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My-ePlanner System

Comment [cong1]: Late Submission:

Fri, Oct 03, 2014, 05:37 PM


Kelvin has a very busy life. Beside his study in Swinburne University of Technology, Kelvin has
many other commitments which include work, family and his personal plans. Kelvin understands
very well that after being so busy day after day, forgetting to do a task or postponing without
rescheduling a single task could turn his life to a giant mess. Kelvin started to think about a way
to remind him of his pre-planned tasks. As Kelvin is a well-organized person, he has developed a
simple way (a planner) to help him organize his different commitments in life. He started to plan
his tasks a week in advance and record it using notepad.
Kelvin has initially divided tasks to four different categories: Personal {P}, School {S}, Work
{W} and Family {F}. New categories are to be added when emerged. These categories help
Kelvin to mark the importance of every task (e.g. Sometimes tasks in School{S} or Work {W}
are more important than others in Personal {P}). Kelvin always records his planned tasks for the
following week in the notepad by giving that week a number and a title. Then later during the
week, he assigns them to an exact day. He also decided to pair every task with a status to
differentiate if the task has been already achieved or not yet. Currently he uses three statuses:
[Done], [Cancelled] and [Postponed]. Task that does not have any status means it is to be done
later. [Postponed] tasks are to be done the next day or to be assigned to the next week.
After a while of using notepad as a planner, he started to encounter many problems and
challenges. He realised that recording his tasks in notepad is not as effective and efficient as he
expected. Sometime he forgets to reschedule some postponed tasks. He also wastes time looking
for where did he last stopped in some continuous tasks categorised under School{S} (e.g. after
two weeks, he has to scroll down in the notepad to see what was the last chapter he revised for
HIT1401). In addition to that, he cannot make updates in tasks on real-time. Every time he want
to add a new task or update a status of a task he has to refer to his laptop later when he goes back
home. Furthermore, Kelvin cannot plan tasks for more than a week as that could confuse him.
All these issues were very upsetting for Kelvin in his experience with planning using notepad.
Now he is looking for a personal e-planner and task management system that can help him
overcome the previously mentioned issues. This system is expected to allow Kelvin to plan his
tasks and organize all his important schedules in a more effective and efficient way and make
sure he does not miss any of them. The system will not only help Kelvin to focus on his daily
tasks and assure he completes all important ones in due course of time, but also it administers the
tasks which are of a long run period(e.g. revising chapters of HIT1401). The system will remind
Kelvin weekly of his work so that every week he keeps in mind about his future prospects.

Comment [cong2]: 0.5%

Missing Requirements:
**manual works - bringing undone task
**Task compilation and submission
**Exposing personal / other task while
submitting printed report
**Sharing tasks.
**Generate report for most frequently
found keywords
**Statistical report on task completion
**UI and Usability requirement
**Complete operation in less than 4 steps.

Actors and their key pain points and goals:

Actor: Student (Kelvin).
Pain Points:
- Using notepad requires a lot of typing.
- The user has to copy/paste the main format every time he wants to make the
planner for the following week.
- Lack of flexibility in reallocating tasks to different day or week.
- The possibility of forgetting to reschedule some postponed tasks.
- Unable to rank tasks by importance.
- Unable to assign a due date/time for tasks, because notepad will be crowded
and might confuse the user.
- The possibility of forgetting to do some tasks because of the absence of a
vocal reminder (an alarm).
- Unable to add more note related to a tasks because notepad file will be
- Mis-administration of tasks that are of a long run period.
- Unable to make updates on tasks in real-time.
- Unable to plan tasks for more than a week as that could confuse the user.
- Unable to assign estimated time for completing a task.
- Unable to assign percentage accomplished of some tasks which still under
- Conveniently and efficiently organize important schedules and tasks of the
next week, month or even year.
- To make sure not to miss any task and to be reminded of the upcoming tasks.
Actor: My-ePlanner installation and support team (the developers).
Pain Points: Frequent calls and visits of the main user of the system because of
the recurrent errors.
Goals: Troubleshoot and minimize future problems and errors.

Constrains in the problem space

Cost of developing the system

Cost of purchasing compatible hardware/device (Smart phone, tablet, laptop).
The owned hardware is not compatible with the proposed system.

Comment [cong3]: 0.5%

Missing actor: Supervisor & Peer

Comment [cong4]: 0.5%

Comment [cong5]: not an actor in this


Comment [cong6]: 0.5%

Comment [cong7]: are you sure on


The OS used in the hardware does not support the proposed system
Troubleshooting time (the system might have some errors and take time to fix it).
Kelvin is a university student, but learning how use the system might take him a while.

Potential solutions

Daily printing of all tasks to be done, and must complete every tasks on time without
postponing to avoid problems of rescheduling and clashes.
Kelvin carries his Laptop with him all the time to keep checking his upcoming tasks.
Kelvin keep uploading the notepad to his Facebook/email inbox to stay updated of his
upcoming tasks in case he does not carry his laptop.
Use an online planner such as: mustudylife.com, weekplan.net or dayviewer.com
Leave the planner in laptop at home, and call home whenever he wants to know the
upcoming task or wants to make changes in the planner.

Feasible solutions
Developing an efficient ePlanner system would be the most feasible solution for Kelvin. This
system will help him to focus on his daily important tasks and make sure that he complete all the
important ones on due time. In addition to assigning the important tasks, Kelvin will also be able
to keep notes to its related tasks.

Known knowledge gaps

It may take time for Kelvin to learn how to use the system
Unsure if Kelvin is familiar with hardware used to run this system.
Unsure if Kelvin can deal with different OS, in case the OS that support My-ePlanner is
different than the one he uses.
What details are needed to assign a new task? Are the task title, category, status and date
enough? Or further details such as time and percentage of accomplishment are needed
It is unknown if Kelvin can afford the development costs of the system.
It is unknown if Kelvin already has the hardware that supports the system or if he can
afford buying one.


Kelvin is rich and can afford the development costs of the system.
Kelvin has the required hardware that supports the system.
Kelvin has the required knowledge that allows him to learn easily how to use the system.

Comment [cong8]: are you sure on


Comment [cong9]: 0.75%

Comment [cong10]: This is what he

did right now.

Comment [cong11]: how this actually

Comment [cong12]: 0.5%
Need to elaborate more on some basic
functionalities and features of this feasible

Comment [cong13]: 0.5%

a plan is needed to spike each gap
Comment [cong14]: this is your
assumption or fact? it sounds like
constraint, not gap

Comment [cong15]: 0.5%

Comment [cong16]: conflics with
constraint. Yet this assumption is invalid as
there is not indication / statement saying
Kelvin is rich

Solution attributes

Security Accessing to the system requires a username and password.

Multi-platform support My-ePlanner should run on laptop, as well as on tablets and
smart phones.
Simplicity My-ePlanner should be simple to use to enable a wide range of users to
easily use it.
Usability This is the measure of the users capability to operate a system efficiently and
Structure - Have properly organized information to increase the effectiveness of the
Tolerance The measures taken to prevent the user from making any mistakes.
Flexibility The easiness of the system that can be modified for use in different
applications other than the applications it was originally created for.
Agility The ability of the system to both be flexible and undergo change rapidly.
Integration with current OS My-ePlanner should be supported seamlessly by the
different OSs.

Vision statement

Comment [cong17]: 1%

Comment [cong18]: well organized /

Comment [cong19]: fraud tolerance

Comment [cong20]: what does this


Comment [cong21]: 0.5%

where is your vision statement?

For: Students (or anyone wants to organize his daily schedules and tasks)
Who: are in need of an efficient task management system.
The: My-ePlanner system is an efficient system.

Comment [cong22]: types of system

That: allows students to organize all their important schedules and tasks in their daily life and
help them to complete it effectively.
Unlike: the other ePlanners system, My-ePlanner has an advanced design and also the extreme
simple user interface that makes it easy for everyone to handle
Our Product: My-ePlanner provides a simple and efficient means of managing your daily tasks
via a user friendly and effective interface with less time wasting.

Comment [cong23]: for example?

Comment [cong24]: merge this with
our product