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Online Doc Conference Scheduler Requirements Document

by Jenny Levine (staff) on Mon, Apr 5, 2010 at 03:24 pm

4/5 UPDATE: I think I've incorporated all of the new suggestions so far. Thanks for the input!

4/4 UPDATE: Here's what I've put together for the Requirements Document. Please leave additional comments or make changes by Wednesday, April 7, so that we can move forward with this. I'd appreciate feedback about the objectives, risks, and success metrics in particular.

Thanks,
Jenny

4/5 UPDATE: I think I've incorporated all of the new suggestions so far. Thanks for the input!

4/4 UPDATE: Here's what I've put together for the Requirements Document. Please leave additional comments or make changes by Wednesday, April 7, so that we can move forward with this. I'd appreciate feedback about the objectives, risks, and success metrics in particular.

Thanks,
Jenny


  1. Objectives
    1. Create a conference scheduler (CS) that is easy-to-use, fully accessible, and offers a robust feature set to enhance participation attendance.
    2. Facilitate members connecting with each other through sessions and content from the conference.
    3. Provide an archive of the conference program with materials from sessions for future reference and access.
  2. User roles
    1. Public -- Non-authenticated users cannot see the conference scheduler. A PDF of session information will be available online for users who don't want to register on Connect.
    2. Authenticated user -- Non-ALA members can create an account on Connect and user the conference scheduler, but there will be no tie to iMIS.
    3. ALA member/staff -- ALA members and staff can use their regular Connect accounts to access the conference scheduler, regardless of whether they're registered for the conference. The CS will use iMIS affiliations and interests from Connect profiles to match and recommend sessions.
  3. Functional requirements
    1. One-time welcome screen
    2. Conference scheduler dashboard
      1. Search box with link to advanced search; allows for truncated searching
        1. Checkbox to exclude closed meetings
      2. Conference days listed for navigation
      3. Recommendations based on iMIS affiliations and profile interests (ALA members/staff)
      4. Display the next 25 upcoming meetings with a "more" link to current place in the schedule
      5. Link to the "browse" page
      6. Link to "tracks" page
      7. Tag cloud
      8. Link to "my schedule" if previously saved on exists
      9. Conference hashtag and display of current tweets
      10. Link to conference tracker
    3. Advanced search (filter by)
      1. Title
      2. Keyword
        1. Keyword search should include title, description, sponsoring unit(s), and location at minimum
      3. Presenter
      4. Location
      5. Time
      6. Date
      7. Track
      8. Audience
      9. Sponsoring unit
      10. Session type
      11. Exclude, as well as include, options (eg, exclude YALSA but include ACRL)
      12. Include all sponsoring units
      13. Hashtag
      14. User
    4. Search results
      1. For sessions
        1. Title (serves as link to individual session details page)
        2. "Closed" notice for closed committee meetings after title
        3. Time/date
        4. Sponsoring unit
        5. Track
        6. Description and hashtag on hover
        7. Button to add session to my schedule
        8. Option to mark attendance as "tentative"
        9. Option to hide attendance
        10. Sort by day, time, title, sponsoring unit, and location
        11. When viewing lists of sessions, indicate if user has already added it to her schedule
      2. For users with saved schedules
        1. Name (link to Connect profile)
        2. Picture
        3. Link to user's schedule if you have permission to see it/Message that you don't have permission to view this user's schedule
        4. "Send firstname a message"
      3. Sort by
        1. Day
        2. Time
        3. Title
        4. Sponsoring unit
        5. Location
    5. Individual session record
      1. Title
      2. Sponsoring unit(s) (link to other sessions by sponsoring unit)
      3. If sponsoring unit is identified, display unit's logo
      4. Presenters/Conveners (link to other sessions by same people)
        1. Uses Connect profiles for ALA members and staff because they synchronize with iMIS
        2. For non-members, staff can add their Connect profiles by updating the record in the conference scheduler
        3. Allows associated profiles to upload files to session record
        4. Notifies staff liaison listed in database record via email when session information is updated
      5. Day, date, and time
      6. Location information
        1. Map of location
        2. Transportation options
        3. Route number
        4. Link to nearby food options (Yelp, OpenTable, etc.)
      7. "Add to my schedule" button that toggles with icon to indicate it's already on user's schedule
      8. Option for user to display attendance (including a note that "show attendance = public") or tentative/maybe (with "public" option)
      9. Option to set priority for appearing to display of schedule
      10. Audience
      11. Description
      12. Cost (show free if no cost) and registration status (open/full/onsite); include a note for any session that is included as part of general registration
      13. Deadline for purchasing ticket if ticketed event
      14. Open/closed status for committee meetings
      15. Track (link to other sessions in same track)
      16. Session hashtag
      17. Threaded comments (authenticated users only)
      18. Tags (links to other sessions with those tags)
      19. Ability for user to add tags (links to other sessions with those tags)
      20. Space for user to add a personal note that only she can see
      21. Avatars for session attendees
        1. List view of session attendees
        2. Display attendees from your networks first
      22. Share options (Twitter, Facebook, etc.)
        1. Include an option to suggest session to other attendees
      23. Ability to favorite session
      24. "Find more like this session"
      25. Link to notify a Connect group about the session (visible only to iMIS IDs associated with the session)
      26. RSS feed for changes
      27. Automatic email updates for session changes (setting can be changed in the user's Connect profile)
      28. Link back to search results (if applicable)
      29. View tweet and Flickr archive for session's hashtag
      30. Display links for any uploaded materials (file type, file size, uploaded by)
      31. Show trackbacks
      32. Display revision history
    6. Browse sessions
      1. Tabbed navigation to move between days
      2. Browse by:
        1. Date and then time
        2. Location
        3. Presenter
        4. Session type
        5. Sponsoring unit
        6. Subject
        7. Title
        8. Track
      3. Sort by title, day, time, sponsoring unit, and location
      4. Button to "add all" for a specific group (eg, Executive Board, Council)
      5. When viewing lists of sessions, indicate if user has already added it to her schedule
    7. Recommendations (sessions listed with same information as search results)
      1. Based on iMIS affiliations
      2. Based on profile interests
      3. Based on expressed subject interests
      4. Include session tags in matching by subject
      5. By track
      6. By audience
    8. My schedule
      1. Ability to add unlimited number of sessions to my schedule
      2. No limit on the number of sessions that can be added to a time slot
      3. Daily, weekly, and date range views
      4. Let user color code sessions based on priority
      5. Ability to change priority of conflicting sessions
      6. Include day and full date as part of the header
      7. Session block displays title, time, and location with description, sponsoring unit, and hasthag on hover
      8. Ability to edit times of sessions without creating a new event
        1. Toggle to list view
      9. 24-hour display with ability to schedule in 15-minute increments on each
      10. Option to expand or condense blank times to display or not
      11. Icon to delete sessions
      12. Display travel times between sessions
      13. Toggle for privacy permissions
        1. None (default)
        2. Sub-networks (available to members only)
        3. ALA members
        4. Public
      14. List of favorited sessions
      15. Public view of my schedule
        1. Name
        2. Picture
        3. Link to Connect profile
        4. "Send firstname a message" (visible to authenticated users only)
    9. Add a personal/custom session to my schedule
      1. Title
      2. Date
      3. Time
      4. Location
      5. Description
      6. Display to none/sub-networks/ALA members/public
      7. Option to invite other attendees
      8. Share options
    10. Exhibitor listings
      1. Dashboard page
        1. Search box (name, subject, booth number)
        2. Recommendations based on interests listed in Connect profile
        3. Link to browse by subject
        4. Link to online map and PDF version
      2. Search results
        1. Name
        2. Booth number
        3. Subject
        4. Description on hover
        5. Button to add vendor to visit list
        6. Button to add vendor to my schedule
        7. Button to favorite vendor
      3. Browse vendors
        1. Sort by name, subject, booth number
      4. Individual exhibitor listing
        1. Add vendor to visit list
        2. Add vendor to my schedule
        3. Add personal notes to vendor listing
        4. Booth information
        5. Description
        6. Subjects
      5. Create list of exhibitors to visit
      6. Map view of vendors on visit list
      7. Ability to make a visit list public
      8. Map view of all vendors
      9. List of favorited vendors
      10. Future phase: let vendors add tags to their records and make those tags searchable and clickable
    11. My trip details, with blank spaces for users to fill in
      1. Transportation
      2. Hotel
      3. Other
        1. Pre-populate if user with data from Experient if member registered for housing through ALA
      4. Option to share this information with none/sub-networks/ALA members/public
    12. Local information
      1. Link to city maps
      2. Links to local transportation
      3. Food options by location (Yelp, OpenTable, etc.)
      4. Links to contact information for hotels and important contact numbers
      5. Hotel map
      6. Bus routes map
      7. Links to get directions
      8. Links to local libraries and museums
      9. Mashups of all of these things
    13. My networks' schedules
      1. Tabbed navigation to each sub-network
      2. Names listed by sub-network within each page
      3. Gantt chart-like view of when attendees in sub-networks with saved schedules will be at the conference, based on housing data from Experient
        1. Attendee's name (also a link to their Connect profile, if user has permission to view it)
        2. Dates at conference
        3. "Send firstname a message"
        4. Hotel name and address (also a link to its location) if user has permission to view this information
    14. Export schedule
      1. CSV for download
      2. Google Calendar export
      3. HTML5 version for offline access
      4. iCal download
      5. iCal subscription
      6. Outlook download
        1. Ability to set the busy/free/tentative setting and remove reminders before exporting
      7. PDF download
      8. Print option
    15. Get help
      1. Contact ALA
        1. Text-an-Ambassador
        2. Direct Message on Twitter
        3. Phone numbers
        4. Email
      2. Guide to acronyms and abbreviations
      3. Links to contact information for hotels and important contact numbers
      4. Links to get directions
  4. iMIS integration
    1. Authenticate ALA members and staff and recognize their iMIS affiliations
    2. Match member iMIS affiliations against session data to produce a list of recommended sessions to add to schedule
    3. Display an "I'm attending" badge on registered users' Connect profiles
    4. User can toggle the privacy settings on this badge when editing their Connect profile, but default is to display to sub-networks
  5. Third-party integration
    1. Wingate Web
      1. Ability to handle data import of session information from Wingate Web scheduling software (csv)
      2. Need to figure out how to update session records and get the most current information into the conference scheduler so that it can send out updates
    2. Experient
      1. Ability to use API access to hotel registration data to match against authenticated iMIS users in order to display dates when individual members are attending conference
  6. Session types
    1. Affiliate event
    2. Author event
    3. Award presentation
    4. Committee meeting
    5. Discussion/Interest group
    6. Event with free food
    7. Keynote & Auditorium speaker series
    8. Governance/Membership Meeting
    9. Library school/Alumni reunion
    10. New attendee/member session
    11. Opening/Closing session
    12. Poster session
    13. Preconference
    14. Presentation/Session
    15. Presidents program
    16. Reception
    17. Social event
    18. Table talk
    19. Ticketed event
    20. Vendor demonstration/activity
    21. Virtual session
    22. Volunteer opportunity
    23. Webinar
  7. Accessibility
    1. All features and content will be completely accessible to users with disabilities.
  8. Analytics
    1. How many users save schedules
    2. Sessions with most self-identified attendees
    3. Attendees with schedules by sponsoring unit
    4. Most favorited sessions
    5. Most share/recommended sessions
    6. Most commented on sessions
    7. Most-viewed sessions
    8. Most active tracks
    9. Sessions with most tweets
    10. Most downloaded session materials
  9. Materials archive
    1. Each individual session will include any materials or links relevant to it
    2. iMIS IDs associated with the session can upload files, which will trigger an email notice and RSS update to subscribed users
    3. Uploaded files can be designated as viewable by:
      1. Sponsoring unit members only
      2. ALA members only
      3. Public (default)
    4. The conference scheduler will then serve as a permanent archive of content generated from the event
  10. Risks
    1. Many of these features rely on accessing clean data from iMIS.
      1. We'll need to use iMIS group codes when entering data in order to link session information with the group.
      2. We'll need to associate presenters/conveners with their sessions using iMIS IDs for members.
    2. Some of these features rely on third-party integration.
      1. The above risks will require changes to the data entry process in Wingate Web, which will require additional resources and planning.
      2. In order to display dates attending and hotel information, we'll need to access attendee registrations in Experient's database, linked on iMIS ID for members and staff. It's unclear at this time if there is a web service available from Experient to provide this functionality.
    3. Because of the need to integrate data from iMIS and third-party services in order to implement some of the features, some pieces will have to be implemented in phases. This will require additional resources beyond the first release.
    4. In order to maintain current information in the conference scheduler, we'll need to figure out a way for those responsible for the data to update it, whether that's in Wingate Web or Connect. Otherwise, we won't be able to provide email, RSS, and iCal updates.
    5. Search and browse will continue to fail if changes are not implemented at the back-end during data entry.
      1. Unit acronyms need to be included in session titles, and those entering titles need to explicitly note working group meetings versus sessions (eg, "Annual Session Planning Committee" vs "Annual Session").
      2. We need to standardize data entry of session information so that all sessions for a particular group are uniform and can be affiliated with each other through use of iMIS group codes.
      3. We need to require those doing data entry to input a full description or else attendees won't have the information they need to use the conference scheduler effectively.
  11. Success metrics
    1. User satisfaction -- In the 2009 survey of users conducted by the Website Advisory Committee, only 25.5% said the event planner "was pretty easy to use." Since it will take at least one year for data issues to be resolved, the WAC Conference Scheduler Subcommittee will run a second survey when the data has been verified as "clean" and "useful" by the full Website Advisory Committee. The percentage of respondents who will rate the conference scheduler as "pretty easy to use" will triple to 75% for this project to be considered successful.
    2. ADA-compliance -- All functionality and information will be provided or replicated in a way that is completely accessible for users with disabilities. Success will be determined by a positive report from the Accessibility Assembly.
    3. Compatibility -- This metric will be achieved when we have confirmation that the conference scheduler works the same across current browsers and operating systems. As of April 2010, we're defining "current" as Firefox 3.x, Internet Explorer 8.x, and webkit-based mobile browsers.
More...

Discussion No New Event Planner for Midwinter 2010

by Jenny Levine (staff) on Wed, Sep 23, 2009 at 10:35 am

Hi, Team --

I just wanted to let everyone know that I've been told Conference Services is working with a new company for the back-end planning software for ALA conferences and that this contract includes an event planner for both Midwinter and Annual 2010.

This means no new planner in Connect until Midwinter 2011 at the earliest, although Sherri and I talked about possibly doing a beta test with a pilot group during Annual. When we've worked out details for a timetable, I'll let you know. It may be that we can resume work in March or April to prepare for a beta test.

Hi, Team --

I just wanted to let everyone know that I've been told Conference Services is working with a new company for the back-end planning software for ALA conferences and that this contract includes an event planner for both Midwinter and Annual 2010.

This means no new planner in Connect until Midwinter 2011 at the earliest, although Sherri and I talked about possibly doing a beta test with a pilot group during Annual. When we've worked out details for a timetable, I'll let you know. It may be that we can resume work in March or April to prepare for a beta test.

I'm sorry about the delay, but I very much appreciate your work in helping implement the survey. I'll make sure the Board knows about this change to the schedule.

Jenny

 

More...

Discussion Event Planner Survey - Results (pdf, xls)

by Jenny Levine (staff) on Mon, Jul 27, 2009 at 12:41 pm

The event planner survey closed on July 19, so here are the final results. There were 344 respondents, with 292 completing it.

I haven't had a chance to really go through all of the data yet, but I did read through the summary, and I think we'll have an excellent starting point to hit the ground running.

The event planner survey closed on July 19, so here are the final results. There were 344 respondents, with 292 completing it.

I haven't had a chance to really go through all of the data yet, but I did read through the summary, and I think we'll have an excellent starting point to hit the ground running.

As you go through the attachments, please post your comments in this discussion thread unless you truly want to start a new topic. There should be a PDF summary and an Excel spreasheet with the detailed answers. I've stripped out the name and email fields from the Excel spreadsheet so that this thread could be public, but we can follow up with those who provided contact information for further information/clarification.

More...

Discussion Survey Responses

by Jenny Levine (staff) on Tue, Jun 9, 2009 at 01:52 pm

I just wanted to note that since we opened the Event Planner survey on Monday, June 1, we've received 174 responses. I'll post a total after it closes on July 17 and upload the results for the group.

Discussion What questions should we ask on the member survey?

by Jenny Levine (staff) on Mon, Apr 13, 2009 at 10:57 am

First up on our to-do list is to survey the members in order to create a needs assessment document. Please share your thoughts abotu specific questions we should ask on the survey. ALA ITTS has a subscription to SurveyMonkey we can use for this purpose.

This subcommittee of the ALA Website Advisory Committee will create the requirements document for a new ALA event planner. We'll be doing a member survey as a needs assessment and hope to have a new event planner in place for Midwinter 2010 (fingers crossed). Only WAC members can join this group, although we'll be doing our work publicly and anyone can leave comments on our public posts.

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