Community Center Computerized Proposal
...ctivities and then fill in the form and submit to the counter. It is so troublesome and inconvenience for the membership. But the new system can solve the problems, members can use the computer to do these things through the Internet. No matter where he is, he can do any part by the Internet. The system will provide a default view for the most commonly made resource requests. For the voting, administrator sets a title and post to the website. So the member can vote through the Internet. After a part of period, administrator can look out the statistic. At the old system, staff should receive the voting paper and analyze the member¡¦s voting, it should be use many times to calculate the result. For the notice, after administrator decides a notice or poster, they should print it out and post it to the notice board. In fact, member may not go to the center on every day. May be some of the member will miss the message. In the new system, administrators just enter the details and choose the target. When the member or staff login the system, they would receive the message. It is easier to make the member know more about the center. And the photo album, no matter staff or member, when administrator uploads the photo to web page, they can download it and save it. They can browse their activity photos by Internet instead of community center. Functional and Environmental Requirements (Appendix I-2, I-3) Email server 1.1 Email server structure We would like to develop an email server which allows all users to send and receive the email. User can develop their email lists and send to the targeted receivers. User also can attach files to send to receivers. 1.2 Email server content „P Email code and title „P Inbox, sent-box and trash „P Sender and receiver address „P Attached files „P Email list The email code is a unique term, the administrators can review all the details of vote by search with the email code. 1.3 Email server security All users are unable to view others¡¦ email accounts. The emails¡¦ capacity should be limited. Membership 2.1 Member Registration The system allows both manual data entry and text file processing for registering the members details by Internet. Once a member is registered in the system, follow up mail alerts will be generated to the administrators. The information will be verified before updating the database. 2.2 Member Information Management Our system provides a centralized source of members¡¦ information and leverage on this information Administrator is able to centralize source to view, update and reports on members¡¦ information. Reception is able to delete and edit member profile. Member also can review and update his/her profile. 2.3 Member Tracking All information about the member from registration is tracked online so that the administrative user is able to search the updated member information. 2.4 Membership Content ƒÜ Member Profile details ƒÜ Most information would include the following information: ƒÜ Name (first name and last name) ƒÜ Hong Kong ID number ƒÜ Sex (M/F) ƒÜ ICQ (if the members have) ƒÜ Birthday ƒÜ Contact method (Email and contact number) ƒÜ Activity participation and facility booking record ƒÜ Login and Password assigned by member Internally, each member should be assigned a unique member ID number for tracking. 2.5 Management Reports Count and Sum - shows the number of paid members by membership type and associated subscription income. Count by Group - shows the number of members in each Regional Group. Booking 3.1 Rooms and Facility Booking This System based tool tracks resources that are booked based on time and date such as rooms and leisure facility. Member is allowed to select the facility type, date and it will automatically identify available time that match that criteria and then book the facility. 3.2 Booking Content ƒÜ MemberID ƒÜ Booking Code ƒÜ Member Contact Number ƒÜ Facility Type/Rooms ƒÜ Date ƒÜ Time ƒÜ Fee The booking code is a unique term, the administrators can review all the details of booking by search with the booking code. 3.3 Facility Booking Management A administrative user can setup a variety of facility types to be available for booking and each facility type can be defined by duration, increments, minimum and maximum capacities item to use for schedule of availability and associated cancellation fees. The administrator is able to add/modify/delete booking facilities, including defining user groups who are eligible for making bookings, define/modify time-slots for facility to be booked. 3.4 Quick Bookings The system will provide a default view for the most commonly made resource requests e.g. the Karaoke room in the center for the current day. This will allow bookings to be made immediately. 3.5 Management Reports These are still to be specified, but will typically include resource usage, number of cancellations, attendance reporting and usage etc. 3.6 Booking Tracking The system will track individual booking by entering the member¡¦s ID or HKID. A report can be produced at any time showing a member¡¦s booking history, booking day, booking time, facility type and total fee. Managing activities 4.1 Managing procedure The new system is the modified system. All the procedures are executed by using the computer. It also can integrate the information closely. When finding the available place, administrators only entry the decided date and place. After that, the interface will automatically to show the available time for administrators. When he/she selects the tutor, the system only shows all available tutors according to the selected date and time. And it is automatic update the schedule of the tutor. 4.2 Manage activities contents Although there are different types of activity, most activities would include the following information: „P Activity code and name „P Date, time and place „P Number of participation „P Target „P Tutor¡¦s name „P Activity scope „P Activity content „P Supervisor¡¦s name Each activity should be assigned a unique activity code for tracking. 4.3 Outstanding features Administrators can review the detail of each activity by activity code, or date of event. The system will generate some type of statistics of all activities for administrators to track. (e.g. the popular activity). Notice 5.1 Notice program In the community centre, administrators usually need to write a notice to tell some people the news. In the new system, administrators only need to enter the notice details, and then set the focused targets. While they login, they will see the new notice. 5.2 Notice content Most voting program would include the following item: „P Notice code and title „P Notice period „P Content „P Targets The voting code is a unique term, the administrators can review all the details of notice by search with the notice code. 5.3 Advantages of the notice program Administrators can reduce wasting time and increase the efficiency to ensure that all the focused targets can read the notices. Photo album 6.1 Photo album program After the activity, some participant would like to keep some activity photo. In this case, administrators need to organize a set of photos, such as giving them a number so that the participant can order it. In the new system, administrators just upload a group of photos by giving them a group name. When the participant login and check the photo album in the web site, they can download the photo and keep it. 6.2 Photo album content Most Photo album program would include the following item: „P Code and title of the photo groups „P details of activity „P the posting period of the photo groups „P the statistic of photos¡¦ downloading The code of the photo group is a unique term, the administrators can review all the details of group by search with the code. 6.3 Advantages of the notice program Participants can choose the photos in the web site and download it. It¡¦s the most easily way to show the photos to the participants and record the statistics. Vote 7.1 Voting program In the old system, it usually set one day to let people to vote. Otherwise, it is difficult to correct the vote in a period. In the new system, administrators can launch a vote title, set a group of selection and then send to the focused target people. They also can set a vote period. After the period, the result of vote will be calculated automatically. It can reduce wasting time. 7.2 Voting pro...