Smart Meeting Planner

CHAPTER 1: INTRODUCTION
1.1Background
Smart phones are extremely versatile gadgets, offering unlimited chances to utilize our time
efficiently. On average, a smart phone has 41 applications, and every day more new phones
are being activated. Perhaps the most startling statistic is that currently, 1.3 million Android
devices are activated every day which means that every 24 hours, more than four times as
many new smart phones and tablets are set up than babies are born. And once the devices are
activated, they are checked on average 150 times a day once every 6.5 minutes. The apps in
both Apple’s and Google’s app store combined is over 2 millions. Admittedly, the apps are
the purpose behind the smart phone. Furthermore, on average every smart phone contains 41
apps which are used for regular needs. The Statistics in figure 1.1 shows the increase in smart
phone usage.

According to the Pew Research Center, as of January 2014, upwards of 60% of American
adults are using smart phones and very close to 45% of American adults have tablets.
Adding to that, mobile phone users are switching to smart phones as they are advancing with
3G and 4G networks. On the other hand, out of 2 millions of mobile application about 60%
of the apps are not being downloaded once. Very few of the applications are used on a
regular basis. As a matter of fact, the calendar application is the one app which is widely
used.

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1.2Brief history of Technology/concept

One of our problems with existing calendar applications is accessing a calendar multiple
users. Other developers have tried to solve this issue in a different way.
Some existing calendars are available in the android play store are listed below:
• Google Calendar
• Calendar
• Agenda
• Ever Calendar.
1.3 Applications
This application will be very useful for users to manage their meeting efficiently. It is very
useful for both personal and business use.

1.4 Research motivation and Problem statement

1.4.1 Research Motivation
In this fast moving world, most of the users need applications which can save their time.
Android calendar is one of the applications which can save a lot of time by scheduling event
details and thus user can worry less and accomplish more.
But, in this modern era, it is also important that we don’t waste much time in scheduling an
event. It is necessary to know about others schedule before meeting them so that we don’t
need to wait. For an instance if a group of 10 people are planning to get- together, it takes a
great amount of time to know each of the group member’s calendars and schedule an event.
This is the motivation behind this application to store the event details in a single calendar
with multiple user access. The other reason behind this project is that few applications like
aCalendar application, can support multiple user accounts in a single calendar but they
generate alert notifications for unrelated events to the user and also cannot get rid of
redundant events. For an instance, in the above example if 10 people have the same event,
the present available apps give alert notification 10 times for a single event which creates a
lot of disturbance to users. The Calendar+ makes sure that the users are not disturbed by the
alert notifications for the events they are not related to and also gets rid of redundant events..

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1.4.2 Statement of the Problem

One of our problems with existing Meeting planner applications is accessing a calendar by
multiple users. Other developers have tried to solve this issue in a different way.
Some existing Meeting planners are available in the android play store are listed below:
• Google Meeting planner
• Meeting planner
• Agenda
• Ever planner
But the solutions are difficult to manage. .

1.5 Research objectives and contributions

1.5.1 Primary objectives
Following are the objectives of this project
1. Design a multi user collaborative meeting management system
2. Develop a android front end for the functionality
3. Integrate the system with Google Calendar

1.5.2 Main contributions

The main contributions are
• A easy and efficient android meeting management system
• Google Calendar API integration.

1.6 Organization of the report

Detailed survey of the current solution for epilepsy prediction is done in Chapter 2. The
requirements of the software system are detailed in Chapter 3. The design of the system is
well documented in Chapter 4. Chapter 5 provides the detailed implementation of the system.
The testing strategy and test cases are detailed in Chapter 6. The results of the proposed
solution is documented in Chapter 7 and finally Chapter 8 provides conclusive remarks.

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CHAPTER 2: LITERATURE SURVEY

2.1 Introduction
Earlier, every task was completed manually without taking the help of technology at all but it
resulted to so many complications, confusions and many more problems. The pen-and-paper
method is the old way of scheduling appointments for a workgroup, in which all scheduling
is funneled through an appointments secretary with a central calendar. In this model, the
people whose time is being booked must check in regularly to find out what their schedule is,
and to let the secretary know what times are unavailable. With large workgroups or very busy
schedules, this system can rapidly become untenable. There are various challenges in
meeting scheduling process, Meetings are a necessary part of business, but what isn’t
necessary is the amount of time spent arranging them. According to a study conducted in
September 2010, business professionals spend 4.75 hours of a typical workweek arranging an
average 8.9 meetings. With the amount of time that business spent scheduling meetings, they
could take Friday afternoon off every week. Some of the challenges are:

1. Wasted time

2. Scheduling errors

3. Damage to employee morale and client perception

4. Inefficient use of meeting rooms and resources

Following are the android applications developed for the purpose of scheduling meeting and
maintaining minutes of meetings:

1. Google Calendar: This app is specially developed for event scheduling. It is not
compulsory that event must be official event such as business meetings.

2. Handy meeting minutes: This app will only generate a report or notes related to the
meeting conducted..

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3. Minutes of Meeting (MOM): Creates minutes of meeting easily and share with the
stakeholders of meeting

There are many more applications developed same as mentioned above but all the
applications are not effective for meeting management. Most of the applications are static
only generate a time table, inviting members was not done. All applications were not
working smartly and in organized manner. So, meeting room should be smarter and meeting
management should be smartest which will lead to make effective decisions and conduct a
smooth meeting.

2.2 Related work

The current software for meeting management are given below

• nTask
• Cisco WebEx
• Meetin.gs
• Fuze – Meeting Management Software
• GlobalMeet by PGi

nTask is an emerging task management software that streamlines meeting management with
on-going neighboring activities like end-to-end project management, team management as
well as risks and issue management.

With nTask you can schedule meetings containing:

Clear concise agenda

Start Time

Linkage to a Task

Duration of period

Date of meeting

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Recurrence period

Discussion points

Follow-up actions

Decisions

nTask is compatible with many different devices and equipment, including iOS and Android.

Once the meeting has been scheduled, the organizer can manage control over which attendee
can edit and make additions to meeting material (i.e. agenda, discussion points decisions and
follow-up actions)

Merits:

Easy to use interface that facilitates editing the Meeting Schedule whenever necessary

Sends email reminders of meetings to every team member

Allows meeting materials to be shared for review by other team members

Allows organizer to share minutes of meeting with each participant

Send meeting invitation to unlimited team members

Unlimited number of meetings in the FREE version

Demerits:

Is only a meeting management software that can be used to schedule and manage the
outcomes of the meeting.

Doesn’t contain video or audio call feature to facilitate virtual meeting conferences

WebEx, a product of Cisco is an enterprise favorite! Known widely for its impressive video
conferencing, and webinar hosting feature, businesses of all sizes find it extremely supportive
for collaborative purposes.

The WebEx Meeting Center is a built-in tool in the software that allows users to schedule and
host meetings ahead of time.

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You can schedule a meeting using two set of options. If you’re short on time, and all you
need to do is quickly schedule a meeting with its name, attendees, date, and duration, then
use the Quick Scheduler. On the contrary, you can use the Advanced Scheduler that lets you
set an email reminder for the meeting and select its recurrence period. An additional
reminder on the phone can also be setup using the ‘Call Me’ feature. This will send a
reminder call on your phone before the meeting is about to take place.

All you need in order to invite a member to a meeting is their email address.

Key Features:

Brainstorm & Chat Tool – Communicate with team members in a private room. Gather and
monitor real-time polls from the team

Editing, Recording, and Playback – Record meetings for future reference with a secure
password. Playback the meetings on any device to re-visit the discussion

Floating panels – Share your screen with members sitting across the globe, while managing
online meeting simultaneously

Merits:

Send easy meeting invitations from phone calls, SMS, email or IM.

Cross-platform functionality that assists users to join the meeting from Mac, Windows,
Linux, Solaris and any mobile device.

Share and edit files in a meeting, once the host of the meeting provides access to chosen
attendees for making changes.

Switch instantly between devices while on-call in a meeting

Desktop integrations that allow scheduling meetings from MS-Office, Lotus, and other IMs.

Demerits:

Limited types and size of files that can be shared

When scheduling a meeting, no place to set an agenda or design a meeting plan

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Expensive if you need 10+ members in a meeting. $39/ user monthly

Meetings can’t be linked to tasks or projects

Meetin.gs is easily the most supportive meeting management software a team could use.

It is designed to organize, streamline and align your meeting management load with an
interactive interface and visually attractive notification system.

There is so much that you can manage about your meetings using Meetin.gs and that too in
the simplest possible way.

Meetin.gs provides numerous integrations with social communication tools (skype, google
hangout, Microsoft Lync, your own conferencing solution). These integrations extend out to
your calendar, address book and Customer Relationship Management systems (CRM). So,
you can schedule a meeting with whomever you want from anywhere, using the easy-to-use
‘Schedule’ button present on various services.

Meeting.gs Features:

Create and edit agendas for team attendees

Create and edit action points to send team attendees for follow-up, post meeting

Centralize meeting agenda, files & images on a single page for easy visibility and
accessibility for the other team members

Send meeting reminders and inform participants to confirm their availability for the meeting

Manage notifications sent to team attendees and manage their control of making changes to
meeting materials

Merits:

Send unlimited meeting invitations to people using the integrated address book feature

Track the timeline of each meeting that is scheduled, taking place or has finished

$12/ organizer monthly

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Create multiple meeting schedules for various objectives

Demerits:

Is only a meeting management software, doesn’t provide video or audio call feature

Fuze is another cloud-based meeting management software that is ideal for both large and
small businesses alike. It provides a stellar variety of features to modify your meeting
management experience at an affordable price. Fuze is designed to assist all sorts of business
communications: video conferencing, content sharing, webinars, group chatting and screen
sharing.

Key Features:

Enterprise Security – All meeting facets are strictly encrypted to ensure team data &
information are secure.

Cross-platform integration with every browser and compatibility with all types of devices

Simple, user-friendly interface to assist unified communication between the team

Merits:

Strong audio and video reception

Allows users to share all types of files and of all sizes, from anywhere

A free plan that allows unlimited meetings with teams ranging up to 25 members

Has its own mobile app so users can join meetings from their mobile phones

Demerits:

Meetings can’t be scheduled ahead of time

Meeting agenda, follow-up action, and discussion points can’t be created for participants’
insight

Meeting reminders can’t be sent

Meetings can’t be linked to tasks or projects

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Everything you need in an ideal meeting management software, you can get it in GlobalMeet
by PGi. Well, almost everything. It is one of those meeting services that were built keeping
end-user functionality in mind.

It enables you to enhance the quality and productivity of your meetings and how you manage
them. By far the most number of participants that any software can allow in a meeting is
GlobalMeet. You can invite more than 120+ participants in a meeting on a paid plan.

The virtual rooms in GlobalMeet are large and user-friendly, with clear panels containing big
buttons for users to navigate everything on a single window.

Meetings in GlobalMeet can be scheduled in two ways. One way is to use the Schedule
feature on the software application. You select the date, time, duration and select your
participants email addresses. The invitation is sent to the participants via email with the URL
of the meeting given in it.

The software has an Outlook integration, so you can send meeting invitations from your
Outlook account. All you have to do is use the GlobalMeet toolbar on your Outlook account.

In GlobalMeet, there is a File Library that lets you access your files, images, documents of
all sorts without having to enter the meeting.

It stores all your data and information shared during a meeting. You can also move your files
around in different folders by simply dragging and dropping them to the intended destination.

Much like Cisco WebEx, users you can conduct surveys and polls to gather feedback from
their users during or outside a meeting. Users can create MCQ questions or essay questions,
and then edit or delete them whenever they want.

Key Features:

Share screen, files, videos and meeting records with the rest of the team

Online meeting management for viewing meeting reports, adjusting participant and control
preferences and access meeting materials

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Passcodes for participants to provide access to make changes to meetings’ quality

Whiteboard feature to enable team or individual brainstorming, summarizing meeting

endpoints, discussion of plans & strategies. The host can allow access to other participants to
his/her own whiteboard for collaboration.

Merits:

Lets you transfer your meetings to another device (iOS, Android, Tablet, smartphone)
without losing connectivity.

Full control over webcam video feeds and audio speaker at any point during the meeting

Maximum number of meeting participants in a single meeting (as much as 100+)

Instant notifications for each event taking place during a meeting

Engaging interface with accessible and easy to maneuver toolbars for each function

Demerits:

No meeting reminders

No meeting agenda

No meeting recurrence

No linkage of meetings to task

No breakout rooms for private or individual discussion

2.3 Study of Tools/Technology

Android is an operating system which runs on Linux kernel. This system is mainly used on
handling devices such as smart phones, tablets, and also extends to portable devices as well.
Google’s android mobile operating system has more users than any other operating system. :

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According to research firm IDC, android has 78% users compared to 22% users for Apple
IOS, Windows and Blackberry together.

As shown in the figure 1.2, the android system is typically divided into four levels: 1.
Applications (contacts, home, phone, browser…) 2. Application framework (Manager for
Activity, Window, Packages…) 3. Libraries (SQLite, OpenGL, SSL...) and Runtime (Dalvik
VM, Core libs...) 4. Linux kernel (Display camera, flash, wifi, audio, IPC (binder)…)

. Google Play is a preeminent place for selling and distributing the apps. After completing all
levels and phases of the project, Google offers a market place to where the owners can
upload apps and costumers can download and install apps.

This Google play will automatically notify the users when a new version of an app is
available in the market . Every smart phone comes with a default calendar application which
allows user to synchronize mail accounts

2.4 Summary
The survey is conducted on existing solutions and the pros and cons of each of the solutions
are identified.

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CHAPTER 3: SYSTEM REQUIREMENTS SPECIFICATIONS

3.1 General Description

3.1.1 Product Perspective
The purpose of this product is implement multi use collaborative meeting management
application.

3.2 System Requirements

3.2.1 Hardware Requirements
One machine is needed with following minimal requirement for this project
CPU Intel 2 GHZ
Memory 2 GB
Disk 40 GB
Display 15 inch monitor
One Android phone with minimum Ice Scream Sandwidtch with API level 14 is needed.

3.2.2 Software Requirements

3.2.2.1 Functional Requirments&Non-functional Requirements
This application provides multiple functionalities to make it more user-friendly with an
interactive user interface.
• Single interface for user convenience.
• Single touch login and logout.
• Create / update / delete events
• Merging/Unmerging the events

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• Add Members
• Synchronizing contacts
• Notifications
• Settings
• Reminders
Following are the non functional requirements of the system
Portability: The product can work in any android phone
Modularity: The system is developed in a modular manner, so that any new functionality
can be added later.
Accuracy: The accuracy of notifications and remainder is high.
Robust: The system must be robust against failures

3.2.2.2 User Requirements

The requirements of the product is given as use cases below
ID Requirement
Req1 User can register a group with group id and password
Req 2 User can add members via their email id to the group
Req 3 Member can login to the group using the group id and group password
Req 4 Owner of group can add members to group
Req 5 Owner of group can remove members from group
Req 6 Owner of group can create meeting
Req 7 Owner of group can delete meeting
Req 8 Owner of group can update meeting
Req 9 Owner of group can set notification and remainder of group
Req 10 All members of group can view the meetings

3.2.2.2 Tools Requirements

The tools requirements is given below

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Coding : JAVA

Tool Box : Android

Platform : Android and JDK 1.8

Tool : Eclipse with Android SDK and Netbean IDE

3.3 Summary
The requirements of the system are identified and neatly documented in this chapter.
Further design and implementation must be done based on it.

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CHAPTER 4: DESIGN

4.1 Architectural Design

The software achitecture of the product is given below

MySQL
Android Client TCP/IP Meeting Server JDBC
Database

API

Google Calendar

Android Client : It is the user interface of users to create and manage meetings via their
andorid mobile phone. Andoid client interactes with the Meeting Server using TCP/IP.

Meeting Server : It is the TCP server which handles the messages from android client and
saves the meeting and group information to database. Meeting server integrates with
Google Calendar API to faciliate notifications of the event and the providing remainders
about event. Meeting Server integrates with MySQL database using JDBC.

The functional diagram for Andoird client is given below

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.
4.2 Dataflow Diagram
The data flow diagram is organized into two levels.
1. Level 0 Data flow
2. Level 1 Data flow
Level 0 Data flow provides the top level process and data flow in the top level process.

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Group
Group Requests Management Group saved in Database
1

Meeting Meeting saved in Database

Meeting Requests Management and Google Calendar
2

Group management and Meeting management are the top level process.

4.3 Class Hierarchy Diagram

The class diagram of the project is given below

Following classes are involved.

Main : This is the user interface class, It has all the functionalities for the users to interact
with the operations of the system
Server: This class implements backgroud of the system
Database: This class is a wrapper over JDBC intefaces to interact with database
CalendarInteface : This class has functions to interact with Google Calendar API

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HandleClient: This calss is spawned for each android client to handles the message from
it..
Message: The Main and the HandleClient interacts via Message. Register, Login,
AddGroup, Add Members, Remove members. Add Meeting, Remove Meeting, Modify
Meeting are the different message communicatated.

4.4 Usecase Diagrams

The users and the use cases are documented below

User of the system invokes above functionalities on the system

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4.5 Sequence Diagrams

The interaction between the class for register is shown below

The interaction between the class for login is shown below

The interaction between class for the add meeting is shown below

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The interaction between class for the delete meeting is shown below

The interaction between class for the update meeting is shown below

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4.6 Activity Diagram

The activity diagram for the project is given below

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CHAPTER 5: IMPLEMENTATION

5.1 Methodology
The client/server model is a computing model that acts as a distributed application which
partitions tasks or workloads between the providers of a resource or service, called
servers, and service requesters, called clients. Client Server architecture is followed in
this project work.

Client / server architecture is also called 2-tier architecture. A client is talking to a server
which performs some services on behalf of the client.

Common examples of client / server communication is:

• Desktop application to database server communication
• Browser to web server communication.
• Mobile to server communication.
• FTP client to FTP server communication.

5.2 Description of Process

The Android client and the server communicate using TCP.
Messages are defined for communication between client and the server.
On reception of message, the Server handles the message by updating the informaiton to
database and send the response to the client.
The flow of communciation between the Android client and the server is given below

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START

Wait for connection from

client

Wait for messages from Client

Handle the message N

Send response

Connection
close message

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CHAPTER 6: CONCLUSIONS

Smart Meeting Planner application provides a shared password to access and store other users’
event details which can be shared by email or by other forms of communication. This application
stores all the user’s events in Parse Web Server. SQLite is used as a backend to store the
information about event and user details in the local database before adding to the Parse Web
Server. There is no limit on the number of user accounts for accessing the Smart Meeting
Planner application. User can add, update and delete event details in the application. Related
events are merged/unmerged using an algorithm. Events can be seen in a customized view
format like day/week/month and year. This application will automatically synchronize phone
book contacts from mobile phone.

In the future, by using two-step verification more security can be provided for this Smart
Meeting Planner application using shared password which improves data security levels.
Multiple accounts for a user can be implemented. On the other hand, merging/unmerging
algorithm which is used to compare the events can use artificial intelligence and thus
merging/unmerging can be done on more parameters.

Additionally we can attract more users to use Smart Meeting Planner application by
providing better interface with advanced functionalities. More importantly, this app can be
extended to fetch events not only from Google Calender but also from other available calenders
as well.

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CHAPTER 7: REFERENCES

[1] AFP RELAXNEWS. (2013, March 22). Smart phones on the verge of taking over the world.
astro AWANI. Retrieved from http://english.astroawani.com/lifestyle/smartphonesverge-
taking-over-world-10503

[2] Pew Research Center. (2014, January). Mobile technology fact sheet. Retrieved from
http://www.pewinternet.org/fact-sheets/mobile-technology-fact-sheet/

[3] Google Play. (2015, May 5). Retrieved from http://en.wikipedia.org/wiki/Google_Play

[4] Smartphone. (2015, May 5). Retrieved from http://en.wikipedia.org/wiki/Smartphone

[5] Sunrise Calendar. (2015, April 14).Retrieved from

http://en.wikipedia.org/wiki/Sunrise_Calendar

[6] Android guide. (n.d.). Retrieved from https://www.parse.com/docs/android/guide#objects

[7] Dao, T. (n.d.). Caldroid. Retrieved from https://github.com/roomorama/Caldroid.

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