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The System “Event Management System” is an automated

system for event management. It is capable of managing multiple

events happening in different locations. The System enables even the

remote client to make online registrations. It is powerful, user-

friendly, and flexible and it offers great degree of customization with

ease of management. It manages the whole logistics of the company

with maximum optimization. It provides analytical status of event

processing and follows efficient approach towards the execution of

the show. The system projects the status of the events based on the

authorization provided for the different entities. With its powerful

functionality it can maintain the records of various events

simultaneously, and can print various reports. Event management is

the organization of all t 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.


Event involves bringing people together within a time frame in

a particular place. The major problem is that it does not provide up-

to-date status and accurate data regarding each event and how

information about the event is been communicated. 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 management system. To achieve this, some specific objectives

includes the following.

i. To extensively carry out an analysis on how event is been

managed in the institution.

ii. To improve on the existing method by automating the manual

ways of managing an event.

iii. To develop and implement event management system for the


v. To provide up-to-date status and accurate data regarding each

event to all the departments which may be situated apart.

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


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


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 research work is limited to online event management

1.6 Limitation of Study

In carrying out the research work, some challenges were faced

that limited the study such as:

Time: The time given for the completion of the research work was

too short hence the researcher had speed up the research work to

meet up and this has an impact on the study.

Limited Materials: Few materials were found pertaining to the

research area and this limited the bulk of the literature review.

Finance: The high cost of textbooks, internet browsing and

transportation to different libraries to gather materials stood as a

constraint to the research work.

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

Organization: A group of people identified by a shared purpose or


Management: The act of controlling or handling something


System: An assembly of computer hardware and software peripheral

working together.



2.0 Introduction

In this chapter, a review of related literature was carried out

the views of various researchers on “DESIGN AND IMPLEMENTATION


the following areas:

2.1 Event Management

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. It involves studying the brand, identifying its target

audience, devising the event concept, and coordinating the technical

aspects before actually launching the event, (Miller, 2008).

The process of planning and coordinating the event is usually

referred to as event planning and which can include budgeting,

scheduling, site selection, acquiring necessary permits, coordinating

transportation and parking, arranging for speakers or entertainers,

arranging decor, event security, catering, coordinating with third

party vendors, and emergency plans. Each event is different in its

nature so process of planning & execution of each event differs on

basis of type of event.

The events industry now includes events of all sizes from the

Olympics down to business breakfast meetings. Many industries,

charitable organizations, and interest groups hold events in order to

market themselves, build business relationships, raise money, or

celebrate achievement.
2.2 Event Scheduling

Event scheduling is the activity of finding a suitable time for an

event such as meeting, conference, trip, etc. It is an important part

of event planning that is usually carried out at its beginning stage.

In general, event scheduling must take into account what

impact particular dates of the event could have on the success of the

event. When organizing a scientific conference, for example,

organizers might take into account the knowledge in which periods

classes are held at universities, since it is expected that many

potential participants are university professors. They should also try

to check that no other similar conferences are held at the same time,

because overlapping would make a problem for those participants

who are interested in attending all conferences.

When it is well known who is expected to attend the event

(e.g. in the case of a project meeting), organizers usually try to

synchronize the time of the event with planned schedules of all

participants. This is a difficult task when there are many participants

or when the participants are located at distant places. In such cases,

the organizers should first define a set of suggested dates and

address a query about suitable dates to potential participants. After

response is obtained from all participants, the event time suitable for

most of participants is selected. This procedure can be alleviated by

internet tools, (Monica (2007).

2.3 Sustainable Event Management

Sustainable event management (also known as event greening)

is the process used to produce an event with particular concern for

environmental, economic and social issues. Sustainability in event

management incorporates socially and environmentally responsible

decision making into the planning, organisation and implementation

of, and participation in, an event. It involves including sustainable

development principles and practices in all levels of event

organisation, and aims to ensure that an event is hosted responsibly.

It represents the total package of interventions at an event, and

needs to be done in an integrated manner. Event greening should

start at the inception of the project, and should involve all the key
role players, such as clients, organisers, venues, sub-contractors and

suppliers, (

2.4 Why is event management important

From a business perspective, event management is of great

importance. Creating events occasionally provide an incredible

opportunity to promote one’s business. The more popular a brand is,

the lesser hesitant people will be for trying out new products

launched by that brand.

Event management skills are, therefore, necessary for the

company to get the required exposure and build a positive image of

the overall company as well as any brand in particular. They not only

serve as a chance for a well-established company to regain its

importance by attracting an increasing number of prospective

customers but also enable a budding company to cultivate a sense of

interest in the common people about the products and services they

2.5 How to improve event management skills

Following are some helpful tips that can help you improve your

event management skills:

i. Do not lose your composure under stress. With a pressure

cooker environment, event management can be extremely stressful.

Some people may be blessed with the nerves of steel but others have

to try a lot harder for having the composure to see a solution in case

of a major disaster.

ii. Pay attention to details. As the event gets closer, the burden of

work gets greater. Many people tend to begin to take short cuts in

order to reach the destination timely. Clients, however, prefer the

event management skills that involve lesser focus on cutting corners.

Therefore, you should always try to pay attention to details and avoid

short cuts wherever you can.

iii. Be a good listener. One of the most overlooked event

management skills is the ability of an individual to listen as well as

understand the needs of others. Many people tend to adopt a

dictatorial approach which can most of the times prove to be very

detrimental to the event management skills and the ability to create

an event satisfactory enough for the client. If you are a good listener,

you can ensure a better customer service and quicker resolution of

conflicts, making your event a definite success.



3.0 Introduction

This section deals with the concept of system analysis, which is

the primary phase of the software development. The purpose is to

identify the new system and establish what the new system is to

accomplish. Moreover a brief review of requirement determination,

software environment, a report on feasibility analysis, DFD is also

presented. The proposed system was subjected to thorough analysis

and the findings are recorded here. System analysis is an important

activity that takes place when new system is being build. It is the

central whole of system development and it includes gathering

necessary data and developing a plan to the new system. It is not an

easy task because many people need to be satisfied and many

conflicts resolved. System analysis should be creative and imaginative

in producing new solutions to meet the user requirements.

3.1 Existing System

The Existing system for Event management is a manual

process. With respect to the existing system, the marketing executive

has to interact with the client in person, brief on the services they

provide and so on. All this requires more time and labor work. This

also gives root to lack of coordination, follow-ups and manual errors.

Moreover, the data collected may be inconsistent, redundant and

servicing a remote client will become impossible.

Events to be organized at multiple locations become a tedious

task. The burden over both the client and the employee increases

and gives form to confusions and erroneous data.

3.2 Drawbacks or Problems of Existing System

The existing system is:

 Involves more manual work

 Time consuming

 Expensive

 Gives redundant and inconsistent data

 Inefficient communication and process

3.3 Analysis of the Proposed System

The main objective of the system is to provide up-to-date

status and accurate data regarding each event to all the departments

which may be situated apart.

 Improved customer satisfaction at low cost

 Easy updating of information
 Better coordination of various departmental activities
 Provides online registration facility
 Status of processing can be verified and identified at any stage

of process.
 Efficient allocation of resources

 Ensures timeline management

Event Management System provides a full fledged Enterprise

package for an event management company. This also provides a

user friendly web outlet for the system to communicate with the
remote end-users. The main issues that faced by the firm is in

managing the logistics that are distributed country wide. The

proposed system bridges this gap between the end-users and the

company by providing a centralized control over the entire system.

The different departments utilize the system for sequencing the

different processes that are isolated apart. The department utilizes

the system to derive maximum profit by optimizing resources.

3.4 Analysis of Modules

There are six modules in the system

i. Marketing module: Marketing people in the existing system

finds difficulty in canvassing different clients, and to provide quick

and complete information about the events. The proposed system

provides many alternatives to solve the problem by providing

different modes of registration for the clients in their finger tips.

The system provides a three level security mechanism for the

department with respect to their designations of the users. The

clients can also engage themselves to register their requirements.

The filtering of the requirements with respect to schedules is done in

the marketing departments. The system provides a calendar tool for

the purpose. The processes take places under the department were

distributed according to the hierarchy of officials. The requirements

were verified and recorded in corresponding databases. It provides

facilities to convey and send the order information to different


ii. Production module: The production department of the firm

holds the complete execution of the entire event. Event Management

System helps this department by providing an interactive

environment for selecting services and vendors. The production

department also utilizes the process of verification by recording the

result of each selected services. It helps to select the vendors of each

item by selecting the needed items for each service. Thus it provided

a profit directed process structure for the whole system.

iii. Promotion module: The promotion department has the whole

authority to provide various facilities to promote the event in the

public. The proposed system enables to find out the more suitable
promotional activities for the event. It helps to engage the sponsors

to the event . The Event Management System provides a much easier

environment to inform the clients and the vendors of the company.

The final cost sheet of the event will be provided to the finance


iv. Finance module: The finance department utilizes the whole

system many ways. It finds out a tool to merge different cost sheets

to prepare a proposal for the whole event. It also uses the system to

determine the performance of the employees to calculate the salaries

provided and incentives given. The finance gets the main aid while

settling the bills and getting the payment from the client. It also

records every payment information from the company point of view.

Finance has also the work to receive the approved quotations and

process it and forward the selected details to various departments.

Event Management System manages to generate various internal and

external reports for the future use. These reports include annual,

monthly, fortnight, bills and receipts.

v. Admin module: The admin has the role to control entire

activities of the system. The Event Management System helps admin

by providing an interactive environment to track the whole activities

of the employees and monitor whole processes that take place inside

the system. Another aspect of the work done by admin is to provide

proper security settings to the whole system. This is done through

Event Management System by providing different levels securities to

the system. These security levels can be changed but only by the


vi. H R: HR of the existing system deals with the human resource

of the company. The optimized allocation of jobs is a very tidy

process in the manual way. Event Management System helps the HR

manager to record the allotted jobs and corresponding dates and

then helps to allocate the new jobs to employees and workers. So the

workload of the HR managers will be reduced.

3.4 Features of Proposed System

The proposed system “Event Management System”, is a fully

automated system for event Management. The system automates all

the activities of an event management company, from the client

registration to the bill settlement. In the proposed system the client

online can view the company details and services provided by them.

Online registration is also possible with this the proposed system. As

the proposed system is a centralized one, redundancy can be

avoided; moreover the coordination of different departments

becomes much easier. This system constitutes a scheduler, which

helps it to manage events happening in multiple locations. Above all

the system provides high security for all its data.

3.5.1Advantages of the proposed system

 Online registration

 Better security

 Managing multiple events efficiently

 Redundancy can be reduced

 Event processing status can be checked anytime

 Erroneous data can be avoided

 Latest Technological implementation

3.5.2Disadvantage Of The Propose System

The disadvantages of the proposed system include:

. There might be the possible corruption and damages of files if

the system is attacked by virus.

. The system cannot be put to use when there is no power


. The system will thus cost a fortune to maintain regularly.

. The system cannot be use where there is no internet service.



4.1 Introduction

Design begins when management approves the feasibility study

produced during detailed analysis and authorizes the necessary funds

and personnel to continue. It concludes when management

approves the design and authorizes development of the actual

4.1 Input Design

The input design is the process of converting the user-oriented

inputs in to the computer-based format. The goal of designing input

data is to make the automation as easy and free from errors as

possible. For providing a good input design for the application easy

data input and selection features are adopted.

The input design requirements such as user friendliness,

consistent format and Interactive Dialogue for giving the right

message and help for the user at right time are also considered for

the development of the project.

The main forms used here are:

Login Form

This is the form through which different users can enter into

the system. Different levels of validation at server and client side

have been given.

Client Requirement form

This form allows the remote clients to register in the system.

Requirement Form
This form allows the marketing executives to register the clients

from remote locations.

Vendor selection form

This form helps promotion and production managers to select

the exact vendors for different items.

4.2 Output Design

A quality output is one, which meets the requirements of the

end user and presents the information clearly. In any system results

of processing are communicated to the users and to other systems

through outputs. In the output design it is determined how the

information is to be displayed for immediate need and also the hard

copy output. It is the most important and direct source information to

the user. Efficient and intelligent output design improves the system’s

relationship the user and helps in decision-making.

Outputs from computers are required primarily to communicate

the results of processing to the users. They are also used to provide

a permanent copy of these results for later consultation.

The output types are:

 External outputs

 Internal outputs

 Operational outputs

 Interactive Outputs

 Turnaround time

The outputs may be defined in terms of type of output,

content, format, location, frequency, response, volume, sequence

and action required.

4.3 Database Design

Client registration
Field name Data type lenght constraints description Key

Client_id varchar 5 notnull Client identification Pk

Clint_pwd varchar 10 notnull Client password

Client name varchar 20 notnull Name of client

Date of birth Date 8 notnull Date of birth

City varchar 20 notnull City of client

Nationality varchar 20 notnull Nationality of client

Gender varchar 10 Notnull Gender of client

Phone no number 15 Notnull Phone of the client

Mobile no number 20 notnull Mobile of the client

Address varchar 20 notnul Address of client

E_mail varchar 25 notnull E_mail address of client

Client order
Field name Datatype Length constraints description Keys

Client_id Varchar 5 Notnull Client identification Foreign

Order_id Varchar 5 Notnull Order identification Primary

Typ_evnt Varchar 15 Notnull Type of event

Date_evnt Date 8 Notnull Date of event

Attendenc Number 10 Notnull Attendence


Varchar 20 Notnull Location


Budget Number 10 Notnull Budget

Time Date/time 8 notnull time

Schedule table
Field name datatype length constraints description keys

Order_id Varchar 5 Notnull Order identification foreign

Evnt_name Varchar 20 Notnull Event name

Date_evnt Date 8 Notnull Date of event

Venue Varchar 15 Notnull Venue of event

Time Date/time 8 notnull Time of event

Calander table
Field name datatype length constraints Description Keys

Order_id Varchar 5 Notnull Order identification foreign

Date Date 8 Notnull Date of event

Month Date 8 Notnull Month of event

Year Date 8 Notnull Year of event

Time Date/time 8 Notnull Time of event

Evnt_name Varchar 20 Notnull Name of event

Attendence number 10 notnull attendence

Service table
Field name datatype length constraints description keys

Serv_id Varchar 5 Notnull Service identification primary

Type Varchar 20 Notnull Type of service

Date Date 8 Notnull Date of service

Time Date/time 8 Notnull Time of service

Desc varchar 50 notnull description

Service verification
Field name datatype length constraints description keys

Serv_id varchar 5 notnull Service identification Foreign

Order_id varchar 5 notull Order identification Foreign

Evnt_name varchar 15 notnull Name of event

Description varchar 50 notnull description

Item selection
Field name Data type length constraints description Keys

Vendor_id Varchar 5 Notnull Vendor identification Foreign

Item_id Varchar 5 Notnull Item identification foreign
Item_type Varchar 20 Notnull Item type
Cost number 10 notnull Cost of item

Promotional table
Field name datatype length constraints description keys

Vendor_id Varchar 5 Notnull Vendor primary


Name Varchar 20 Notnull Vendor name

Address Varchar 50 Notnull Address

Mobno Number 15 Notnull Mobile number

Email varchar 15 notnull Email address

Sponser table
Field name datatype length constraints Description Keys

Order_id Varchar 5 Notnull Order identification foreign

Evnt_name Varchar 20 Notnull Event name

Typ_event Varchar 20 Notnull Type of event

Spon_cost Number 10 Notnull Sponsership cost of event

Spon_pay Number 10 Notnull Payment of money for sponsoring

Date_pay Date 8 Notnull Date of payment

Date_evnt date 8 notnull Date of event

Promotion information table

Field name Datatype length constraints description keys

Order_id Varchar 5 Notnull Order identification Foreign

Vendor_id Varchar 5 Notnull Vendor identification foreign

Type_evnt Varchar 15 Notnull Type of event

Date_evnt Date 8 Notnull Date of event

Cost number 10 notnull Cost

Field name datatype length Constraints Description keys

Order_id varchar 5 Notnull Order identification Foreign

Type_evnt varchar 15 Notnull Type of event

Cost number 10 Notnull Cost of event

Event proposal
Field name datatype length Constraints description Keys

Order_id Varchar 5 Notnull Order identification foreign

Qutn_id Varchar 5 Notnull Qutation identification primary

Cost Number 10 Notnull Estimated cost

Desc Varchar 50 Notnull description

Field name Datatype length constraints description keys

Order_id Varchar 5 Notnull Order identification Foreign

Bill_id Varchar 5 Notnull Bill identification primary

Bill_date Date 8 Notnull Bill date

Advance Number 10 Notnull Advance paid

Rem_amt Number 10 Notnull Remaining amount

Total Number 10 Notnull Total to be paid

Duedate Date 8 notnull Duedate of payment

Bill table

Employee salaries
Field name Description length constraints Description keys

Emp_id Varchar 5 notnull Employee identification foreign

Desig Varchar 20 Notnull Designation

Basicpay Number 10 Notnull Basic pay

Incentives Number 10 Notnull Incentives

Total number 10 notnull Total salary

Client payment
Field name Datatype length constraints description keys

Client_id Varchar 5 Notnull Client identification

Order_id Varchar 5 Notnull Order identification

Bill_id Varchar 5 Notnull Bill identification

Advance Number 10 Notnull Advance paid

Rem_amt Number 10 Notnull Remaining amount

Amt_pay Number 10 Notnull Amount to be paid

Date_pay date 8 Notnull Date of payment

Qutation processing table

Field name datatype length constraints description keys

Order_id Varchar 5 Notnull Order identification Foreign

Qutn_id Varchar 5 Notnull Qutation identification foreign

Date_qutn Date 8 Notnull Date of qutation

Est_Amount Number 10 Notnull Estimated amount

Desc Varchar 50 notnull Description

Field name Datatype length constraints description keys

Emp_id Varchar 5 notnull Employee identification foreign

Worker_id Varchar 5 Notnull Worker identification foreign
No_workers Number 5 Notnull No of workers
Status_job Varchar 20 Notnull Status of job
Desc varchar 50 notnull description
Employee activity

Process monitoring
Field name datatype length constraints description keys

Emp_id Varchar 5 notnull Employee identification Foreign

Worker_id Varchar 5 Notnull Worker identification foreign

Job allocation
Field name datatype length constraints description keys

Order_id Varchar 5 Notnull Order identification Foreign

Emp_id Varchar 5 Notnull Employee identification Foreign

Worker_id Varchar 5 Notnull Worker identification foreign

No_days Number 5 Notnull No of days allotted for job

Status varchar 20 notnull Status of the job

Employee details
Field name datatype length constraints description keys

Emp_id Varchar 5 notnull Employee identification primary

Emp_name Varchar 5 Notnull Employee name

Address Varchar 20 Notnull Employee address

Phno number 15 Notnull Phone number

Mobno number 15 Notnull Mobile number

Email varchar 20 notnull Email address

Worker details
Field name datatype length constraints description keys

Worker_id Varchar 5 Notnull Worker identification primary

Name Varchar 20 Notnull Worker name

Address Varchar 50 Notnull Worker address

Phno Number 15 Notnull Worker phone no

Mobno Number 15 Notnull Mobile number

Email varchar 20 Notnull Email address

HR details table
Field name datatype length constraints description keys

Order_id varchar 5 notnull Order identification Foreign

Evnt_name varchar 20 notnull Name of event

Date_evnt date 8l notnull Date of event

Cost number 10 Notnull Cost of the event

Feedback table
Field name datatype length constraints description keys

Client-id varchar 5 notnull Client of identification Fk

Order-id varchar 5 notnull Order of identification

Date of f date 8 notnull Date of feedback

Event name varchar 20 notnull Name of event

Description varchar 50 notnull description

Reference table
Fieldname datatype length constraints description Keys

Ref-id varchar 5 notnull Reference of identification Pk

Ref-name varchar 20 notnull Reference name

Address varchar 50 notnull Reference address

Phone no Number 15 notnull Reference phone no

Mobile no Number 15 notnull Reference of mobile

Web addr Varchar 20 notnull Website address

E-mail addr Varchar 20 notnull Email of address

4.4 Process Design

Integrated Software System for Enterprise Resource Scheduling

was designed and developed based on the Waterfall Model. This

model particularly expresses the interaction between subsequent

phases. Testing software is not an activity, which strictly follows the

implementation phase. In each phase of the software development

process, we have to compare the results obtained against that which

is required. In all phases quality has to be assessed and controlled.

4.5 Testing Objectives

Software testing is an important element of Software Quality

Assurance and represents the ultimate review of specification, design

and coding. The increasing visibility of software as a system element

and the costs associated with a software failure are motivating forces

for well planned, through testing.

There are several rules that can serve as testing objectives,

1) Testing is a process of executing a program with the intent of

finding errors.

2) A good test case is the one that has a high probability of

finding an undiscovered error.

3) A successful test is one that uncovers an undiscovered error.

4.6 System Testing

System testing is actually a series of different tests whose

primary purpose is to fully exercise the computer-based system.

Although each test has a different purpose, all work to verify that all

system elements have been properly integrated and perform

allocated functions.
During testing the researcher tried to make sure that the

product does exactly what is supposed to do. Testing is the final

verification and validation activity within the organization itself. In the

testing stage, I try to achieve the following goals; to affirm the

quality of the product, to find and eliminate any residual errors from

previous stages, to validate the software as a solution to the original

problem, to demonstrate the presence of all specified functionality in

the product, to estimate the operational reliability of the system.

During testing the major activities are concentrated on the

examination and modification of the source code.

4.7 Testing Methodologies

The following are the Testing Methodologies:

1. Unit Testing.

2. Integration Testing.

3. User Acceptance Testing.

4. Output Testing.

5. Validation Testing.
Unit Testing

Unit testing focuses verification effort on the smallest unit of

Software design that is the module. Unit testing exercises specific

paths in a module’s control structure to ensure complete coverage

and maximum error detection. This test focuses on each module

individually, ensuring that it functions properly as a unit. Hence, the

naming is Unit Testing.

Integration Testing

Integration testing addresses the issues associated with the

dual problems of verification and program construction. After the

software has been integrated a set of high order tests are conducted.

The main objective in this testing process is to take unit tested

modules and builds a program structure that has been dictated by


The following are the types of Integration Testing:

1 - Top Down Integration

This method is an incremental approach to the construction of

program structure. Modules are integrated by moving downward

through the control hierarchy, beginning with the main program

module. The module subordinates to the main program module are

incorporated into the structure in either a depth first or breath first


2 - Bottom-up Integration

This method begins the construction and testing with the

modules at the lowest level in the program structure. Since the

modules are integrated from the bottom up, processing required for

modules subordinate to a given level is always available and the need

for stubs is eliminated. The bottom up integration strategy may be

implemented with the following steps:

 The low-level modules are combined into clusters into clusters

that perform a specific Software sub-function.

 A driver (i.e.) the control program for testing is written to

coordinate test case input and output.

 The cluster is tested.

 Drivers are removed and clusters are combined moving upward

in the program structure

User Acceptance Testing

User Acceptance of a system is the key factor for the success of

any system. The system under consideration is tested for user

acceptance by constantly in touch with the prospective system users

at time of developing and making changes wherever required is done

in regard to the following point:

1. Input Screen design

2. Output Screen design

3. Menu driven system

Output Testing

After performing the validation testing, the next step is output

testing of the proposed system, since no system could be useful if it

does not produce the required output in the specified format. The

outputs generated or displayed by the system under consideration

are tested by asking the users about the format required by them.

Hence the output format is considered in 2 ways – one is on screen

and another in printed format.

Validation Checking

Validation checks are performed on the following fields.

Text Field

The text field can contain only the number of characters lesser

than or equal to its size. The text fields are alphanumeric in some

tables and alphabetic in other tables. Incorrect entry always flashes

and error message.

Numeric Field

The numeric field can contain only numbers from 0 to 9. An

entry of any character flashes an error messages. The individual

modules are checked for accuracy and what it has to perform. Each

module is subjected to test run along with sample data. The

individually tested modules are integrated into a single system.

Testing involves executing the real data information is used in the

program the existence of any program defect is inferred from the

output. The testing should be planned so that all the requirements

are individually tested. A successful test is one that gives out the

defects for the inappropriate data and produces and output revealing

the errors in the system.

Preparation of Test Data

The above testing is done by taking various kinds of test data.

Preparation of test data plays a vital role in the system testing. After

preparing the test data the system under study is tested using that

test data. While testing the system by using test data errors are

again uncovered and corrected by using above testing steps and

corrections are also noted for future use.

Using Live Test Data

Live test data are those that are actually extracted from

organization files. After a system is partially constructed,

programmers or analysts often ask users to key in a set of data from

their normal activities. Then, the systems person uses this data as a

way to partially test the system. In other instances, programmers or

analysts extract a set of live data from the files and have them

entered themselves.

It is difficult to obtain live data in sufficient amounts to conduct

extensive testing. And, although it is realistic data that will show how

the system will perform for the typical processing requirement,

assuming that the live data entered are in fact typical, such data

generally will not test all combinations or formats that can enter the

system. This bias toward typical values then does not provide a true

systems test and in fact ignores the cases most likely to cause

system failure.

Using Artificial Test Data

Artificial test data are created solely for test purposes, since

they can be generated to test all combinations of formats and values.

In other words, the artificial data, which can quickly be prepared by a

data generating utility program in the information systems

department, make possible the testing of all login and control paths

through the program.

The most effective test programs use artificial test data

generated by persons other than those who wrote the programs.

Often, an independent team of testers formulates a testing plan,

using the systems specifications.

4.8 System Implementation

Implementation is the stage of the project where the

theoretical design is turned into a working system. At this stage the

main work load, the greatest upheaval and the major impact on the

existing system shifts to the user department. If the implementation

is not carefully planned an controlled it can cause chaos and


Implementation includes all those activities that take place to

convert from the old system to the new one. The new system may

be totally new, replacing an existing manual or automated system or

it may be a major modification to an existing system. Proper

implementation is essential to provide a reliable system to meet the

organization requirements. Successful implementation may not

guarantee improvement in the organization using the new system,

but improper installation will prevent it.

The process of putting the developed system in actual use is

called system implementation. This includes all those activities that

take place to convert from the old system to the new system. The

system can be implemented only after thorough testing is done and if

it is found to be working according to the specifications. The system

personnel check the feasibility of the system.

The most crucial stage is achieving a new successful system

and giving confidence on the new system for the user that it will

work efficiently and effectively. It involves careful planning,

investigation of the current system and its constraints on

implementation, design of methods to achieve the changeover. The

more complex the system being implemented, the more involved will

be the system analysis an the design effort required just for

implementation. The system implementation has three main aspects.

They are education and training, system testing and changeover.

The implementation stage involves following tasks.

 Careful planning.

 Investigation of system and constraints.

 Design of methods to achieve the changeover.

 Training of the staff in the changeover phase.

 Evaluation of the changeover method.

The method of implementation and the time scale to be

adopted are found out initially. Next the system is tested properly

and the same time users are trained in the new procedures.

Implementation Procedures

Implementation of software refers to the final installation of the

package in its real environment, to the satisfaction of the intended

users and the operation of the system. In many organizations some

one who will not be operating it, will commission the software

development project. The people who are not sure that the software

is meant to make their job easier. In the initial stage, they doubt

about the software but we have to ensure that the resistance does

not build up as one has to make sure that

 The active user must be aware of the benefits of using the


 Their confidence in the software is built up

 Proper guidance be imparted to the user so that he is

comfortable in using the application.

Before going ahead and viewing the system, the user must

know that for viewing the result, the server program should be

running in the server. If the server object is not up running on the

server, the actual processes wont take place.

User Training

To achieve the objectives and benefits expected from computer

based system, it is essential for the people who will be involved to be

confident of their role in the new system. As systems become more

complex, the need for education an training is more and more


Education is complementary to training. It bring life to formal

training by explaining the background to the resources for them.

Education involves creating the right atmosphere an motivating user

staff. Education sections should encourage participation from all staff

with protection for individuals for group criticism. Education should

start will before any development work to enable users to maintain or

to regain the ability to participate in the development of their system.

Education information can make training more interesting and

more understandable. The aim should always be to make individual

feel that they can still make all important contributions, to explain

how they participate in making system changes, and to show that the

computer and computer staff do not operate in isolation, but are of

the same organization.

Training on the Application Software

After providing the necessary basic training on the computer

awareness the users will have to be trained on the new application

software. This will give the underlying philosophy of the use of the

new system such as the screen flow, screen design, type of help on

the screen, type of errors while entering the data the corresponding

validation check at each entry and the ways to correct the data

entered. It should then cover information needed by the specific

user/groups to use the system or part of the system while imparting

the training of the program on the application. This training may be

different across different user groups and across different levels of


Operational Documentation

Once the implementation plan is decided, it is essential that the

user of the system is made familiar and comfortable with the

environment. Education involves right atmosphere & motivating the

user. A documentation providing the whole operations of the system

is being developed. The system is developed in such a way that the

user can work with it in a well consistent way. The system is

developed user friendly so that the user can work the system from

the tips given in the application itself. Useful tips and guidance is

given inside the application itself to help the user. Users have to be

made aware that what can be achieved with the new system and

how it increases the performance of the system. The user of the

system should be given a general idea of the system before he uses

the system.


5.0 Introduction

This chapter showcases the summary, conclusion and

recommendations of the study.

5.1 Summary

It is no longer news that 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. It involves studying the

brand, identifying its target audience, devising the event concept,

and coordinating the technical aspects before actually launching the


5.2 Conclusion

It is very important for organizations to take advantage of the

internet and adopt online event management system for event

planners. This will increase their chances of getting competent

employees and also eliminate the barrier of distance and bias in

event planning.

5.3 Recommendation

Based on the study, the following recommendation were made

by the researcher.

i. The user of the system should be given a general idea of the

system before he uses the system.

ii. Users should be train on how to use the system.

iii. An effective anti-virus should be installed in the system

iv. The system should be put to use were there is internet services


Ramsborg, G., Miller, E., Breiter, R., & Rushing, A. (2008).

Professional meeting management: Comprehensive strategies
for meetings, conventions and events, 2008, 5th ed,
Kendall/Hunt Publishing, Dubuque, Iowa. ISBN 0-7575-5212-9

Seeley, M. (2007). "Tackling reports". London: The Times. Retrieved


ISO 20121 - Sustainable events", ISO (, retrieved 2014-

Data Flow Diagram

Context Analysis Diagram (level 0)

A d m in is t r a t o r

M a r k e tin g P r o d u c tio n

P r o m o tio n F in a n c e

C u sto m e rs HR


L e ve l 2 D F D F o r P r o d u c tio n

O rde r

P r o d u c t io n S e l_ v e n d
M anager
O rd

O rder
P r o c e s s in g

P r o d u c t io n
A sstM a n a g e r

L e ve l 3 D F D F o r P r o d u c tio n O rder

C lie n t

S e r v ic e s

P r o d u c t io n O rd er
M anager S e le c t
S e r v ic e s

s e l_ S e r v ic e s

P r o d u c t io n S e le c t e d s e r v ic e s V endor
A s s t.M a n a g e r S e le c tio n

prdn _ven dor

p r d n _ it e m s

s e l_ v e n d o r s

co stsh e e t
L evel 2 D F D F or H R

E m p_ tra ck
P r d n _ s e l_ s e r v ic e s

P r o m o _ s e l_ s e r v ic e s

Em p

O rd er w ork
e s tim a tio n
c o stsh e e ts

C ost
L abor

P r d n _ s e l_ s e r v ic e s
L evel 3 D F D F or H R
P r o m o _ s e l_ s e r v ic e s

O rd er jo b
a llo c a tio n

W o rk
done E m p_ tra ck

e s t im a t io n
c o s ts h e e ts

Em p

C ost
la b o r
E-R Diagram