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Team 6 Analysis

Page history last edited by Martyna427@yahoo.com 8 years, 8 months ago



1.1 Users

1.2 Scope

1.2.1  Pre-conference

1.2.2  During Conference

1.2.3 Post-conference



3.1 Technical

3.2 Financial

3.3 Organizational

3.4 Cultural




The following document is an initial description of the technical requirements of a virtual collaboration platform, to be designed and  deployed during the Institute of Cultural Affairs, 8th Global Conference, to be held at Crowne Plaza Hotel in Kathmandu, Nepal, from Oct 29- Nov 2 2012.


The information below will describe the virtual collaboration requirements chosen to support the user community, who will attend and engage into the conference remotely.  That same collaboration platform will initially be used a registration and subscription portal in the pre-conference stage.


The portal will serve, post conference, as a collaboration stage, with conference resolutions and the follow up actions by action groups.


This information was provided by Douglas Druckenmiller, Danny Mittleman, Dick Alton, and Larry Philbrook.

1.1 Users

  • Anticipated number of virtual participants is 100

  • Virtual participants will be allocated over six different themes

  • Virtual participants can choose which theme they wish to participate in 

  • Virtual participants will be multicultural, ½ of participants related to ICA outside of Nepal, most of them Americans

  • Virtual participants will have varying level of technological skills, we can assume participants know how to at least use email

  • Virtual participants will be using different operating systems (PC, Mac, Android)

  • Virtual participants will be provided training on how to use the technology adopted to carry out the virtual conference

  • We can assume that virtual participants understand English

  • We can assume that virtual participants have access to high speed internet connection

  • On site attendees and ICA conference leaders will also be users of the system


1.2 Scope

To integrate off-site participants in conference activities taking place:

  • Pre-conference
  • During conference
  • Post-conference
  • Youth conference


1.2.1 Pre-conference

February 2012 - October 28, 2012

Initial website launch to support activities before the conference.

Goal: resource gathering and starting discussion around each of the 6 themes


  •   Theme 1 - Promoting Peace Building and Good Governance
    • Virtual town-hall meetings quarterly beginning in February/Global Virtual Dialogues
    • Attendees will be able to submit papers and presentations
  • Theme 2 - Community Development
    • Participants can view, create and edit best practices documents
    • Participants can view Nine Levels of Strategy documents
    • Participants can view and create CD initiative examples
  • Theme 3 - Growing a New Sense of Leadership
    • Online dialogue to pull together and share approaches to leadership development
  • Theme 4 - Reshaping Education
    • Establish ongoing global collaborative community
    • Outline curriculum, identify resources
  • Theme 5 - Resourcing Human Development
    • Pre-conference resources/strategies not specified
  • Theme 6 - Building a Viable Future for Planet Earth
    • Preconference resources/strategies not specified 


  • Online community
    • Discussion board
    • Separate communities for each of the 6 themes will be available, the user can choose which community to navigate to.
    • Ability to post videos 
    • Document co-creation tool
    • Document upload/management 
    • Display a calendar of events with details on conference activities
    • VoIP and/or Video Conferencing 


  • User Requirements
    • Conference participants can register & create a profile
      • ICA will have to validate the users  
    • All users will be able to access all themes
    • Users will be able to choose to follow a theme
      • Users can subscribe to a theme to receive notifications when new activity (discussion postings etc.) occurs
    • Administrators will be able to edit conference information
      • ICA staff member(s) will have system administration control
      • Theme leaders will have theme-specific administrative control
        • Page features/layout
        • Content administration
        • Ability to remove inappropriate posts/comments



1.2.2 During Conference

October 29 - November 2, 2012. 

In addition to the pre-conference tools additional online tools will be added to support the live conference. 

Goal: Resource gathering and sharing of resources, allowing virtual participants to be involved with conference activities.


  • Video
    • Video broadcast of keynote speeches and session presentations will be available for virtual participants. There are three possible options for video availability:
      • Opt 1. Real-time stream of presentations and keynotes
      • Opt 2. Recorded and uploaded for virtual participants to watch after presentations
      • Opt 3. Sessions and keynotes will be recorded and posted prior to the conference
        • Virtual participants can view prior to conference
        • Virtual participants can submit questions and comments prior to conference; speakers may address any issues during the live presentations 
    • Video recording of opening ceremony available
      • Possibly live streaming as well 
    • No video recordings for break out sessions with smaller groups (when the themes break down the group into several groups for discussions)
    • Online participants will be able comment on each video posted


  • Online community
    • Discussion board
      • Separate for the 6 themes
    • Co-creation tool 
    • Chat/Group IM (possible)
      • Separate for the 6 themes
      • Small group breakouts for virtual participants
    • Photo sharing for photos of conference social events  


  • Themes
    • The six themes will be active in parallel
    • Take aways from each theme will be posted to the online community. Virtual participants should be able to comment on these takeaways.


  • Theme 1 - Peace Building
    • Big Proposal Template
      • Translation capabilties?
      • Available for download or customizable and printable from online template
    • Website for ongoing research and dialogue on best practices and initiatives
    • Publishable interviews
      • Text and/or video
    • Video clips of participants
      • Downloadable files and/or embedded streaming video
  • Theme 6 - Building a Viable Future for Planet Earth
    • Downloads - Document management/sharing
      • The “do” and “do not do” list 
      • Long term plan of action
      • Presentations
    • Ongoing method for sharing models/processes and best practices
      • Discussion board


  • The system should allow for flexibility in setting up content for each theme since the content required to support each theme may vary. Administrators should have the ability to choose from the tools available to fit their needs. 
  • A virtual participant can choose one or more themes he/she wants to access.


1.2.3 Post-conference 

November 3, 2012 - Ongoing

Ongoing web resources for virtual and physical attendees.

Goal: To continue resource sharing and collaboration.


  • Online community
    •  Separate for each theme
    • Discussion board
    • Co-creation tool 
  • Documents
    • Wiki book about the conference
    • Documents from each theme
      • Theme 1 - Peace Building
        • Pull together virtual dialogues and best talking papers
        • Publishable interviews of participant initiatives 
      • Theme 4 - Reshaping Education
        • Establish ongoing global collaborative community
        • Outline curriculum, identify resources
      • Theme 6 - Building a Viable Future for Planet Earth
        • Downloads - Document management/sharing
          • The “do” and “do not do” list
          • Long term plan of action
          • Presentations
        • Ongoing method for sharing models/processes and best practices
  • Videos
    • Sessions and keynotes
      • Participants can re-watch or catch up on themes other than the theme the participant followed during the conference
    • Supplemental videos from various themes:
      • Theme 1 - Peace Building  
        • Video clip library of participant presentations - downloadable and/or streaming
  • Virtual Participants will be able to use and online survey or voting feature to give feedback on conference take aways



1.3 Summary of Features




Functions available to virtual participants




Discussion board




Co-creation tool




Calendar of Events




Chat/Group IM




Survey/Voting Feature




Video recordings

If pre-recorded



Interaction with presenters




Interaction with on-site participants




Access to presentation power points




Access to minutes from break-out sessions












Online discussion leader (1/theme)




Document sharing





1.4 Use Case Diagram




  • Each theme provides a person to lead/support online activity/discussion

  • Theme coordinators have administrative rights to control online activity (create, update, and delete discussion posts/comments.




3.1 Technical

  • Bandwidth 

    • Bandwidth available to users may vary 

    • Effort will be made to minimize bandwidth requirement 

  • Participants’ tech skills (mitigated by training)

  • Electricity can shut down all synchronous activity, decouple on- and off-site conference

    • Rolling blackouts may impact all available electricity 



3.2 Financial

  • Budget 10,000 USD (100USD*participant)

  • Attendees may have vastly different technology budgets - as much as possible the system should utilize the least common denominator and require minimal "accessories" (webcams/microphones, touchpads) 


3.3 Organizational

  • Limited tech knowledge within ICA


3.4 Cultural

  • Time zones

  • Cultural differences may impact interaction in discussions. Participants may have different views on how to address questions and different comfort levels with interacting and brainstorming ideas with other participants.

  • English may not be the participant's first language 



  • How much will it cost to hire tech experts/support (or available internally? unclear!)

  • Should the system facilitate small group breakout sessions for virtual participants since physical attendees will have this interaction?

  • What form are the "takeaways" from the individual sessions?  

  • Do we need to know the requirements for the youth conference? 

  • Will social media need to be integrated with the online system?

  •  Will the solution need to be hosted locally or can it be a SaaS solution? 

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