GYOD

Event Management
System Design and Analysis

By Danielle Buetow

EXECUTIVE SUMMARY


Company: Get Off Your Dime services
Purpose: Event/Trainings planner
Database needs: Track and manage events, people, and processes
Design: Initiation of electronic program to be in stages

Get Off Your Dime services has identified a need to advance their services into the next century
utilizing the technology of today. The enclosed documents layout the objective and criteria for this
project along with the company and customer needs needs. The processes in event management have
been identified and laid out using use case diagrams, User identification processes and forms that will be
used to develop the database. This information has been collected by meeting with employees/event
managers and receiving feedback from attendees, vendors, and volunteers from past events.

Vision Statement

Get Off Your Dime (GYOD) services provides training events for financial and small business education
actively for 5 years. Due to the success of the event planning services GYOD has made a business
decision to move forward with a database management system to help maintain its growth and
efficiency with the events, people, and processes. The vision of this project is to enhance all processes,
provide accessibility and to improve the management of these events.

Assumptions

Assuming all employees/event managers of GYOD will have user specific access to the office
computer. Assuming attendees will not have access to their own information for the first role
out.
Attendees and event Management will have access to the computers and have user sign
ins/access.
Attendees pay for the registration by using cash, check or credit card via prior to the meeting by
phone or mail or onsite.
Attendees can register for more than one event at one time.
Vendors can be signed up for more than one event at different times.
There will be three Parts to the Data management system: Contacts management, event
management and funder management. Computers will be onsite at events along with printers.

Dependencies

Current Tools/Mechanisms:
Email and Microsoft office
Multiple people accessing files at the same time
Manual mailing
Responses are not tracked
No advanced registration-manual registration and payment at the time of the event

Order catering-How much to order?

Course scheduling/planning manually without knowing how many attendees are truly attending-
Registration is not Open or closed (remember for new program)

Future Process Tools/Mechanisms:
E-mail
Computer systems support and maintenance for database and onside for the events
Server to hold the database content
Computers/lap tops at the office and onsite events
Security certificate for database servers
Internet access at the office and onsite events
Concurrent access to the database at the same time
Electricity/power supplies at the office and at the events
Printer onsite

Reports needed:
1. Attendee report: Pull attendee detail by event to print electronic postcards or letters.
2. Vendor report: Include event, type of vendor, if they were an exhibitor and exhibitor location at
venue
3. Event Report: Seminar time schedules to be printed/emailed to be generated beginning of the
event.
4. Exhibitor references: Maps with location and exhibitor product types to be generator (Allow for
information/reference uploading attaching to the database.
5. Event schedule: A summary of all of the roles, events in a report to show the timing and plan of
the event. Including: Event details, locations, seminar times, who is involved: Volunteers and
assignments, vendors and product, Exhibitor and if there is a reference to generate, along with
funders and that specific info.



Roles/Actors defined (All contacts attributes: Name, address, phone, phone 2, email, email 2, and
active status.)
1. Attendees: include child or adult: The event they are at and the seminars they are enrolled in.
Note: Current enrollment information with a history of enrollment information (possible
personal site for attendees)
2. Vendors: Include the event they were used at (history), vendor description, if an exhibitor, the
exhibitor location at the venue, and organization. Multiple vendor contacts should be allowed
per organization.
3. Volunteers: Event worked at, activity performed, Scheduled Assignment, start and finish of
activity.
4. Funders: Include event they worked at, activity performed, start and finish of activity.
5. Event Locations (different): Include address, contact, event used, date, description

GYOD USE CASES

Pre-Event Management

Create an Event

1.

2.

3.

Identify date, type, title, times,

location, cost, catering needs
and enter into the
management system
Identify/select possible
attendees, volunteers,
exhibitors, caterers, and
vendors
Create event in system and
create event ID and post to
website

Initiate Event



and/or
1. Send information via email

mail from system to selected
attendees

2. Post to event website
3. Send invite to exhibitors via email

or print from system and mail

4. Send request for help to
volunteers via email or print from
system and mail

5. Send catering needs to caterer via

print from system and mail, email

or via phone.


Organize pre-registrants

1.

2.
3.

Print out event information and

schedule for all attendees pre-
registered in preparation for event
Print out receipts for attendees
who have paid and separate who
plans to pay onsite.
Create an event package for each
attendee

Attendee Registration

Pre-register by
phone

1.
2.
3.
4.
5.

Attendee receives event info via

mail, email, website
Calls event phone number
Provides event ID and gives
attendee information
Identifies payment preference-
via phone, online, or onsite.
Receives a confirmation verbal
and email

Onsite registration

1.
2.
3.

Arrives at event
Checks in at registration table
Completes registration form with
information


4. Hands in form
5. Pays
f or
t he
e vent


6. Receives confirmation and receipt
print out at the event along with
event schedule and specifics.

Online pre-registration




1. Receives event information via email,

mail, website
2. Types in URL address or clicks on link
from email

3. Types in event ID or c licks on event
from event list

4. Completes attendee information

5. Identifies payment preference
6.

Receives registration confirmation

and receives confirmation email

Event Payment

Paying Onsite

1.
2.
3.
4.
5.

Attendee arrives at event and

checks in at the registration table
Provides registration confirmation
#
Pays via credit card, check, or cash
Event Manager enters in payment
and prints receipt
Attendee receives receipt

Paying by Phone

1.

Attendees calls the registration phone

number and provides registration
information for event or provides
registration
c onfirmation
n umber


2. Attendee provides credit card
information
t o e vent
m
anager


3. Receives payment confirmation
number verbally and receives an email
confirmation.

Paying Online



via email, mail,
1. Receive event information

website
2. Types in URL address o r clicks on link from
email

3. Types in event ID or clicks on event from

event list
4. Attendee registers for the event and enters
payment information v ia credit card
5.

Receives payment confirmation number via

email confirmation.

Onsite Event Management

Check in
preregistered
attendees

1.
2.
3.
4.
5.

Attendee arrives at event and checks in at

the registration table
Provides registration confirmation # or name
Pays via credit card, check, or cash
Event Manager enters in payment and prints
receipt from system
Attendee receives receipt and event packet
that includes event schedule, lunch info, etc.

Check in new
non-registered
attendees


6. Non-registered attendee
arrives at event and
checks in at the registration
table

7. Provides information to event manager who

enters it into the event management system

8. Pays via credit card, check,
or cash
9. Event Manager enters in payment and print
receipt from system
10. Attendee receives receipt and event packet

that includes event schedule, lunch info, etc.

Check in Volunteers

11. Volunteer arrives at event and

checks in at the registration table
12.
Provides
n ame


c hecks
t he
v olunteer

13. Event Manager
in within the event m
anagement

system

14. Event Manager enters in payment

and prints receipt from system

15. Attendee receives activities for the
day along with event packet which

includes all of the event schedules,

lunch info, maps, etc.

GYOD UI Layouts

Pre-Event Management User Interaction Layout

Creating an Event
Actor: Event Manager

Dialogue:
Click on create a new event
Enter in New event form Date, Time, Location, Type, event name, catering needs
and cost
Click Save-this will create an event ID
____________________________________________________
Event Form

(Create new event) (Copy past event) (update current event)

Event ID #:
######


Title: Click here to enter text.
Event type: Click here to enter text.
Date: Click here to enter a date.

Start time: Click here to enter text.
End time: Click here to enter text.

Assign Location: Choose an item.
Assign Attendees: Search
Catering: Choose an item.

Catering confirmed: by: Click here to enter text. Click here to enter a date.

Cost of Event per Attendee: Click here to enter text.


(Save Current Event)

Last saved:

By:

Initiate Event
Actor: Event Manager

Dialogue:
Open Event by search (date, name, ID#)
Select search Attendees (this will open all past attendees who attended this type of
event in the past)
Click Assign- to create invite list
Click on send invite
A pop up menu will show asking how the user would like the invites sent.
Email or Print option
______________________________________________
Event Form

Event ID #:
######


Title: Click here to enter text.
Event type: Click here to enter text.
Date: Click here to enter a date.

Start time: Click here to enter text.
End time: Click here to enter text.

Assign Location: Choose an item.
Catering: Choose an item.

Catering confirmed: by: Click here to enter text. Click here to enter a date.

Cost of Event per Attendee: Click here to enter text.

Attendee Type SEARCH Attendees ASSIGN

Create Invite

(Save Current Event)

Last saved:

By:


Organize pre-registrants
Actor: Event Manager

Dialogue:

Open Event by search (date, name, ID#)
Select Attendees List
Click create all
Or
Select one attendee from the list of attendees
Click create event packet-the system will create a packet (this will pull payment
receipt, registration page, event schedule, and lunch info) and print for individual
attendees-all at once or one at a time
______________________________________________
Event Form
Event ID #:
######


Title: Click here to enter text.
Event type: Click here to enter text.
Date: Click here to enter a date.

Start time: Click here to enter text.
End time: Click here to enter text.

Assign Location: Choose an item.
Catering: Choose an item.

Catering confirmed: by: Click here to enter text. Click here to enter a date.

Cost of Event per Attendee: Click here to enter text.

Attendee Type SEARCH Attendees ASSIGN

Create Event Packet (print/email)



(Save)

Last saved:

By:


ATTENDEE REGISTRATION User Interaction Layout

Pre-register by Phone
Actor: Attendee


Dialogue:
Attendee contacts Event Manager via Phone #
Event Manager: Clicks Search under the Attendee tab
If Attendee is already in Database-Event Manager verifies Information
If Attendee is not already in the Database-Event Manager: Clicks New Attendee
Event Manager fills out forms with answers provided by the Attendee
Click on Assign Event
Click on Event
Click on confirm
Pop-up window with registration confirmation number will appear
______________________________________________
REGISTRATION FORM

Event ID #:
######


Attendee/Vendor/Exhibitor Registration Page

(Create new) (Searchfilter active/non-active and filter Attendee/Vendor/Exhibitor/Funder)

Attendee Vendor Exhibitor Funder
Active Non-Active:

Name: Click here to enter text.



DOB: Click here to enter a date.
Adult Child
Address: Click here to enter text.
Zip code: Click here to enter text.
Phone number 1: Click here to enter text.
Phone number 2: Click here to enter text.
Email 1: Click here to enter text.

Email 2: Click here to enter text.

Notes: Click here to enter text.

ASSIGN NEW EVENT



Assign an event: 001 Name


Create Event Packet (print/email)



Past and Future Events
(Pulled from Event page) in order from future to past

Date Event ID
Name
Type

Registration # Paid

Completed



On-site Registration
Actor: Attendee

Dialogue:
Attendee checks in with Event Manager
Event Manager opens the system: Clicks Search under the Attendee tab
If Attendee is already in Database-Event Manager verifies Information
If Attendee is not already in the Database-Event Manager: Clicks New Attendee
Event Manager fills out forms with answers provided by the Attendee
Click on Assign Event
Click on Event
Click on confirm
Pop-up window with registration confirmation number will appear
Click create event packet-the system will create a packet (this will pull payment
receipt, registration page, event schedule, and lunch info) for the attendee
Click print or email
______________________________________________
Registration Form

Event ID #:
######


(Create new) (Searchfilter active/non-active and filter Attendee/Vendor/Exhibitor/Funder/Volunteer)

Attendee Vendor Exhibitor Funder Volunteer Active Non-Active:

Name: Click here to enter text.



DOB: Click here to enter a date.
Adult Child
Address: Click here to enter text.
Zip code: Click here to enter text.
Phone number 1: Click here to enter text.
Phone number 2: Click here to enter text.
Email 1: Click here to enter text.

Email 2: Click here to enter text.

Notes: Click here to enter text.

ASSIGN NEW EVENT
Assign an event: 001 Name
Create Event Packet (print/email)
(Save Updated information)

Date saved:

By:

Online Pre-registration

Actor: Attendee
Supporting Actor: Event Management System

Dialogue:
Attendee Types in URL or clicks link on email invite
Attendee clicks Sign in or New Attendee
Registration page opens
Attendee completes form
If Attendee is already in Database-he/she will verify information that opens once signed in
Attendee clicks on Assign Event
Click on Event
Click on confirm
Pop-up window with registration confirmation number will appear
______________________________________________
Registration Form

Event ID #:
######


Attendee/Vendor/Exhibitor Registration Page

(Create new) (Searchfilter active/non-active and filter Attendee/Vendor/Exhibitor/Funder)

Attendee Vendor Exhibitor Funder Volunteer Active Non-Active:

Name: Click here to enter text.



DOB: Click here to enter a date.
Adult Child
Address: Click here to enter text.
Zip code: Click here to enter text.
Phone number 1: Click here to enter text.
Phone number 2: Click here to enter text.
Email 1: Click here to enter text.
Email 2: Click here to enter text.

Notes: Click here to enter text.


ASSIGN NEW EVENT

Assign an event: 001 Name

Confirm Event

Event Payments User Interaction Layout

Paying onsite
Actor: Attendee

Dialogue:
Attendee Arrives at event and checks in at the table
Event Manager pulls up Attendee information via Management system
Event Manager: Clicks Search under the Attendee tab
Event Manager verifies Information with Attendee
Event Manager checks the Payment type box Cash Check or Credit Card
Enters credit card information/check number/Amount
Clicks Confirm Payment
A pop up window shows up a payment receipt confirmation
Event Manager clicks print
______________________________________________
Registration/Payment Form

Event ID #:
######


Attendee/Vendor/Exhibitor Registration Page

(Create new) (Searchfilter active/non-active and filter Attendee/Vendor/Exhibitor/Funder)

Attendee Vendor Exhibitor Funder Volunteer Active Non-Active:

Name: Click here to enter text.



DOB: Click here to enter a date.
Adult Child
Address: Click here to enter text.
Zip code: Click here to enter text.
Phone number 1: Click here to enter text.
Phone number 2: Click here to enter text.
Email 1: Click here to enter text.
Email 2: Click here to enter text.

Notes: Click here to enter text.

ASSIGN NEW EVENT

Assign an event: 001 Name


Event Payment
Cash
Check
Credit Card
Type: Visa/Discover/Master Card/Pay Pal
Name on Credit Card:___________________
Billing Address:_____________________________________________________
#______ _________ ________ ________
Expiration date: ____/_____/______
CRV: _____ (3 digit number)
Pay for this Event only
Verify Amount for payment: $___.___ Verified
Submit Payment

Payment confirmation #________________


Create Event Packet (print/email) Payment receipt (Print/Email)

Paying by phone
Actor: Attendee
Supporting Actor: Event manager

Dialogue:
Attendee calls the registration phone number
Event Manager pulls up Attendee information via Management system
Event Manager: Clicks Search under the Attendee tab
Event Manager verifies Information with Attendee
Event Manager checks the payment type box Cash Check or Credit Card
Enters credit card information/check number/Amount
Clicks Confirm Payment
A pop up window shows up-payment receipt confirmation
Event Manager provides confirmation # and clicks email Payment Receipt
______________________________________________
Registration/Payment form

Attendee/Vendor/Exhibitor Registration Page

(Create new) (Searchfilter active/non-active and filter Attendee/Vendor/Exhibitor/Funder)

Attendee Vendor Exhibitor Funder
Active Non-Active:

Name: Click here to enter text.



DOB: Click here to enter a date.
Adult Child
Address: Click here to enter text.
Zip code: Click here to enter text.
Phone number 1: Click here to enter text.
Phone number 2: Click here to enter text.
Email 1: Click here to enter text.
Email 2: Click here to enter text.

Notes: Click here to enter text.

ASSIGN NEW EVENT





Assign an event: 001 Name


Event Payment
Cash
Check
Credit Card
Type: Visa/Discover/Master Card/Pay Pal
Name on Credit Card:___________________
Billing Address:_____________________________________________________
#______ _________ ________ ________
Expiration date: ____/_____/______
CRV: _____ (3 digit number)
Pay for this Event only
Verify Amount for payment: $___.___ Verified
Submit Payment

Payment confirmation #________________


Create Event Packet (print/email) Payment receipt (Print/Email)

Paying online
Actor: Attendee
Supporting Actor: Event Management System

Dialogue:
Attendee Arrives at event and checks in at the table
Event Manager pulls up Attendee information via Management system
Event Manager: Clicks Search under the Attendee tab
Event Manager verifies Information with Attendee
Event Manager checks the payment type box Cash Check or Credit Card
Enters credit card information/check number/Amount
Clicks Confirm Payment
A pop up window shows up-payment receipt confirmation
Event Manager clicks print
______________________________________________

Event ID #:
######


Attendee/Vendor/Exhibitor Registration Page

(Create new) (Searchfilter active/non-active and filter Attendee/Vendor/Exhibitor/Funder)

Attendee Vendor Exhibitor Funder
Active Non-Active:

Name: Click here to enter text.



DOB: Click here to enter a date.
Adult Child
Address: Click here to enter text.
Zip code: Click here to enter text.
Phone number 1: Click here to enter text.
Phone number 2: Click here to enter text.
Email 1: Click here to enter text.
Email 2: Click here to enter text.

Notes: Click here to enter text.

ASSIGN NEW EVENT

Assign an event: 001 Name

Event Payment
Cash
Check
Credit Card
Type: Visa/Discover/Master Card/Pay Pal
Name on Credit Card:___________________
Billing Address:_____________________________________________________
#______ _________ ________ ________
Expiration date: ____/_____/______
CRV: _____ (3 digit number)
Pay for this Event only
Verify Amount for payment: $___.___ Verified
Submit Payment

Payment confirmation #________________


Create Event Packet (print/email) Payment receipt (Print/Email)

Onsite Event Management

Check in preregistered attendees
Actor: Event Manager
Supporting Actor: Attendee

Dialogue:
Attendee Arrives at event and checks in at the table
Event Manager pulls up Attendee information via Management system
Event Manager: Clicks Search under the Attendee tab
Event Manager verifies Information with Attendee
Event Manager checks the Payment type box Cash Check or Credit Card
Enters credit card information/check number/Amount
Clicks Confirm Payment
A pop up window shows up-payment receipt confirmation
Event Manager clicks print and clicks create event packet
______________________________________________

Event ID #:
######


Attendee/Vendor/Exhibitor Registration Page

(Create new) (Searchfilter active/non-active and filter Attendee/Vendor/Exhibitor/Funder)

Attendee Vendor Exhibitor Funder
Active Non-Active:

Name: Click here to enter text.



DOB: Click here to enter a date.
Adult Child
Address: Click here to enter text.
Zip code: Click here to enter text.
Phone number 1: Click here to enter text.
Phone number 2: Click here to enter text.
Email 1: Click here to enter text.
Email 2: Click here to enter text.

Notes: Click here to enter text.

ASSIGN NEW EVENT

Assign an event: 001 Name



Event Payment
Cash
Check
Credit Card
Type: Visa/Discover/Master Card/Pay Pal
Name on Credit Card:___________________
Billing Address:_____________________________________________________
#______ _________ ________ ________
Expiration date: ____/_____/______
CRV: _____ (3 digit number)
Pay for this Event only
Verify Amount for payment: $___.___ Verified
Submit Payment

Payment confirmation #________________


Create Event Packet (print/email) Payment receipt (Print/Email)

Check in new non-registered attendees

Actor: Event Manager
Supporting Actor: Attendee

Dialogue:
Attendee checks in with Event Manager
Event Manager opens the system: Clicks Search under the Attendee tab
If Attendee is already in Database-Event Manager verifies Information
If Attendee is not already in the Database-Event Manager: Clicks New Attendee
Event Manager fills out forms with answers provided by the Attendee
Click on Assign Event
Click on Event
Click on confirm
Pop-up window with registration confirmation number will appear
Event Manager checks the payment type box Cash Check or Credit Card
Enters credit card information/check number/Amount
Clicks Confirm Payment
A pop up window shows up-payment receipt confirmation
Click create event packet-the system will create a packet (this will pull payment
receipt, registration page, event schedule, and lunch info) for the attendee
Click print or email

______________________________________________

Event ID #:
######


Attendee/Vendor/Exhibitor Registration Page

(Create new) (Searchfilter active/non-active and filter Attendee/Vendor/Exhibitor/Funder)

Attendee Vendor Exhibitor Funder
Active Non-Active:


Name: Click here to enter text.

DOB: Click here to enter a date.
Adult Child
Address: Click here to enter text.
Zip code: Click here to enter text.
Phone number 1: Click here to enter text.
Phone number 2: Click here to enter text.
Email 1: Click here to enter text.
Email 2: Click here to enter text.

Notes: Click here to enter text.

ASSIGN NEW EVENT

Assign an event: 001 Name
Event Payment
Cash
Check
Credit Card
Type: Visa/Discover/Master Card/Pay Pal
Name on Credit Card:___________________
Billing Address:_____________________________________________________
#______ _________ ________ ________
Expiration date: ____/_____/______
CRV: _____ (3 digit number)
Pay for this Event only
Verify Amount for payment: $___.___ Verified
Submit Payment

Payment confirmation #________________


Create Event Packet (print/email) Payment receipt (Print/Email)

Check in Volunteers
Actor: Event Manager
Supporting Actor: Volunteer

Dialogue:
Attendee checks in with Event Manager
Event Manager opens the system: Clicks Search under the Attendee tab
If Volunteer is already in Database-Event Manager verifies Information
Click on Event
Event Schedule opens and volunteer assigned tasks are displayed
Click create event packet-the system will create a special volunteer packet (event
schedule, lunch info, maps, ) for the Volunteer
Click print or email
______________________________________________

Attendee/Vendor/Exhibitor Registration Page

(Create new) (Searchfilter active/non-active and filter Attendee/Vendor/Exhibitor/Funder)

Attendee Vendor Exhibitor Volunteer

Active Non-Active:

Name: Click here to enter text.



DOB: Click here to enter a date.
Adult Child
Address: Click here to enter text.
Zip code: Click here to enter text.
Phone number 1: Click here to enter text.
Phone number 2: Click here to enter text.
Email 1: Click here to enter text.
Email 2: Click here to enter text.

Notes: Click here to enter text.

ASSIGN NEW EVENT
Assign an event: 001 Name
Create Event Packet (print/email) Payment receipt (Print/Email)

WEBSITE/EVENT MANAGEMENT System Diagram

Home Page (log in-with user identification)

Event Management

Registration Look UP

Event Look up

Address book