QUEZON CITY POLYTECHNIC UNIVERSITY 2 2

Online Event
Registration and
Management Services
 QUEZON CITY POLYTECHNIC UNIVERSITY 2 2

THE PROBLEM AND ITS BACKGROUND

A. SYSTEM BACKGROUND

This system background contains information provided to give the reader

some knowledge about the system and at the same time you can use this as a

guided to be able to visualize the flow and contains of this system.

The Cabarle’s Online Event Registration System is a new develop website

of Cabarle’s. New in a way that the system created is only a design and will only

demonstrate or show how some transactions like membership/ registration and

online payment will be process and retrieve by the database. Since this will be a

new website, it contains some features that will make this system more attractive

and informative to the visitors of the website. And since an online transaction, it

will include online payment (ex. Credit cards, Bank accounts) as form of payment

for the transaction. This will also contain a database that will record the

transaction of customer payment. The description and design of the system, is to

provide information that will give the browser knowledge and information about

the products and services that they want to know.

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B. OBJECTIVE OF THE STUDY

The creation of this system aims to give customer better, fast and efficient

information about our services. By browsing Cabarle’s website, the customers

may inquire to online browsing. The team also implements an online payment

that accepts credit cards and bank accounts to make our services convenient

and hustle free. The goal of this team is to secure the payment and transactions

made by the client on paying their chosen event. It also contains some features

that will make the system informative and attractive to the customers.

C. SIGNIFICANCE OF THE STUDY

The important of this research is to create and to develop also the website

of Cabarle’s. The team’s mission is to build and much widen the Cabarle’s

system, given the company’s description, location the branches near your place.

This project will implement an online event registration for new and old clients.

The team made an online registration on the web that the customers have to fill-

up. All the data inputted the clients will be stored in the database. We provide

database to avoid lost of data. Especially to secure the payment and transactions

made by the client on paying their insurance.

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A. PROBLEM DEFINITION

1. Problem Description

The Cabarle’s Party Needs as the time goes by must enhance its service as our

technology also enhances. It needs to use the technological resources available to

have an edge with its competitor and to serve its costumer more efficiently.

First Cabarle’s Party Needs has its no website; it refers only on the posters,

flyers and also in leaflets. In our time some or almost of the people use their

technology to looking forward to advertising its product and services to promote its own

business using the internet. So the team decides to make a website of Cabarle’s and

much more expanded the business services we offer of Cabarle’s Party Needs into the

Online Event Registration and Management Services of Cabarle’s to implementation

online registration.

In the system of Cabarle’s, they have a database that could store all the

costumer information and payments that the payment is included in the new system we

implement of our team.

In terms of costumer side, the problem may lie on the client computer literary.

What if the client doesn’t have an e-mail add? How could Cabarle’s send the client an

electronic mail? Is it possible for the client to become a member if doesn’t complete the

needed data in the registration form? These are the factors to consider in building this

system.
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B. SCOPE AND LIMITATIONS

Scope

 The system will be partially completed but will contain the main features of the

Cabarle’s website like the product exhibit area, promos, news and updates,

corporate social responsibility, customer support, comments and suggestions.

Limitations

 The full details (coding) on how each page connected to each other and to the

database will not be included to the documentation of the system.

 The Cabarle’s system will only serve the local or domestic; internationally is

also we study for now.

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2. ANTICIPATED BUSINESS BENEFITS

BENEFITS OF THE COMPANY:

1. It lessen the work of the employee

2. Increase sales production

3. Maximize business promotion/advertising

BENEFITS FOR THE CLIENT:

1. Time Saving: Reduce the time and cost of organizing the event registration.

2. Online Solution: Leverage the internet to streamline your event registration.

Solution to a proper free world of event organization.

3. Multiple Account Features: Event registration from a simple to a comprehensive

registration solution. Capture accurate information you want.

4. Instant Event Promotion Online: increase your event response. Manage and maintain

database of your attendee profile. Generates reports and expand the invitation list for

your next event.

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3. SYSTEM CAPABILITIES

 Accept online payments

 Online system transaction, a website that represents the entire system of Cabarle’s, this

would give a full description about Event Management and their services.

 This system could record amount of data, which inputted by the increasing numbers of

customers who’s looking forward to create events and registered via online.

 It has database that stores and holds all the inputted information by the customer,

payment and other information given by the member.

 Online system that could handle multiple transaction at a time.

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B. Project Schedule

1. Work breakdown Structure

Duration Number of Predecessor

Phases, activities and tasks in days resources task
1.0 Project Planning
1.1 Define the Problem
1.1.1 Meet with users 3 2 0.0.0
1.1.2 Determine scope 2 1 1.1.1
1.1.3 Write statement or business benefits 1 1 1.1.2
1.1.4 Write statement of need 2 1 1.1.2
1.1.5 Define statement of system capabilities 1 1 1.1.2
1.2 Produce the project schedule
1.2.1 Develop work breakdown schedule 2 2 1.1.3,1.1.4,
1.1.5,1.16
1.2.2 Estimate resources duration and 2 2 1.2.1
predecessors
1.2.3 Develop PERT chart and Gantt chart 2 2 1.2.2
1.3 Confirm project feasibility
1.3.1 Identify intangible 1 1 1.2.3
1.3.2 Estimate tangible costs 2 2 1.2.3
1.3.3 Estimate tangible benefits and do 2 2 1.3.1,1.3.2
cost/benefits
1.3.4 Evaluate organizational and feasibility 1 1 1.3.3
1.3.5 Evaluate Technical Feasibility 1 1 1.3.3
1.3.6 Evaluate schedule feasibility 1 1 1.3.3
1.3.7 Evaluate resources availability 1 1 1.3.3
1.4 Staff the project
1.4.1 Develop a project resource plan 1 2 1.3.4,1.3.5,
1.3.6,1.3.7
1.4.2 Identify the request tech staff 1 1 1.4.1
1.4.3 Meet with users, identify staff 2 1 1.4.1
1.4.4 Organize project team 2 1 1.4.2,1.4.3,
1.4.5 Conduct team building exercises 1 1 1.4.4,1.5.4
1.5 Launch the project
1.5.1 Prepare presentation materials 1.3.7
1.5.2 Make executive presentation 1.5.1
1.5.3 Set up project facilities 1.5.2
1.5.4 Conduct official kick-off meetings 1.4.4,1.5.3
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3. PERT CHART
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4. GANNT CHART
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C. Project Feasibility

1. Risk Analysis Matrix

In a company, risks are always present in decision making .Before a

company would make major decisions; it should always to be wise for them to assess the risks
involved. Whenever possible, the company quantifies the decisions. Numbers help a lot decision making,

especially in their business. To avoid those risks, our team decided to make a database in which we can

enter, modify, store, and retrieve data in variety of ways and also to avoid our customer’s lost of data and

information.

Problem risk Potential Likelihood Time

description impact on of difficultness Overall
project occurrence threat

* Can’t hold a proper high high medium high

payment information

*The customer has low low low low

no right to pay
whenever he wants

* Unable to make the medium high high medium

time given to them

* Can’t hold a proper medium medium low medium

time and information

* Can’t medium medium medium medium

accommodate
multiple customers
due to limited
resources high high high high

* Unexpected
cancelation of
reservation due to
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certain reasons

2. Economic Feasibility

A. Project Development Cost Analysis

Development cost Amount
1. Salaries and wages
Web developer 50000
programmer 50000
Data base administrator 65000
2. Software and licenses
VB.net and 6.0 60000
3. Utilities and tools
PC units 40000
Server 200000
Total cost 465000

Present value of earning of company annually

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Sales Amount` Comments

Production sales

B. Project Annual Operating Cost Analysis

Internet 14000
PC maintenance 20000
Database administrator 510000
Total 544000

C. Cost Benefit Analysis

Benefits/cost saving Amounts/year Comments
Increase efficiency
due to online
reservation.
Increase efficiency
due to online
payments.
Total annual
benefits
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4. Technological Feasibility

In every team, there’s always technological structure may to be more

effective, efficient and productive the particular team, and so as to us in making

Cabarle’s website. We decided to form committee and what skills they can

contribute to the business such as:

 Steering Committee. Responsible in establishing properties, resolving

contention, agreeing overall expenditure and authorizing major investments.

 Information System Committee. Assuring that all components of IS are

working together to process data and produce information.

 IT Planning. Interpreting external I.T trends organization

Insuring resources are deployed to meet the business priorities.

Developing the IT resources and services in line with demand and within

the policies agreed.

 User Group Committee. Accountability for IS/IT at business or functional

level.

Users dominate IS/ IT decision, making.

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5. Human Resource Feasibility

The team generalizes the adequate resources that may cost within the

system. The development would cost the availability of the supports staffs or

human resources such as:

 Web developer

 Programmer

 Database administrator

In the field of:

 Computer machine

 Software tools

 Hardware tools

 Domain name

Those resources are feasible to provide by the company because of the

status and its achievement. In practical reason, requiring a qualified professional

staff is truly necessary for the benefits of the whole organization which could

provide a satisfaction for the entire company. These resources would play

important parts in the company and should work properly and simultaneously
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because of a delay or misunderstanding should cause a problem with the system

and the company.

3. Organizational Feasibility

In every team, there’s always technological structure may to be more

effective, efficient and productive the particular team, and so as to us in making

Cabarle’s website. We decided to form committee and what skills they can

contribute to the business such as:

 Steering Committee. Responsible in establishing properties, resolving

contention, agreeing overall expenditure and authorizing major investments.

 Information System Committee. Assuring that all components of IS are

working together to process data and produce information.

 IT Planning. Interpreting external I.T trends organization

Insuring resources are deployed to meet the business priorities.

Developing the IT resources and services in line with demand and within

the policies agreed.

 User Group Committee. Accountability for IS/IT at business or functional

level. Users dominate IS/ IT decision, making.

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Operational Feasibility

Getting into this project should be a serious case that you will have. Of

course in every project there are always some problems. When the problems

occur the operational feasibility takes place, this feasibility should take care of the

operation the system will use in order to resolve the problem. This will also tell if

the solution you have will work or wouldn’t work. Operational feasibility plays an

important factor in the project making. The following problems are the project

systems were facing.

Cabarle’s party needs problem:

1. Credibility

2. Advertisements

3. Services

Solutions:

The solution that we are trying to propose is the online system of

advertisements and reservations or the availability of the services that they are

offering. The system should solve the credibility problem of the company by

posting their customers satisfaction in the web page, the system should also
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solve the advertisement and the services problem of the company by posting in

their site the services and how to make reservations of their services and

because the system is online based the customers can easily purchase or have a

reservation online, they will be able to do that at home just by sitting in front of

their PC units and by picking up the website that the company would have.

Instead of getting their feet outside just by placing their reservations it would be

just a simple step away.