Church Event Management System

Church Event Management System

Abstract

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Technological advancement highly contributes to the progress and improvement of the different sectors in the industry. Any sector must use systematic processing for fast and efficient transactions. The use of computer systems and applications will help different sectors further improve their operations and transactions.

The capstone project entitled “Church Event Management System” is designed to be used by church organizations in creating and managing different church events. The conventional method of managing church events is done manually where members of organizations will face difficulties due to physical barriers and time constraints.

The researchers of the project proposed an IT-based solution to resolve the problems in the manual method of managing church events. The researchers aim to develop an automated Church Event Management System to streamline the process of creating and managing church events.

The researchers develop the project using the Software Development Life Cycle(SDLC) to complete an operational system. The developed system will be evaluated by IT experts to further improve the functionality of the system.

The implementation of the system will significantly benefit church organizations. The system will assist them in scheduling events up to the preparations for the events. The system will eliminate all the problems encountered in the manual process.

Introduction

The capstone project, “Church Event Management System” is a system that will allow church organizations to automate the process of creating and managing church events. The said project makes it easy for the churches to schedule events and organize the important details for the events.

Church organizations conduct events to help the people of the church create moments for fellowship and growth. Church events were usually attended by many people under the church and it requires a lot of work for the assigned committee from preparation up to the registration processes. Without having an effective system of organizing the event, the organizer may encounter a lot of difficulties in harmoniously managing all aspects needed for the event. The conventional method of managing church events may encounter physical barriers and time constraints in completing the preparations needed.

Proposed Solution

To resolve the aforementioned concerns, the researchers of the study proposed a Church Event Management System that will automate the processes needed for a church event. The system will manage processes such as announcements for the upcoming events, the registration process to automate the headcounts for the attendees of the events, required payments for the events, and all other related processes that should be done for a church event to be successful. The proposed system will eliminate all the difficulties encountered in manual church event management. The system will be an efficient and reliable tool for church organizations.

Objectives of the Study

General Objective – The main goal of the project is to develop a system that will automate all processes needed in managing a church event.

The project specifically aims the following objectives:

  1. To develop a system that will let church organizations notify the church members about an upcoming event electronically.
  2. The system will let the participants of the event register online.
  3. The system will let the events committee have a platform for communication to share updates about the preparation.
  4. To develop a system that will ease up church event management.
  5. The system will be efficient and reliable to use.

Scope of the Study

The study mainly focused on developing an automated Church Event Management System that will help church organizations in managing different church events. The researchers will develop a system that will allow the users to create events, choose schedules, prepare for events other necessities and post upcoming events for the information of the members. The study will be conducted using the respondent’s intended users of the system which are probably church organizations and members of the church to test the efficiency and reliability of the system. The developed system will also be evaluated by IT experts to enhance and ensure that the system is fully operational.

Significance of the Study

The success of the study is deemed beneficial to the following:

Church Organization. The success of the project will greatly help them by providing them a platform to effectively manage church events. The system will help ensure that the events will be successful as well as the participants will be carefully catered to.

Church Members. The system will let them easily participate in different church events. They can conveniently register for the church event they wish to attend.

Researchers. The success of the project will enhance their experience as programmers. The project will develop more their knowledge as skills as program developers.

Future Researchers. The study will serve as their baseline in conducting their own pursuit of the study.

Development Tools

The capstone project, “Church Event Management System” is a system that will streamline the process of managing church events.  The system will allow electronic creation and management of all related activities for church events.

This article will provide you with an idea on what are the forms to be included in a Church Event Management System. PHP and Bootstrap were used to develop the said template.

Documentation of the project is available upon request (chapters 1 to 5). Feel free to message us for the complete documentation of the project.

Project Highlights

The Church Event Management System is a database-driven system that will allow electronic management of church events.

Listed below are the advantages of the Church Event System:

  1. Automated Management – the system will make it easier for church organizations to manage church events.
  2. Records Management – it is a database system that makes the records of church events electronic, safe, accurate, reliable, and fast.
  3. Report Generation – the system automatically generates and provides reports about church event-related records.

How the System Works

This section of the paper will explain how the system will work by showing the forms, modules, and user interface of the Church Event Management System.

Login Form – this form will be used by the intended users in logging in to the system. The users will have their own username and password to access the records and features of the system.

Church Event Management System - Login Form
Church Event Management System – Login Form

Dashboard – this serves as the homepage of the system administrator.

The administrator’s dashboard mainly displays the following information:

  • Total Revenue
  • Total Members
  • Number of Events

Shown below is the design of the administrator’s dashboard.

Church Event Management System - Dashboard
Church Event Management System – Dashboard

Member Information – this form will require the information of the registered members. The admin can add, edit or delete information of the members.

The admin will encode the following information of the members:

  • Last name
  • First name
  • Middle name
  • Age
  • Gender
  • Contact number
  • Email
  • Address
  • Profile Image

The image shown below is the design of the Member Information form.

Church Event Management System - Member Management
Church Event Management System – Member Management

Event Management – This module will allow the admin to manage event details.

The admin will enter the following information of the events into the system:

  • Event Title
  • Description
  • Date
  • Time
  • Address of event
  • Banner Image
  • Status – open, canceled, completed

Shown below is the layout of the Event Management module.

Church Event Management System - Event Management
Church Event Management System – Event Management

Event Attendance Record – this form will require the information of the attendees for specific events.

The following information will be entered into the system using the form:

  • Event name
  • Date
  • Member Name
  • Status – Present, Absent

The image shown below is the form design of the Event Attendance Record.

Church Event Management System - Event Attendance Information
Church Event Management System – Event Attendance Information

Income/Donation Management – this module will allow the admin to manage the income or donation for the events.

The following information will be encoded into the system:

  • Member name
  • Amount
  • Date

Shown below is the layout of the Income or Donation Management module.

Church Event Management System - Donation Management
Church Event Management System – Donation Management

Expense Management – this module will require the details of expenses for the events.

The following expenses details will be entered into the system:

  • Expense name
  • Amount
  • Date
  • Receipt or liquidation report

The image below is the layout of the Expense Management module.

Church Event Management System - Expense Management
Church Event Management System – Expense Management

User Management – this form will allow the admin to manage the users of the system.

The following information of the users will be encoded in the system:

  • Username
  • Password
  • Full name
  • Contact
  • Email

Shown below is the design of the User Management form.

Database Backup Management –  this will allow the admin to create and manage the backup database of the system.

Ledger Report – this form will display the report about the details of the expenses and income of the events. The report will be presented using a table and graph.

The image shown below is the design of the ledger report.

Church Event Management System - Ledger Report
Church Event Management System – Ledger Report

Donation Monthly Income –  this page will display the donation income by month for the events. The donation monthly income will be presented using a table and graph.

Shown below is the design of the Donation Monthly Income report.

Church Event Management System - Donation Report
Church Event Management System – Donation Report

Attendance Report – this form will display the attendance report of the events by month.

The image shown below is the form design of the Attendance Report.

Church Event Management System - Attendance Report
Church Event Management System – Attendance Report

Individual Attendance Report – this form will display the report of attendance for individual members. The form will display the attendance of the members for every event, whether they are present or absent.

Shown below is the format of the Individual Attendance Report form.

Church Event Management System - Individual Attendance Report
Church Event Management System – Individual Attendance Report

Conclusion

Religious events and activities are conducted to develop fellowship and growth between members of the church. The study was conducted to assess the manual method of managing church events which are seen to be inefficient. The researchers developed an automated Church Event Management System to resolve the problems encountered in the manual process of managing church events. The result of the study showed that the developed Church Event Management System met the needs and requirements of the respondents and the intended users.

Hence, the researchers concluded that the developed system has the potential to eliminate the manual method of creating and preparing church events. Church organizations can use the system for creating, scheduling up to the preparation for the events. The system will effectively aid the process of church event management that results in a successful church event.

Recommendations

The implementation of the system is highly recommended by the researchers. The developed system can render effective and reliable service to different church organizations in creating and preparing for events. The researchers strongly suggest that church organizations should consider the use of the system to assist them in managing church events. The intended users of the project should have enough knowledge on how the system will work for them to correctly utilize the system.

The researchers of the study specifically recommend the following:

  1. Churches should adopt the use of the system in their organizations for easy management of church events.
  2. Members of the church can use the system to be updated about upcoming church events they can participate in.
  3. The researchers highly recommend the system for it will make church event management easy, fast and convenient.

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