1.

Introduction
1.1 Purpose

This document outlines the software requirements for the College Event Management System.
The primary objective of the system is to simplify the management of college events by
integrating functionalities such as event scheduling, venue booking, participant registration, and
real-time communication into one cohesive platform. This SRS specifies the requirements for
version 1.0 of the product, including both functional and non-functional requirements.

1.2 Document Conventions

The following conventions are used in this SRS:

 High, Medium, Low priority labels are used to indicate the importance of the
requirements.
 Functional requirements are written in numbered format (REQ-1, REQ-2, etc.) and are
always clear, concise, and unambiguous.
 All user interfaces are described using wireframes and layout standards as a guide.
 TBD (To Be Determined) is used where specific information is yet to be finalized.

1.3 Intended Audience and Reading Suggestions

This document is intended for the following audience:

 Developers: To understand the functionality, design, and implementation constraints.

 Project Managers: To oversee project timelines, budgets, and resource allocation.
 Testers: To create test cases and validate the system against requirements.
 End Users (Organizers and Participants): To understand the key functionalities from a
user perspective.
 Documentation Writers: To write user manuals and help guides based on the system's
interface and functionality.

We suggest reading the document in the following order:

1. Overview Sections (1 and 2) for general understanding.

2. Section 3 (External Interface Requirements) for details on user interface and system
interactions.
3. Section 4 (System Features) for detailed functional requirements.
4. Section 5 (Non-Functional Requirements) for performance, security, and other quality
considerations.

1.4 Product Scope

The College Event Management System is a web-based platform designed to simplify the
management of college events. The system will provide features like scheduling, venue booking,
participant registration, and real-time communication. The goal is to streamline event planning
processes, reduce human errors, and improve the overall engagement and participation in events.

The system will be used by event organizers (admins), faculty, and students.

1.5 References

1. Event Management System - User Guide, Version 1.0, John Doe, January 2025.
2. College Website API Documentation, Version 2.0, Jane Smith, December 2024.
3. College Event Management Vision and Scope Document, Version 1.0, December
2024.

2. Overall Description
2.1 Product Perspective

The College Event Management System is a standalone product and will not depend on other
systems except for integration with the college’s existing website for notifications and event
announcements. The product serves as a tool for event organizers, students, and faculty to plan,
track, and manage college events seamlessly.

2.2 Product Functions

The main functions of the College Event Management System are as follows:

 Event Scheduling: Organizers can create and schedule events.

 Venue Booking: Organizers can book available venues for events.
 Participant Registration: Students and faculty can register for events.
 Real-Time Communication: Organizers can send event notifications and updates to
participants.
 Event Tracking and Reports: Organizers can track registrations and participation.
 Role-Based Access: Different access levels for administrators, event organizers, and
participants.

2.3 User Classes and Characteristics

 Event Organizers: Responsible for creating and managing events, booking venues, and
sending notifications.
o Technical Expertise: Intermediate to advanced users.
o Privileges: Full access to event management features.
 Participants (Students, Faculty): Can view events, register for them, and receive
notifications.
o Technical Expertise: Basic.
 oPrivileges: Limited to event viewing and registration.
 Administrators: Manage the system, oversee user roles, and monitor system usage.
o Technical Expertise: Advanced users with administrative rights.

2.4 Operating Environment

The software will operate in a web-based environment and should be accessible on all major
browsers (Google Chrome, Firefox, Safari, and Microsoft Edge). It should function on desktop
and mobile devices. The system will require the following:

 Operating Systems: Windows, Mac OS, Linux for desktop; iOS and Android for mobile
devices.
 Software Dependencies:
o Web server: Apache or Nginx
o Database: MySQL or PostgreSQL
o Front-end Framework: ReactJS, Bootstrap
o Back-end Framework: Node.js, Express

2.5 Design and Implementation Constraints

 The platform must support mobile and desktop versions, ensuring responsive design.
 The system should integrate with the college’s existing website for announcements and
notifications.
 The platform must adhere to data privacy laws (GDPR) to protect user data.

2.6 User Documentation

 User Manual for event organizers and participants.

 Administrator Guide for managing users, events, and permissions.
 Quick Start Guide for new users.
 Online Help integrated into the system.

2.7 Assumptions and Dependencies

 The system will rely on the existing college website for public event announcements.
 It assumes that all users (organizers and participants) have access to the internet.
 The college's IT infrastructure must be able to support the hosting of the web-based
application.

3. External Interface Requirements

3.1 User Interfaces

The system will provide a web-based user interface with the following features:
  Event Creation Page: A form to create events, specify venue, date, time, and other event
details.
 Event Registration Page: A user interface to display available events for participants
and allow them to register.
 Dashboard: For event organizers to view and manage events, registrations, and
notifications.
 Notifications Page: For real-time event updates and communication.

3.2 Hardware Interfaces

The system does not have any specific hardware dependencies and should function on standard
web servers with internet connectivity.

3.3 Software Interfaces

 Database: The system will interface with a MySQL or PostgreSQL database for event
storage, participant registrations, and user data.
 College Website: Integration with the college’s existing website for public event
announcements via API.

3.4 Communications Interfaces

 Email: Event notifications and confirmations will be sent via email using SMTP.
 Push Notifications: For real-time updates to participants about event changes.
 Web Browsers: The system will be accessed through web browsers supporting
HTTP/HTTPS.

4. System Features
4.1 Event Creation and Management

4.1.1 Description and Priority

Event organizers can create and manage events by specifying the title, description, date, time,
venue, and other details. Priority: High

4.1.2 Stimulus/Response Sequences

 Stimulus: User accesses the event creation page.

 Response: The system displays a form to enter event details.

4.1.3 Functional Requirements

 REQ-1: The system shall allow event organizers to create events by specifying the title,
description, venue, date, and time.
  REQ-2: The system shall validate event data for consistency (e.g., date and time should
not overlap with existing events).

4.2 Participant Registration

4.2.1 Description and Priority

Participants can view events and register for them. Priority: High

4.2.2 Stimulus/Response Sequences

 Stimulus: User views the list of available events.

 Response: The system displays a registration form.

4.2.3 Functional Requirements

 REQ-3: The system shall allow participants to view a list of events.

 REQ-4: The system shall allow participants to register for an event by providing their
details.

5. Other Nonfunctional Requirements

5.1 Performance Requirements

 The system should handle up to 1,000 simultaneous users.

 Event creation should take no more than 3 seconds under normal load.

5.2 Safety Requirements

 All user data must be encrypted in transit using SSL/TLS.

 Backup mechanisms should be in place to prevent data loss.

5.3 Security Requirements

 The system must require user authentication before accessing administrative features.
 Role-based access control (RBAC) must be enforced to restrict access to sensitive
features.

5.4 Software Quality Attributes

 Usability: The system should be easy to navigate and intuitive for all user classes.
 Reliability: The system must have 99.9% uptime.
 Scalability: The system should be able to handle an increasing number of events and
participants.
5.5 Business Rules

 Only event organizers can cancel or reschedule events.

 Participants must register for an event at least 24 hours before it starts.

6. Other Requirements
 Database Requirements: The system will store event data, participant registrations, and
notifications in a relational database.
 Legal Requirements: The system must comply with data privacy laws (GDPR) and
accessibility standards.

Appendix A: Glossary
 Event Organizer: A user responsible for creating and managing events.
 Participant: A user who registers and attends events.

Appendix B: Analysis Models

[Include data flow diagrams or entity-relationship diagrams here]

Appendix C: To Be Determined List

 Final design for mobile interfaces.
 Integration with third-party email service provider.