scope Document collects the business requirements into a single document that sets the stage for subsequent development work. The owner of this document is the project's executive sponsor, funding authority or someone in similar role.

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Business Requirements

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Background

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.

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Business Opportunity

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 things. 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. 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 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.

It is always hard to be reminded about important meetings, tasks and their outcomes if you are working in the field. The mediums used like Cell Phones, PDAs, Tablet PCs, Laptops e.g., may not be capable enough to notify you about the upcoming meetings, activities, and important decisions. Smart Meeting Manager will convert your dummy devices into an organiser to organise your life.

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Business Objectives and Success Criteria

"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

As stated by the CEO here are the Business Objectives and Success Criterion

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Business Objectives

BO-1: Cost Effective. You don't have to invest for new hardware, you can use existing cell phones, computers and/or PDAs. Smart Meeting Manager has client applications suitable for any kind of hardware.

BO-2: Faster Decision Making. With Smart Meeting Manager you will always be part of the decision making process in your organisation. Attending meetings on-line and notified about the outcomes without delay will help you to make decisions faster and accurate.

BO-3: 85% less time for organising a meeting. Select the type of the meeting and let Smart Meeting Manager to decide a perfect time, place and attendees. It will also book the room which you usually use a separate application for this task. You may alter the attendees later. Only choosing attendees normally takes 15 minutes when you select them one by one with a conventional meeting organiser.

BO-4: Quick Learning. Smart Meeting Manager has an intuitive interface which will allow less key strokes to organise a meting. You may even speak to it to organise a meeting.

CLIVE:
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Success Criterion

SC-1: Have 85% of employees who are residing in the organisation's building using the Smart Meeting Manager within 5 months following initial release.

SC-2: All Field workers and Home workers are using only Smart Meeting Manager to be notified about the meetings and activities within 1 month following initial release.

SC-3: Reduce 50% of the time to organise a meeting with initial release and 85% with second release.

CLIVE:
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Customer or Market Needs

The target market segments for the SMM are private organisations and maybe some households who has 3 or more kids or running home business. Current meeting managers running on hand held computers and PC based meeting managers are lacking the information of people's where abouts. Smart Meeting Manager tracks down the members of the system and notifies them with the meeting information like place, date, necessary documents and provides information about other participants.

You usually use two piece of software to book the room and to organise and send the meeting request. With Smart Meeting Manager, you can book the room with necessary equipments like projector, white board and defines the attendees based on the type of the meeting.

Most companies have employees who work from home like developers or disabled personal who needs to attend meetings in a collaborated environment. Smart Meeting Manager gives them a possibility to be part of the team.

Users may publish their schedule and physical location for other members of the system to be easily tracked.

Every user has different choices of operating system for their day to day work. Smart Meeting Manager can work on latest versions of Windows XP, MacOs X, Linux, Solaris, Windows CE and PalmOS. Our work is still continuing to extend the list of operating systems that we support.

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Business Risk

R1: The target operating systems are too wide and needs to be tested in detail. It may delay the delivery of the SMM.

R2: This product is changing the culture in business, there could be resistance to use it which will end up as ignorance toward the new technology. This may postpone the SC-1.

R3: The permanent staff may not learn the automated test tools in time to be productive.

R4: The required contractor staff may not be found on the market, there may be a possibility to hire from overseas.

CLIVE:
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Vision of the Solution

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Vision Statement

The purpose of the SMM is to organise personal and business life in an intelligent way that will make easy to arrange meetings and reminders. The PDA device or your desktop PC that you are using will turn into an intelligent meeting manager that will learn your habits and working environment to arrange the meetings. It will intelligently decide on participants, book the room based on occupancy, book the equipments necessary for the meeting and will notify you about who has accepted. It will notify meeting manager about your late attendance and will shift the clashing meetings if appropriate. All you need to do is to make sure your batteries are not flat.

You can enter commands by just speaking to it. you don't need to know the location of the other attendees or their availability. SMM will make decision based on other attendees schedule and save you time.

SMM will recognise the type of activity that you are in and change the mode accordingly. If you are in an important meeting and don't want to get any reminders or phone calls, SMM will change to a quite mode.

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Major Features

You can set preferred meetings time in general. There may be times that you want to spend with your kids or loved ones which you don't want to accept any meetings. You can set preferred times for each type of meeting. You can set meeting notice time so that you won't get meetings with short notice. You can directly associate agenda or other documents that is relevant to the meeting. You will be acknowledged notifications of meetings once all attendees agree on place and time. You can display daily, weekly, monthly or yearly view of meetings together with tentative and accepted meetings. You can turn on and off the intelligence capability of SMM. Assumptions and Dependencies We are assuming that there will be enough number of PocketPCs, PDAs, HandHeld computers to start to the tests. These devices will not have any installation problems and all necessary software will be initially installed.

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Scope and Limitations

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Scope of Initial Release

SMM should be 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 criteria. SMM should 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 should warn the meeting organiser about the quorum of the meeting and any changes to the time.

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Scope of Subsequent Releases

Features that make SMM Intelligent will be emphasized in the next releases. Switching between environments, Natural Language User Interface are the two most important feature to implement in the next releases.

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Limitations and Exclusions

The requirements for switching between environments automatically through knowledge of location and activity are excluded from this first version of SMM. However, the programmatic interfaces for the SMM release 1 should be designed and implemented to allow new features to be easily added in order to extend the overall capability of SMM.

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Business Context

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Stakeholder Profiles

Stakeholder	Major Value	Attitudes	Major Interests	Constraints
Executives	increased communication	Meetings access to every personal will be easier	Liquid communication will lead to fast decision making in business environment	Limited communication options
Office workers	automation of previously manual tasks	reducing time to organise meetings	Time is money, SMM will save you almost 50% time that you spent when you are organising meetings	Learning curve
Businessmen	easy access to corporate data	Businessmen will access to meting documents and minutes easily	Documents will be available when they required	At least e-mail capability required for out of office workers
Big families	not forgetting wife's birthday	Reminder for important dates and annual events made easy	There are many reminders inlcuding business and social life, SMM will let you know all	N/A
Dispersed teams	sharing information between team members	Geographically dispersed teams will collaborate more with SMM	The developers working from home will get the necessary documents fast	N/A
Disabled workers	improved usability or reduced frustration level compared to current applications	Disabled workers who are working from home, will have access to meeting documents	Disabled workers will involve in decision making processes more	N/A
Field Workers	easy access to meetings and documents	Field workers will get important decisions simultenously	Field workers will get decisions quickly	N/A

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Operating Environment

SMM may be operating in different time zones. The peak times for usage of the application will be same as the headquarter's peak time. The SMM will create meeting requests on the main system and mainsystem will be distributing them to the staff. Some of the staf may be working out of office also this staff may create meeting requests. The critical meetings should sent to staff (out or in the office) and acceptances should be returned back to meeting organizer. If an attendee can not be reached, meeting organiser should also be informed.

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