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Case Study: Annual Festival, DA-IICT

Event Workflow

Event Workflow Core Workflow Design Workflow SponsorshipWorkflow

PR Workflow Finance and ResourceAllocation Workflow

Identification of

People anddefining skill sets.

Present Situation and Cause of the call of the workflow.

Allocation ofResponsibilities

Requirementspertaining to

Request.

Requirementspertaining to

Request

Companies and

Event Information

Event and Audience

Information

Event information

Event Planningand

Conceptualization+ Content

Transfer to WebDesign

Intellection Conceptualization Finalize targetcompanies

Finalize targetaudience

Analyze requirementand the urgency

relating to the same.

Event Description+ Content

Transfer to WebDesign

Ideas relating to

request processing.

Ideas relating final

conceptualization.

List of target

companies

List of target

audience

Cost analysis and

feasibility of grantapproval.

Design ofCorporateBrochure

Negotiation Design byappropriate usage

of software

Approach to thecompanies

Ideas relating toapproach to

different audience

Negotiation

Completion ofCorporate

Brochure triggersmove for

Sponsorship.

Answer to Request.

Final Designs

Discussion

Publicity and

Environment BuildUp

Grant approval or

rejection.

Advertising andMarketing of

Event (In House +

Negotiation Negotiation

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Media)

Event DefinitionsEvent Execution

Idea Approval and

final product

Monetary funds or

Sponsorship in kind.Design of

Newsletter +

Posters +Brochures + CD

Information

Transfer to WebDesign

In House Publicity(Newsletter)

Event @ SynapseWorkflow

HospitalityWorkflow

VolunteerWorkflow

Web DesignWorkflow

External Publicity(Posters +

Brochures + CD)

Present Situation and Cause of the call of the workflow.

Support

(Establishment ofa Help Desk)

Event Definition

Expected peopleand request

Details of people

Content/Request

StartingRegistration for

Events @ Synapse

Event Refinement Feasible optionsrelating to request

fulfillment

Choosing people aptfor the required task

Design Ideaspertaining to the

website

Hospitality(Accommodation

and Catering)

Final Event Plan

List of viable

options

Final list of peoplefor a particular job.

Finalization of

Design and content.

Local Marketing Execution of the Plan Approach the viableoptions

Allocation of jobs Update the websitewith content

ResourceAllocationand

Management

Event

Monetary details

Assignment of

Proper people forthe job.

Website with

continuous updatesof content.

Memento Design Negotiation

Other Give Aways Finalization of

contracts

Scheduling

Proper facilities @Synapse

Ambiance

TravelOur Travel

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Guests andParticipants

Help and Support

(Volunteers)Certificates andPrize Distribution

ResourcePackaging 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 thetable above

Trigger:Task

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Core Team

One Member from each teams specified directly belowin the hierarchical order. Responsible for the overall

management of the event as a whole

Design Team

Responsible for thedesign work andconceptualization of

Synapse

Event ManagementTeam

Responsible for theproper effective

management of thefestival and its

events

Finance Team

Responsible forresource allocationand monetary

sanctions

PR Team

Responsible forPublicity andEnvironment BuildUp for the Festival

Sponsorship Team

Responsible forbringing in thecompanies assponsors for

Synapse

Hospitality Team

Responsible forhospitality for the

guests and theexternal

participants

VolunteerManagement Team

Responsible formanagement ofvolunteers and

proper joballocation

Events @ Synapse

Responsible formanagement of

events at Synapse

Web Design Team

Responsible fordesign and

continuous updateof website

Publishing Team

Responsible fordesign of posters,

brochures,certificates,

mementoes etc

Team:

Organization Type

Department:Organization Type

Decision Board:OrganizationType

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An Iterative Sponsorship Workflow

Company and EventAnalysis

Finalize TargetCompanies

Approach Target Companies

Discussions

Monetary Fundsand Sponsorship

in Kind

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An Iterative Design Workflow

Event Analysis

Conceptualization

Ideas relating to Final Design

Final Designs

Negotiation

Idea Approval andFinal Product

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Short Term Project Outline

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 fromfeaturing 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 wouldstreamline the task delegation process and would also involve a basic system of inquiry wherein the various team members getto 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 Companies approached:

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o Name

o Description

o

Approach ID (Foreign Key)o Status

o Approach ID (Primary Key)

o Focus events

o

Focus sponsorship amounto ID of the person responsible for the

contact with the companyo Results

o Participants:

o Participant Team ID (Primary Key)

o Name

o Event

o Collegeo Room Allotted

o Contact

o Finance:

o Transaction ID (Primary Key)

o Amount Involved

o Nature (Expenditure/Income)

o Descriptiono Status

o Resources:

o Resource ID (Primary Key)

o ID of person who made the request.

(Foreign Key)

o Evento Amount Required

o Schedule

o Status of procurement

o Guests:

o Event ID (Foreign Key)

o Name

o Purpose

o Travel Detailso Accomodation

o Contact

Tables for all Teams:

o Task:

o Task ID (Primary Key)

o ID (Person/Team Allocating Task)

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o ID (Person/Team Assigned Task)

o Task Description

o Deadline

o

Priorityo Status

ER Models of the Database

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Team

Core Team Design TeamEvent Management

TeamSponsorship

TeamPR Team

FinanceTeam

G G G G G

Member of

Individual

PerformTask

WebDesignTeam

PublishingTeam

G

Events @SynapseTeam

HospitalityTeam

G G

VolunteerManagement

Team

Organize

Events

Invites

Guests

Takes careof

Participants

Targets

Companie

Approaches

Team

ID

Password Description

Name Batch ContactTeam

IDID Password

Task ID Allocation IDAssignment ID

Description

Deadline

Priority

Status

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Event ID

Name

Description

Definition

ResourceRequirement

Status

Name

Purpose

TravelDetails

Accommodation

Contact

Team ID

Name

Event

College

RoomAllotted

Contact

Name

Description

Focus events

Focus

SponsorshipAmount

Approach ID

Event ID

ApproachID

Results

Contact

Invites

Colleges

Name

Focus Events

Status

CollegeID

Contact

Maintains

Audit Log

Transaction ID

Amount

Status

Description

Nature

Manages

Resources

Resource ID

Amount Required

Event

Status

Request ID

Schedule

Approached byID