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How to Build a Smart Meeting Room Resource Efficiency Monitor

Develop an innovative solution to track and optimize meeting room utilization, energy consumption, and resource allocation in office spaces. This smart system will help businesses improve productivity, reduce costs, and promote sustainable practices through data-driven insights and automated management.

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Simple Summary

A smart system to optimize meeting room usage and resource efficiency in office environments, enhancing productivity and sustainability.

Product Requirements Document (PRD)

Goals:

  • Create a user-friendly system to monitor and manage meeting room resources
  • Improve office space utilization and energy efficiency
  • Provide actionable insights for better resource allocation

Target Audience:

  • Office managers
  • Facility administrators
  • Employees booking meeting rooms

Key Features:

  1. Real-time occupancy tracking
  2. Energy consumption monitoring
  3. Automated room booking and release
  4. Resource usage analytics and reporting
  5. Integration with existing calendar systems
  6. Mobile app for easy access and notifications

User Requirements:

  • Intuitive interface for booking and managing meeting rooms
  • Clear visualization of room availability and resource usage
  • Automated suggestions for optimal room allocation
  • Alerts for inefficient resource use or scheduling conflicts
  • Easy-to-understand reports and analytics

User Flows

  1. Room Booking:

    • User opens app/web interface
    • Selects desired date, time, and attendees
    • System suggests optimal room based on size and available resources
    • User confirms booking
    • System sends confirmation and calendar invite

  2. Resource Monitoring:

    • Admin logs into dashboard
    • Views real-time occupancy and energy usage across all rooms
    • Identifies underutilized spaces or energy waste
    • Generates report for optimization recommendations

  3. Automated Room Release:

    • System detects no activity in booked room after 15 minutes
    • Sends notification to meeting organizer
    • If no response, automatically releases room for others to book

Technical Specifications

  • Frontend: React for web app, React Native for mobile app
  • Backend: Node.js with Express
  • Database: MongoDB for flexibility in data structure
  • IoT Integration: MQTT protocol for real-time sensor data
  • Authentication: JWT for secure user access
  • APIs: RESTful architecture for easy integration
  • Hosting: AWS for scalability and IoT services

API Endpoints

  • /api/rooms: GET, POST, PUT, DELETE for room management
  • /api/bookings: GET, POST, PUT, DELETE for reservation handling
  • /api/users: GET, POST, PUT, DELETE for user management
  • /api/analytics: GET for usage reports and insights
  • /api/sensors: GET for real-time sensor data
  • /api/notifications: POST for sending alerts

Database Schema

  • Users: {id, name, email, role, preferences}
  • Rooms: {id, name, capacity, resources, sensors}
  • Bookings: {id, roomId, userId, startTime, endTime, attendees}
  • ResourceUsage: {id, roomId, type, value, timestamp}
  • Sensors: {id, roomId, type, value, timestamp}

File Structure

/src /components Header.js Footer.js RoomCard.js BookingForm.js ResourceChart.js /pages Dashboard.js RoomList.js Analytics.js UserProfile.js /api rooms.js bookings.js users.js sensors.js /utils dateHelpers.js sensorUtils.js /styles global.css components.css /public /assets icons/ images/ /server /routes /models /controllers /middleware README.md package.json

Implementation Plan

  1. Project Setup (1 week)

    • Initialize repository and project structure
    • Set up development environment and tools

  2. Backend Development (3 weeks)

    • Implement database models and schemas
    • Create API endpoints and controllers
    • Develop authentication and authorization system

  3. Frontend Development (4 weeks)

    • Build core UI components
    • Implement room booking and management interfaces
    • Create analytics and reporting dashboards

  4. IoT Integration (2 weeks)

    • Set up sensor communication protocols
    • Implement real-time data processing and storage

  5. Testing and Refinement (2 weeks)

    • Conduct unit and integration tests
    • Perform user acceptance testing
    • Refine features based on feedback

  6. Deployment and Documentation (1 week)

    • Prepare deployment environment
    • Create user and technical documentation

  7. Launch and Monitoring (1 week)

    • Deploy to production
    • Set up monitoring and logging systems

Deployment Strategy

  1. Use AWS for hosting both frontend and backend
  2. Implement Docker for containerization and easy scaling
  3. Set up CI/CD pipeline using GitHub Actions
  4. Use AWS IoT Core for managing sensor data
  5. Implement AWS CloudWatch for monitoring and alerts
  6. Use AWS S3 for static asset storage and backups
  7. Set up staging environment for testing before production deployment
  8. Implement blue-green deployment for zero-downtime updates

Design Rationale

  • React and Node.js chosen for their performance and large ecosystem
  • MongoDB selected for its flexibility with IoT data and scalability
  • AWS preferred for its comprehensive IoT and cloud services
  • RESTful API design for wide compatibility and ease of integration
  • Modular file structure to enhance maintainability and scalability
  • Mobile app included to provide easy access for users on-the-go
  • Real-time features prioritized to ensure accurate resource tracking
  • Analytics dashboard emphasized to deliver actionable insights