System Requirements Description – Buyer-Supplier/Meeting Co-ordination. Buyers / Suppliers Choose each other and then are allocated meeting schedules in a word document for each schedule.
Meeting allocation automation system, required to place delegates into dedicated date time slots (Sessions) based upon certain criteria. Each Event has a qty of Buyers (40 approx.) & Suppliers (80) approx.
Some companies send more than one delegate. Some companies may send 2 delegates for meetings and the other may or may not be involved. These are identified by CoyNameA Coy NameB. May be -Buyer A, meeting Supplier A & B (double meeting), or Buyer C*C1 meeting Supplier G&G1 (Double DOuble Meeting).
Inputs - Buyers Choices of Suppliers by Name - via Them inputting electronically via excel or similar list of choices to be provided.
Qty 10 choices per delegate, no 1 being top priority. Normally top 3 choices are guaranteed. (This is not always the case as if all suppliers have same choice then only so many can have that company. This then needs Events to Manually select different choices.
Suppliers are similar in that they get top 10 choices from all companies.
System needs to allocate Companies together based upon there choices. First come first served although final say should be available to administrator.
System Setup Buyers and Suppliers information
The System must be setup with Buyers and Suppliers Names. Note – if two delegates having meetings then use Company NameA and Company NameB.
Once all Buyers and Suppliers are in the system then the choices should be entered. This then can be displayed in a way to show over / under allocated choices. Must be graphical to highlight over/under subscribed choices.
Intervention may be required by the Admin Company (Events) to re allocate some choices? or System needs to account for this.
Sessions allocated to certain time slots. To be defined within the setup of an event.
This is identified by Events once numbers of delegates are known. Meetings normally held over two Days.
Normally set to 25 or 30 minutes per meeting. Some times are dedicated as Coffee and Lunch or End of day and are not normally set aside for meetings. Active sessions set as to be usable as a meeting session. One as a Master – And also as Individuals availability.
Some Must be set at beginning.
Calculate Total Qty of meetings possible and considerations for meetings
Based on there being 22 allocatable sessions over 2 days 11 on each day (not including Coffee morning and afternoon, lunch and end of day sessions, multiply by Qty of Buyers (Each buyer must have all sessions appointed filled) (e.g. 22 x 40 Buyers = 880 sessions available) (May be changed ie 25 sessions allocatable on each day)
Every Buyer will have all sessions filled. Must not be duplicated anywhere.
Every Supplier is guaranteed 14 Meetings over two days. (Must try to spread out 7 / 7 and spread evenly over the two Days). Must not be duplicated on sessions.
Individual Company Availability. Buyers and Suppliers
Some Companies are not available for an afternoon or morning so must be able to set these as not available for meetings. This then prevents them from being placed into sessions when they are not available.
Example availability for each company session individually.
Must be Set before Co-ordinating Meetings.
Review Buyer / Supplier Availability Overall in Crosstab Referenced form. This is useful if you know a company should not be available for an afternoon etc.
Allocation of Meetings
This Process was done manually by Events – and documented in a spreadsheet type format.
Automation as far as possible is required. This has been achieved using the Access Database which can show the qty of preferred choices for each Company (Buyers & Suppliers)
At this stage Manual intervention and decisions are currently required by Events to deconflict over subscribed / under subscribed companies.
The current Database inserts data into two tables. It also accounts for double meetings
The System then needs to process the choices once and add in any breaks / end of day markers etc. Ensuring that there are no double bookings other than those identified as double meetings.
Whilst the system works well for single session bookings the addition of Double bookings has caused issues and needs to be reviewed.
In Order of Priority
Meeting Schedules – Individual for Each Company (Buyer and Supplier) with delegate name.
This is to be in Word format – 1 Page per Delegate that is then sent to the Printers for Output on A4 or A5 paper.
There must be no double bookings of Buyers / Suppliers ie in two places at the same time.
Master List of Timetable to Show all meetings. This Pivot Table shows example of data to be displayed.
Buyers down left side – with sessions across the top, with Suppliers in the Cells or Lunch etc shows.
Further info available on request and will be needed. Examples of Output required and example input will be provided.