Event management system summary and class diagram

Executive summary

Project: Online Event Management System (OEMs) for Miss DilKhus Kumari Vaidya's event management business.

Need: Managing events (weddings, conferences, concerts) with registers and spreadsheets leads to missed bookings, uncontrolled cost and no clear picture of the profit on each event. Clients and staff also want to book and follow events online.

Proposed solution: A web-based system that manages the whole life cycle of an event: enquiry and booking, planning, service and vendor management, staff assignment, budget, billing and payment, and reports.

Main functions

• Create and schedule events with venue, date, services and client.
• Record each person involved (client, staff, vendor, performers) and their assignment.
• Track revenue (advance, instalments, final payment) and expenditure under headings such as venue, catering, decoration, sound, travel and salary.
• Record every transaction with date, amount, mode and head.
• Reports: profit and loss per event, outstanding payments, staff and vendor payments.

Benefits: fewer errors and double bookings, real-time cost control, higher client satisfaction, clear profit visibility and faster decisions.

Scope and risk: a first release with booking, finance and reports within a few iterations. The main risks are user acceptance and data security, handled through training, role-based access and backups.

Recommendation: approve development in iterations, starting with the event booking and finance modules.

Class diagram

+--------+ 1   * +-----------+ *   1 +-------+
| Client |-------|   Event   |-------| Venue |
+--------+ books |-----------|       +-------+
                 | eventId   |
                 | name,date |
                 | status    |
                 | profit()  |
                 +-----------+
                  | 1     | 1      | 1
        has       |       |        | has
                  | *     | *      | *
          +----------+ +------------+ +-------------+
          | Service  | | Assignment | | Transaction |
          |----------| |------------| |-------------|
          | name     | | role       | | amount,date |
          | cost     | | fee        | | mode, head  |
          +----------+ +------------+ | type:       |
                          | *         | Revenue/Exp |
                          | 1         +-------------+
                       +----------+        | *
                       |  Person  |--------+ 0..1
                       |----------|  paid to / received from
                       | name     |
                       | phone    |
                       +----------+
                        ^    ^    ^
                   Client  Staff  Vendor

Notes on the model

• Event has many Services, many Assignments and many Transactions. Each Transaction carries a head (venue, catering, decoration, salary, and so on), so revenue and expenditure can be totalled per head.
• Person is generalised into Client, Staff and Vendor. Client is drawn again at the top only to show that a client books events. An Assignment links an event with a person and a role.
• A Transaction (revenue or expenditure) belongs to one event and one head, and may refer to a person (vendor payment or staff salary).
• Key operations: Event.schedule(), Event.totalRevenue(), Event.totalExpense(), Event.profit(), Transaction.record(), Assignment.assign().