IAETSD JOURNAL FOR ADVANCED RESEARCH IN APPLIED SCIENCES, VOLUME 4, ISSUE 1, JAN-JUNE /2017

ISSN (ONLINE): 2394-8442

CONFERENCE ROOM BOOKING SYSTEM ACROSS MULTIPLE

MINISTRIES/DEPARTMENT IN DIFFERENT BUILDINGS
Prof. Chetan Bulla[1], Priyanka Mane S[2], Pooja Kabade[2], Pooja Madiwal[2], Pooja Galatage[2]
[1]
Assistant Professor, [2] Student
CSE Department, KLE College of Engineering and Technology, Chikodi, Karnataka,India
priya204@gmail.com

ABSTRACT.

In every organization there is always need of meeting and conference rooms, to conduct various events.
It is found that there is one conference hall in every organization, whether it is an educational institution or any
company. Many different departments have to share this single conference hall for conducting its event. Hence
there is always a possibility of the hall being booked by two or more departments on the same day. The clash in
timing will be known to the departments only when the day of the event has reached, by that time it will be too late
and very little time left for alternate arrangement. Hence an efficient and user friendly system is required to reserve
the hall beforehand and make the information available to others to check the status of the hall before booking.

Keywords: Conference Room Booking System, Conference, Database, Scheduling.

I. INTRODUCTION
The conference web portal allows user to book conference rooms across multiple departments or ministries. It is Web/Intranet based System,
available from any workstation through a Browser. It is Simple to follow, which has web based options. It is going to provide flexible repetitive
bookings. Authentication with the existing user database .Ensures that conflicting entries cannot be entered. Multiple authentication levels (read-
only, user, admin) [1]. The web portal "Conference Room Booking System across Multiple Ministries/Department in Different Buildings using
the Dreamweaver and XAMPP SERVER. An efficient and user friendly system is required to reserve the hall before hand and make the
information available to others to

Check the status of the hall before booking. The system will be also be developed as an Android app, since many people today uses Android.
Meetings are indispensable events in every organization where people can simply share knowledge and information or discuss for important
decisions. To facilitate those activities [2], most of researches concentrate on improving scheduling software to help participants select optimal
meeting time or building smart meeting rooms where audiovisual content are automatically recorded for future viewing. There are very limited
number of systems that can manage meeting rooms in term of real-time availability and utilization.

II. LITERATURE SURVEY

In the paper presented on IEEE in 2016 by LinhDuc Tran, Alex Stojcevski and Thanh Chi Pham, they have mentioned about an automated hall
booking system in which they have proposed use of PIR sensors to determine presence of people and intimating. In most meeting room
scheduling or management system, the availability of meeting rooms are mainly based on pre-determined schedules. However, since the meeting
duration is not always exact [3] as it is scheduled, there are some situations that a meeting room is underutilized. Therefore, in this paper, we
present a smart meeting room scheduling and management system which detect occupancy status of meeting rooms in real time and integrate
this information into the scheduling application to support ad-hoc meetings and increase room utilization [4]. Our system is a simple, ease-of-
implementation solution based on PIR sensor fusion devices and Ethernet connectivity. Occupancy data is sent to a central application server by
UDP over IP protocols

On this server, a web application is developed and hosted to not only allow people book rooms for their meetings, but also check the utilization
of these rooms based on predefined policies. The system also supports adhoc meetings by providing real-time availability of meeting rooms to
users. In government department people there is need of priority based scheduling. In government department there are employees with various
designations such as chairman, manager, officers, and employees [5]. It is been observed that a conference room is booked by a department
employee and as he/she is employee he/she will book for lower level activity but on the same day if a department chairman need to book a same
hall on same day and as the chairman he/she has to manages a higher level activity which not efficient to reschedule so there is need of a system
which manages this case by effectively canceling the booking of employee (lower priority person) and allotting this room to chairman (higher
priority person) because the existing system does not support this

To Cite This Article: Prof. Chetan Bulla, Priyanka Mane S, Pooja Kabade, Pooja Madiwal and Pooja Galatage.
CONFERENCE ROOM BOOKING SYSTEM ACROSS MULTIPLE MINISTRIES/DEPARTMENT IN
DIFFERENT BUILDINGS. Advances in Natural and Applied Sciences ;Pages: 203-205
204. Prof. Chetan Bulla, Priyanka Mane S, Pooja Kabade, Pooja Madiwal and Pooja Galatage. CONFERENCE ROOM
BOOKING SYSTEM ACROSS MULTIPLE MINISTRIES/DEPARTMENT IN DIFFERENT BUILDINGS. Advances
in Natural and Applied Sciences; Pages: 203-205

III. METHODOLOGY
A. Block Schematic Diagram
Admin User
Module Module

Communication
(Server)
Data structure design contains 3 modules as admin Module and user module.

Admin Module:
This module will be used by the admin for creating all available rooms and adding the department in the database. This module will
also have a interface to create user from various ministries/departments, who will login from web portal and book the rooms.

User Module:
This module will provide user interface to the user to login and book hall for entries. In this module user can also see their reservation
status.

Communication Module:
This module will be used by the web portal to communicate with the central database. The server is used to update the new entries and
communicate with the user. Hence the database itself would be called as communication module.

Store the Information regarding departments in the database.

Serve the communication module with latest database status, whenever requested by web portal.
PHP, JavaScript and HTML language is used.
The proposal solution is Three Tier architecture that contains user, server and database. The user interface is used to book seat, the server
check for conflict and reserve the seats and database is used to store the reservation details and generate reports. The as it is cost effective
project and easy to maintain and developed using open source softwares. The solution is very transparent and easy to use. It is helpful
Reserve conference room seats for auditors. It is also send notifications to the users via mail or SMS. The project is very helpful,
transparent and conflict free reservation.

IV. SYSTEM ARCHITECTURE

Conferences are indispensable events in every organization where people can simply share knowledge and information or discuss for
important decisions. To facilitate those activities we propose Web portal, Conference Room Booking System across Multiple
Ministries/Department in Different Buildings using the Macromedia Dreamweaver 8 and XAMPP SERVER. An efficient and user friendly
system is required to reserve the hall before hand and make the information available to others to check the status of the hall before booking.
The system architecture has been divided into following 2 modules:

1) Admin module
2) User module
205. Prof. Chetan Bulla, Priyanka Mane S, Pooja Kabade, Pooja Madiwal and Pooja Galatage. CONFERENCE ROOM
BOOKING SYSTEM ACROSS MULTIPLE MINISTRIES/DEPARTMENT IN DIFFERENT BUILDINGS. Advances
in Natural and Applied Sciences; Pages: 203-205

This fig is overall system architecture of the system. Admin module provides following function, such as it allows the admin to login to the
system by using login-ID and password which is been initially provided by developer. After login to the system admin can add user and can
view or update the user, by selecting update admin can delete user or can alter information related to user. Admin can add buildings which are
providing a hall for conference and can view or update building, by selecting update admin can delete building or can update information related
to building such as name, address etc. And even admin can stop booking of particular building in case if building temporarily not made available
to user due to some internal works. Admin can add hall in a building and can view or update hall information. Admin can also see the booked
hall and details of the one who booked hall. In user module user can view hall images with detail information of hall. They can book hall by
login or by registering themselves if they are new user on entering the valid information registration will be successful. After login by entering
login-ID and password user will receive OTP (One Time Password) on there email_ID to continue further. Hall will book on basis of day. As
this system will also be used by government person, priority based scheduling is provided by giving higher priority to chairmen, managers etc.
cancelling of booked hall and scheduling of booking is also provided here.

Application

The conference room booking system is used by the government department/ministries to book the conference hall.
It is used by the many organizations such as companies, educational institute, hotels, business people

Advantages

As already mentioned, the system is web-based, so it is easy for all the users to communicate with the system.
The main highlights of the system are:
Web site provides the user-friendly screens for Data Entry.
The website has minimum number of screens and is easy to navigate.
The website is easy to maintain. Any change in the business logic can be easily implemented without requiring any change in the other
parts of the system.
The error checking is on the server side so that if there is any error in connecting to the database or some other error than the user is not
allowed to get weird messages. Only the Administrator at the server gets the error messages and checks for error. The user is simply shown
the appropriate message.
All the tables are self explanatory and easy to understand.
Compatibility with all browsers is still to be ascertained

Disadvantages

Traffic on the Internet may be heavy which may delay the retrieval of data.

V. CONCLUSION AND FUTURE SCOPE

In this paper, the conference room booking system allows people to book the conference rooms across multiple departments or other resources.
The goals of this project are to reserve conference room seats for auditors and providing the response to user by sending the notifications through
SMS or mail. This includes shared calendar management, unlimited users, remote device management etc. Booking is done on the bases of time
or period. It is flexible for repeating booking and this system supports multiple languages. The system is easy for implementation and
maintenance. It is cost effective project and can be used in many organizations.

In future, certain changes can be incorporated as per the requirements of the organizations implementing the system. Those are:-
Search of free conference rooms whether they are available in particular city. The system can provide the users with the facility of booking more
than one hall at the same time and by using his/her same user_id. The registered users can get the notification of newly built conference rooms in
particular areas.

REFERENCES
[1]"A Smart Meeting Room Scheduling and Management System with Utilization Control and Ad- hoc Support Based on Real-Time
Occupancy Detection"978-1-5090-1801-7/16/$31.00 2016 IEEE.

[2] O. Mussawar and K. Al-Wahedi, "Meeting scheduling using agent based modeling and multiagent decision making," in Innovative
Computing Technology (INTECH), 2013 Third International Conference on, 2013,pp. 252-257.

[3] T. Mishima, K. Takahashi, T. Kawamura, and K. Sugahara, "Meeting Scheduling System using Unpleasant Notification," in IT Conver
genceand Security (ICITCS), 2013 International Conference on, 2013, pp. 1-4.

[4] Z. Yu and Y. Nakamura, "Smart meeting systems: A survey of state-ofthe-art and open issues," ACM Computing Surveys (CSUR), vol. 42, p.
8, 2010.

[5] A. Ronzhin, A. Ronzhin, and V. Budkov, "Audiovisual speaker localization in medium smart meeting room," in Information, Communications
and Signal Processing(ICICS) 2011 8th International Conference on, 2011, pp. 1-5.