Desk management and booking system -- 2

Task name: Desk Management and Booking System

Executive Summary: ( Java project) GUI

Following the relaxation of COVID-19 rules staff are returning to the workplace. ACME Management Consultants has a policy to take of its staff and ensure that the workplace is a COVID-19 free environment. To comply with government rules ACME has to ensure social distancing therefore, the usual desk allocation has been moved to the Atrium, which has better ventilation, but it has halved the capacity. Therefore, ACME’s 50 staff have only 25 desks available to work from, leading to ACME introducing a DESK MANAGEMENT SYSTEM, where staff have to book their time to use a desk in the office. Those who have not booked annual leave, are expected to work from home.

Therefore, there is a requirement for an online Desk Management and Booking system for better prioritisation and utilisation of Desk and IT system space. ACME Senior Management Team (SMT), conducted a survey of staff to ascertain the staff requirements, where the main feedback was that the System should be simple use in order to encourage its use and keep overhead costs to a minimum and reduce the spread of COVID-19.

In addition, the SMT determined the following requirements:

Desk Management System Requirements: (Key Performance indicators)

Items marked with a * are mandatory
Other items are requirements but flexible by design

1.1) * To allow booking of desks by individual users up to 2 weeks in advance (but not beyond), so staff cannot book for a year for example.
1.2) * Book by week, day and time to 1 hour slots

2.1) * Administration override if user phones in sick or is a no show after 2
hours of booking
2.2) * Administration to reserve desks as un-bookable for special events
2.3) * Administration to reserve block desks as un-bookable due to IT or
network failure
2.4) * Administration to simply add/remove desks due to office re-
organisation, introduction or removal of desks
2.5) * Administration screen to populate desk details, configuration and IT
details
2.6) * Import facility to populate user details from master file


From a user point-of-view

3.1) * 2 start up screens – 1 for users confirming attendance – 1 for
administrators
3.2) User screen to display users details via unique ID number for display
at the top of the screen.
3.3) * On selection of socially distanced booking slots available, organised
by week, day and time slot


From an Administrators Point-of-View

4.1) * Admin screen to display personal details via unique ID number
4.2) * Admin screen to find required desks in Atrium
4.3) * Selection of required desk details displayed of desk configuration
and set up
4.4) * Selection of booking slots available by selection box by week by day
by time slot
4.5) * Admin screen to have facility to cancel bookings

5.1) * Report showing booked/Free desk by week, by day by time
5.2) * Report by user, for their booking details, that users can print and carry with them
5.3) * Report showing trends of bookings (days, machine location)
5.4) * Report of who is booked on which desk per day for reception