Online Auditorium Booking System

Scenario Overview
Alabama is an educational institution that offers various courses like B. Tech, M. Tech, MBA, MCA to the
students. The university organizes many events such as seminars, workshops, conferences, cultural
festivals during every academic year. The university wants to build an Online Auditorium Booking System
using Pega 7, to manage the various tasks involved in organizing an event.

At a high level and with the initial Phase I release, this application will:

 Allow students members of the University to plan various technical and cultural
events
 Allow approval authorities to review and approve the events
 Allow all case participants communicate the status of the case
 Allow Administrator to view the Auditorium booking report details

Actors

 Student

 Head of the department

 Application Administrator/ Manager

Process Overview

Online Auditorium Booking application will include following process

 Event Booking Creation: student can create an event along with its estimated
budget and send the same for approvals.
 Approval: The event details sent by the Student members are initially reviewed by
the department heads. They can either approve / reject it. In case of rejection
proper reason along with alternative can be provided.
 Venue Booking and confirmation: Once the event is approved, students can book
any of the centralized venues available in the University campus and communicate
to the respective event participants.
 Reports: Administrator/Manager for creating report on and view the booking
details..

Detailed Process Requirements

Booking Creation
  The below information will be submitted in the portal by the student.
 Event Details
 Planned Dates for the event
 Planned number of Participants and registration fee
 Proposed Budget Amount for the event
 Submitters (Student) details
 Once the user submits the information the form is routed for approval.
 If the auditorium is booked, it should be shown as not available to any other student who tries
book the same.

Approval
 The event proposals submitted by the faculty will be routed to their department
head first.
 Department head can approve/suggest some changes/reject the proposal.
 The decision of the approvers will be sent to the student by email.
 The decision of the rejection will be sent to the students by email with reason.

Confirmation:
 Confirmation details along should be in the ready only form.

UX Requirements

Event Booking Details:

 Event Title
 Event Type (drop down: Seminar, workshop, conference, symposium cultural fest)
 Event Theme
 Event Description
 Start date
 Start time
 End date
 End time
 Department
 Email (all case participants)
 No of days (calculated property)
 Minimum number of participants
 Maximum number of participants
  Fee
 Total Fee amount

Students Details
 Name
 Branch
 Email
 Point of Contact

Event Approval

 All the event detail needs to be displayed as a read only value.

 Approver Comments

Ad Hoc Requirements
• Case management has to be followed along with proper naming conventions.
• SLA are expected to be used
• Work party can be used for sending correspondence
• Validations should be handled properly
• Data model should be simple enough to carry out all the required tasks
• Guardrails warning are expected to be minimal or at least justified for exceptional conditions

Reporting Requirements
The following reports can be seen by the Application Administrator in the manger portal
• The number of Events Booked in last one month