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This document is here for completeness, however part of the text could be out-of-date (e.g. the using of LDAP) |
Introduction
AEGEE is an organisation of around 13.000 members, having local branches in around 200 university cities. On European level there is a board of directors and several commissions, working groups and project teams that all need certain information from the local branches. AEGEE also has an active alumni network called Les Anciens.
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In August 2009 the whole IT system was turned off by the Comité Directeur 2008/2009, and replaced for an externally developed system called 'Intranet'. While some new functionality was added, a lot of relevant functionality was also lost. Not only is the too strict design far from useful for AEGEE, also the implementation by the contracted company Troxo was done in an inconsistent way that puts too strong limits on corrections and future enhancements. Next to that, hardly any transition was taken care of, resulting in the loss of a lot of valuable information from the past.
General constraints & requirements
As AEGEE is a quickly changing organisation, the new system needs to be flexible enough to adjust to the changing organisation; it should not become too tight, should not go into too much detail if not absolutely required, because hardcoding of processes or business logic can be obsoleted quickly with CIA changes made during an AGORA. As there is a high turnover of members (also the ones maintaining the IT facilities) the system needs to be easy to understand, and proper documentation needs to be available, both for the users of the system as well as for the administrators and developers.
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As the system will contain a lot of data fitting within privacy laws, it needs to be secure. For login and accessing this data, encryption should be used (SSL/TLS). Access rights should be properly defined, and fitting with the requirements and needs of everybody using the system, but always keeping in mind that as little as possible information should be available to others.
Structure of the AEGEE IT system
Overview of the design of the whole Online Membership System for AEGEE.
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For access control OMS-basic will provide basic information, like group memberships. The detailed ACLs will be implemented by the different modules themselves.
Modules of the Online Membership System
The AEGEE Online Membership System (OMS) is defined in several modules. Below you can see the modules that are currently under development and future prospects!
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Information is provided per module, sorted by order of importance:
The core module
The framework of the system
Database Interaction (LDAP & MySQL)
Layouting
Basic Access Handling
Account handling
Management of all bodies by AEGEE-Europe
Including date of (re-)foundation and board election(s)
With revision history and past boards
Member management for each body (local, working group, commission, team, project, alumni, etc)
AEGEE CV focused on AEGEE experience (like a LinkedIn) – connection to HR Module
Address Book
Administration
Event Creation
Event Calendar – online ical or ics, xml export
Event Applications
Data store related to event – via Document store module
Event Evaluations with Impact Measurement via IM/ Statistic module
Mass mailing to applicants via email module
Event photo – Document store and API connection to Flicker
Facebook API – group membership management
These modules are based on events module and add additional functions related to special purpose of Summer University and Statutory events
Summer University (SU) tools
Management of SU applications for locals
Management of SU applications for members
Selections algorithms
Statutory tools
Statutory event creation
Applications criteria check
Activity reports submission – connection to Document store
Candidatures - connection to Statutory vote module
Submission of AEGEE-Europe budget – connection to Finance module
Document store
Connection to Cloud storage tool via API
General
Official documents
AGORA – connection to Statutory module
CD decisions
statements
Press releases
Downloads
Bodies
Public
Members only
Related to Events
Organisers only
Participants only
Deposit store of other modules
Designs from PR module
Certificates from HR module
Personal repository
The Juridical Commission Project – Statutory Vote
CIA Maintenance
CIA Proposals Management
Online Voting for Agorae
Email Tools
Emails Aliases management – API connection to mail service
Mailing list management – API connection to mailing list
Mass mailing tools
Network Management tools
activity report and future plans of locals – connection to events module
Antenna criteria – connection to events and finance module
NetCom trips reports
Facebook API – group creation and membership management
Mailing list connection
Podio API connection
European level tools
Body activity report and future plans
Working Groups criteria
Facebook API – group creation and membership management
Mailing list connection
Podio API connection
Working Group and Committee Election tool
Tool via which members of body can elect new board of WG or Committee
Impact measurement/Statistic module
connected to event management
survey tool for members
Statistics
HR Module
Trainers database
Certificates creations – learning path
PR Module
Logo for locals generation
Generation of PR materials based on template (Business cards, flyers etc)
Finance Module
Fee payments and overall financial status body <--> AEGEE-Europe
AEGEE Europe budget
Reimbursement form
Submission and evaluation of Financial reports of locals – connection to Network module and document store connection
API connection to bookkeeping software
Alumni Module
Local Alumni management
European Alumni management
OMS Basic
Full version of specification at:
https://docs.google.com/document/d/1WERCys2cR7HBY4ud-wLze4WjY6c0sI4y67aJMQ4iwBo/edit?usp=sharing
OMS-basic is the core of the system. It basically needs to replace the aegee.org accounts that AEGEE used to have till summer 2009, the list of bodies including all data that was present of bodies in the old Address Book, provide a members management tool for locals, replace the working groups portal and access groups.
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AEGEE Local Profile
European Body Profile
Membership Management Dashboard
List of
Applicants
Members
Sub Team
Past Members
Alumni Members
All
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Export data to csv, based on filter
Generate PDF Report – stilled document
Event Module
Full description at
https://docs.google.com/document/d/16oaivoRE3iaKIQ-LaD4hxHYYgWq0Pgu3b_pXJDfMY1A/edit?usp=sharing
Note SU and statutory events descriptions is not fully done yet!
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The modules merge into one currently 3 systems (Statutory events, Summer University and General Events) for event applications into one. Specific functions of each application systems were taken into account and parallel functions are defined in the system.
Event life cycle
Functions of the module are based on event life cycle, which defines the whole process of the event, from idea creation, concept submission to participants’ application process and to ends with event evaluation. Figure 1 visualised such a process.
Figure 2: Event life cycle
Event development phases
Event development is based on division of event conceptual design followed by event detail description. Reason behind is to divide conceptual design such as aim and objectives of the event, which are fundamental part of event design with detail description which are based on event aim and objectives. This division is to help develop better event concepts with clear and concise event designs (objectives are supporting aim of the event) which leads to more quality events.
Figure 1: Event Development Phases
Sessions sub-module
Application to organise event is based on two options:
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As Figure 2 shows event which was organised can become event concept, this way it should be possible to spread event ideas among the network. Also European Level body can first create testing event to try how such event concept will work and after implementation create event concept in session sub-module.
European Event Concepts
Above described process is related to European Event Concepts which is one of three parts of Sessions sub-module. For these events application will be done via OMS entirely including evaluation process.
Local Activity Concepts
Another function is Local Activity Concepts which works on similar basis as European Event Concepts, providing concept for Local Activity to organise in the city of the local. In this case concept is prepared in the way that local can just implement it no approval takes a place.
Individual Sessions
This function is based on SALTO YOUTH Toolbox, which stores outlines of sessions, games which any event organiser can use. In AEGEE case it should work on similar principle.
Sessions
Type
Icebreaking
Energiser
Name Game
Group Division
Group Building Activity
Thematic session
Soft Skills session
Format
Workshop - interactive
Presentation – on given topic with notes for presenter
Game
Simulation
Length
5 min
10 min
45 min
60 min
90 min
Topic of the session – based on Strategic plan and thematic focus
Aim of the session
Description
Implementation
Material Needed
Differences in application procedures
Event life cycle take into account 3 different categories of events in terms of application system and merge them into one, but keeps specific requirements.
Events with individual application
Events with individual application are classical European Events which take place in AEGEE. Here standard procedures will take place which will be evaluated by QUAC (Quality Assurance Committee previously Events Committee)
Events with group application
Events with group application are these events which have special application procedure. Such type as at this time used for Summer University, however OMS should count with option that such a system can be used also for other projects.
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Events of same type grouped by umbrella project
Special application take place
Specific questions in application form
Participant application for several events at once (in general 3)
Pre-selection which reduce number of participant applications to one
Specific timeline and deadlines for whole project
Statutory Events and NWMs
For statutory events and NWMs another special application takes places, for these types of events event development is prepared by defined body Chair, EBM Content Team or NetCom and is evaluated by them.
Timeline of Events process
| Duration |
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Event concept - evaluation by Quality Assurance Committee | 7 | max |
Event details - evaluation by Quality Assurance Committee | 7 | max |
Application period | 14 | min, deadline max 45 days prior to event take place |
Results of selection | 5 | max |
Confirmation of pax (payment, tickets or just email) | 7 | max |
event internal page (travel info, documents, programme, etc) | 20 |
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Event take place | 2 |
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Evaluation survey to participants | 14 | max |
Evaluation phase (final report, financial report, pictures, results) | 21 | max |
Application to organise European Event
Application process is based on event life cycle and for this reason two forms are in place. First short one and second more elaborated to provide event details
Questions in this form are based Event Quality Indicators of European Youth Forum
Application form for Event application
Application form for applicants is composed of these parts, depending on type of event
Person identification – read from OMS Core
Custom Questions from Organisers
Standard event Questions
SU questions
Statutory event or NWM questions
Impact Measurement questions – predefined by Impact/Statistic OMS Module
Calendar of Events
Main purpose of Calendar of events is to visualize list of events, it shows data processed by events module.
List of events view and info bubble on map
Such view provides filtered information of events based on criteria. As default view are the events which will take place in future and which is possibility to apply
Title of the event – link to event details
Dates
Application deadline
Venue
Type
Category
Short description. – 300 Char limit. , not visible in map
List of Events
Map of events
Functions of Calendar of events
RSS export of events
Data which should be exported via RSS
Title of the event – link to event details
Dates
Application deadline
Venue
Type
Category
Short description
XML export of events
XML output file with all events following parameters the request, function should be similar to filter function on list of events, show events based on dates, category or type, matching these categories.
Title of the event – link to event details
Dates
Application deadline
Venue
Type
Category
Short description
Online calendar export – ical or ics export
Data from event database accessible as online calendar which can linked to Google Calendar, Outlook, Apple Calendar or any other service which use ical or ics format of calendar data.
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