Our association is committed to promoting reading among children. To support our work, we are looking for a web-based association and event management system.
The association regularly reads to schoolchildren in schools and city libraries. This is done by teams of volunteer readers in groups of 4–6 children. The teams vary in size and are led by team leaders. Each team is assigned so-called “standby persons” who step in if a team member is unable to attend. The readings take place at fixed times in defined locations (schools, libraries). The readers can, but do not have to, be members of the association.
We currently read in 22 schools (39 reading groups) and 20 libraries with a total of 300 readers.
The administration system currently consists of various Excel lists, some of which are linked via macros. This makes administrative work time-consuming, error-prone, and ineffective. The administration is to be converted to an integrated, browser-based standard system available on the market.
System requirements:
Requirements Data structure:
The central element is a web-based address management system for individuals and organizations. These must be assignable to various and multiple properties, such as member, reader, team leader, sponsor, school, library, association functions, etc.
Data and selection fields should be expandable and modifiable (customization). Evaluations and lists must be variable according to all criteria.
The next level is the events with optional dates and times (and locations?). These must be assignable to persons from the address management and locations (if necessary, own level) so that an evaluation can be carried out from above or below at any time.
Example from above: Select Mr. Müller -> Display: is a member of the event Reading Team X at School Y, which reads aloud every Thursday from 11:00 a.m. to 12:00 p.m., and the event Reading Team Z at the same school from 12:30 p.m. to 1:30 p.m.
Example from below: Select event Reading Team X -> Display location and time, as well as participants Mr. Miller (reader), Ms. Meier (team leader), Ms. Schulze (substitute), etc.
Required functions:
Accounting functions, i.e., the management of membership fees, donations, subsidies, etc., are currently covered satisfactorily by separate software and are therefore not the focus of this software search.
Approximately five software workstations are required for administrative staff.
| Quantity | |
|---|---|
| Researched solutions | 30 |
| Selected potentially relevant solutions (of which published) | 16 (3) |
| Sent e-mails (questions, queries) and telephone calls | 63 |
| E-mails received from vendors | 15 |
| Direct responses to the IT project | 3 |
| Responses classified as relevant | 13 |