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SLTC Meetings Management

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Topic Description

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Summary
Committees have used meetings to discuss their meetings for years. Meetings are managed using a vast
number of documents. The generation and management of this documentation is a time consuming and
repetitive process. Despite this there are is a scarcity of systems available for managing the
documentation involved in meetings. This project investigates the premise that a system could be
produced to automate the management of meetings documentation. The School Learning and Teaching
Committee (SLTC) is used to investigate this premise.
The needs and requirements of the SLTC are investigated and documented. An SLTC Meetings
Management system was then designed and implemented. This system is then evaluated and
consideration is given to the consequences of automating meetings management.

TABLE OF CONTENT

Summary …………………………………………………………………………………………………………………………………. i
Acknowledgements……………………………………………………………………………………………………………………….ii
List of Acronyms………………………………………………………………………………………………………………………… iii
Chapter 1 – The Problem………………………………………………………………………………………………………………. 1
1.1 Overview…………………………………………………………………………………………………………………………….1
1.2 Aim…………………………………………………………………………………………………………………………………….2
1.3 The SLTC……………………………………………………………………………………………………………………………2
1.4 The Problem………………………………………………………………………………………………………………………..2
1.5 Minimum Requirements………………………………………………………………………………………………………. 2
1.6 Evaluation Criteria……………………………………………………………………………………………………………….3
1.7 Background Reading…………………………………………………………………………………………………………….3
Chapter 2 – Project Management…………………………………………………………………………………………………….4
2.1 Project Schedule…………………………………………………………………………………………………………………. 4
2.1.1 Deliverables and Milestones……………………………………………………………………………………………4
2.1.2 Project Schedule Revisions……………………………………………………………………………………………..6
2.2 Methodology………………………………………………………………………………………………………………………. 6
2.2.1 Methodology Criteria and Analysis………………………………………………………………………………….6
2.2.2 Methodology Conclusion………………………………………………………………………………………………..9
Chapter 3 – Analysis…………………………………………………………………………………………………………………….10
3.1 Problem Statement…………………………………………………………………………………………………………….. 10
3.2 User Summary……………………………………………………………………………………………………………………10
3.3 Requirements Gathering…………………………………………………………………………………………………….. 11
3.3.1 Interviews……………………………………………………………………………………………………………………11
3.3.2 Document Sampling……………………………………………………………………………………………………..11
3.4 Requirements Documentation………………………………………………………………………………………………12
3.4.1 Use Case Diagram………………………………………………………………………………………………………..12
3.4.2 Use Case Descriptions…………………………………………………………………………………………………. 13
3.4.3 Functional Requirements……………………………………………………………………………………………… 13
3.4.4 Non-Functional Requirements……………………………………………………………………………………….15
3.5 Existing Meetings Management Systems……………………………………………………………………………… 16
3.5.1 Analysis of Existing Systems…………………………………………………………………………………………16
3.5.2 Conclusions…………………………………………………………………………………………………………………17
Chapter 4 – Design……………………………………………………………………………………………………………………… 18
4.1 Possible Architectures……………………………………………………………………………………………………….. 18
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SLTC Meetings Management
4.1.1 The Need for a Database ………………………………………………………………………………………………18
4.1.2 Client/Server System…………………………………………………………………………………………………… 18
4.1.3 Server Side Scripting Languages……………………………………………………………………………………19
4.2 The System Architecture……………………………………………………………………………………………………. 19
4.3 The Importance of Design………………………………………………………………………………………………….. 20
4.4 Database Design…………………………………………………………………………………………………………………20
4.4.1 The Database Design Process………………………………………………………………………………………..21
4.4.2 Normalisation………………………………………………………………………………………………………………24
4.4.3 Choice of Keys…………………………………………………………………………………………………………….25
4.4.4 Analysis Level Entity Relationship Diagram………………………………………………………………….. 26
4.4.5 Physical Design……………………………………………………………………………………………………………27
4.5 User Interface Design………………………………………………………………………………………………………… 27
4.5.1 User Scenario Development…………………………………………………………………………………………. 27
4.5.2 Interface Structure Design……………………………………………………………………………………………. 27
4.5.3 Interface Standards Design…………………………………………………………………………………………… 28
4.5.4 Interface Design Prototyping………………………………………………………………………………………… 29
4.5.5 Interface Evaluation……………………………………………………………………………………………………..29
4.5Session Management………………………………………………………………………………………………………….. 29
4.5.1 A Stateless Model……………………………………………………………………………………………………….. 29
4.5.2 Login…………………………………………………………………………………………………………………………. 30
4.5.3 Cookies……………………………………………………………………………………………………………………….30
4.5.4 Session Management…………………………………………………………………………………………………… 30
Chapter 5 – Implementation…………………………………………………………………………………………………………. 31
5.1 Technologies for a solution………………………………………………………………………………………………… 31
5.1.1 Database Management Systems (DBMS)………………………………………………………………………..31
5.1.2 Scripting Languages……………………………………………………………………………………………………..32
5.1.3 Servers………………………………………………………………………………………………………………………..33
5.1.4 Choice and Justification of Tools………………………………………………………………………………….. 33
5.2 The Solution………………………………………………………………………………………………………………………33
5.2.1 Implementation Technique…………………………………………………………………………………………… 33
5.2.1. Implementation Approach…………………………………………………………………………………………… 35
5.2.2 Additional Requirements……………………………………………………………………………………………… 35
5.2.3 Security Issues……………………………………………………………………………………………………………. 36
5.2.4 Hidden Fields………………………………………………………………………………………………………………36
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SLTC Meetings Management
Chapter 6 – Testing……………………………………………………………………………………………………………………..38
6.1 System Testing…………………………………………………………………………………………………………………..38
6.1.1 Security……………………………………………………………………………………………………………………… 39
6.1.2 Validation of Input……………………………………………………………………………………………………….39
6.2 Usability Testing………………………………………………………………………………………………………………..39
6.2.1Usability Criteria…………………………………………………………………………………………………………..39
6.2.2 Designing the Usability Tests………………………………………………………………………………………..40
6.2.3 Measuring the Usability Criteria…………………………………………………………………………………… 40
6.2.4 Additional Requirements……………………………………………………………………………………………… 41
6.2.5 Usability Conclusions…………………………………………………………………………………………………..42
Chapter 7 – Evaluation………………………………………………………………………………………………………………… 43
7.1 Evaluation Criteria……………………………………………………………………………………………………………..43
7.2 Minimum Requirements…………………………………………………………………………………………………….. 43
7.3 Does the System Solve the Problem?…………………………………………………………………………………… 43
7.4 Meeting the Requirements………………………………………………………………………………………………….. 43
7.4.1 Functional Requirements……………………………………………………………………………………………… 43
7.4.2 Non Functional Requirements………………………………………………………………………………………. 46
7.5 Usability and User Acceptance…………………………………………………………………………………………….46
7.5.1 Usability……………………………………………………………………………………………………………………..46
7.5.2 User Acceptance…………………………………………………………………………………………………………. 47
7.6 Existing Meetings Management Systems……………………………………………………………………………… 47
7.7 Project Management………………………………………………………………………………………………………….. 48
Chapter 8 – Conclusion and Future Enhancements………………………………………………………………………….49
8.1 Future Enhancements………………………………………………………………………………………………………….49
8.2 Conclusion……………………………………………………………………………………………………………………….. 50
Bibliography……………………………………………………………………………………………………………………………….51
Appendix A – Reflection…………………………………………………………………………………………………………….. 53
Appendix B – Project Schedule…………………………………………………………………………………………………….55
Intended Project Schedule……………………………………………………………………………………………………….. 55
Actual Schedule Followed………………………………………………………………………………………………………..56
Appendix C – Interview with Stuart Roberts…………………………………………………………………………………..57
Appendix D – Use Case Description Forms……………………………………………………………………………………63
Appendix E – Design Level Entity Relationship Diagram………………………………………………………………..68
Appendix F – Usability Testing

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