e-student club2.0 Wiki

Introduction

Extra – curriculm activities and students clubs are parts of any academic institutions. Usually, The Students plan activities, prepare related reports and papers, conduct activities and produce detailed financial reports. In most cases, the clubs are supervised by official personnel. In Multimedia University (MMU), the students clubs share more or less the same characteristics. Taking Information Technology Society (IT Society), at MMU, as case study, we will be able to show following:

- How Information Technology (IT) can solve the problem of students organizations. - How web 2.0 applications enable collaboration and better coordination.

Problem statements

Regardless of the nature of the club, there are common problems that clubs encounter in Multimedia University. Below is the summary of those problems:

- Club management: Students tend to manage clubs in ad-hoc basis where regulations and procedures are not followed.

- Sharing experience: Although some activities are repeated every year, past experiences do not play any role. Every year, committee members are elected and they all have different level of skills. Currently, the committee members’ experiences in organizing activities are not recorded and this results in into repeating past mistakes. Lastly, even contacting senior members is not possible under current circumstances.

- Financial issues: Most of the times, the planned activity has expenses and incomes. Therefore, it is necessary to prepare accurate financial reports. The situation becomes unaccountable if the activity is in large scale and this also makes auditing impossible.

- Coordination: Students participate in the extra-curriculum activities in voluntary basis. As a result, coordination is a vital factor of the club’s success. In addition to that, as more students join the club, the need for an efficient coordination management is inevitable. Moreover, an evaluation mechanism is needed to evaluate members according to their performance.

Objectives

- To have clubs and non profitable organization managed in professional manner. - To enable knowledge sharing by creating experience repository. - To facilitate better activity coordination - To enable proper accounting and effective auditing.

Description of application

In order to solve the current issues, we recognize that an integrated workflow management is needed. It should cater to the club’s needs and nature of work. Therefore, the proposed system will consist of the following modules: Activity module: - Creating and managing master plans and events. - Tasks assignment and auditing. - Participants registrations. - Automatic activity documentation tools. Meeting module: - Setting up meetings. - Managing meeting agenda. - Recording meeting minutes. - Taking meeting attendance. Knowledge bank module: - Reporting problems and suggestion of solutions. - Wiki. - Blog. - Web feeds. - Bookmark. Search engine - Search knowledge bank - Search events - Search tasks. - Search users. Finance module: - Managing events’ budget, expenses and incomes. - Generating financial reports. - Receipts repository. Evaluation module: - Managing evaluation criteria - Member evaluations. Open source technologies - MYSQL Database Management System. - Netbeans Integrated Development Environment - Symofny Framwork. - jQuery User Interface framework. - jQuery JavaScript and Ajax framework.