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Preconference
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During the preconference period, data is collected, evaluated, and created. Collected data includes documents such as calls for papers, abstracts, and outlines for the different presentations. From the collected documents, content must be created and also maintained as the source documents change. Aside from the document management needs, facilities must be provided for attendees to register and manage the schedule of events they plan to attend. At this time it s also crucial to provide information in a timely manner to make the process of registering and getting to the conference easier. Among the experience-enhancing utilities are items that allow you to obtain driving directions or information about special conference rates for travel and hotel accommodations.
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Conference
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The information needs at conference time are crucial to the success of the conference. Satisfied attendees are more likely to return the following year. Being able to cut through the noise, pinpoint areas of interest, and choose sessions to attend are factors of great importance to improving an attendee s experience. Providing interactivity and constant feedback ensures that attendees are always in tune with the heartbeat of the conference. At the beginning of the conference, attendees need to be checked in and given conference badges. Changes or updates to any sessions or presentations need to be communicated effectively in order for attendees to manage their schedules.
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Postconference
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Once the conference has closed its doors, a large amount of work remains to be performed. Attendees are now alumni, and as such they re a prime target audience for future conferences. Providing a sense of continuity is important to alumni and future attendees of a technology conference. There should be a bridge from the topics and content of previous conferences to ongoing and future conferences.
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CHAPTER 1 INTRODUCTION
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In the realm of document management, these requirements translate to the management of the transition of dynamic documents into static documents or archives. The numerous documents such as presentation slides, notes, follow-up discussions, and supporting materials related to different presentations or sessions must now be made available to the conference alumni and possibly to the general public. For the organizers of the conference, information such as the number of attendees, the popularity of topics and other statistical information is a crucial business indicator that will determine the future changes and enhancements made to the conference.
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Figure 1-1. Stakeholders requirements timeline
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The Business Problem
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To manage the information needs of a technology conference, a software system is needed that will provide an interactive information channel that manages the needs of the different stakeholders. There is a business drive mandating the creation of the systems to serve as the basis for a new line of products tailored to the organization, execution, and maintenance of technology conferences. These products are to be sold as a collection of components or subsystems that can be adapted to the particular needs of a customer. The separation of roles and functionality needs to be clear in order to have a system that can be easily customized and enhanced. It s important for the system to account for the fact that attendees and presenters are geographically dispersed. There should be no need (or as little need as possible) for users to install or configure any software.
CHAPTER 1 INTRODUCTION
General Application Requirements
This section outlines the general business requirements that the system must meet. Based on the general software distribution and configuration requirements, the primary medium chosen for the application is the Internet, in particular the Web. The Web provides the advantage of nearly zero cost for distribution and configuration. As the design process gets under way, refinements based on real-world constraints will be factored in. The following requirements have been organized by stakeholders to facilitate the separation of functionality at the design stages.
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