Task B: Schedule a meeting with multiple attendees and provide associated materials for review

You've received an email message from your boss asking you to schedule a two hour meeting for next week to discuss some proposed changes to the companies manufacturing process. Your manager asks that you invite Amy Brown, Glenn Smith and one of the Product Managers from Jerry Smith's organization who is available to meet next week. As a further requirement, your manager requested that all meeting participants review the Power Point Presentation that describes the
proposed changes to the manufacturing process prior to the meeting. Show the process by which you would complete this task.

Trigger: Request from Boss

1. Read Email

2a. Create Appointment: Go to Calendar

Recommendation

• 1 to 1 relationship between the Outlook Calendar and Web based calendars.

2b. Create Appointment

Actions:

• Click New

3. Add Potential attendees to appointment

Actions:

• Click Invite Attendees button
• Type names into the "To" field

Recommendation:

• Email address should automatically be supplied from LDAP or address book or contacts? Users should be able to select any combination of these contact information sources for this task.
  

4. Search LDAP/Aria/GED for attendee

Recommendation:

• Ability to search for attendees(e.g. PM) using web based interface in the employee directory based on name, organization, phone number, e-mail, title
• Ability to search for attendees using Outlook in employee directory based on name, organization, phone number, e-mail, title
  

5: Browse Aria for suitable attendee

Recommendation:

• Ability to browse for individuals within employee directory using Outlook in the same way as one can browse for individuals in the online directory web site.

6: Add PM address to appointment

Recommendation:

• Online directory should have link/ buttons to automatically add contact information of individuals to the "To" field of appointment.
• Online directory should have link/ buttons to automatically add contact information (e-mail address, title, location, phone number, reporting manager...) of individuals to the Address or Contact book

8. Add conference room to appointment

Actions:

• Click on the drop down field to the left of All Attendees field
• Type the name of the conference room

Recommendation:

• Allows users the ability to search and select from a list of resources as opposed to having them type the name of the resource and then validate it via LDAP

9. View availability of attendees and resources

Actions:

• Click on Schedule tab.
• Select mutually available time

Recommendation:

• 1 to 1 relationship between Outlook and web calendar

10. Search Powerpoint Presentation

Actions:

Bring up Search dialog:Option A

Bring up Search dialog:Option A

Recommendation:

• Advanced find option should be surfaced in a more efficient way

10b. Search for Powerpoint presentation:Perform Search

Recommendation:

• Allow users to search for files and documents using web based interface.
• Allow users to search within multiple sources ( example, local system, e-mail attachments, network folders, files online, company / department web sites) simultaneously using Outlook client and web based interface

10c. Search for Powerpoint presentation:Advanced

Recommendations:

• Dialog for all search parameters should be presented in a single page

11. View Document Properties (including versioning)

Recommendations:

• Search results conducted in web based searches should have similar property details as provided in Outlook

12. View document in IE

Action: Double click on file name within search result

13. Attach powerpoint presentation to appointment

Actions: Click and drag the document/file from the search results screen to appointment

Recommendation:

• If the search was initiated from within the email or appointment dialog then the search result should contain a button allowing a selected search result to be automatically added to the email/appointment.
• Allow users to add a document to an appointment within the web based interface.

14. Send Appointment

Recommendations:

• Appointment saved within Outlook should be submitted / recorded to OCS calendar system so that the appointment is visible via Outlook or web bases interface. Conversely, appointments created via web based interface should be visible within Outlook system.
• Invitations to calendar appointment should be sent out by OCS calendar system and not by the MS Outlook whose invitations are only comprehensible to other MS Outlook users.
• Allow users to accept or reject an invitation within the email invite itself so that they do not have to go to the Outlook calendar or the web based interface to perform such an action.
• If a user changes meeting details then all the attendees should be automatically notified and allowed to make a decision to accept or reject the invitation.