This is aSystem analysis and project management class assignment. Masters level. This project has 3 phases. Phase 1 and 2 has been completed. I only need phase 3. I will upload the project sheet, 1 sample project, and my existing phase 1 and phase 2. I want the solution in a word document, it should be plagiarism free, editable, and only use the sample project as reference I don't want solutions from coursehero, chegg or other sources. Please contact me if any other information is required during the assignment
AI TaskMinder Automating Weekend Task Planning for Project Managers Using Microsoft 365 MIS 6308 – SAPM – Fall 2024 Professor Srinivasan Raghunathan Group 20 –Vamsi Reddy Galiveeti, Venkata Vikesh Madasu Table of Contents Executive Summary2 Problem Statement2 Problem:2 Objectives:3 Scope:3 Business Process Model Notation (BPMN)4 Context Diagram6 Use Case Diagram7 Use Case Descriptions8 Data Dictionary11 Class Diagram without Methods15 Sequence Diagram....16 Functional Specifications for the Proposed System17 Executive Summary Our group project focuses on designing a system to assist project managers in automating and simplifying weekend activity planning using Microsoft Copilot and other generative AI tools. Project managers often face the challenge of managing various tasks, such as prioritizing activities, scheduling meetings, organizing emails, and preparing reports and presentations, which leaves them with little time to focus on their personal lives. Planning leisure activities can become an additional burden, especially with the overwhelming number of options and the difficulty of aligning plans with personal preferences and availability. To address these challenges, we propose a solution that integrates with Microsoft Copilot to streamline the planning process for weekend activities. By leveraging AI and automation, our system will assist project managers in efficiently organizing their leisure time. The platform will offer personalized recommendations based on user preferences, availability, and activity history, reducing the effort required to find and schedule activities. Additionally, it will automate routine tasks like managing emails and setting up meetings, freeing up time for relaxation and enjoyment. Our solution will automate as many steps as possible and support users in completing tasks that require personal input. The system will provide prompts, suggestions, and real-time assistance using AI, ensuring that project managers can efficiently balance their work and personal lives. Furthermore, by incorporating a feedback loop, the system will continuously refine its recommendations, improving its ability to cater to individual preferences over time. This project allows us to apply object-oriented analysis and design methodologies to create a practical tool that enhances productivity and well-being. We aim to provide project managers with a personalized and stress-free way to plan their weekend activities, reducing decision fatigue and allowing them to focus on what truly matters. Through the power of automation and personalization, we aim to create a seamless, enjoyable experience for our users, improving both their professional and personal lives. Problem Statement Problem: Project managers handle numerous tasks, such as prioritizing activities, scheduling meetings, organizing emails, and generating reports. These tasks are essential for project success but often involve time-consuming manual processes. As a result, project managers can feel overwhelmed, spending significant time on administrative tasks instead of focusing on strategic decision-making. While modern tools like Microsoft Outlook, project management software, and other productivity apps are available, they often lack personalization and fail to provide automated workflows that cater to individual project managers’ needs. The absence of these functionalities leads to task overload, inefficient time management, and missed deadlines. There is a need for a solution to automate the routine activities associated with project management while prioritizing essential tasks, organizing information, and providing feedback on scheduling conflicts. This solution should leverage AI-based algorithms to help project managers 2 focus on higher-level tasks and reduce the cognitive load associated with mundane activities. Objectives: AI Taskminder Objectives: · Task Prioritization with Feedback: Create a task prioritization index and provide reminders based on the priority, utilizing AI algorithms to inform the user of new/conflicting activities or deadlines. · Automated Mail Organization: Use AI models to scan emails for specific keywords (such as "today," "tomorrow," or specific dates), organize tasks accordingly, and send them back to Outlook, pinned for the user. · Report and Presentation Generation: Use AI to assist project managers in generating reports and presentations by summarizing meetings, structuring content, and responding to prompts. Scope: The scope of the new proposed feature is as follows: · The system will be built around automating repetitive tasks such as task prioritization, mail organization, and report generation using AI algorithms. · Integration with platforms like Microsoft Outlook and existing project management tools to organize tasks and automate workflows. · A feedback mechanism to notify users of task conflicts and provide real-time reminders on urgent tasks. · The scope of automation should consider the resource allocation for AI integration and platform testing within the project timeline. The estimated development timeline should align with the complexity of AI models and system design. Business Process Model Notation (BPMN) Context Diagram Use Case Diagram Use Case Description The use cases shown in the above diagram are given below: Use Case Description #1: Use Case Name: Extract and Validate Data from Outlook Primary Actor: Project Manager (PM) Stakeholders: Outlook, Database Brief Description: The PM uses Outlook to extract task data, which is stored and validated in the internal system. Trigger: Outlook Receives a mail and instantly sends it to the database Normal Flow of Events: 1. Outlook receives mail from the recipient. 2. Outlook sends the task data to the internal system for processing. 3. The system stores the extracted task data in the internal database. 4. The system performs a validation check on the extracted task data for completeness and correctness. 5. If validation passes, the system updates the task status in the task database as "Validated." Exception Flow: 1. The system marks the data as "Invalid" in the task database. Use Case Description #2: Use Case Name: Prioritize and Alert Conflicts Primary Actor: Project Manager (PM) Stakeholders: AI System, Database Brief Description: The AI system processes task data from the database, prioritizes tasks, and alerts the Project Manager of any conflicting activities. Trigger: The AI system detects task data updates or new activity. Normal Flow of Events: 1. AI System scans for new or updated task data from the task database. 2. The AI System applies prioritization algorithms to rank tasks based on urgency, deadlines, and project parameters. 3. The AI System checks for any scheduling conflicts in the prioritized tasks. 4. If a conflict is detected, the system raises a conflict alert for the Project Manager. 5. The system sends a notification to the Project Manager, highlighting the conflicting tasks and suggesting possible resolutions. 6. The Project Manager reviews the conflict alert and adjusts the task schedule or priority as needed. 7.The updated prioritization and resolution are stored in the task database for future reference. Exception Flow: 1. If no conflicting tasks are found, the AI System updates the prioritized task list in the task database. 2. The Project Manager is informed that no conflicts exist and the current schedule is optimal. Use Case Description #3: Use Case Name: Reschedule and Adjust Task Priority Primary Actor: Project Manager (PM) Stakeholders: Outlook, Database Brief Description: The Project Manager reschedules or adjusts tasks using Outlook, and the system updates and reprioritizes the task list in the database. Trigger: Project Manager modifies a task schedule via Outlook. Normal Flow of Events: 1. The Project Manager accesses the task list through Outlook. 2. The Project Manager selects a task and adjusts its schedule or priority. 3. Outlook sends the updated task information to the internal system. 4. The system stores the updated task schedule in the task database. 5. The system reprocesses the task list using the AI algorithm to reprioritize the tasks based on the new schedule. 6. The updated task list is saved in the task database. 7. The system sends a notification to the Project Manager informing them that the task has been successfully rescheduled and reprioritized. Exception Flow: 1. If the rescheduled task conflicts with other tasks, the system alerts the Project Manager. 2. The system does not save the task in the task database until the conflict is resolved and the Project Manager is asked to adjust the schedule or priorities again. Use Case Description #4: Use Case Name: Store Incoming Emails Primary Actor: Outlook Stakeholders: Project Manager (PM), Database Brief Description: When an email is received in Outlook, its content and metadata are extracted and stored in the database for future use. Trigger: A new email is received in Outlook. Normal Flow of Events: 1. Outlook receives a new email. 2. The system extracts the email content (subject, body, attachments) and metadata (sender, timestamp, priority level). 3. The system stores the extracted email content and metadata in the email database. 4. The system sends a notification to the Project Manager indicating that the new email has been stored. 5. The stored email information is available for the AI prioritization system for further processing or task generation. Exception Flow: 1. If the system fails to store the email in the email database, it retries the operation. 2. If the retry also fails, the system sends an error alert to the Project Manager, and manual intervention is required. Use Case Description #5: Use Case Name: Organize and Pin Emails by Priority Level Primary Actor: Database Stakeholders: Project Manager (PM), Outlook Brief Description: The system organizes emails stored in the database based on priority levels Trigger: The system processes the stored emails and assigns priority levels based on the content. Normal Flow of Events: 1. The system retrieves email content and metadata from the email database. 2. The system applies AI-based algorithms to classify emails into Urgent, Medium, and Low priority categories based on keywords, sender, and other metadata. 3. The system updates the email priority status in the email database after processing. 4. For emails classified as Urgent, the system sends a request to Outlook to pin these emails to the top of the inbox. 5. Outlook displays the Urgent emails at the top of the Project Manager's inbox for immediate attention. 6. The system sends a notification to the Project Manager indicating that urgent emails have been prioritized and pinned. Exception Flow: 1. If the system fails to pin urgent emails in Outlook, an error message is sent to the Project Manager. 2. The system retries the operation, and if it still fails, manual pinning is suggested. Data Dictionary The data dictionary used is given below: Use Case: Log In · user = user id + email + password · credentials = username + password · username = email Use Case: Access New Features Page · new features page = features list Use Case: Retrieve Profile Data · profile data = user id + first name + last name + email + (phone number) + birthdate + gender + profile picture + bio + preferences + location · location = city + state + zip code · preferences = favorite food + favorite music + favorite movie + favorite games + favorite sports Use Case: Analyze Preferences · profile data = user id + first name + last name + email + (phone number) + birthdate + gender + profile picture + bio + preferences + location · location = city + state + zip code · preferences = favorite food + favorite music + favorite movie + favorite games + favorite sports Use Case: Query Database · profile data = user id + first name + last name + email + (phone number) + birthdate + gender + profile picture + bio + preferences + location · location = city + state + zip code · preferences = favorite food + favorite music + favorite movie + favorite games + favorite sports Use Case: Generate Personalized Event Recommendations · event recommendations = {event id + event name + event date + event time + event location + event price + event description + event attendees} · event location = street address + city + state + zip code · event data = event recommendation + event status + timestamp · event status = [upcoming|ongoing|rescheduled|completed|cancelled] · timestamp = date + time Use Case: View Event Recommendations · event recommendations = {event id + event name + event date + event time + event location + event price + event description + event attendees} · event location = street address + city + state + zip code · event data = event recommendation + event status + timestamp · event status = [upcoming|ongoing|rescheduled|completed|cancelled] · timestamp = date + time Use Case: Provide Feedback · event recommendations = {event id + event name + event date + event time + event location + event price + event description + event attendees} · feedback = feedback id + user id + event id + rating + (experience) + timestamp · rating = [1|2|3|4|5] Use Case: Store Feedback · feedback = feedback id + user id + event id + rating + (experience) + timestamp · rating = [1|2|3|4|5] Use Case: Review Matches · potential matches = connection id + user 1 id + user 2 id + connection status · connection status = [requested|accepted|declined] Use Case: Facilitate Communication · communication = message data · message data = message id + user 1 id + user 2 id + message content + timestamp Use Case: Real-Time Updates · location = city + state + zip code · event data = event recommendation + event status + timestamp · event recommendation = {event id + event name + event date + event time + event location + event price + event description + event attendees} · event location = street address + city + state + zip code · event status = [upcoming|ongoing|rescheduled|completed|cancelled] · timestamp = date + time Use Case: Social Matching · profile data = user id + first name + last name + email + (phone number) + birthdate + gender + profile picture + bio + preferences + location · location = city + state + zip code · preferences = favorite food + favorite music + favorite movie + favorite games + favorite sports · potential matches = connection id + user 1 id + user 2 id + connection status · connection status = [requested|accepted|declined] Use Case: Set User Preferences