Baseline Project Plan (BPP) for Gym Management

System
1. Introduction

The Gym Management System (GMS) aims to streamline and automate the
operations of a gym or fitness center, including member registration,
attendance tracking, subscription management, class scheduling, and
equipment maintenance. This system will ensure efficient management,
improved customer satisfaction, and optimized resource utilization.

Project Scope Defined:

The scope of the GMS includes:

● User role management (Administrators, Trainers, Members)

● Member registration and subscription management

● Attendance and workout history tracking

● Class and trainer scheduling

● Equipment maintenance tracking

● Reporting and analytics

Units Affected:

● Front desk operations

● Trainer management

● Membership and billing department

● Equipment maintenance team

Involved Stakeholders:

Internal: Administrators, trainers, front desk staff, maintenance team

External: Members, equipment suppliers, payment gateway providers

Interaction with Systems:

● The GMS will integrate with the payment gateway for online
transactions.
 ● Interaction with external systems for equipment inventory and
maintenance tracking.

● Integration with email/SMS services for notifications.

Range of System Capabilities:

● Secure login and user role management

● Automated member registration and attendance tracking

● Subscription and payment management

● Real-time scheduling and booking for classes

● Equipment maintenance alerts and tracking

● Data reporting and analytics for decision-making

Recommended Course of Action: Proceed with the development of a Gym

Management System that leverages modern web technologies for
accessibility, with cloud integration for scalability and security. The project
should be executed in phases, beginning with a detailed requirements
analysis followed by iterative development.

2. System Description

Outline of Possible Alternative Solutions:

Custom-Built Gym Management System: Tailored specifically to the gym’s

unique requirements, offering flexibility and scalability but requiring a longer
development timeline and higher costs.

Off-the-Shelf Software: A pre-built solution that could be implemented

quickly but might require compromises on specific functionalities and
customization.

Hybrid Solution: A combination of off-the-shelf software with custom

modules for critical features, balancing speed, cost, and customization.

Description of the Selected Solution: The selected solution is a

Custom-Built Gym Management System. This system will be developed
in-house to precisely meet the gym's requirements, offering full control over
features, customization, and future scalability. The system will be web-based,
providing access from any device with an internet connection, and will
integrate seamlessly with existing payment gateways and communication
systems
3. Feasibility Assessment

Project Costs and Benefits:

Technical Feasibility: The gym’s current IT infrastructure can support the

development and deployment of the new system. Modern web technologies
will ensure scalability and security.

Operational Feasibility: The system will significantly reduce the manual

workload on staff, allowing for more efficient operations and better member
management.

Economic Feasibility: Conduct a cost-benefit analysis to justify the

investment in the SMS, considering development costs, potential savings, and
return on investment (ROI).

4. Management Issues

Outlines Concerns that Management May Have About the Project:

● Budget Overruns: Ensuring that the project stays within budget.

● Timeline Adherence: Completing the project on time without

compromising quality.

● User Adoption: Ensuring that staff and members are comfortable

using the new system.

Team Composition:

● Project Manager: Oversees the project execution.

● Development Team: Responsible for designing and coding the

system.

● QA Team: Ensures the system functions as expected.

● Support Team: Provides ongoing maintenance and user support

post-deployment.
 Problem Statement and Project Scope for Gym
Management System
Problem Statement:

The current manual process of managing gym operations, such as member

registration, class scheduling, attendance tracking, and payment processing,
is inefficient and error-prone. This leads to delays, inaccuracies in member
records, missed classes, and challenges in tracking payments and
memberships. There is a need for a digital solution that automates these
processes to enhance operational efficiency, accuracy, and overall
management of gym activities.

Entities and Attributes:

1. Member

Attributes: MemberID, Name, DateOfBirth, Gender, Address, Phone, Email,

JoinDate, MembershipType, PaymentStatus

2. Trainer

Attributes: TrainerID, Name, DateOfBirth, Gender, Address, Phone, Email,

Specialization

3. Class

Attributes: ClassID, ClassName, Schedule, TrainerID, MaxParticipants

4. Attendance

Attributes: AttendanceID, MemberID, ClassID, Date, Status (Present/Absent)

5. Membership

Attributes: MembershipID, MembershipType, Duration, Fee, MemberID

6. Payment

Attributes: PaymentID, MemberID, Amount, Date, PaymentMethod

Relationships:

● Member (M) to Class (M): Each member can enroll in multiple

classes, and each class can have multiple members.

● Trainer (1) to Class (M): Each class is led by one trainer, and a trainer
can manage multiple classes.

● Member (1) to Membership (1): Each member has one membership,

and each membership is associated with one member.

● Member (1) to Payment (M): Each member can have multiple

payments, and each payment is linked to one member.

Project Scope:

The scope of the Gym Management System includes:

1. Managing member registrations and profiles.

2. Scheduling and managing classes and sessions.

3. Recording and tracking member attendance.

4. Managing trainer profiles and class assignments.

5. Handling membership plans and renewals.

6. Processing payments and managing financial records.

7. Generating reports for gym management and analysis.

Roles and Responsibilities:

a) Gym Administration:

● Manage member registrations and renewals.

● Schedule classes and assign trainers.

● Oversee trainer management and class performance.

● Monitor financial transactions and generate reports.

b) Trainers:

● Lead and manage assigned classes.

● Record member attendance and track progress.

 ● Communicate with members regarding class schedules and fitness
goals.

● Provide feedback on class performance to gym administration.

c) Members:

● Manage their class enrollments and attendance.

● Track their membership status and payments.

● Communicate with trainers and gym administration.

● Participate in gym events and activities.

d) System Roles:

i. Business Analyst / Product Owner:

● Gather requirements from gym staff, trainers, and members.

● Define and prioritize system functionalities.

● Collaborate with developers and testers.

● Conduct user acceptance testing (UAT) and gather feedback.

ii. Database Administrator (DBA):

● Design and maintain the database schema.

● Optimize database performance and ensure data integrity.

● Implement backup and recovery procedures.

● Monitor database usage and resolve issues.

iii. Technical Support:

● Provide technical assistance to gym staff, trainers, and members.

● Troubleshoot and resolve system issues.

● Maintain system documentation and knowledge base.

● Coordinate with developers for bug fixes and enhancements.

 Software Requirement Specification (SRS) Document
1. Introduction

1.1 Purpose

The purpose of this document is to outline the requirements for the

development of a Gym Management System. The system is designed to
manage gym operations including member registration, class scheduling,
attendance tracking, and payment processing to improve efficiency and
accuracy.

1.2 Document Conventions

This document follows the IEEE standard for SRS documentation. All
requirements listed in this document are subject to change with proper
change management procedures.

1.3 Intended Audience

This document is intended for the project team including software developers,
system designers, database administrators, quality assurance testers, and
gym management stakeholders.

1.4 Additional Information

For additional information regarding this project, please refer to the project
plan and the gym management system design document.

1.5 References

● IEEE SRS Standard Template

● Gym Operations Manual

● Previous Gym Management System documentation

2. Overall Description

2.1 Product Perspective

The Gym Management System is an application designed to streamline gym

operations by automating member management, scheduling, and payment
processing. It will replace the current manual processes with a more efficient
and accurate system.
2.2 Product Functions

● Member registration and management

● Class scheduling and management

● Attendance tracking for members

● Payment processing and financial tracking

● Trainer management and class assignments

● Report generation for gym administration

2.3 User Classes and Characteristics

● Gym Administrators: Manage all aspects of the gym's operations.

● Trainers: Manage classes and track member progress.

● Members: Register for classes and track their own attendance and
payments.

● System Administrators: Manage system settings, users, and data.

2.4 Operating Environment

The system will operate on a web-based platform accessible from desktops,

tablets, and mobile devices with an internet connection. The back end will be
hosted on a cloud server.

2.5 User Environment

Users will require access to a web browser (Chrome, Firefox, Safari) on

devices with internet connectivity. The system should be accessible via PCs,
tablets, and smartphones.

2.6 Design/Implementation Constraints

● The system must comply with data protection regulations.

● The database must be optimized for quick access and scalability.

● The system must be responsive and compatible with various screen

sizes.

2.7 Assumptions and Dependencies

● Users will have basic computer literacy.

● The gym will provide the necessary hardware (PCs, tablets).

 ● The system is dependent on a stable internet connection.

3. External Interface Requirements

3.1 User Interfaces

● A user-friendly dashboard for gym administrators.

● A class management interface for trainers.

● A self-service portal for members.

● A responsive design for mobile and desktop use.

3.2 Hardware Interfaces

● Integration with biometric devices for attendance tracking (optional).

● Support for printers to generate physical receipts and reports.

3.3 Software Interfaces

● Integration with existing gym accounting software.

● API for third-party payment gateways.

3.4 Communication Protocols and Interfaces

● HTTPS for secure communication.

● REST API for data exchange with external systems.

4. System Features

4.1 System Feature A: Member Management

4.1.1 Description and Priority

High priority feature to manage member registrations, profiles, and

memberships.

4.1.2 Action/Result

● Register new members and capture personal details.

● Update membership information.

● Track member attendance and payment status.

4.1.3 Functional Requirements

● The system shall allow administrators to add, edit, and delete member
records.

● The system shall allow members to view and update their profiles.

● The system shall track member attendance automatically.

4.2 System Feature B: Class Scheduling

4.2.1 Description and Priority

High priority feature for scheduling and managing gym classes.

4.2.2 Action/Result

● Schedule classes with specified trainers.

● Limit the number of participants per class.

● Notify members about class schedules and changes.

4.2.3 Functional Requirements

● The system shall allow administrators to create and manage class

schedules.

● The system shall allow members to enroll in available classes.

● The system shall notify trainers and members of any changes in the
schedule.

5. Other Nonfunctional Requirements

5.1 Performance Requirements

● The system should handle up to 500 simultaneous users with no

degradation in performance.

● The system should process transactions within 2 seconds.

5.2 Safety Requirements

● The system should have regular backups to prevent data loss.

● Data should be encrypted during transmission and storage.

5.3 Security Requirements

● User authentication via strong passwords and two-factor

authentication.

● Access control to ensure that only authorized users can access specific
features.

5.4 Software Quality Attributes

● The system should be scalable to accommodate future growth.

● The system should be reliable with 99.9% uptime.

● The system should be maintainable with clear documentation and

modular design.

5.5 Project Documentation

● User manuals for administrators, trainers, and members.

● Technical documentation for developers and system administrators.

5.6 User Documentation

● Step-by-step guides for using the system’s features.

● Troubleshooting guides for common issues.

6. Other Requirements

● Regular updates and patches to address bugs and security

vulnerabilities.

● Compliance with local and international regulations on data privacy.

 Gantt Chart

Network Diagram
Entity Relationship Diagram
Class Diagram
Component Diagram