Browse Prior Art Database

An Enhanced Conference Room Booking System by Conjoining Internal Telephone System

IP.com Disclosure Number: IPCOM000168539D
Original Publication Date: 2008-Mar-17
Included in the Prior Art Database: 2008-Mar-17
Document File: 4 page(s) / 103K

Publishing Venue

IBM

Abstract

In almost all the big enterprise, the Conference Room Booking System is a frequently used IT System for allocating the conference room resource. But an often happened issue is that there are not enough conference rooms at the same time for all the persons who need a room. And sometimes there maybe a person who book more than one conference room at the same time, or a person books a very long time for one conference room but in fact he/she does not need to use it for so long a time. And even worse, someone may book a conference room but leave it unused. All the above are waste for the conference room resource. There is not a good solution for the above situation now. Most companies have to set down some rules about using conference room and ask the employee to follow up, but it is hard to make the rules to be followed well for the human factor or technical factor. In order to reduce the abuse and improve the availability factor of the conference room resource, the proposed system in this disclosure will provide an enhanced booking system for conference room which conjoin the internal telephone system to implement the monitor function for the using status of the conference room.

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An Enhanced Conference Room Booking System by Conjoining Internal Telephone System

TERMINOLOGY

- CRBS: Conference Room Booking System.

In this disclosure, we propose a system for booking conference room and monitor the using status of the conference room by conjoin the internal telephone system with the conference room booking IT system.

The CRBS records the user's id and other information such as the room id and the period booked by the user, then with this information, user can confirm the using status to CRBS through internal telephone system and also the CRBS can get the using status by operating the internal telephone system.

The enhanced CRBS does not need much extra reconstruction on the existed CRBS and internal telephone system. It just needs to build a channel between the two systems and add monitor agent daemon in CRBS to communicate with users through the internal telephone system.

1

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Book conference room

It the booked time?

W ait 15 minutes

Y es

N o

CRBS dial the conference room

U ser confirmed the usage status?

Y es

T he phone is under using ?

Send notice to user

Y es

N o

N o

T he user answ ered?

Send w arning notice to user

Y es

N o

T he user is the one w ho booked the room ?

Send w arning notice to user

Y es

E nd

Figure 1: Process

3. Description: Describe how your invention works, and how it could be implemented, using text, diagrams and flow charts as appropriate.

The proposed system contains the following flow:

User books a conference room through CRBS, the system will record the employee id of the user.
1.

In the first 15 minutes (or other defined time quantum) of the booked conference period, user should use the
2.

telephone of the conference room to confirm the using status to the system by input user's employee id.

If the user does not confirm the using status in the first 15 minutes (or other defined time quantum) of the
3.

2

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booked conference period, the system will automatically launch a call through the internal telephone system to the booked conference room

user should confirm the using status by input user's employee id. If the id is not the one who used to
a.

book this conference room, the system will automatically send an email to remind user to cancel the subscription before the booked time if he/she won't use the...