CONFERENCE MANAGEMENT SYSTEMS ( COMS)

OVERVIEW

Conference management system is a web based application. It is designed to make the

lives of conference organizers easier. It is a comprehensive and powerful to use as a solution for
online management of conference. This web based solution for conference management system
provides abstract submissions, registration system, reviewer process, file uploading and so on.
The major advantages of conference management system are flexibility, easiness and variety of
features that make the complex processes more clear and suitable for different kind of conference
models.

PROBLEM

Technology is changing the world and to ease the stress of event planning it is important
to take advantage of new technological advances. To manage a better conference, there should be
a better conference management software.

Without an online conference system, each phase of the papers submission, evaluation
and assigning people to a specific title have been realizing in a traditional way. Besides, there
were some difficulties in controlling over the processes is like documenting the lists of
participants with their personal information, payment status and so on.

SOLUTION

It is direct effect to qualitative structure of components of conference like general

structure of participants, authors with a designed fields and experienced chair and track chair.
Conference management software can also provide chair, track chair with important tools
like automated task management. This will save them so much time and keep on track.

Applying a new conference system is easy. There is a form to fill out which includes
conference title, subject of conference, short description, start date, end date, place, submission
start and end date and information about fee. After this application, all processes needed for
conference management will be able to be done.

MISSION

The main purpose of this project is to provide Chair for managing of conference
workflow and follow the processes. A web based graphical user interface will be used to make it
easier for the Chair, Track Chair, Reviewer, Author and user.

SCOPE

Components of the system and their roles can be listed as follow:

Chair:

 System’s features are configured by the chair.

 It can set time for register, paper submission.
 The chair has authority to add track chair.
 It can view and edit details of participants.
 It can view booked item list.
 When the system user pays the fee, it will change the status of payment or view the
payment status.

Author:

 Author submits the contribution to the system and also submits the keywords about the
contribution.
 It has some authorities like online view, editing or withdrawal the submission.
 It can upload paper or file.
 Uploaded paper or file can be replaced by the author.
 It can view the result that is evaluated by the reviewers and track chair. İf there is a
feedback sending by reviewers and track chair, Author can see it.

Track Chair:

 Track chair adds reviewer to the system.

  Any submitted abstract by author is viewed, edited and deleted by track chair.
 Track chair downloads the files, submitted papers
 Track chair assigns task to reviewers manually.
 Entering review criteria as a guideline for reviewers.
 Getting results of evaluated papers coming depending on reviewer’s votes.
 After evaluation of reviewers, the final decision is made by track chair by approving or
rejecting the paper.

Reviewers:

 Reviewers are added by the track chair.

 It views list of assignment.
 They reject or select assignment that are assigned by the track chair.
 Reviewers evaluate submission and they give feedback to authors.

System User:

 System user registers with the system by filling out the sign in form.
 After registration, user can add, update or delete personal information.
 System user books ticket for conference registration.
 When the ticket is booked by the system user, it views status booked item.
 System user pays conference fee and the system sends the invoice.

TECHNICAL ISSUE

Since web-based application is developed, Microsoft Visual Studio ASP.NET platform is

used in the project. Database is created in Microsoft Access in order to hold data of conference
management system. Database will have some tables such as conference, criteria, submission,
assignment, user, evaluation details and so on. COMS installations are ready to use in English.
COMS server are available with 24/7 technical support.
 Figure 1: Entity Relationship Diagram

CONTEXT DIAGRAM

A System Context Diagram is that define the boundary in a general and detailed overview
between the system and its components. This diagram is a high level view of a system with its
sub-levels. The context diagram has some benefits to its users as follows:

 Shows the scope and boundaries of a system at an overview including the other systems
that interface with it
 No technical knowledge is assumed or required to understand the diagram
 Easy to draw and change due to its limited notation
 Easy to expand by adding different levels of DFDs
 Can benefit a wide audience including stakeholders, business analyst, data analysts,
developers

Even though the limited view that the high level of abstraction imposes, the context diagram
is a helpful representation of scope.

External entities could be actors, organizations, other software systems to which this one
connects, or hardware devices that interface to the system

There are external entities namely Chair, Track Chair, Reviewer, Author and User for this
system.
  Chairs are who customize and control the workflow of the conference.
 Track Chairs are who help Chair and control the submission processes.
 Reviewers are assigned by Track Chair to review the submissions and evaluate them.
 Authors are who submit abstract and papers about topic of conference.
 Users register with the system and are expected to attend a conference.

CHAIR REVİEWER

View Assignment
View Submitted Paper
File Downloading

Sending Reviewer İnfo.

Sending Assignment
Evaluation Information By Reviewer

Rejection/Acception Assignment
Adding Track Chair Evaluation Submission By Reviewer

Registration System
Username/Password
Adding Request USER
Updating Request
Deleting Request
Submission Report
Vievwing Participants
Editting Participant ReservationInfo.
Viewing Booked tem Aproval/Disapproval Message
Viewing Payment Status 0 Adding Personal Info
Changing Payment Status Updating Personal Info
Configuration System Features COMS Deleting Personal Info
Error Message
Adding Reviewer
Assigning Task Book Item
Evaluation Submission By TC View Status Item
Viewing Submitted Abstract
Editting Submitted Abstract Viewing Submission Info
Deleting Submitted Abstract Editting Submission Info
Withdrawal Submission Info
Viewing Booking Info
Downloading File Canceling Booking Info
Entry Review Criteria Withdrawal Booking Info
View Result Submission Contribution
Updating Reviewer Submission Keywords
Uploading File
Replacing Uploading Fie
Sending Track Chair info.
View Result
Evaluation Information By TC
Viewing Abstract Info
Editting Abstract Info
Deleting Abstract Info

Viewing Submission
Editting Submission
TRACK CHAIR Withdrawal Submission
Viewing Booking Request
Canceling Booking Request
Withdrawal Booking Request
AUTHOR

Figure 2: Context Diagram

 Viewing Participant D8 Booked
24.0 Participant Data
Editting Participant Item List
V/E Paricipant
22.0 Submission Report 20.0
D9 Report Request Report Payment ınfo. D8 Booked
Report Process Viewi Payment Status Pay Process
Changing Payment Status Item

Registration System 13.0

21.0 CHAIR
Username/Password Membership
Viewing Booked Item 1.0 D1 Conference User Info.
View Book Conference Info. Application
Configuration SystemFeatures Apply Process Detail List Reservation Info.
Item process
Approval/Disapproval Message
Error Message
Booked Item USER Adding Personal Info. D2 User List
Updating Personal Info
Deleting Personal Info
D8 Booked
Item List Adding Track Chair 2.0 Adding Personal Data
Updating Personal Data
Add Member Track Chair Info. D2 User List Deleting Personal Data
Sending Track Chair Info. Process Reviewer Info
D5 Evaluation 14.0
7.0 Evaluation Result A/U/D
23.0 Updating Reviewer Result List Adding Request
Adding Reviewer Evaluate Updating Request personal
Update Evaluation Submission By Reviwer
Evaluation Information By TC Submission Deleting Request Information
Reviewer İnfo. Evaluatin Criteria
D7 Criteria
Evaluation Information By Reviewer
Process
Evaluation Submission By TC
Sending Reviewer Info.

TRACK CHAIR Rejection/Acception Assignment REVIEWER

15.0 Entry Riview Criteria

Assigning Task Sending Assignment
Enter Criteria 5.0 View Summitted Paper
Unassigned Submission View Status Item
Assign Task Assignment Info. Booked Item
View assignment 18.0
Display Result Viewing Abstract Info
Critera Info. 8.0 View Satatus
Editting Abstract Info
V/E/D D4 Assignment 6.0 Booked Item
Deleting Abstract Info Assignment Rport
Submitted List View
Viewing Submitted Abstract
Abstract 17.0
D7 Criteria Editting Submitted Abstract Viewing Abstract Data Assignment Book Item
Deleting Submitted Abstract Process Editting Abstract Data
Process
3.0 Deleting Abstract Data Process
Submit Status Item Info.
Conference Submission Info.
D3 Submission 12.0 19.0
Contribution Viewing Submission Data Submitted Paper Info. Booked Item Info.
List View V/C/W
Editting Submission Data Viewing Booking Data
Withdrawal Submission Data Summitted Booking
Canceling Booking Data
Paper Process Process D8 Booked
Withdrawal Data
Submission Contribution File Dowloading Item List
Submission Keyword
16.0 AUTHOR Viewing Booking Info
View Result View Result Viewing Submission Canceling Booking Info
Process Editting Submission 4.0 Viewing Booking Request Withdrawal Booking Info
Witdrawal Submission V/E/W Canceling Booking Request
Withdrawa lBooking Request
Evaluation Info. Viewing Submission Info submission
Editting Submission Info Process
Withdrawal Submission Info
D5 Evaluation
Result List AUTHOR
Uploading File
9.0 D3 Submission
Uploading File Info. Dowloading File 11.0
Upload File List Info. Dowload file
Process
process
Replacing Uploading File

10.0
Replace
Uploaded File Data
Uploaded File
Process
Dowloading File

TRACK CHAIR

Figure 3: DFD Level 0