DESIGN AND IMPLEMENTATION OF EVENT SCHEDULING MANAGEMENT SYSTEM

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