Event Management

SOFTWARE REQUIREMENTS SPECIFICATION DOCUMENT

17.12.2015

[Misbah sajid abbasi]

SESSION: 2018 - 2020 | <NICAAS COLLEGE>
 Event Management System

Revision History
Date Description Author Comments
<date> <Version 1> <Your Name> <First Revision>

Document Approval
The following Software Requirements Specification has been accepted and approved by the following:

Signature Printed Name Title Date

Dr. Supervisor, CSIT 21306 <date>
 Event Management System

Table of Contents

1. Introduction 2
1.1 Purpose 2
1.2 Scope 2
1.3 Definitions, Acronyms, and Abbreviations. 2
1.4 References 3
1.5 Overview 3

2. The Overall Description 2

2.1 Product Perspective 3
2.1.1Operations 3
3
2.2 Product Functions 4
2.3 User Characteristics 4
2.4Assumptions and Dependencies 4

3. Specific Requirements 5
3.1 External Interface Requirements 5
3.1.1 System Interfaces 5
3.1.2 Interfaces 5
3.1.3 Hardware Interfaces 5
3.1.4 Software Interfaces 5
3.1.5 Communications Interfaces 5
3.2 Functional Requirements 6
6
3.3 Use Cases 6
8
3.4 Class diagram 9
3.5 Non-Functional Requirements 9
10
3.8DesignConstraints 11
11

4. Analysis Models 11
4.1 Sequence Diagrams 12
4.2 Data Flow Diagrams (DFD) 12
4.3 State-Transition Diagrams (STD) 13

5. Supporting Information 14
 Event Management System

1. Introduction
Event Management is the process of analyzing, planning, marketing, producing and
evaluating an event. It is a different way of promoting a product, service or idea. If
an event is managed efficiently and effectively, it can be used as a very powerful
promotional tool to launch or market a product or service.

1.1 Purpose
Software requirements specification (SRS) is a document that describes what the software will
do and how it will be expected to perform. It also describes the functionality the product needs to
fulfill all stakeholders (business, users) needs.
This System Requirement Specification (SRS) aims to provide the readers and users information
about the system and its functions and specifications.SRS describes the data, functional and
behavioral requirements of the software.
This software is designed to manage the events in the party. This will take the users requirements
for about party events According to the user requirement it estimate how much cost are coming
in the whole event .The main purpose of it provide services related to event to the user in very
optimize cost.

1.2 Scope
The scope of this project is to develop a system that effectively manages all the data
related to the various events that take place in an organization. The purpose of “Online
Event Management System” is to provide better way to select event halls for different
events like Wedding Functions, College parties, Political Meeting etc. Online Event
Management System manages events like live shows, Birthday Events, Concerts;
Wedding Events User can see decoration of halls, style of halls and can book them
online without going to the management office.
The system provides time efficiency as it saves a lot of time of the user because users did
not need to go outside. It also provides the reporting feature, which explains the reports
of previous years etc. The users, which involve in this system, are Administrators,
Vendors and Customer.
Objective 1.2.1
Present over all event to top management.
Scheduling of Future Event.
Plan every event according to customer requirement.
Manage events according to its budget.

SRS Document 1.0 Page 1 of 9 10/09/20 f

 Event Management System

1.3 Definitions, Acronyms, and Abbreviations.

Abbreviations Definitions

SRS Software requirements specification

EMS Event Management System

HTML Hyper Text Markup Language

PHP Personal home page

CSS Cascading Style Sheet

1.5 Overview
Event management is the application of project management to the creation
and development of large-scale events such as festivals, conferences, ceremonies, weddings,
formal parties, concerts, or conventions. The events industry now includes events of all sizes
from the Olympics down to business breakfast meetings.

2. The Overall Description

Sometimes, certain events do not get the recognition that they should. The main method
of communication for these events is via a poster or mouth to mouth. It is getting very
clear that these methods of communication are becoming more and more dated. Recently,
twitter and Facebook have been shown to be more receptive in regards to communication
via a Client and the attendees. To follow this trend, this system is being implemented to
facilitate communication between the clients and the potential event-goers. As well, as
provide up to the minute updates and information about the event.

2.1 Product Perspective

The software will be a new independent product, that it, it is not a component of another
program. It is intended for the administration of the management and other concerned users. The

SRS Document 1.0 Page 2 of 9 10/09/20 f

 Event Management System

product will import its data from Microsoft Access2010 database and use the Visual Basic.NET
for its integrated development environment that uses COM as programming model.

The staff members and the manager/supervisor aside from the developers can only access this
information. All the forms used in the product follows a clear and logical structure. Errors will be
minimized with drop-down buttons and command buttons to eliminate the excessive use of text
input. Management of data includes searching, adding, modifying and deleting. The product
specified will be developed for web application .

2.1.1 Operations
 The Management of Event Operations: project management, planning and customer
satisfaction provides an introduction to the management of operations for the event
planner and venue provider.
 Taking an holistic view of an event enterprise, it links the traditional topics within
operations management to present a coherent and hands-on approach specifically for the
events manager.
 The approach is pragmatic and is dictated by practical consequences and considerations,
which are so important to an event manager who balances many views and needs from
diverse stakeholders

2.2 Product Functions

Event management system is a program designed to assist managers, event organizers, firms, and
other users whose line of business deals with events management to manage their
participants’ data in an orderly manner. It shall perform the following functions:

 Protect the database of the firm by requiring a correct and registered username and
password.

 Make data organization easier by classifying participants according to sub-types of

personal events.

 Facilitate a systematic process of entering, organizing, retrieving, modifying and deleting

data from the database without the need to go the database itself.

 Add new client information easily.

 Provide an option for users to update information.

 Delete existing client information.

SRS Document 1.0 Page 3 of 9 10/09/20 f

 Event Management System

 Create new events.

 Provide an easy function where you can go back one form whenever necessary.

 Present a list of participant codes representing existing clients.

 Add new supplier contacts with which future collaboration is expected.

 Display client information in an organized manner for easy understandability.

 Display payment terms of participant including the total event fee, amounts paid by the
participants and the balance.

2.3 User Characteristics

 Event Heads:

The primary target users of this software are the Event heads. They are in-charge of scheduling
events and managing participant information, thus, they will be the most frequent users of this
software. Moreover, these people are assumed familiar with basic computer processes that will
enable them to use this software. Their aim in the use of this software is to access or update
existing participant information, add new participant information and make easy the billing
procedure of the participants.

 Event Managers:

The managers and the supervisors shall also have access to the software. They must possess
computer literacy and analytical skills to use the software and make good use of the information
provided by the same. They will use it in monitoring what their head has accomplished and what
still needs to be done. Furthermore, they shall also use it in times when they want to check on a
certain participant or event or when there is no staff available to attend to a participant.

2.4 Assumptions and Dependencies

 The use‐cases were built assuming a web‐based system would be used.
 Specific technology has been avoided as much as possible, but this will be a web‐based s
ystem.
 The system will be on a pre‐selected server, and must comply
with the technology and space limitations of that server.

SRS Document 1.0 Page 4 of 9 10/09/20 f

 Event Management System

 Additional functionality may be created, and the use-cases comprise the four
most urgent and essential bits of functionality for the system.
 A major project risk is the time constraint there is a steady deadline, and it is most
important to get the key functionality done by then.
 None of the use‐cases can work without the others this all part of one cohesive program
in which classes are shared so that use-cases may assist other use-cases.
 All of the use-case flow being the most common or standard typical flow of use-case
events. Cases were made with the typical full functionality should be implemented for
alternate flows, since they are key features of the system.

3. Specific Requirements
3.1 External Interface Requirements

3.1.1 Interfaces
The interface of the software will provide options for a relatively easy data input processes text-
boxes that will be properly labeled. It will also have a user-friendly view of the whole system
with simple and easy undertaking of action-driven processes as command buttons are
functionally labeled. With all these, target users of this software will relatively find it not
difficult to use it.

3.1.2 Hardware Interfaces

To be able to run the system, the minimum requirements of the hardware for this system are:
CPU 2.0 GHz or CPU (laptops) Core 2
CPU (desktops) RAM 2 GB RAM
HDD 60 GB min
7200 RPM6 GB or at least 10% free space (whichever is greater)

The hardware used must have a competent firewall to secure the data in the system

3.1.3 Software Interfaces

The system was developed to serve as a database for the events' organizers. It is a stand-alone
system; hence, it does not need an internet connection. However, the system requires minimum
specifications for the software interfaces to be able to use it efficiently.

The operating system (OS) required in order to use the system is at minimum Windows XP, but
may also be Windows Vista, or Windows 7. Microsoft Visual Studio 2008 and Microsoft Office
Access 2010 must also be installed to their devices. This two-application software were used to

SRS Document 1.0 Page 5 of 9 10/09/20 f

 Event Management System

make the database, thus, having them in the computers will make the system proceed
successfully and run error-free.

3.1.5 Communication Interfaces

Communication interface is not needed, as this software is a stand-alone system.

3.2 Functional Requirements

Registration
Description: To enter into this site user has to register himself first. Requirements of registration
are first name, last name, user name, password, email id, conform password etc.
Input: User details.
Output: Filled Registration details.
Processing: User details are checked with database. Password constraint is checked as per
validation.

User login
Description: The system provide the facility to login into the system.
Input: Enter user name and password.
Output: User profile page.
Processing: The system will check the input of the user and if valid then login is done.
Otherwise, user will be asked to reenter the user name and password.

Select the event

Description: The user can select the event and select payment method.
Input: Main event, sub event, enrollment number, add team member.
Output: Event selected successfully, see all detail and delete.
Processing: The system will add selected data into database.

Forget password
Description: The user can send reset link to the mail to reset password.

SRS Document 1.0 Page 6 of 9 10/09/20 f

 Event Management System

Input: Email id.

Output: Reset link send to Email id.
Processing: By reset link, we can easily change password and update store in database.

Admin panel

Description: The admin can add manager, main event, sub event also.
Input: Main event, sub event, manager.
Output: Add successfully in database.
Processing: The system will add selected data into database.

Manager panel
Description: The manager can add volunteer, main event, sub event also.
Input: Main event, sub event, volunteer.
Output: Add successfully in database.
Processing: The system will add selected data into database.

Logout
Description: The system provide the facility to logout from the site.
Input: Select logout option.
Output: Logout from the system.
Processing User will logout.

SRS Document 1.0 Page 7 of 9 10/09/20 f

 Event Management System

3.3 Use Case

3.4 Classes / Objects

SRS Document 1.0 Page 8 of 9 10/09/20 f

 Event Management System

USER
ID 1
NAME
GENDER TEAM
CONTACT ID
NO USERNAME
ENROLL NO PASSWORD
EMAIL ID SELECT
CONTACT EVENT()
ID SELECT TEAM()
USER TYPE PAYMENT()
USERNAME
PASSWORD
LOGIN()
0
EVENT
ID
EVENT NAME 1
ORGANIZATION
DEPARTMENT WINNER
MANAGER ID ID
EVENT TYPE USER ID
EVENT ID 1
O POSITION
0 0
MANAGER
NORMAL VOLUNTEER ADMIN ID
ID ID ID USERNAME
USERNAME USERNAME USERNAME PASSWORD
PASSWORD PASSWORD PASSWORD ADD
SELECT PARTICEPANT() ADD VOLUNTEER()
EVENT() TEAM DETAIL() VOLUNTEER() PARTICEPANT()
SELECT TEAM() UPDATE PAYMENT() ADD TEAM DETAIL()
PAYMENT() UPDATE WINNER() MANAGER() PAYMENT()
ADD EVENT() WINNER()

PARTICEPANT()
TEAM DETAIL()
PAYMENT()
WINNER()

SRS Document 1.0 Page 9 of 9 10/09/20 f

 Event Management System

3.5 Non-Functional Requirements

Non-functional requirements may exist for the following attributes.
3.5.1 Performance Requirements

Although the system is a simple one, a literate organizer who is able to understand simple
computer processes is needed to run the system. An organizer is one who is knowledgeable about
the ins and outs of the firm and is learned in the field of organizing events. The organizer will be
the person to enter the data needed into the system, thus an organizer needs also be efficient to
utilize fully the benefits that can be provided by this software. The system also needs MS
WINNER
Access for the organizations database management system. ID
USER ID
3.5.2 Safety Requirements EVENT ID
POSITION
Different information is entered into the database such as information about the different
caterers, suppliers and participants. Mismanagement of information might cause participant
dissatisfaction that will eventually lead to profit loss, only because of mistakes on giving
information. In line with this, the organizer should always double check which suppliers are
available.

3.5.3Security Requirements

The organizers have respective accounts with password that enables only the organizer/s to login
onto the system. Passwords are required so that no one else can access the system or database. In
the case of the administrator, he/she needs to have the adequate knowledge about maintaining
databases should the system encounter problems. Because the participants and suppliers
themselves provide the information entered into the database, there should be very little
problems about the information entered. However, the organizer should always triple check
every information given. Security systems need database storage just like many other
applications.

3.5.4Software Quality Attributes

Correct information must be entered into the system to prevent mismanaged conflicts to occur.
This will make the information provided by the system to be reliable and useful. However, in
case an error occurs, changes may be immediately effected provided the user notices the error.
This is why periodic monitoring and run-through of the database and the system must be done.
The target users of the system are deemed to understand basic computer processes so use of this
system will be easy for them. They will not need to undergo rigid training and instruction
in order to use the software.

SRS Document 1.0 Page 10 of 9 10/09/20 f

 Event Management System

3.8 Design Constraints

1. System will not handle financials (payment, credit card information, etc.)
2. System will not be feature rich (due to time constraints)
3. Interface will be function over form (due to time constraints)

4. Analysis Models
Analysis Model is a technical representation of the system. It acts as a link between system
description and design model. In Analysis Modelling, information, behavior and functions of the
system is defined and translated into the architecture, component and interface level design in the
design modeling.

4.1 Sequence Diagrams

SRS Document 1.0 Page 11 of 9 10/09/20 f

 Event Management System

EVENT
USER ADVERTISER ADMIN
MANAGER

Create Create
Create event
and and Create contract
Manage
manage manage
Destination feedback event
profile profile
settings

Agree contract
Publish event

Publish event updates

Publish Ads

Comments and discussion

Request entity
Broadcast message Manage
Update all
feedbac Respond to request
k and Send location update
gallery

Track
attendance

4.2 Data Flow Diagrams (DFD)

SRS Document 1.0 Page 12 of 9 10/09/20 f

 Event Management System

4.3 State-Transition Diagrams (STD)

SRS Document 1.0 Page 13 of 9 10/09/20 f

 Event Management System

Registration

Verify email Verify mobile

Registration successfull

Reuse
Login

Event selection

Payment

Logout

SRS Document 1.0 Page 14 of 9 10/09/20 f

 Event Management System

5. Supporting Information
Introduction
Event management involves applying project management practices to designing, planning and
coordinating special occasions such as parties, fundraisers, sporting activities and other affairs.
Depending on the size of the event, information systems (computer software typically consisting
of a data repository and user interface to manipulate the data) are used to track personnel and
resources.
Function
An event management information system is designed to facilitate tracking personnel and
resources required for running events. Typically, its primary purpose is to provide scheduling
and registration support. In addition, other functions enable matching personnel requirements to
event staffing availability. The system also tracks costs and expenses. After the event, the system
produces reports for administrative personnel. Event management information systems enable
planners to utilize processes and technology to coordinate activities that result in a well-run
event.
Features
Utilizing specialized software and hardware to manipulate information and data using specified
procedures, event management information systems provide event managers with the
information they need to maintain a competitive business edge. Event management information
systems support organizing entertainment, personal or corporate activities. Scalable systems
allow you to plan, market and sell your event. In other words, no matter how large or small your
conference, party or trade show is, utilizing an event management information system will help
you plan and run it.
Benefits
Automating the registration process using an event management information system reduces
errors, saving time and money as well. Managing donations online increases the likelihood of
contributions. Mechanisms for producing newsletters and other online communication provide a
lost-cost (and environmentally friendly) way of reaching a wide audience, increasing
participation. In general, event management information systems allow you to streamline
communications and reduce your operating costs.

SRS Document 1.0 Page 15 of 9 10/09/20 f

 Event Management System

Considerations
Use your databases to accurately assess your audience for each event. Determine appropriate
marketing strategies based on results from your past events. Conduct analyses on logistical data
to determine areas in need of operational improvement.

SRS Document 1.0 Page 16 of 9 10/09/20 f