Multi-User Conference Room Management Solution -- 2
Budget: $5,000 – $10,000 CAD
Objective
ECM requires a cloud based Software as a Service (SaaS) Solution to support the delivery of services to enable the ECM group to work in an innovative, efficient and functional environment and to allow them to focus more on their primary job function of managing events and conferences. ECM requires the use of a Solution similar to the software used by hotels and conference centres to book, organize and manage events. It must include Ease of Use features and general operation to enable Users to manage the logistics of every aspect of events such as catering services, room reservations, assignment of staff and equipment, preparation of cost estimates, booking confirmations and Statements of Accounts.
1.2. Purpose
To deliver a solution that facilitates the efficient management of multiple meeting rooms across various buildings, catering to up to 55 users.
1.3. Scope
The solution will operate in a multi-user environment and support functionalities for conference booking and planning, third-party contracts, reporting, and finance.
2. High-Level Requirements
2.1. Business Service: Conference Booking and Planning
2.1.1. Recommend Meeting Rooms
Functionality to recommend meeting rooms based on:
-> Date(s)
-> Location
-> Conference configuration
-> Event requirements
-> Number of participants
2.1.2. Create Events
-> Ability to create events with the following capabilities:
-> Assign resources such as conference rooms, equipment, and personnel within a created event.
2.1.3. Forms Creation
Create and manage the following forms:
-> Intake forms
-> Quote
-> Agreement
-> Event Order (or Voucher)
-> Statement of Account
2.2. Business Service: Third-Party Contracts
2.2.1. Order Management
-> Make an order to a third party based on pre-configured items.
-> Receive quotes from third parties.
-> Confirm orders with third parties.
-> Cancel or modify orders.
-> Pay invoices from third parties.
2.3. Business Service: Reporting
2.3.1. Generate Reports
-> Generate reports based on multiple data entry fields.
-> Generate reports for multiple buildings and users.
-> Generate reports on daily, weekly, and monthly bookings/events.
2.4. Business Service: Finance
2.4.1. Payment Management
-> Identify methods of payment for third-party contracts.
2.4.2. Financial Statements
Produce statements of account for clients.
3. Functional Requirements
3.1. User Management
-> Support for up to 55 users.
-> Role-based access control to manage permissions for different users.
3.2. Meeting Room Recommendations
-> Algorithm to suggest suitable meeting rooms based on specified criteria.
3.3. Event Management
-> Event creation interface with resource assignment (rooms, equipment, personnel).
-> Integration with calendar systems (e.g., Google Calendar, Outlook).
3.4. Forms and Documentation
-> Dynamic form creation and management.
-> Templates for intake forms, quotes, agreements, event orders, and statements of account.
3.5. Third-Party Contract Management
-> Interface to place and manage orders with third parties.
-> Workflow for quote reception, order confirmation, modification, and cancellation.
-> Payment processing system for third-party invoices.
3.6. Reporting
-> Customizable reporting tools.
-> Ability to filter reports by various criteria (date, building, user, etc.).
-> Export reports in various formats (PDF, Excel, etc.).
3.7. Financial Management
-> Payment method identification and management.
-> Generation of financial statements for clients.
4. Non-Functional Requirements
4.1. Performance
-> The system must support simultaneous use by up to 55 users without performance degradation.
4.2. Security
-> Data encryption for sensitive information.
-> Compliance with relevant data protection regulations.
4.3. Usability
-> User-friendly interface.
-> Accessible on multiple devices (desktop, tablet, mobile).
4.4. Reliability
-> High availability and uptime.
-> Regular backups and disaster recovery mechanisms.
4.5. Scalability
-> Ability to scale with the growing number of users and meeting rooms.
4.6. Integration
-> Compatibility with existing calendar and email systems.
-> API support for integration with third-party applications.
ECM requires a cloud based Software as a Service (SaaS) Solution to support the delivery of services to enable the ECM group to work in an innovative, efficient and functional environment and to allow them to focus more on their primary job function of managing events and conferences. ECM requires the use of a Solution similar to the software used by hotels and conference centres to book, organize and manage events. It must include Ease of Use features and general operation to enable Users to manage the logistics of every aspect of events such as catering services, room reservations, assignment of staff and equipment, preparation of cost estimates, booking confirmations and Statements of Accounts.
1.2. Purpose
To deliver a solution that facilitates the efficient management of multiple meeting rooms across various buildings, catering to up to 55 users.
1.3. Scope
The solution will operate in a multi-user environment and support functionalities for conference booking and planning, third-party contracts, reporting, and finance.
2. High-Level Requirements
2.1. Business Service: Conference Booking and Planning
2.1.1. Recommend Meeting Rooms
Functionality to recommend meeting rooms based on:
-> Date(s)
-> Location
-> Conference configuration
-> Event requirements
-> Number of participants
2.1.2. Create Events
-> Ability to create events with the following capabilities:
-> Assign resources such as conference rooms, equipment, and personnel within a created event.
2.1.3. Forms Creation
Create and manage the following forms:
-> Intake forms
-> Quote
-> Agreement
-> Event Order (or Voucher)
-> Statement of Account
2.2. Business Service: Third-Party Contracts
2.2.1. Order Management
-> Make an order to a third party based on pre-configured items.
-> Receive quotes from third parties.
-> Confirm orders with third parties.
-> Cancel or modify orders.
-> Pay invoices from third parties.
2.3. Business Service: Reporting
2.3.1. Generate Reports
-> Generate reports based on multiple data entry fields.
-> Generate reports for multiple buildings and users.
-> Generate reports on daily, weekly, and monthly bookings/events.
2.4. Business Service: Finance
2.4.1. Payment Management
-> Identify methods of payment for third-party contracts.
2.4.2. Financial Statements
Produce statements of account for clients.
3. Functional Requirements
3.1. User Management
-> Support for up to 55 users.
-> Role-based access control to manage permissions for different users.
3.2. Meeting Room Recommendations
-> Algorithm to suggest suitable meeting rooms based on specified criteria.
3.3. Event Management
-> Event creation interface with resource assignment (rooms, equipment, personnel).
-> Integration with calendar systems (e.g., Google Calendar, Outlook).
3.4. Forms and Documentation
-> Dynamic form creation and management.
-> Templates for intake forms, quotes, agreements, event orders, and statements of account.
3.5. Third-Party Contract Management
-> Interface to place and manage orders with third parties.
-> Workflow for quote reception, order confirmation, modification, and cancellation.
-> Payment processing system for third-party invoices.
3.6. Reporting
-> Customizable reporting tools.
-> Ability to filter reports by various criteria (date, building, user, etc.).
-> Export reports in various formats (PDF, Excel, etc.).
3.7. Financial Management
-> Payment method identification and management.
-> Generation of financial statements for clients.
4. Non-Functional Requirements
4.1. Performance
-> The system must support simultaneous use by up to 55 users without performance degradation.
4.2. Security
-> Data encryption for sensitive information.
-> Compliance with relevant data protection regulations.
4.3. Usability
-> User-friendly interface.
-> Accessible on multiple devices (desktop, tablet, mobile).
4.4. Reliability
-> High availability and uptime.
-> Regular backups and disaster recovery mechanisms.
4.5. Scalability
-> Ability to scale with the growing number of users and meeting rooms.
4.6. Integration
-> Compatibility with existing calendar and email systems.
-> API support for integration with third-party applications.