Web based meeting scheduler

Web
WebBased
BasedMeeting
MeetingScheduler
Scheduler

Project document for Web based meeting scheduler

Version 1.0

May 2011

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 Web based meeting scheduler

Table of Contents
1. Abstract
2. Modules
3. Architecture
4. High level design
5. Low level design
 Admin
 Login
 User management
 Host meeting
 Meeting room booking
 Conference bridge call booking
 Cancel meeting
 View meetings
 Preparation of minutes of meeting (MOM)
 View minutes
 Notifications
6. Requirements
 Software requirements
 Hardware requirements
7. Database design
 List of tables
 Table fields
8. Requirement specifications
9. Test cases

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 Web based meeting scheduler

Development of a Web Based Meeting Scheduler

Abstract
This project is aimed at developing a scheduler for group meetings. This is a web-based tool. Any user
can call for a meeting and send the detailed co-ordinates of the meeting (location, date, time etc) to all
invitees. This is useful for a small office, school or a department or for that matter any group who is
interested to organize it effectively. Facility to book room and editing meeting points are also available.

Modules
 Admin
 Login
 User management
 Host meeting
 Meeting room booking
 Conference bridge call booking
 Cancel meeting
 View meetings
 Preparing minutes of meeting
 View minutes
 Notifications

Architecture

Data
Client Application Data
base
base
(Web based meeting
scheduler)

Client-Server Architectural view

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High level design

The project “Web Based Meeting Scheduler” provides a comprehensive solution through simplified web
based framework which enables scheduling the meeting, cancel meetings, view meeting(s), preparing
minutes, booking meeting room and booking bridge call with notifications.

It is fast, easy and puts the user(s) in complete control with end-to-end tracking of meetings.

This project involves following modules.

 Admin
 Login
 User management
 Host meeting
 Meeting room booking
 Conference bridge call booking
 Cancel meeting
 View meetings
 Preparing minutes of meeting
 View minutes
 Notifications

Low level design

Admin
Admin will be able to perform inactivating the user, un locking the account and configuring the meeting
rooms. In addition to this, admin will be able to host the meetings.

Login
Login module enables the user to login to application with userid and password which are mandatory.
For the new user, registration link will be provided so that user can get the access for the application by
providing basic user details like first name, last name, middle name, location, department and email id.

User management
User(s) will have user friendly login screen with registration for new users. Registration functionality will
generate userid and default password for the user. With security features, application will force the new
user to change password for his first login. Help link will be provided on password rules in the change
password screen. System will not allow the user to move forward until the password is framed as per
the rules defined.

Password is maintained in encrypted mode in the database.

If the user logins to application with 3 consecutive wrong logins, system will lock the user account.

Forgot password will ask the user to verify the existing data in system and once successful validation,
system will provide default password through notification

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Host meeting
This module is the core module of the application through which user(s) can host a meeting by capturing
basic details of the meeting request such as Date, time, subject, agenda, location, call details and
comments.

On clicking this link, system will generate a meeting id which will be used for further references.
User will be provided an option of booking the room first and then after bridge call details followed with
meeting request. For all this options, meeting id required to map the room, call details and meeting
details.

New screen will be populated which has options of room booking, bridge call booking and then
scheduling meeting.

User can select the list of users to add them in the participants list (Invitees). Application will send an
email notification to the participants which will have meeting details. To add users to the list, system will
provide a search option by user name and then the appropriate user can be added to the list.

Once user gets notification, user will login to the application where user will view the meetings in the
calendar where he will have the option to accept/decline the meeting request.

Meeting room booking

Host will have option to book the room for the meeting. This module will enable the user to check the
room’s availability. User will have an option of selecting rooms from the LOV and then system will
provide the status of the room selected from LOV. To book the room, below mentioned details are
required.
 Room
 Meeting id
 Comments
 Start time
 End time
 From date
 To date

Based on the availabilities of the meeting room, user can book the available meeting rooms with
meeting id details.

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Conference bridge call booking

Host will have an option to book the bridge call through this link; system will give new block to capture
below mentioned details to setup a bridge call.

 Meeting id
 No. of users
 Date
 Duration
 Locations

Once the details are saved, system will trigger a notification to helpdesk team to build bridge call.
Once the call set up is done, helpdesk team login to application where new screen will be landed with
list of meeting id’s. User will select the appropriate meeting id and then give the corresponding call
details with saving the data.
On saving, system will trigger a notification to the host of that meeting id which help the host to capture
these call details before saving meeting details.

Cancel meeting
This option is available to the host only. On clicking this link, system will ask to give the meeting id
for which user want to cancel the meeting with proper comments. After clicking cancel button,
system will update the data accordingly with notifications to all the users involved in that meeting.

On cancelling meeting request, system will check if there are any room bookings done for the
meeting id and then cancels the room booking also.

View meetings
This option will be available for all the users. On clicking this link, system will show the data in two
blocks. First block will show list of meeting of current day and then in second block, user will have
the option to select from date and end date to fetch list of meetings against that user.

On selecting any meeting request, system will give an option of decline which will update the data in
table with notifications to all the users in the meeting.

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Preparation of minutes of meeting (MOM)

User(s) can capture the discussion points (MOM, Minutes of meeting) with basic details such has
description, responsibility and action plan. Once the MOM is prepared by host and saved, all the users
involved in the meeting will get a notification so that same can be viewed for their confirmation
followed with edit options.
Application will provide an option of downloading the MOM.

View minutes
Using this option, user can able to view meetings in his calendar. By default system will show list of
meetings of that day and also provides date options to view the meetings during the dates.

Notifications
System will trigger notification(s) for all type of actions performed on the meeting request so that
participants will have appropriate meeting status and users can plan accordingly.

Requirements

Software requirements:

Languages : Java.
Web technologies : Servlets, CSS, Java Server Pages, Java Script, and HTML.
Operating System : Windows XP
Database : MySQL.
Server : Tomcat 5.5
Explorer : Microsoft Internet Explorer

Hardware requirements:

Processor : Core2 Duo.

Hard Disk : 40 GB.
RAM : 512 MB

Database design

Note: In below mentioned table names, prefix “MS” indicates name of the project "Meeting Scheduler".

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List of tables:

S No Table Remarks
Master table to maintain roles, MS indicates name of the project
1 MS_ROLES
"Meeting Scheduler"
2 MS_USER_LOGIN To validate the user.
Audit table which will track the user activities like login/logout
3 MS_USER_AUDIT_TRACK
date, time.
4 MS_MEETING_REQUEST To capture meeting details
5 MS_MEETING_USERS To capture meeting participants
6 MS_MEETING_POINTS To capture meeting points (MOMs)
Data will be populated based on the trigger on
7 MS_MEETING_POINTS_HIST
MS_MEETING_POINTS for INSERT/UPDATE
8 MS_MEETING_ROOMS Master table to maintain meeting room details
To capture meeting room availability. On cancelling the meeting,
9 MS_MEETING_ROOM_STATUS
system will delete the respective record from table.
10 MS_BRIDGECALL_CONFIG To capture meeting conference call details.

Table fields:
MS_ROLES
S No Column Name Column Type Remarks
1 ROLEID NUMBER PRIMARY KEY
2 ROLEDESCR VARCHAR2(50)  
DEFAULT IS 'ACTIVE' Indicates role is active and value
3 ROLESTATUS VARCHAR2(10)
'INACTIVE' indicates role is inactive

MS_USER_LOGIN
S No Column Name Column Type Remarks
1 USERID VARCHAR2(50) PRIMARY KEY
2 PASSWORD VARCHAR2(15) Password will be stored in an encrypted format
3 USERNAME VARCHAR2(50)  
4 ROLEID NUMBER  
5 EMPLOYEE ID NUMBER
6 DEPARTMENT VARCHAR2(50)
7 LOCATION VARCHAR2(50)
8 MAILID VARCHAR2(100)  
Default will be null, if LOCKED, indicates account is
USER_STATUS VARCHAR2(15) locked which will happen after three consecutive
9 invalid trials.
10 INVALID_COUNTER NUMBER Counter value which will indicate nu. Of invalid trials
11 INACTIVEDATE DATE  
12 USER_TYPE VARCHAR2(15) NEW will be for first time and through this application

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will force the user to change the password i.e. for

New users. Then after, value will be updated to
EXISTING
13 CREATED_ON DATE  
14 CREATED_BY VARCHAR2(50)  

MS_USER_AUDIT_TRACK
S No Column Name Column Type Remarks
1 TRACKID NUMBER PRIMARY KEY
2 USERID VARCHAR2(50)  
3 TRANSACTION VARCHAR2(50) LOGIN,LOGOUT
4 TRANS_TIME DATE/TIMESTAMP  

MS_MEETING_REQUEST
S No Column Name Column Type Remarks
1 MEETINGID NUMBER PRIMARY KEY
2 MEETING_DATE DATE  
3 START_TIME DATE/TIMESTAMP  
4 END_TIME DATE/TIMESTAMP  Will be populated based on the duration.
5 TOPIC VARCHAR2(100)  
6 DURATION NUMBER
7 AGENDA VARCHAR2(500)  
Total count including host and that many no of records
8 PARTICIPANTS_COUNT NUMBER
will be inserted into MS_MEETING_USERS
9 STATUS VARCHAR2(15) If meeting is cancelled, then CANCEL will be captured
10 LOCATION VARCHAR2(50)  
11 REMARKS VARCHAR2(500)  
12 CANCEL_COMMENTS VARCHAR2(500)  
13 HOSTED_BY VARCHAR2(50)  
14 HOSTED_ON DATE/TIMESTAMP  
15 MODIFIED_BY VARCHAR2(50)  
16 MODIFIED_ON DATE/TIMESTAMP  

MS_MEETING_USERS
S No Column Name Column Type Remarks
1 MEETINGID NUMBER  
2 HOST VARCHAR2(50)  
3 PARTICIPANT VARCHAR2(50)  
4 STATUS VARCHAR2(15) ACCEPT/DECLINE against participant
To capture participants acceptation or declination time
5 ACTION_TIME DATE/TIMESTAMP
for the meeting.

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MS_MEETING_POINTS
S No Column Name Column Type Remarks
1 MOMID NUMBER PRIMARY KEY
2 MEETINGID NUMBER  
3 DESCRIPTION VARCHAR2(500)  
4 RESPONSIBILITY VARCHAR2(50)  
5 ACTION_PLAN VARCHAR2(20)  
6 REMARKS VARCHAR2(100)  
7 CREATED_BY VARCHAR2(50)  
8 CREATED_ON DATE/TIMESTAMP  
9 MODIFIED_BY VARCHAR2(50)  
10 MODIFIED_ON DATE/TIMESTAMP  

MS_MEETING_POINTS_HIST
S No Column Name Column Type Remarks
1 MOMID_SNO NUMBER PRIMARY KEY
2 MOMID NUMBER  
3 MEETINGID NUMBER  
4 DESCRIPTION VARCHAR2(500)  
5 RESPONSIBILITY VARCHAR2(50)  
6 ACTION_PLAN VARCHAR2(20)  
7 REMARKS VARCHAR2(100)  
8 CREATED_BY VARCHAR2(50)  
9 CREATED_ON DATE/TIMESTAMP  
10 MODIFIED_BY VARCHAR2(50)  
11 MODIFIED_ON DATE/TIMESTAMP  

MS_MEETING_ROOMS
S No Column Name Column Type Remarks
1 ROOMID NUMBER PRIMARY KEY
2 ROOM VARCHAR2(50)  
3 FLOOR NUMBER  
4 BLOCK VARCHAR2(10)  
5 BUILDING VARCHAR2(50)  

MS_MEETING_ROOM_STATUS
S No Column Name Column Type Remarks
1 REQID NUMBER PRIMARY KEY
2 ROOMID NUMBER  
3 MEETINGID NUMBER  

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4 COMMENTS VARCHAR2(100)  
5 START_TIME DATE/TIMESTAMP  
6 END_TIME DATE/TIMESTAMP  
7 FROM DATE/TIMESTAMP  
8 T0 DATE/TIMESTAMP  
5 BOOCKED_BY VARCHAR2(50)  
6 BOOCKED_ON DATE/TIMESTAMP  

MS_BRIDGECALL_CONFIG
S No Column Name Column Type Remarks
1 MEETINGID NUMBER  
2 USER_COUNT NUMBER  
3 DATE DATE/TIMESTAMP  
4 DURATION NUMBER  
5 LOCATIONS VARCHAR2(100)  
6 CALLDEATILS VARCHAR2(300)  
7 BOOCKED_ON DATE/TIMESTAMP  

MS_FORGOT_PWD
S No Column Name Column Type Remarks
1 USERID NUMBER  
2 QUESTION VARCHAR2(100)  
3 ANSWER VARCHAR2(100)  

Requirements Specification

S No Requirement Essential or Description of the Requirement Remarks

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Desirable
Login details are
provided by the
Application should have Login screen should be presented when
RS1 Essential application to the user
a login. the application is started.
with default password
after user is registered.
RS2 Validate user Essential Application should validate the user  Application should
once the login credentials are force the new user to
submitted. change the password
as a security feature.

RS3 Login details should be Essential Application should throw alert message  Login details are
mandatory. if the userid or password are not mandatory.
entered.

RS4 Password Management. Essential Application should give the rules

defined for password through a new
popup and password should be saved
as encrypted form in database.

RS5 Account locking Essential System should lock the user account for System should throw
3 consecutive wrong trails. System clear message to reach
should send a notification to the admin Admin to unlock the
during this event. account.

RS6 Account unlocking Essential User with Admin role should be able to
unlock the account and then after
system should provide the new
password to the user through
notification.
RS7 Admin functionality Essential Once the user with admin role logins to Admin home screen
the application, respective admin home should have options of
screen should be routed. inactivating the user or
unlock the account.
And configuration of
meeting rooms.
RS8 Meeting module Essential Once user logins, application should
route the user home page of meeting.
Home page will contain links as Host
meeting, view meetings, cancel
meeting, preparing meeting minutes.

RS9 Host meeting Essential On click of this link, system should To include invitees,
generate track with meeting id. system should provide
User should get new screen with links search option based
room availabilities, room booking, on the user name.
conference call booking and basic This screen will have 3
details of meeting which should be sections, Booking
captured like meeting date, time, room/booking bridge
duration, subject, agenda, location, call and then meeting
bridge call details, comments and details.
invitees list. After saving the details
system should prompt a message and a
notification to all the participants.
On clicking this link, system should Two separate blocks
RS10 View meetings Essential
open new screen which will provide the has to be provided in

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the screen. First block

list of meetings of that day and also
will show list of
should be able to view the meetings
current day meetings
based on the search options by from
and other block for
date and end date.
search criteria.
RS11 View meetings /Action Essential Once the meeting details are fetched System should send a
on meeting request based on the meeting id, system should notification across
give a options of acceptance or decline. users involved in that
On click of decline button, system meeting so that they
should ask to enter comments. plan accordingly.
RS12 Cancel meeting Essential On click of this link, system should open
new screen which will ask to enter
meeting id and then option of cancel
should be provided. On clicking the
button, system should cancel the
meeting and send the notification to all
the users.
RS13 Room booking Essential On clicking this link in host meeting System should provide
screen, system should open new screen the detailed status on
where user should be able to check first the meeting rooms
for the availability of room for the through new
meeting and then after book the room. link/option in the same
screen.
RS14 Booking conference Essential On clicking this link in host meeting
bridge screen, system should open new screen
which will take details as no. of
participants, date, duration and
locations of users to conference. Once
the data is saved, system should send a
notification to helpdesk team to setup a
call.

RS15 Booking conference Essential Once the notification is send to System will send a
bridge/call details helpdesk team, team will setup a conf. notification to user
call and then login to system. Once the with call details, so
that meeting host can
user login to system with role, user will
capture those call
get specific screen where user should details under
enter the meeting id with call details comments/remarks
and then save. section.

RS16 Preparation of minutes Essential On click of this link, system should open
new screen where user should give the
meeting id which is mandatory. Then
after user should be able to add
meeting points such as description,
responsibility and action plan. Once the
data is saved, system should send a
notification to all the participants
regarding points.

RS17 View Minutes Essential On click of this link, system should open
new screen where meeting id is a
mandatory field. Once the meeting id is
given, system should give the minutes

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against that meeting id.

RS18 Notifications Essential System should trigger where ever

notifications to the users are required.

Test cases
Below are the lists of unit test cases.

SL NO TEST Requirement INPUT EXPECTED OUTPUT OBSERVED PASS/FAIL

CASE Specification OUTPUT

TC 001 Valid RS2 userid, password Change password for

user new user. Password field
login should follow basic
password mgmt. rules
while changing the
password.  
TC 002 Login RS1 userid, password Login message
screen
 
TC 003 Valid RS3 null fields Login fields cannot be
user blank
login
 
TC 004 Account RS5 userid, password System should prompt
lock the account lock message
once the user tries
consecutive 3 wrong
trials  
TC 005 Account RS6 userid Admin should be able to
un lock un lock the locked
account by passing
userid.  
TC 006 Admin RS7 userid, end date Admin should get admin
user home page where he can
inactivate the user
 
TC 007 Inactive Login userid, password System should prompt
user the user as Invalid user.
login
 
TC 008 Meeting RS9 Host meeting link On click of this link,
request system should populate a
home new screen which
page contains basic details to
raise a meeting request.
 

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TC 009 Room RS13 Room booking On click of this link,

booking link system should navigate
to new screen where
user can get the list of
meeting rooms status to
book the available
rooms.

 
TC 010 Conferen RS14 Conference User with role of IT
ce bridge bridge call helpdesk team should be
call booking link able to get the new
booking screen to establish the
conf bridge call and
should be able to send
the call details.  
TC 011 Meeting RS8 date, start time, System should generate
request end time, meeting request id i.e.
home subject, agenda, meeting id
page comments and
adding
participants
 
TC 012 Meeting RS8 date, start time, Meeting request id
request end time, details has to be
id data subject, agenda, populated in backend
comments and
adding
participants  
TC 013 Meeting RS18 Meeting details Meeting details has to be
Notificati sent to all the users
on involved in the meeting  
TC 014 View RS10 Meeting details User should be able to
meetings view the meeting in his
calendar after meeting
request is sent
 
TC 015 Action RS11 Meeting details User should be able to
on view the meeting in his
meeting calendar after meeting
request request is sent. User
should be able to
accept/decline the
request
 
TC 016 Action RS11 Meeting details Once the user declines
on any meeting, notification
meeting has to be triggered to the
request users involved in that
meeting
 

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TC 017 Preparin RS16 Meeting details Host should be able to

g MOM capture all the discussion
points with basic details

 
TC 018 Preparin RS16 Meeting details User should be able to
g MOM capture all the discussion
points with basic details.
MOM points should be
saved in database and
can be able to update

 
TC 019 View RS17 Meeting details User should be able to
MOM(s) view the meeting details
based on the meeting id
or by search criteria.

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