International Journal of Engineering and Emerging Technology, Vol. 3, No.

2, July—December 2018

Management Information System of Event Organizer

I Made Gede Yudiyana 1*, Andrew Sumichan 2, Ni Wayan Sri Ariyani 3
1,2
Department of Electrical and Computer Engineering, Post Graduate Program, Udayana University
3
Department of Electrical and Computer Engineering, Udayana University
*Email: [email protected]

ABSTRACT
The rapid development of technology has had a major impact on the development of the industry to simplify
the business processes involved. Event Organizer in the field of conference events is one of them which has
many activities in one event that can be held more than one day. The management information system will
assist and facilitate event activities in terms of ticket sales, booths, accommodation and activities outside of
events such as tours held by organizer. The research methodology carried out begins with interviews with
business operators organizing the event to look for functional requirements which are then produced at the
end of the research a system that is in accordance with the needs to assist ongoing activities.

Keywords: management information system, event organizer, conference

1. Introduction form. Often companies experience difficulties in

interacting with event participants or even in
In the current era of globalization technology
terms of transactions. Just as ticket sales are still
and communication are increasingly developing
where everyone expects something that is all done with the help of social media and buyers

practical and fast-paced. as well as technology make contact via telephone or email or chat, so

that has grown rapidly now with a variety of that with a large number of buyers, it is very

views and benefits that are presented differently. difficult to handle it. In the conference there were

Generally every organization or company, both also many activities carried out at the same time,

large and small companies, will certainly do the so that to monitor activities and record the

processing of the data intended to provide schedule of sub-activities requires a lot of

accurate information for company management resources. Therefore, there is a need for a system

[1]. that can be used as a management tool to assist in

the operation of an event that will be held or
PT. SWM, where the company is one form of which is already underway.
company engaged in EO services that is more
specialized in conference events. This company 2. Literature Review
has implemented the use of computers as a 2.1 Sistem Informasi
facility to help record and work on other According to James O’Brien (2005)
company operations. Although already using a information systems can be any regular
computer, this is still a manual because it only combination of people, hardware, software,
moves notes to books on a computer or in digital
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networks, communications, and data resources operators of event organizer services. Interviews
that collect, change, and disseminate information are conducted with the aim of getting problems
in an organization. that often occur in running an event. From the
According to the functions and uses, information results of this data collection functional
systems are divided into two types, namely the requirements will be obtained which can later be
operational support system and management implemented into the system to be built.
support system. Operational support systems and
3.2 Observation Data
management support systems are divided into
The characteristics of event management in this
several types. To better understand the types of
study refer more to conference events, following the
information systems, let's look at an information
results of the analysis of event characteristics from
system chart [1].
the results of interviews that have been conducted :

2.2 Waterfall Development Model a. Events held generally last for more than
The Waterfall Model is one of the software one day.
development models contained in the SDLC b. Participants in conference events will
(Sequencial Development Life Cycle) model. usually experience difficulties for
According to Sukamto and Shalahuddin (2013: accommodation and places to stay,
26) argued that "SDLC or Software Development because usually participants who attend
Life Cycle or often called the System not only local participants but from outside
Development Life Cycle is the process of
the region or from abroad.
developing or changing a software system using
c. The conference program has other sub-
soft models and methods. that people use to
activities such as discussions between
develop previous software systems, based on best
participants and speakers specifically, the
practices or well-tested ways. "
While Sukamto and Shalahuddin (2013: 28) agenda of the tour as other facilities

explained that the waterfall model is often also provided by the organizers.
called a linear sequencing model or classical life d. Facilities are needed to regulate and
flow. System development is done sequentially inform forms of loss and claim.
starting from analysis, design, coding, testing and e. The event also provided stands that
supporting stages [11].
 participants could rent to do the exhibition.

3. Method
4. Result and Discussion
3.1 Interview and Data collection
In the analysis and discussion will
In collecting data for system requirements to
provide an pieces model, feature needs, Data
be built, researchers conducted an analysis by
Flow Diagram and database design
conducting direct interviews with business

4.1 PIECES model

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According to Wukil Ragil, the PIECES method is an analytical method as a basis for obtaining more
specific issues. In analyzing a system, it will usually be carried out on several aspects including
performance, information, economy, application security, efficiency and customer service. This analysis is
called PIECES Analysis (Performance, Information, Economy, Control, Efficiency, and Service).

Indicator Current System System Usage

With a computer, data data that was

previously manual (such as breaking
All event data recaps are made manually
down agendas, tickets) etc. became
PERFORMANCE and require special attention that takes up
digital and well-computed thanks to
a lot of resources and time.
the arrangement of access rights.
Customizing HR is not much needed.

Information about participants is limited Using a computer system, Participants

INFORMATION to print and scattered media (requires can access the site in real time. So that
resources for information). information can be conveyed quickly.

Data set in the system saves a lot of

Human resources are the biggest factor in
administrative HR. EO can even
the expenditure and logistics resources of
ECONOMIC provide tour package information and
the print media in the dissemination of
get revenue from the sale of tour
information.
packages

Control of data is very difficult because Digital data allows us to manage all
data is manual and requires data from ticket sales, complaints, and
CONTROL
documentation that there is no missing so on. Allows us to make ticket sales
data, miscalculations. reports with a finger!

Data that becomes digital does not

Very inefficient and uses up a lot of paper
require paper resources that make
EFICIENCY resources. Use a digital system. Save the
computing systems very efficient in
Earth!
operations.
Collectors by participants through
Complaints can be made via the
operators will take a long time in their
system and the entire management
positions. Participants who want an
SERVICE team can see and respond to
audience with the speaker must also speak
complaints or wishes of the audience
directly to the speaker even though they
with the speaker.
don't necessarily get the opportunity.

4.2 Feature and Functional Needs of the 1. Master Administrator

System The master administrator is the highest
level access holder who can access all
From the results of data collection will be
modules in the system and manage the
analyzed to determine the needs of system features.
information presented by the system.
This system will be used by 3 types of users, as
2. Exhibitor / participant
follows :

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Is a user with an event participant level Providing information and

with access as a speaker or as a participant booking hotels for places to stay
with contributions to present material in for participants. This is because
the event. conference events are generally
3. Member held more than 1 day.
Users with access rights to participate in 4. Media
events and only as visitors to an event and Page to display information related to
have access to log in to the system. the event as well.
4. Visitor 5. My Agenda
Users who can only see information on the Facilities provided by the system can be
system without having access rights to log used by participants to record the
into the system. agenda to be carried out during the
event.
System requirements are also related to system
6. Meet Other
facilities to meet data management for each user
Facilities provided for participants to
who interacts with the system, along with features
hold discussions or meet with the
that will be implemented:
speakers present.
1. Ticket Sales
7. Enquiry
The system can provide ticket sales
Modules that can be used to send
facilities with various needs, such as
requests to organizers regarding the
promotions and bundling tickets. Where
needs of the participants.
the system also supports online
8. Lost and Found
payments.
Facilities used to help participants
2. Exhibition (Exhibition booth sales)
inform the loss or discovery of goods at
This module is used for participants to
the venue.
be able to place an exhibition order
within the scope of the event. This
booking is done by visualizing the 4.3 Data Flow Diagram (DFD)
participant's user interface to choose the
A diagram that uses notations to describe the
location of interest.
flow of system data, whose use is very helpful for
3. Accomodation
understanding systems logically, structurally and
a. Tour
clearly. DFD is a tool in describing or explaining
It is one of the activities held outside
DFD, often referred to as Bubble chart, Bubble
the event provided by the event
diagram, process model, workflow diagram, or
organizer for the participants.
function model. DFD level 0 results or often also
b. Hotel
called context diagrams can be seen in fig. 1.

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SIM

Fig. 1. DFD level 0 / Context Diagram

4.4 Database Design

Is a database creation that provides detailed information related to the database model that will be done
in the system, the following database is created as shown in fig. 2.

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Fig. 2. Database Design

5. Conclusions & Recommendations

5.2 Recommendations
5.1. Conclusions
For ease of access and mobility when
a) Providing convenience for Event
running an event, it is necessary to develop
Organizer in managing events held
an advanced system, as follows :
b) Is a resource management information
system that focuses on users and is a) Development of a mobile application
oriented towards the needs of event platform, for system usage mobility
participants as users
b) Added real time notification feature for
c) Used by Event Organizer as a tool for
the ease of receiving new information
managing ticket sales data online, agenda
from the system.
data, accommodation data outside the
event for participants, lost & found and
6. References
audiences with speakers.
d) Help companies suppress additional costs [1] Sigit Primadi and Indra Setiadi Putra,
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in ticket sales that do not need to print Organizer Dan Penyewaan Pada CV.
tickets and also help companies seek Murah Musi Utama.” STMIK GI MDP ,
2013.
additional income from selling
accommodation and tour packages. [2] Nanang Wisnu Pambudi,
“PENGEMBANGAN SISTEM
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