Proposal Online Meeting Management System

Proposal

Online Meeting Management System

Introduction

Our Electronic Meeting Management Software is designed for the creation, approval and  distribution  of agendas, minutes and related decisions. Data related to those meetings for the authorities and the departments is           processed efficiently and reliably. Our Electronic Meeting Management Software Securely Publishes Your  Materials  Save time and provide universally accessible materials with our one click publishing.

    

Background

This System is useful in which Over all there is currently no such system in organizations Any Announcements Agenda Schedule All are handled through traditional letters And Notice Board.

   

Purpose

 

The purpose of Online Management System is to simplify the overall process of minutes processing and data distribution in  or organization and to help the authorities proceed with their meeting related             tasks and guide them in giving this data to the other stakeholders in the final distribution of the meeting decisions

 Proposed Solution overview

Currently manual record keeping is done for the meetings. This a criteria of great concern on  campuses and organizations so there is a great  need for a fully  automated meetings minutes  system to resolve this problem.

The System is primarily based on the oracle 10 g and reduces the time.

·        Meeting data is gathered ,this is produced in format of an agenda

·        The agenda is later on transformed for meeting date and points

·        The meetings are conducted and resulting minutes are maintained

·        The overall results are given via  e-mail alerts

                   Modules of the Proposed Solution

                                                                                                                                        

The System would have the following modules.

§  Login module

The user logs in this module and the passwords and username are saved at the backend.                                                                                                                                                                                    

§  Sign up module

The user signs up in this particular system via the sign up  module and the data is used for validation upon login in to the system.                                                           

§  Agenda module                                                                                     

The Agenda is created through the points the authorities enter in order to create a rough draft for the next coming meeting.                                   

§  Minutes Of Meeting Module

Minutes of meeting contain Records Related to previous meetings Conditions Suggestions and Recommendations related to that topic.

                                                                                                                       

§  Notification module

Share your information with all your internal stakeholders from our notifications center.

§  E-mail alerts module

Through this module your System sent the Agenda or Minutes of  Meeting to the specific person or group of person.

                               

                                Features of Modules

Agenda

·        Prepare Notice

Notice which has Send to all the entities related to this      meeting containing information about time date and place of meeting.

·        Format

In which format people want to make their agenda like doc,docx,pdf.

·        Approvals

According to this module feature Authority gives the final approval to the agenda.

·        Publish

Finally this Feature publish the Agenda on the official website of Organizations.

·        Agenda Directory

                 All Agendas detail of Organization.

Minutes Of Meeting

·        Build

Organizations make their Minutes of Meeting for future .

·        Format

In which format people want to make their Minutes like doc,docx,pdf.

·        Approvals

According to this module feature Authority gives the final approval to the Minutes.

·        Publish

Finally this Feature publish the Minutes on the official website of Organizations.

·        Minutes Directory

All Minutes detail of Organization.

E-mail alerts

·        Email Addresses

·        First Name

·        Last Name

·        CC

·        BC

External Interface Requirements

Reliability

In order to ensure reliability, this system is being designed using software that is established to be stable and easy to use.

Availability

This system is designed to run 24/7 and be readily available to the user.

Security

The access to the software is given only to valid operators. We need a specific ID and password to get access to the software.

  Specifications :

Software

Ø Windows 7 ,Vista or XP

Ø Oracle 10g , Jdk or .net Frame work

Ø Internet Explorer

     

 Hardware

Ø Pentium processors

Ø 1 GB  RAM

Ø 1.5 GB Hard disk Space

Interface requirements

Ø Login forms

Ø Sign-up  forms

Ø Agenda form

Ø Minutes form

Ø The interface would be self explanatory and user friendly.

Ø Quick processing would be done.

Ø Reduction of the manual work.

Model

     Spiral Model