Case Studies
Event Management Solution for an international organization
The Client
Headquartered in Geneva and having offices across 100 countries, the client promotes international aid and voluntary work in different countries. The client has business users from across the globe and the technology architecture of the client is truly global.
Business Needs
The customer felt the need for a comprehensive event management and conferencing solution that is real time and interactive. They wanted this system to manage events, delegate participation and hotel bookings, besides allowing users to self register via the web.
Customer Pain Areas
The existing event management process of the customer was manual. This resulted in information not being synchronized across the organization. Some of the pain areas of the customers are given below.
- Lack of an integrated organization wide system that covers all aspects of event management
- Duplication and overlap in planning & communication
- Lack of a central repository for all event information
- No or limited workflow
- Integration into existing ERP systems of the organization
- Limited reporting capability
- Limited collaborative capability of current solutions
- No mechanism for effective feedback
Business Challenges
Ensuring that event information was available on a need-to-know basis. The most critical challenge the customer was facing was that event or conference information had to be dissipated real time to invitees and delegates and their logistic arrangements had to be initiated so as to ensure their timely participation.
Due to all of the above, the need was felt for an effective event management solution that addressed all the pain areas of the customer.
Business Processes Captured
- Event registration, check-in and management
- Delegate invitation, registration and participation
- Association information management
- Hotel bookings for delegates
- Travel bookings
- Reporting requirements
Datamatics Solution
Datamatics offers an outsourced solution that is completely web-based, engaging and user friendly.
We incorporated the following value added services in our solution
- Easy-to-use event planning process that requires no training
- Effective utilization of user time
- Availability and Support 24x7x365
- Information can be displayed on a need-to-know basis
- Low-cost delivery model
- Outsourced solution results in cost savings & efficient management
- Faster access, approval and tracking of events
Solution Features
- Web-based system, requiring no downloads
- Single Sign On
- Workflow Management
- Permissions
- Event registration and management
- Event Invitations
- Event Check-in
- Manage Associations
- Announcements / Bulletin boards
- Manage Delegates
- Hotel / Travel Bookings
- Country and Currency list
- Email / SMS notifications
- AD / ADAM Integration for authentication
- Wide range of useful reports
- Multi-language support
Benefits
There were several immediate and long term benefits to the customer by implementing our Event Management solution. There were the Strategic and Operational benefits of our solution.
Strategic Benefits
- Web-based, intuitive and user friendly solution
- Available to end users as a self-registration system
- Real-time access to organization wide information pool across geographies
- Integrated, holistic solution that removes the need for separate, unlinked systems
- Reduction in operating costs and overheads
Operational Benefits
- Reduced manual work to a great extent for the back office users
- Efficient user and user group management
- Email notifications about events to users
- Advanced and custom reporting
- Out-sourced and out-hosted cost effective solution
- Batch upload facility for event data
- Easy integration with other ERP systems of the clients
- Ease of administration
- Multi-media capability
Value Addition
- Easy-to-use event planning process that requires no training
- Effective utilization of user time
- Availability and Support 24x7x365
- Information can be displayed on a need-to-know basis
- Low cost delivery model
- Outsourced solution results in cost savings & efficient management
- Faster access, approval and tracking of events
To know more about solutions for application development from Datamatics, please write to business@datamatics.com.
