PROJECT 1 STIX3913 A191

CONFIDENTIAL

STIX 3913 PROJECT 1

Project Proposal Form

Fill in by : UUM Event Management System (EMS)

Submitted : Group C
To :Nur Azzah Bt Abu Bakar

Name : Visnu A/L Manimaran

Matric No : 252959
Year/Session : 2019/2020

Supervisor Name : Dr. Muhammad Syafiq bin Mohd Pozi

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PROJECT TITLE

UUM Event Management System

ABSTRACT

Event management system is to manage all the activity associate with events that take
place in University Utara Malaysia. This project is aimed at developing a web based application
for the user to help users manage various events throughout the year in University Utara Malaysia
(UUM).

Event management system developed for managing seminars, programs , gatherings,

orientation and cultural events. It is also used as a central calendaring system for events sponsored
by the schools in UUM. Users can use this system to reserve meeting space and specify technical
services for their events. The system is an online application that can be accessed throughout the
organization and outside as well with proper login provided. This application will be of great help
to the event organizer for carrying out the events effectively and smoothly.
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PROJECT BACKGROUND

Event management system is a system that managing multiple events happening in

University Utara Malaysia(UUM).This system used by the stakeholder which are students,
lecturers and staff around the university. This system able to manage the whole process that carry
out for registration and give maximum optimization for users who use the system. With its
functionality the system can maintain the records of many events simultaneously, and also can
print various reports. Once the registration successful, Stakeholder will receive notification from
the system whether the event has been approved or rejected. Event management system focus on
reserve an event that is going to happen and help stakeholders assign their venue, time and date
according to their event planning. In the system architecture there is some major component such
as event dashboard, event notification , event scheduler and event registration.

PROBLEM STATEMENT

Currently there is no proper system in university to manage all the events throughout the
semester. Every events managed by manually which involves lot of manpower beside takes more
time to scheduling an event. More paperwork is done for accomplish an events by program
organizer and not efficiency. They faced problems in managing venue, time and date in order to
book events. Sometimes events organizer faced clash between another events that make them
stress and complicated for managing an event. There is no proper guideline for those who want to
arrange an event on campus for the first time.
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PROJECT SIGNIFANCE

Event Management System (EMS) can improve productivity, user satisfaction and
retention by reducing paper trails. With this system it can replace the manual method with the
complete on-line management for registration and records of an event..

Event Management System is an easy record management which all event records
in database. All events will be managed by the system and always up-to-date with recent activities
held in university campus. The system will increase the operational efficiency where all activities
followed step by step process. The system will provide secure login to administrator and user who
using this system. Ease for organizer for adding the events by finding space of desired venue, time
and date. Ease for students to view events that have already been booked and it's also helps the
students to plan a program more efficiency. This system better manage historical data in database
by system administrator. This system will enhance stakeholder satisfaction with saving their time
and energy.
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PROJECT OBJECTIVE

The purpose of event management system is to provide a platform for the users to view the
information about the events by organizer. This project involves developing a web application that
manages all events in the university by an online system that can be accessed throughout the
university. Development of Event Management System (EMS) is an attempt to solutions for the
problems of managing registration and evaluating an events. Main purpose of this project is shown
below.

1. To propose a framework for UUM event management process.

2. To develop a web based application to manage events happen in University

Utara Malaysia (UUM).

PROJECT SCOPE

The event management system is a web-based application just focused on users in University Utara
Malaysia (UUM) . The targeted users of this project is the age of 18 to 55 years old and estimated users
who will use this system are approximately 30 600 people including stakeholder ,university students, staff
and lecturers. The system only can access with an internet connection and login with users own university
identification number in registration panel of this system.
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METHODOLOGY

Event management system contains two major users. First the system administrator. The system
administrator will be the university student affair. As the system admin they have full access on
the system thus they also can allow the stakeholders for accessing this application by giving the
permission rights and access control. Second the system admin have a right to create, edit and
delete the events. The stakeholders only have rights to register an event. Once the event is
registered , any change upon will do by system administrator where stakeholders decides to edit
or cancel the event.
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At the first stage of the process, The system gathers information from users who want to
manage an event in UUM. A registration form will be provided in the main system that gather
important information from users. User must fill the form. Before the registration system will
provide event dashboard to user to plan their events according to the time, date and venue .In the
registration process user must input their personal details and event details such as event name,
specified date, time, program budget , number of people attending. Submitted event approval sent
to system administrator. Unauthorized approval will be rejected from the process.

At the second stage of process, System administrator verify the registration documents and
proceed to approval. An approval message sent to user’s email. Any payment can be done in online
platform by PayPal or online banking. A live chat widget provided in the system where the user
can interact with system administrator regarding any event planning. Every registration and
transaction are recorded in database system.

System Approach
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Waterfall methodology is decided to use in creation of this Event Management System. In “The
Waterfall” approach, the whole process of software development is divided into separate phases.
The outcome of one phase acts as the input for the next phase sequentially. This means that any
phase in the development process begins only if the previous phase is complete. The waterfall
model is a sequential design process in which progress is seen as flowing steadily downwards
through the phases of requirement analysis, system design, implementation, system deployment
and system maintenance.

Hardware and Software Requirements

Software requirements:

Operating System : Windows 10 64 bit

Database: Mysql Server latest version.

Platform: Wordpress & Joomla

Web Server: Apache HTTP

Network Software: Xampp, Filezilla

Coding Tool: PHP. HTML,Java

Browser: Google Chrome,Firefox

Hardware Requirements:

Processor :Intel I5 2.90 Ghz or higher

RAM : 4GB or higher.

Graphics : Nvidia Geforce 940 M

Storage Space : 20 GB
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GANTT CHART

PROJECT PLANNER AI91 2019(WEEK)

WEEKS 1 2 3 4 5 6 7 8 9 10 11 12 13 14
ACTIVITY
TITLE SELECTION
PROPOSAL
PRESENTATION
DATA
COLLECTION
ANALYSIS
REQUIRMENTS
REPORT
PRESENTATION
LOW FIDELITY
PROTOTYPE
REPORT
PRESENTATION

PROJECT PLANNER AI91 2020 (WEEK)

WEEKS 1 2 3 4 5 6 7 8 9 10 11 12 13 14
ACTIVITY
HIGH FEDELITY

DESIGN

TESTING

MAINTENANCE

EVALUATION
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BIBLIOGRAPHY

CITATION
1. Ian Lloyd, “Build Your Own Website the Right Way Using HTML &
CSS”, 3rd Edition, Site Point, 2011.
2. Andy Harris,“PHP 5 / MySQL Programming for the Absolute Beginner”, 1st

edition , Cengage Learning PTR, 2004.

3. Arora, Varun. "Event update management system." U.S. Patent Application

No. 11/905,174.

4. Arora, Varun. "Event update management system." U.S. Patent Application

11/905,174, filed April 10, 2008.

5. Carcido GR, Fryman RS, Lemay KW, Mantong FL, inventors; Avago

Technologies General IP Singapore Pte Ltd, assignee. Event management

system. United States patent US 7,177,925. 2007 Feb 13.

WEBSITES

1. www.w3schools.com/PHP/

2. www.computerhope.com/starthtm.htm

3. www.webdesign.about.com/od/webdesignbasics/u/webdesignbasics.htm

4. www.w3schools.com/php/php_mysql_intro.asp
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SUPERVISOR’S REMARK

SUPERVISOR’S REMARK

___________________________
Supervisor’s Signature &
(Signature)
Stamp
Date : _______________________