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sets. Allocation of Responsibilities Event Planning and Conceptualization + Content Transfer to Web Design Event Description + Content Transfer to Web Design Design of Corporate Brochure Completion of Corporate Brochure triggers move for Sponsorship. Advertising and Marketing of Event (In House + Core Workflow Design Workflow Sponsorship PR Workflow Workflow <<Event>> Present Situation and Cause of the call of the workflow. <<Information>> Companies and Event Information Finalize target companies <<Information>> Event and Audience Information Finalize target audience Finance and Resource Allocation Workflow
<<Information>> Event information Analyze requirement and the urgency relating to the same.
<<Information>> Ideas relating final conceptualization. Design by appropriate usage of software <<Physical>> Final Designs
<<Information>> List of target audience Ideas relating to approach to different audience <<Result>> Publicity and Environment Build Up
<<Information>> Cost analysis and feasibility of grant approval. Negotiation <<Result>> Grant approval or rejection.
Negotiation
Negotiation
Media) Event Definitions Event Execution Design of Newsletter + Posters + Brochures + CD In House Publicity (Newsletter) External Publicity (Posters + Brochures + CD) Support (Establishment of a Help Desk) Starting Registration for Events @ Synapse Hospitality (Accommodation and Catering) Local Marketing Resource Allocation and Management Memento Design Other Give Aways Scheduling Ambiance Travel Our Travel <<Result>> Idea Approval and final product <<Result>> Monetary funds or Sponsorship in kind. <<Result>> Information Transfer to Web Design Hospitality Volunteer Web Design Workflow Workflow Workflow <<Event>> Present Situation and Cause of the call of the workflow. <<Information>> Details of people Choosing people apt for the required task <<Information>> Final list of people for a particular job. Allocation of jobs <<Result>> Assignment of Proper people for the job. <<Information>> Content/Request Design Ideas pertaining to the website <<Information>> Finalization of Design and content. Update the website with content <<Result>> Website with continuous updates of content.
<<Information>> Event Definition Event Refinement <<Information>> Final Event Plan Execution of the Plan <<Result>> Event
<<Information>> Expected people and request Feasible options relating to request fulfillment <<Information>> List of viable options Approach the viable options <<Information>> Monetary details Negotiation Finalization of contracts <<Result>> Proper facilities @ Synapse
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.
Started Follow the workflow details as mentioned in the table above Team Hierarchies
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
PR Team Responsible for Publicity and Environment Build Up for the Festival
Sponsorship Team Responsible for bringing in the companies as sponsors for Synapse
Publishing Team Responsible for design of posters, brochures, certificates, mementoes etc
Web Design Team Responsible for design and continuous update of website
Hospitality Team Responsible for hospitality for the guests and the external participants
Volunteer Management Team Responsible for management of volunteers and proper job allocation
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Approach Target Companies
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Discussions
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Monetary Funds and Sponsorship in Kind
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Event Analysis
Conceptualization
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Ideas relating to Final Design
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Final Designs
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Negotiation
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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 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 o o o o o ID (Primary Key) Team ID (Foreign Key) Password Name Batch Contact
Tables specific to a Team: o Events at Synapse: o o o o o o Event ID (Primary Key) Name Description Definition Resource requirements Status
o Colleges:
o o o o o College ID (Primary Key) Name Contact Focus events Status
Companies:
Companies approached:
o o o o
o o o o o
Approach ID (Primary Key) Focus events Focus sponsorship amount ID of the person responsible for the contact with the company Results
Participants:
Finance: o o o o o Transaction ID (Primary Key) Amount Involved Nature (Expenditure/Income) Description Status
Resources: o o o o o o Resource ID (Primary Key) ID of person who made the request. (Foreign Key) Event Amount Required Schedule Status of procurement
o Guests:
o o o o o o Event ID (Foreign Key) Name Purpose Travel Details Accomodation Contact
Tables for all Teams: o Task: o o Task ID (Primary Key) ID (Person/Team Allocating Task)
o o o o o
Allocation ID
Team ID
ID
Password
Name
Batch
Contact
Password
Description
Status
G
Core Team Design Team
G
Event Management Team
G
Sponsorship Team
G
PR Team
G
Finance Team
G
Web Design Team Publishing Team Events @ Synapse Team
G
Hospitality Team
G
Volunteer Management Team
Organize
Invites
Takes care of
Target s
Approache s
Events
Guests
Participants
Companie
Approached
Invites
Maintain s
Manages
College s
Audit Log
Resource s
Name Transaction ID Focus Events Amount Status Status College ID Contact Nature Request ID Schedule Description Event Status Amount Required Resource ID