Change Request FRS

Hot Desk Booking System 0.0

October 26th, 2021

Authorization

Prepared By Reviewed By Approved By

Name Date Name Date Name Date
Vaishali 08-11-2021

Version History

Ver Section Changed By Date Change Information

Change Vaishali Patel
0.0 08-11-2021 Document creation
Request FRS
 Acronyms and Definitions

Acronym Definition
HDBS Hot Desk Booking System
DDL Drop Down List
TBD To be decided

1. Overview
Hot Desk Booking System has been built to facilitate an easy desk booking system for the safe,
flexible workplace. With HDBS, an employee can reserve a desk to collaborate with teammates while
keeping a safe distance in the office.

1.1. Current System

Current Hot Desk Booking System web portal system has following components
a. Admin Panel
b. Employee Panel
c. Mobile App (For check in at reception)

1.2. Objective of the proposed Change request

The objective of the proposed CR to the system is to mitigate current problem areas faced by
employees of seacom while using HDBS and to facilitate a more employee friendly and foolproof system
in place.

3. Project Scope

3.1 Change request on Employee panel

a. Re-Availability of booked desk on same day depending on certain scenarios.

3.2 Change request on Admin panel

a. Overwrite of desk inventory

3.3 Change request on mobile app (installed at reception)

a. Removal of face recognition
b. Dual mode camera use for purpose of QR code scan
c. Integration of Check out functionality based on QR Code Scan

3.4 Reminder Functionality

Description of each CR Functionality
3.1 Change request on Employee panel

A. Re-Availability of booked desk on same day depending on certain scenarios.

In order to perform the above changes, the following things will be required to be done

1. In the Mobile App,

a. create a checkout functionality. The user will have to show the same QR Code
for scan, and the system will checkout the employee from the system for that
particular day, desk and office
b. Once the user checks out, the desk he booked becomes available for the rest of
the day
2. In the employee panel, booking section, logical changes will have to be accommodated,
to incorporate the desks for booking, for which the user has checked out from the
system.
3. Please note, once the QR code is used to checkout from the system, the QR code will
become invalid and can no longer be used for entering the premises again.

Questions

1. The Booking Desk Report currently shows booking of one person when looking at the
details. We will need to discuss how the report should now be visible, as there can be
multiple bookings based on check in and checkout of the employee for a particular desk
belonging to a single date.
2. Please confirm if the check in report or Booking Report, will now also show Checkout
date & time along with check in date and time
3. Kindly mention, if any other current reports or new report which requires either
modification or to be developed.

3.2 Change request on Admin panel

A. Overwrite of desk inventory

A logic change needs to be implemented to enable clean up and replacement of desk inventory
with each upload of CSV file for a particular office and floor. i.e for instance if in first upload desk
nos G1 to G10 is added into the system; than in the second time, if i upload G1 to G5 desk nos
only, than the Previous G1 to G10 will be overridden and new seats G1 to G5 will be available.

Questions
However, Kindly address what will happen to the bookings in the below mentioned scenarios.

● G1 is booked for the date 13th oct 2021 i.e a future date
● G10 is booked for the date 13th oct 2021 i.e a future date
● G1 is booked for the current date
● G8 is booked for the current date
Change request on mobile app (installed at reception)
A. Removal of face recognition

Currently, the Android Application currently stationed at the reception, identifies if a face has
come in front of the screen and activates QR code scanner.

With the above request in place, The auto detection of any face coming in front of the screen
and activating the QR code scanner will be removed and instead on the Home Screen, An iconic
button will be provided on click of which QR Code Scanner will get activate , so that the
employer can scan the QR code and either check in the employee if the QR Code is being
scanned for the first time, or Check Out the employee if he or she is already checked in

B. Dual mode camera use for purpose of QR code scan

Currently, The QR code can be scanned with a back camera only.

With the above functionality, the user can choose his or her preference like that in a normal
camera to use the front or the back camera for scanning the QR Code as per their convenience.
The rest of the functionality remains the same.

C. Integration of Check out functionality based on QR Code Scan

Currently there is no Checkout functionality. Due to which desks do not get released if the end
user has left the premises.

In order to mitigate the issue, we will check out the employees before leaving the premises and
release the desk for booking for the rest of the day.The employee will have to scan the same QR
code, which one used for checking in and entering the premises. If the user is already checked
in, then only the user will be checked out and the QR code will become invalid for any future
scans.

3.4 Reminder Functionality

With the help of the Reminder functionality, a reminder with the necessary details prior to the
booking date.

Questions
1. Kindly define the rules of when and to which platform the reminder notification should
be sent too
2. Help us with the api integration documentation of the platforms to be sent along with
their credentials and necessary key details
3. In the case of email, should we use the same SMTP details provided before or it will be
different.