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AN EVENT ORGANISATION SYSTEM
CHAPTER ONE
INTRODUCTION
1.1
Background of study
The
continuous advancement in the information and communication technology as
contributed a lot to the universe, making life easier for individual,
organization, institution and every field now see the importance of ICT as the
world goes global and tend towards ubiquitous computing. The rate of time
consuming task and tedious activities has reduced as a result of this
advancement because many tasks can now be automated with the help of technology
improving the manual way of processing, storing, accessing, communicating and
providing information from one person to another or among group of people.The
role of information is inevitable in our daily lives. Information is extremely
important to the successful functioning of any organisation. The constant and
steady stream of communication and information helps to build credibility and
reflect a sense of transparency in our daily interaction. Various people
assemble together for the purpose of communicating with one another towards
achieving the organisation’s goal.
The
workspace in our daily activities requires proper interaction as event is
considered as one of the frequent task in an organization. Events have the
distinctive ability to bring people physically together, and to motivate and
make them communicate in ways that cannot be easily copied by other means.
Although events are important part of human life but the subject however is
poorly developed and there is need for proper enlightenment. (Malhotra,2002).
An event
covers extensive functionality and many different contexts. It concept includes
social gathering, sport, meeting, entertainment, festival etc and it has become
a fashion to use the word event for something that involve people and time in a
particular place. It is seen as a functionality “primitive” meaning something
that happens attached to a time frame. Events could be anything from an item in
a personal schedule, such as informal gathering, a formal gathering. Event is a
word that is generally used for an occurrence at a given place, a special
circumstances, which can only occur ones. One key characteristic of an event is
that they are time limited, it is not a continuous process, each event has a
start and finish time and it is very difficult to replicate an event no matter
how one tries (Getz, 2007). Further study of this subject shows that beyond the
ability to create an event (time and scope), some functionality are also
required such as registration of event, email notification of event updates,
multiple event administrators (with different level of authentication).
Though
scheduling an event within similar or different group is a very tedious work
because it is very difficult to find suitable time between multiple
individuals. Different techniques, tools, technology have been developed in
time past to solve problems relating to how to properly manage an event. The
need for scheduling was birth with the question of how to manage time and
execute plans in our daily life. Scheduling is considered one of the old
problems in the field of the computer science, this problem has been recognized
in number of computing field, in order to solve this problem number of
integrated solutions have been developed. A large number of the research works
and implementations of different algorithms have been designed, developed and
simulated for solving the critical problems linked with the scheduling. There
are numbers of common algorithms which have been utilized for solving the
scheduling problem such as “Priority Scheduling, First-Come, First-Served
(FCFS) Scheduling, Round Robin (RR), Shortest-Job-First (SJR) Scheduling and
many others”.
Event management
is a new evolving field which was birth in order to manage different kind of
event, depending on the number of people involved. Event management is the
organization of all the tasks and activities necessary for the execution of an
event regarding its strategy, planning, implementation, and control, based on
the principles of event marketing and the methods of project management (Loos
et al, 2008). The context of event flows includes multiple states and
participation from different people such as event registration, pending
registration, cancelled event, approved registration, attendees, and event
managers. The manual process of managing an event is time consuming as man is
prone to error.
As the world
goes through internet revolution, the demand for system that ease human from
their daily work is increasing and there are lots of internet applications that
provide support for organisations so as to help them achieve their goals. One
of these applications is a web based application for proper event management.
1.2 Statement of the Problem
Event
involves bringing people together within a time frame in a particular place.
The major problem is how information about the event is been communicated and
how to secure a proper venue for each event.
The manual way of conveying messages bring about certain restrictions
such as non-availability of the proposed receiver, omission of vital details
from the dispatcher, etc. Another problem is people forgetting about the event
date or time, because there is no proper documentation about the event. Sometimes the purpose of the event is not
well sent out, so lack of preparation for such meeting occurs.
In addition,
we have different unit in an institution, each with different work and
functions. Sometimes different unit fix the same event venue, the same day and
time, without knowing that the venue as been schedule for another meeting. This
leads to congestion of event and most events as been terminated or conducted
lately because of lack of venue. It is in this light that this project seeks to
develop a system that will provide solution to these problems stated above.
1.3 Aim and Objectives
The aim of
this project is to design and implement a web based event scheduling management
system. To achieve this, we shall be guided by the following specific
objectives.
§ To extensively carry out an analysis on how
event is been managed in the institution.
§ To improve on the existing method by
automating the manual ways of scheduling an event.
§ To develop and implement event scheduling
management system for the institution.
1.4
Significance of Study
In academic
environment, proper coordination of venues for an event and those that are to
participate in such event is of high importance towards preventing clashes of
venues and also uninvited personnel to a particular event. In this modern age
where computing is becoming ubiquitous, organizations are being encouraged to
have an information system that will assist them in the management of events.
The Event
Management System developed in this research work will be beneficial to the
staff of a particular institution (Federal University of Technology). The
institution will benefit immensely from implementing this system as it will
make the assigning of event venues and sending of notifications to attendee a
seamless effort.
The employee
of the organization will also be able to get notification when a new event is
created in which they are to be part of, also the System will send a reminder in form of SMS and Email to
the attendee in some days or hours as it is being setup by the organization.
Finally, the
organization can generate frequent reports on event venues, date, time and
those that are to attend a scheduled event
1.5 Scope of Study
This project
which will be a web based application will handle issues related to scheduling
and management of event within the institution. It will be confined to creation
of meetings by the administrator, online venue reservation and sending of
information as regards to the meeting to employee, with detail meeting
description such as time, duration, agenda and venue that will be needed for
meeting via their email and mobile phone. This system will also send a
remainder before the meeting, to enhance full awareness and preparation.
1.6 Limitation of Study
This study
is not a new concept but a modification of existing concepts using the new
designing and development technology to design an effective application.
Although this project is designed with mobile connectivity in mind, but the
mobile application interfacing with this application is not developed. Also the application does not include a
conference or video calling integration.
This system
is a web application design only for Information and communication technology
staff, FUT Minna. This project does cover the whole institution.
1.7 Operational Definition of Terms
Information:
Knowledge communicated or received concerning a particular fact or
circumstance; news
Event: An
occurrence, especially one that is particularly significant, interesting,
exciting or unusual
Scheduling:
Planning work that needed to be done, showing the order in which tasks are to
be carried out and the amounts of time allocated to them.
Organization:
A group of people identified by a shared purpose or interest.
Management:
The act of controlling or handling something successfully.
System: An
assembly of computer hardware and software peripheral working together.
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