Case Study: Annual Festival, DA-IICT
Event Workflow
Event Workflow Core Workflow Design Workflow Sponsorship
Workflow PR Workflow Finance and Resource Allocation Workflow <<Information>>
Identification of People and defining skill sets.
<<Event>>
Present Situation and Cause of the call of the workflow. Allocation of
Responsibilities <<Information>> Requirements pertaining to Request. <<Information>> Requirements pertaining to Request <<Information>> Companies and Event Information <<Information>> Event and Audience
Information <<Information>> Event information Event Planning and Conceptualization + Content Transfer to Web Design
Intellection Conceptualization Finalize target
companies Finalize target audience Analyze requirement and the urgency relating to the same.
Event Description + Content Transfer to Web Design <<Information>> Ideas relating to request processing. <<Information>> Ideas relating final conceptualization. <<Information>> List of target companies <<Information>> List of target audience <<Information>> Cost analysis and feasibility of grant approval. Design of Corporate Brochure Negotiation Design by appropriate usage of software Approach to the
companies Ideas relating to approach to different audience Negotiation Completion of Corporate Brochure triggers move for Sponsorship. <<Result>>
Answer to Request. <<Physical>> Final Designs <<Information>> Discussion Publicity and <<Result>> Environment Build Up <<Result>> Grant approval or rejection. Advertising and Marketing of Event (In House +
Media) Event Definitions
Event Execution Idea Approval and <<Result>> final product <<Result>> Monetary funds or Sponsorship in kind. Design of Newsletter + Posters + Brochures + CD <<Result>> Information Transfer to Web Design In House Publicity
(Newsletter) Event @ Synapse Workflow Hospitality Workflow Volunteer Workflow Web Design Workflow External Publicity
(Posters + Brochures + CD)
<<Event>>
Present Situation and Cause of the call of the workflow. Support (Establishment of a Help Desk) <<Information>> Event Definition <<Information>> Expected people and request <<Information>> Details of people <<Information>> Content/Request Starting Registration for Events @ Synapse
Event Refinement Feasible options relating to request
fulfillment
Choosing people apt
for the required task pertaining to the Design Ideas website Hospitality
(Accommodation and Catering)
<<Information>>
Final Event Plan <<Information>> List of viable options
<<Information>> Final list of people for a particular job.
<<Information>> Finalization of Design and content. Local Marketing Execution of the Plan Approach the viable
options Allocation of jobs Update the website with content
Resource Allocation and
Management
<<Result>>
Event <<Information>> Monetary details Assignment of <<Result>> Proper people for
the job.
<<Result>> Website with continuous updates
of content.
Memento Design Negotiation
Other Give Aways Finalization of
contracts Scheduling <<Result>> Proper facilities @ Synapse Ambiance Travel Our Travel
Guests and Participants Help and Support
(Volunteers) Certificates and Prize Distribution Resource Packaging and Clearance Archiving
The Proposed workflow is supposed to work in accordance to the following statechart diagram.
Team Hierarchies Trigger: Call of the event Started Follow the workflow details as mentioned in the table above Trigger: Task Accomplished
Core Team One Member from each teams specified directly below in the hierarchical order. Responsible for the overall management of the event as a whole Design Team Responsible for the design work and conceptualization of Synapse Event Management Team Responsible for the proper effective management of the festival and its events Finance Team Responsible for resource allocation and monetary sanctions PR Team Responsible for Publicity and Environment Build Up for the Festival Sponsorship Team Responsible for bringing in the companies as sponsors for Synapse Hospitality Team Responsible for hospitality for the guests and the external participants Volunteer Management Team Responsible for management of volunteers and proper job allocation Events @ Synapse Responsible for management of events at Synapse Web Design Team Responsible for design and continuous update of website Publishing Team Responsible for design of posters, brochures, certificates, mementoes etc Team: Organization Type Department: Organization Type Decision Board: Organization Type
An Iterative Design Workflow Company and Event Analysis Finalize Target Companies Approach Target Companies Discussions Monetary Funds and Sponsorship in Kind
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Short Term Project Outline Event Analysis Conceptualization Ideas relating to Final Design Final Designs Negotiation Idea Approval and Final Product
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The project would be relating to a model for the organization of the team that would organize the Annual Festival for DA-IICT, Synapse. It would involve the account management of each member of the team involved in the Festival and apart from featuring their profiles; it would also involve features such as Task Allocation with deadlines and their final outcomes.
The project would also take into consideration the workflow of the festival and the hierarchies in the teams which would streamline the task delegation process and would also involve a basic system of inquiry wherein the various team members get to know the progress of the task allocated by them and report the progress of the task allocated to them.
Data Tables and Attributes: Profiles:
o Individual:
o ID (Primary Key) o Team ID (Foreign Key) o Password
o Name o Batch o Contact
o Team:
o Team ID (Primary Key) o Password
o Team Description
Tables specific to a Team: o Events at Synapse:
o Event ID (Primary Key) o Name o Description o Definition o Resource requirements o Status o Colleges:
o College ID (Primary Key) o Name o Contact o Focus events o Status o Companies: o Name o Description o Companies approached:
o Approach ID (Primary Key) o Focus events
o Approach ID (Foreign Key) o Status
o Focus sponsorship amount
o ID of the person responsible for the contact with the company
o Results
o Participants:
o Participant Team ID (Primary Key) o Name o Event o College o Room Allotted o Contact o Finance:
o Transaction ID (Primary Key) o Amount Involved
o Nature (Expenditure/Income) o Description
o Status
o Resources:
o Resource ID (Primary Key)
o ID of person who made the request. (Foreign Key) o Event o Amount Required o Schedule o Status of procurement o Guests:
o Event ID (Foreign Key) o Name
o Purpose o Travel Details o Accomodation o Contact
Tables for all Teams: o Task:
o Task ID (Primary Key)
o ID (Person/Team Allocating Task) o ID (Person/Team Assigned Task) o Task Description
o Deadline o Priority o Status
Team
Core Team Design Team Event Management Team Sponsorship Team PR Team Finance Team
G G
G G G
Member of Individual Perform Task Web Design Team Publishing TeamG
Events @ Synapse Team Hospitality TeamG
G
Volunteer Management Team Organize Events Invites Guests Takes care of Participants Targets Companies Approaches Companies Team ID Password DescriptionName Batch Contact
Team ID
ID Password
Task ID Allocation ID Assignment ID
Description Deadline
Priority Status
