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Team 5 Analysis

Page history last edited by Marielou 8 years ago

PM/IS 440 - Group Project - Team Five Requirements Document

 


 

Link to our document created for gathering requirements: Information Gathering Document

 

1. Business Requirements

 

  • General Information 

    • Location:
    • Dates:
      • Member virtual meetings and file sharing starting February, 2012
      • Pre-Conference: 10/27/2012 – 10/28/2012
      • Conference: 10/29/2012 - 11/02/2012
      • Post-Conference: ongoing (no end date), starting from 11/02/2012
    • Objectives:
      • Embrace national culture
      • Share the overall message of the Organization
      • Encourage new communities and groups to form
      • Evoke an ongoing dialogue
      • Gather wealth of information and create new plans for action
      • Allow global participation considering resources available
      • Generate new contacts and attract more members, both individuals and new organizations 

 

  • Budget

    • Anticipated Revenue:
      • Virtual:
        • Virtual Access: $100 per access account (100 attendees expected); Estimated Virtual Conference Budget - $10,000
      • Overall:
        • Conference registration: $300/$350 (250 attendees expected)
        • Pre-Conference registration: $200/$250
        • Youth Conference registration: $125/150
        • Possible contributions and donations
        • Hotel/Meals: $60/$80
    • Anticipated Expenses as related to the Virtual Conference:
      • Website Integration cost (only integration with the virtual capabilities; Conference website design is separate)
      • Implementation cost including potential resources needed
      • Product cost (software, hardware)
      • Hosting (especially for post-conference maintenance and on-going dialogue and information exchange)
      • Site maintenance
      • Wireless access 
      • On-site support
      • Off-site support

 

  • Resources

          Some resources below may have multiple roles and shared responsibilities.

    • Known Stakeholders
      • ICA global members and employees
      • ICA Nepal particularly
      • Nepalese communities 
      • ICA partners
      • ICA chairmen
      • Speakers and guests
      • Live conference participants 
      • Online participants 
      • NGOs 
      • General population with an interest in Nepal 
      • All the following organizers and coordinators: 
    • Virtual Conference Team
      • Technical Team for Virtual Conference
        • Technical experts for set-up, configuration, integration and site maintenance
        • Support and troubleshooting (both on-site and on-line if needed)
        • On-site training for conference members and session organizers to assure equal understanding and technical abilities
        • Post-conference support for site maintenance, on-line support and uploading videos
      • Virtual Conference Coordinators
        • Managing information shared and posted
        • Responsible for monitoring the integrity of the discussions and value of the information shared
        • Planning of virtual space and arranging the required set up, on-site space planning to match virtual needs and capabilities
        • Enforcing or requirements and quality control
        • On-line discussion and real-time chat during workshop, guiding the conversations, interviews and workshops 
        • Post videos and photos on-site for virtual participants
        • Work closely with speakers/presenters, on-site hotel staff and the Technical Team to insure quality
    • On-line Marketing and Design Team
      • Managing the advertising and promotional videos and materials
      • Visual representation
      • Web-design
      • Social Media
    • Conference Organizers
      • Responsible for arranging the physical space
      • Monitoring and controlling the conference schedule and workflow
      • Working closely with each Theme Coordinator
      • Assuring satisfaction of all attendees 
      • Security
    • Theme Coordinators (six)
      • Organizing on-site workshops
      • Planning
      • Guiding participants
      • Evoking results from conversations, workshops, presentations, meetings and more
      • Being responsible for their theme virtual representation, monitoring the value and information being shared

 

 

2. Technical Requirements

 

  • General Technical Requirements

    • Achieve a quality look and feel of the virtual interface
    • The virtual platform should evoke participation, attract public to take part, join the dialogue and want to contribute
    • Create excitement and curiosity with a user-friendly GUI and easily accessible solutions
    • Incorporate Social Media aspect to attract a broad range of participants 
    • Consider using YouTube for easy video sharing
    • Design should aid in learning and contribution by being creative, fun, respectful to all organizations and individuals, conscious of resource limitations and abilities of end-users
    • Allow sufficient discussion time and information availability to accommodate time zones
    • In order to accommodate global interaction, offer translations especially of crucial documentations and proposals
    • High-speed Internet access and enterprise infrastructure that supports virtual collaboration (see Hotel details)
    • Possible three ways to access the conference site and limit accessible information to specific groups:
      • General Public Access: limited
      • Paid Virtual Participants: limited but access to some restricted areas; allow to follow a specific theme
      • Organization Members and Administrators: full-access
    • On-site hardware
      • PCs available:
        • for ad-hock involvement of participants
        • live chats of on-site members with on-line users
        • real-time picture sharing, comment posting
      • Microphones, video cameras, digital cameras, lighting
        • insure quality video and sound during discussions and workshops
        • designated interviewing station to capture reactions and feedback; setup of web streaming

 

  • Pre-Conference

          This involves all of the activities starting February, 2012 and leading to the main event. 

    • Technical Training

Offer technical training for all involved as to not interfere with the conference, time-loss and assure an efficient and professional virtual presence.

      • Administrators and organizers
      • Speakers or/and other users
      • Create User Guides for starting new chats, posting on-line, adding comments and more
    • Video recording and document repository of Pre-Conference meetings, trainings and workshops

Offer virtual support and solutions that not only allow virtual participants to take part in the activities, but also to help members and speakers communicate, contribute to the knowledge transfer and plan for the main event. The member minimum requirements involve video conference for meetings and file sharing, these solutions should be available starting February, 2012.

      • Virtual Member meetings
      • Planning and discussions
      • Pre-Conference activities: Conflict Resolution, Peace Building, Social Artistry Leadership in the Changing Context, Participatory Rural Appraisal, Transcendental Meditation and Yoga, Work Course
    • Document repository

Allowing members to share crucial documentation, but also start marketing and spreading the word to the public and encourage early participation.  This will aid in building a community that is focused on a specific action, help gather information that can be used during the conference and attract more public involvement. 

      • Each theme having both public/shared and private file repositories
      • New organizations being able to upload and share photos and stories about their achievements, resolution ideas and current actions
      • Posting of related papers, publications and past articles
      • Member agendas, plans and presentation outlines
      • Ability to edit member related shared documents for collaboration
    • On-line Discussion 

Pre-conference chats and comment posting for specific themes.  Start the conversations that will lead to finding appropriate solutions and organizational mission.

      • Ability for participants and public to start conversations and comment posting
      • Potential translation options
      • Social Media, linking, posting
      • Monitoring System: theme coordinators will need to control what is posted and what limits to set as to insure a safe, respectfull environment for all involved
      • Ability to comment on photos and videos
    • Support for theme discussion
    • Archiving
    • Youth Conference (similar as above)
      • Document repository, on-line discussion and video availabilities

             

  • Main Conference

          Similar technical requirements as pre-conference with additional considerations as listed below.

    • Live real-time streaming of Key-note Speeches
      • Audio, video equipment with potential additional hardware needed
      • On-site technical support for recording, uploading and troubleshooting
      • On-site dialogue guidance to support the continuous virtual discussion
      • Possibility of six live simultaneous streams with choice of which to follow 
    • Video upload
      • Where there is not need for real-time streaming. Allow for capturing and uploading of workshops, open-space discussions and other presentations
      • Sharing of past interviews and presentations offered by ICA speakers
      • On-site interviewing capabilities with possible real-time posting
      • Sharing of site visits and group explorations 
      • Posting of related videos, linking to other websites and sources, encouraging outsite organizations to participate
      • Virtual technical support that will control the upload and editing of videos
      • Necessary hardware and software for video capturing, editing and posting
    • File Sharing
      • Posting of photos, images, graphs/charts used during presentations
      • Sharing of handouts and information specific to each presentation and workshop.  Notes offered by speakers, agenda and supporting documentation
      • Each Theme being able to share papers and publications related to their mission, past and present reflections
      • Location and Conference related information, schedule, changes and updates
    • Archiving support
      • Archive all documentation, key discussions and videos  
    • Real-time on-line Q&A options
      • Offer on-site  dialogue guidance with monitoring of posts and insuring integrity of the posts and public participation

 

  • Post-Conference

The objective is to continue a Post-Conference on-going dialogue that will resolve in increased public participation, acquiring new contacts and resources.  Each Theme will have their own discussions and missions for creating new plans and models of achieving their goals.  The post-conference will be divided into six Themes (communities) and independent of one another.

    • The following capabilities should be offered for each Theme section:
      • Videos from the conference so they can go back and revisit certain issues that were discussed
      • Access to the slides, handouts, documents used by the speakers
      • Blogging and wiki access
      • Live chat for easy conversation between participants logged in at the same time
      • Discussion board for participants that want to contribute to an ongoing topic started in the past
      • On-line books related to the theme
      • Essays related to the theme
      • Published material that is related to the theme
      • Reports related to the theme
      • On-line voting / survey to gather participants’ thoughts / support in regards to a certain issue
      • Access to minutes from break-out sessions
      • Document sharing between participants

 

 

3. Constraints and Unresolved Issues

 

    • Electricity Issues in Nepal
      • Have a backup system/security in place?
      • How to handle breakouts? 
    • Internet-Related Issues and WIFI Connections
      • Are there other people using the system in the hotel at the same time?  (affects bandwidth)
      • Prioritize live stream? 
    • Hotel Capacities and Capabilities
      • Specific Hotel staff working for the conference?
      • Space available? Outlets, back-up generators, etc.?
        • Rooms with live stream: is the recorded speech in one room going to affect online participants trying to listen to the stream of another room (i.e.: depends on the space provided)? 
      • Capabilities: dial-up, cable modem, T1/T3, bandwidth? 
    • Resources-Technical People:
      • Do we know of teams that will be in-place for feeding the data?
        • Technical experts for each theme? Who will interview? Who will post the info on-line?
        • Who will be in charge of maintenance? (...) also post-conference in the long-run?
    • Cultural and Political Implications
      • Are their specific restrictions that need to be taken into account?
    • Intellectual Property Rights
      • Issues and legal considerations? 

 

 


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