---
# System prepended metadata

title: Events Calendar
tags: [Communications, Summer 2020]

---

Events Calendar
===

###### tags: `Summer 2020` `Communications`


**Purpose** ： To create a more events friendly environment in SUTD, where 
1. Students can refer for latest events in SUTD
2. Staff/ Event planners in general can minimise clashes in events

## Context
Many people in the past have tried to coordinate the initiative, from 6th ROOT, 7th ROOT, OpenSUTD etc, but to no avail. Our **role** is to: 

a) Mediate between different parties and identify the roadblocks to getting the calendar

b) Identify the least lekcek way for everyone to sustain this calendar. (Who owns the calendar? Who's gonna update the calendar? Who can view the calendar?)



## Manpower required
**Planning/ Liaison Lead** 
- Coordination of meetings and stakeholders 
- Analysing their needs
- Co-setting the ground rules for usage of calendar

**Technical Lead** : 
- Explore Technical aspects of the calendar (Eg. Coding in ROOT Website, Microsoft Outlook)
- Weigh benefits and cost of different options for the calendar

**Publicity Lead** (Later on)： 
- Series of activities to kickstart and increase awareness of calendar 

## Timeline



| Month | Task | Remarks |
| -------- | -------- | -------- |
| By 5th Jun | Assemble Team and decide on manpower     | Eugene    |
| By 8th Jun | First meeting to set groundwork and to understand context  | All |
| By 20th Jun| Coordinate Stakeholders for a first online meeting| Planning Lead |
||||
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| By 14th Aug| Ready to release Calendar| All |
| Sept (First three weeks of sch) | Publicity of Calendar | |

### Things to do:
a) Find out platforms suitable for calendar
b) Do first testing on preliminary platforms
c) Approach relevant stakeholders to get uptake on calendar
d) Get initial population of calendar
e) Release for beta testing of the calendar and experience survey (2 times publicity - once for the calendar and attach feedback form, another time to bump for feedback after 2 weeks)
f) Meet with stakeholders again to finalise their uptake, some rules of usage and release of calendar to school
g) Release to whole school if it works out when school re-opens





## First Meeting
** Some questions to kickstart the meeting **
- Why did the previous calendar not work?
- Who would be interested in using the calendar?
- How do we push for usage of the calendar/is it necessary in the first place? How do we know for sure?

## Things to consider


### User-questions
#### Use cases for students
- How reachable is calendar to my life? (What's my use case?)
-- Depends on platform, split into a few levels:
a) Available in one click
b) Available in a few clicks (Have to open browsers and links)
c) Barrier to entry (Have to login etc)
d) Very difficult to access

- How important is calendar to my life? (Tangible: Number of checks I may have to make)
a) Very important (At least 3 checks a day)
b) Important (At least 1 check a day)
c) Ok lehh (3 checks in a week)
d) Not so importnat, only to check critical things ()

#### Use cases for Stakeholders updating Calendar
- How can this calendar help me reach out to students/ other target Audience?
- How can I update this calendar in the least troublesome way?

### Stakeholders
- Students
- Student Event Planners updating calendar
-- ROOT Events
-- SAC reps (Academic and Cluster)
-- Other ROOT event planners

-- Who to do it?
- Moderator (ROOT COMMS DVP)
- University Event Planners
- 

## Technicalities: Platforms and what to consider
### Use case problems

### Check list on capabilities
1 - User using cal
2 - Calendar Updater
3 - Moderator/misc concerns

| Platform                                       | Outlook Test 1  | Comment                                           |
|:---------------------------------------------- |:-------- |:------------------------------------------------- |
| 1a: Search for event                           | Text     | Text                                              |
| 1b: Categorise based on tags                   |          |                                                   |
| 1c:                                            |          |                                                   |
| 2a: Able to edit in calendar                   |          | Event needs to be seen                            |
| 2b: Can my events be edited by other updaters? |          |                                                   |
| 3a: Limit to cal sharing                       | No limit |                                                   |
| 3b: Can Changes be remembered?                 |          | Other updaters and users can see reflected change |

### Use cases tested:

### Points take note after testing
- When setting events, always make sure you are on the right calendar

## Publicity Plans
Phase of release:
Phase 0 - Starting out and getting uptake:
a) School side
- OSL
- Pillar Admins
- HASS Event
- Library

b) ROOT
- Cabinet: ROOT Constitution review
- Events: 
- Communications: 
- 
Phase 1 -
## After Action review

# Note: After Summer, pass the project to the people who would control the calendar