Synopsis of Event Management

Synopsis of Event Management System

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 Synopsis of Event Management

Introduction of the Project Event Management System:

The "Event Management System" has been developed to override the problems
prevailing in the practicing manual system. This software is supported to eliminate and
in some cases reduce the hardships faced by this existing system. Moreover this
system is designed for the particular need of the company to carry out operations in a
smooth and effective manner.

The application is reduced as much as possible to avoid errors while entering the data.
It also provides error message while entering invalid data. No formal knowledge is
needed for the user to use this system. Thus by this all it proves it is user-friendly. Event
Management System , as described above, can lead to error free, secure, reliable and
fast management system. It can assist the user to concentrate on their other activities
rather to concentrate on the record keeping. Thus it will help organization in better
utilization of resources.

Every organization, whether big or small, has challenges to overcome and managing
the informations of Booking, Event, Employee, Package, Enquiry. Every Event
Management System has different Event needs, therefore we design exclusive
employee management systems that are adapted to your managerial requirements.
This is designed to assist in strategic planning, and will help you ensure that your
organization is equipped with the right level of information and details for your future
goals. Also, for those busy executive who are always on the go, our systems come with
remote access features, which will allow you to manage your workforce anytime, at all
times. These systems will ultimately allow you to better manage resources.

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 Synopsis of Event Management

Abstract of the Project Event Management System:

The purpose of Event Management System is to automate the existing manual
system by the help of computerized equipments and full-fledged computer software,
fulfilling their requirements, so that their valuable data/information can be stored for a
longer period with easy accessing and manipulation of the same. The required software
and hardware are easily available and easy to work with.

Event Management System, as described above, can lead to error free, secure,
reliable and fast management system. It can assist the user to concentrate on their
other activities rather to concentrate on the record keeping. Thus it will help
organization in better utilization of resources. The organization can maintain
computerized records without redundant entries. That means that one need not be
distracted by information that is not relevant, while being able to reach the information.

The aim is to automate its existing manual system by the help of computerized
equipments and full-fledged computer software, fulfilling their requirements, so that their
valuable data/information can be stored for a longer period with easy accessing and
manipulation of the same. Basically the project describes how to manage for good
performance and better services for the clients.

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Objective of Project on Event Management System:

The main objective of the Project on Event Management System is to manage

the details of Event, Booking, Customer, Employee, Enquiry. It manages all the
information about Event, Package, Enquiry, Event. The project is totally built at
administrative end and thus only the administrator is guaranteed the access. The
purpose of the project is to build an application program to reduce the manual work for
managing the Event, Booking, Package, Customer. It tracks all the details about the
Customer, Employee, Enquiry.

Functionalities provided by Event Management System are as follows:

 Provides the searching facilities based on various factors. Such as Event,

Customer, Employee, Enquiry

 Event Management System also manage the Package details online for
Employee details, Enquiry details, Event.

 It tracks all the information of Booking, Package, Employee etc

 Manage the information of Booking

 Shows the information and description of the Event, Customer

 To increase efficiency of managing the Event, Booking

 It deals with monitoring the information and transactions of Employee.

 Manage the information of Event

 Editing, adding and updating of Records is improved which results in proper

resource management of Event data.

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 Manage the information of Employee

 Integration of all records of Enquiry.

Scope of the project Event Management System

It may help collecting perfect management in details. In a very short time, the
collection will be obvious, simple and sensible. It will help a person to know the
management of passed year perfectly and vividly. It also helps in current all works
relative to Event Management System. It will be also reduced the cost of collecting the
management & collection procedure will go on smoothly.

Our project aims at Business process automation, i.e. we have tried to

computerize various processes of Event Management System.

 In computer system the person has to fill the various forms & number of copies
of the forms can be easily generated at a time.
 In computer system, it is not necessary to create the manifest but we can
directly print it, which saves our time.
 To assist the staff in capturing the effort spent on their respective working areas.
 To utilize resources in an efficient manner by increasing their productivity
through automation.
 The system generates types of information that can be used for various
purposes.

 It satisfy the user requirement

 Be easy to understand by the user and operator
 Be easy to operate
 Have a good user interface
 Be expandable
 Delivered on schedule within the budget.

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Reports of Event Management System:

 It generates the report on Event, Booking, Package

 Provide filter reports on Customer, Employee, Enquiry

 You can easily export PDF for the Event, Package, Employee

 Application also provides excel export for Booking, Customer, Enquiry

 You can also export the report into csv format for Event, Booking, Enquiry

Modules of Event Management System:

 Event Management Module: Used for managing the Event details.

 Enquiry Module : Used for managing the details of Enquiry
 Package Module : Used for managing the details of Package
 Booking Management Module: Used for managing the information and details of
the Booking.
 Customer Module : Used for managing the Customer details
 Employee Module : Used for managing the Employee information
 Login Module: Used for managing the login details
 Users Module : Used for managing the users of the system

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Input Data and Validation of Project on Event Management System

 All the fields such as Event, Customer, Enquiry are validated and does not take
invalid values

 Each form for Event, Booking, Package can not accept blank value fields

 Avoiding errors in data

 Controlling amount of input

 Integration of all the modules/forms in the system.

 Preparation of the test cases.

 Preparation of the possible test data with all the validation checks.

 Actual testing done manually.

 Recording of all the reproduced errors.

 Modifications done for the errors found during testing.

 Prepared the test result scripts after rectification of the errors.

 Functionality of the entire module/forms.

 Validations for user input.

 Checking of the Coding standards to be maintained during coding.

 Testing the module with all the possible test data.

 Testing of the functionality involving all type of calculations etc.

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 Commenting standard in the source files.

The software quality plan we will use the following SQA Strategy:

 In the first step, we will select the test factors and rank them. The selected test
factors such as reliability, maintainability, portability or etc, will be placed in the
matrix according to their ranks.
 The second step is for identifying the phases of the development process. The
phase should be recorded in the matrix.
 The third step is that identifying the business risks of the software
deliverables. The risks will be ranked into three ranks such as high, medium
and low.

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Features of the project Event Management System:

 Product and Component based

 Creating & Changing Issues at ease
 Query Issue List to any depth
 Reporting & Charting in more comprehensive way
 User Accounts to control the access and maintain security
 Simple Status & Resolutions
 Multi-level Priorities & Severities.
 Targets & Milestones for guiding the programmers
 Attachments & Additional Comments for more information
 Robust database back-end
 Various level of reports available with a lot of filter criteria’s
 It contain better storage capacity.
 Accuracy in work.
 Easy & fast retrieval of information.
 Well designed reports.
 Decrease the load of the person involve in existing manual system.
 Access of any information individually.
 Work becomes very speedy.
 Easy to update information

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Software Requirement Specification

The Software Requirements Specification is produced at the culmination of the

analysis task. The function and performance allocated to software as part of system
engineering are refined by establishing a complete information description, a detailed
functional and behavioral description, an indication of performance requirements and
design constraints, appropriate validation criteria, and other data pertinent to
requirements.

The proposed system has the following requirements:

 System needs store information about new entry of Event.
 System needs to help the internal staff to keep information of Booking and find
them as per various queries.
 System need to maintain quantity record.
 System need to keep the record of Customer.
 System need to update and delete the record.
 System also needs a search area.
 It also needs a security system to prevent data.

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Feasibility Study:
After doing the project Event Management System, study and analyzing all the
existing or required functionalities of the system, the next task is to do the feasibility
study for the project. All projects are feasible - given unlimited resources and infinite
time.
Feasibility study includes consideration of all the possible ways to provide a solution to
the given problem. The proposed solution should satisfy all the user requirements and
should be flexible enough so that future changes can be easily done based on the
future upcoming requirements.
A. Economical Feasibility
This is a very important aspect to be considered while developing a project. We
decided the technology based on minimum possible cost factor.
 All hardware and software cost has to be borne by the organization.
 Overall we have estimated that the benefits the organization is going to receive
from the proposed system will surely overcome the initial costs and the later on
running cost for system.

B. Technical Feasibility
This included the study of function, performance and constraints that may affect
the ability to achieve an acceptable system. For this feasibility study, we studied
complete functionality to be provided in the system, as described in the System
Requirement Specification (SRS), and checked if everything was possible using
different type of frontend and backend plaformst.

C. Operational Feasibility
No doubt the proposed system is fully GUI based that is very user friendly and all
inputs to be taken all self-explanatory even to a layman. Besides, a proper training has
been conducted to let know the essence of the system to the users so that they feel
comfortable with new system. As far our study is concerned the clients are comfortable
and happy as the system has cut down their loads and doing.

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System Design of Event Management System

In this phase, a logical system is built which fulfils the given requirements. Design
phase of software development deals with transforming the clients’s requirements into a
logically working system. Normally, design is performed in the following in the following
two steps:

1. Primary Design Phase:

In this phase, the system is designed at block level. The blocks are created on
the basis of analysis done in the problem identification phase. Different blocks
are created for different functions emphasis is put on minimising the information
flow between blocks. Thus, all activities which require more interaction are kept
in one block.
2. Secondary Design Phase:
In the secondary phase the detailed design of every block is performed.

The general tasks involved in the design process are the following:

1. Design various blocks for overall system processes.

2. Design smaller, compact and workable modules in each block.
3. Design various database structures.
4. Specify details of programs to achieve desired functionality.
5. Design the form of inputs, and outputs of the system.
6. Perform documentation of the design.
7. System reviews

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Brief Introduction about RDBSM :

A relational database management system (RDBMS) is a database management

system (DBMS) that is based on the relational model as invented by E. F. Codd, of
IBM's San Jose Research Laboratory. Many popular databases currently in use are
based on the relational database model.

RDBMSs have become a predominant choice for the storage of information in new
databases used for financial records, manufacturing and logistical information,
personnel data, and much more since the 1980s. Relational databases have often
replaced legacy hierarchical databases and network databases because they are easier
to understand and use. However, relational databases have been challenged by object
databases, which were introduced in an attempt to address the object-relational
impedance mismatch in relational database, and XML databases.

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Implementation Methodology:
Model View Controller or MVC as it is popularly called, is a software design pattern for
developing web applications. A Model View Controller pattern is made up of the
following three parts:
 Model - The lowest level of the pattern which is responsible for maintaining data.
 View - This is responsible for displaying all or a portion of the data to the user.
 Controller - Software Code that controls the interactions between the Model
and View.
MVC is popular as it isolates the application logic from the user interface layer and
supports separation of concerns. Here the Controller receives all requests for the
application and then works with the Model to prepare any data needed by the View. The
View then uses the data prepared by the Controller to generate a final presentable
response. The MVC abstraction can be graphically represented as follows.
MVC (Model View Controller Flow) Diagram

DATA FLOW DIAGRAMS

Tools/Platform, Hardware and Software
Requirement specifications:

Software

Requirements:

Name of component Specification

Operating SystemWindows 98, Windows XP, Windows7,

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Lin
Language Java 2 Runtime Environment
Database MySQL Server
Browser Any of Mozilla, Opera, Chrome etc
Web Server Tomcat 7
Software Development Kit Java JDK 1.7 or Above
Scripting Language Enable JSP (Java Server Pages)
Database JDBC Driver MySQL Jconnector

Hardware Requirements:

Name of component Specification

ProcessorPentium III 630MHz
RAM 128 MB
Hard disk 20 GB
Monitor 15” color monitor
Keyboard122 keys

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Existing System of Event Management System:

In the existing system the exams are done only manually but in proposed system we
have to computerize the exams using this application.
 Lack of security of data.
 More man power.
 Time consuming.
 Consumes large volume of pare work.
 Needs manual calculations.
 No direct role for the higher officials

Proposed System of Event Management System:

The aim of proposed system is to develop a system of improved facilities. The
proposed system can overcome all the limitations of the existing system. The system
provides proper security and reduces the manual work.
 Security of data.
 Ensure data accuracy’s.
 Proper control of the higher officials.
 Minimize manual data entry.
 Minimum time needed for the various processing.
 Greater efficiency.
 Better service.
 User friendliness and interactive.
 Minimum time required.

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Data Dictionary:
This is normally represented as the data about data. It is also termed as metadata some
times which gives the data about the data stored in the database. It defines each data
term encountered during the analysis and design of a new system. Data elements can
describe files or the processes.

Following are some major symbols used in the data dictionary

 = equivalent to
 + and
 [] either/ or
 () Optional entry

Conclusion of the Project Event Management System:

Our project is only a humble venture to satisfy the needs to manage their project
work. Several user friendly coding have also adopted. This package shall prove to be a
powerful package in satisfying all the requirements of the school. The objective of
software planning is to provide a frame work that enables the manger to make
reasonable estimates made within a limited time frame at the beginning of the software
project and should be updated regularly as the project progresses.

At the end it is concluded that we have made effort on following points…

 A description of the background and context of the project and its relation to work
already done in the area.
 Made statement of the aims and objectives of the project.
 The description of Purpose, Scope, and applicability.
 We define the problem on which we are working in the project.
 We describe the requirement Specifications of the system and the actions that
can be done on these things.
 We understand the problem domain and produce a model of the system, which
describes operations that can be performed on the system.
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Future Scope of the Project:

In a nutshell, it can be summarized that the future scope of the project circles
around maintaining information regarding:

 We can add printer in future.

 We can give more advance software for Event Management System including
more facilities
 We will host the platform on online servers to make it accessible worldwide
 Integrate multiple load balancers to distribute the loads of the system
 Create the master and slave database structure to reduce the overload of the
database queries
 Implement the backup mechanism for taking backup of codebase and database
on regular basis on different servers

The above mentioned points are the enhancements which can be done to increase
the applicability and usage of this project. Here we can maintain the records of Event
and Booking. Also, as it can be seen that now-a-days the players are versatile, i.e. so
there is a scope for introducing a method to maintain the Event Management System.
Enhancements can be done to maintain all the Event, Booking, Customer, Employee,
Enquiry.

We have left all the options open so that if there is any other future requirement
in the system by the user for the enhancement of the system then it is possible to
implement them.In the last we would like to thanks all the persons involved in the
development of the system directly or indirectly. We hope that the project will serve its
purpose for which it is develop there by underlining success of process.

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Limitation of Project on Event Management System

Although I have put my best efforts to make the software flexible, easy to operate
but limitations cannot be ruled out even by me. Though the software presents a broad
range of options to its users some intricate options could not be covered into it; partly
because of logistic and partly due to lack of sophistication. Paucity of time was also
major constraint, thus it was not possible to make the software foolproof and dynamic.
Lack of time also compelled me to ignore some part such as storing old result of the
candidate etc.

Considerable efforts have made the software easy to operate even for the people
not related to the field of computers but it is acknowledged that a layman may find it a
bit problematic at the first instance. The user is provided help at each step for his
convenience in working with the software.

List of limitations which is available in the Event Management System:

 Excel export has not been developed for Event, Booking due to some criticality.

 The transactions are executed in off-line mode, hence on-line data for Customer,
Employee capture and modification is not possible.

 Off-line reports of Event, Enquiry, Customer cannot be generated due to batch

mode execution.

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References and Bibliography:

 Google for problem solving
 http://www.javaworld.com/javaworld/jw-01-1998/jw-01-Credentialreview.html
 Database Programming with JDBC and Java by O'Reilly
 Head First Java 2nd Edition
 http://www.jdbc-tutorial.com/
 Java and Software Design Concepts by Apress
 https://www.tutorialspoint.com/java/
 http://www.javatpoint.com/java-tutorial
 https://docs.oracle.com/javase/tutorial/
 http://www.wampserver.com/en/
 http://www.JSP.net/
 http://www.tutorialspoint.com/mysql/
 httpd.apache.org/docs/2.0/misc/tutorials.html

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