Online solutions for local management, especially for event management

1
On-line solutions for local management,
especially for event management

• Brainstorming possible tasks of e-logistics
  software applications
• Presentation existing solutions / AEGEE
  software
• Discussion how can these solutions be improved
  (technology, features)

2
Brainstorming - possible tasks of e-logistics
software in AEGEE

• Support of questionnaires, feed-back-forms
• Task-list / Workflow for organizers
• Integration of local mailing lists
• Budget / income-expense overview during the event
• Integration of other databases (Press, Contacts,
  Sponsoring, PR-material, Image-Database)

3
Brainstorming - possible tasks of e-logistics
software in AEGEE

• SMS-support for organizers
• visa-procedure
• follow-up / result presentation
• participants management
• local members management

4
Existing solutions / AEGEE software

• LAMA (members management)
• PAM (participants management)
• SPIT (SU-applications management)
• central SU-database
• several event-management tools (especially for
  statutory meetings)
• find more information on http//www.aegee.org/su

5
Current SU-application procedure
6
Possible improvements Technology

• There are two major approaches data can be
  stored in a local or in a central (web) database
• Currently, some data is stored centrally, some
  locally, this creates a lot of problems / overhead

7
Possible improvements TechnologyProblems of a
central database

• Security (access restrictions)
• Reliability (24h/24) - somebody would have to
  take care of this
• Psychological aspect its your locals data,
  do your really want to store it in a central
  database?
• Somehow the data has to be available for a local
  even if its currently not connected to the
  internet

8
Possible improvements TechnologyProblems of a
local database

• Installation problems (different systems)
• Transfer of data from one local to another is
  difficult, need of import / export scripts
• only one responsible can access the data
• Difficult to change software, bug-fixes

9
Possible improvements TechnologySummary of the
discussion

• A central database would be much easier to manage
  from the technical point of view
• Maybe there would be some resistance from
  locals not willing to store their data in such a
  database (even if security is ensured)

10
Possible improvements Features

• This discussion focused on the question whether
  it would be useful to have a tool supporting
  local task- and workflow management
• At the moment, there is nothing like this in
  AEGEE, most people use Excel-sheets (or nothing
  at all) to keep track of their tasks during the
  event-organization

11
Possible improvements FeaturesTask-management
tool

• Input
• Task description
• responsible
• helpers
• resources / budget
• status
• priority
• possibility to delegate tasks

• Output
• reminder
• email
• SMS
• Reports
• by status
• by responsible
• by deadline

12
Possible improvements FeaturesWould it be
useful?

• Pros
• online-database everybody uses the same data
• in real life you will have to use something
  like this
• Would be easier to have an overview about your
  project

• Cons
• would be too complicated
• most locals wouldnt use it / some prefer
  post-its - how to promote it?
• every event is different, a general application
  wouldnt be helpful

13
Workshop - participants

• This workshop was held by Lucas Wartenburger and
  Mirko Börger
• Participants Dirk Fleischer, Giulia Zanetti,
  Marco Chiarandini, Anke Thede, Livio Pedretti,
  Juliana Vaz, Javier Garcia
• Thank you for a fruitful discussion!