This multi-user, web-enabled, client/server system is used to manage virtually all aspects of a congress meeting. The database has five main modules, each of which are described in more detail below:
These are linked to other tables and modules, such as Participants, Agencies, Money, etc. There is a central linking record called a Chron, which represents a single person and all of their activities; it links to the other tables, and is the "hub" for managing the entire process.
Each of these sections listed above correspond to a department in the company (with multiple users in each). The system is designed for multi-user access, so work can be performed simultaneously by all employees. Managers can view up-to-the-minute reports on the status and progress for the entire company for all of the different congresses.
An access system is managed by the Administrator so the different users can view their corresponding section of the database; all actions are tracked in a log, and users can only modify the areas they are authorized for.
This module manages the general congress admission (individual participant, accompanying person, sponsor, speaker, etc.) as well as reservations for all of the additional events taking place during the congress (gala banquet, excursions, tours, etc.). It also links to the Money module for processing of all fees.
This module has 2 sub-modules: the Event Registration sub-module, which is based around the Chron record linked to each Participant and Agency and the Events they are registered for, and the Event Money sub-module, which manages the financial aspects of this area.
Event Registration sub-module — used for tracking event reservations. The Event Item table is set up at the start of program with the available items and prices for registration.
Event Money sub-module — used for tracking all debits, credits, and refunds for registration items. The individual billing items are drawn from the Event Link and Event Fee tables for each entry that has a fee and updates the Billing record with the totals.
This module manages hotel reservations. The congress reserves blocks of rooms in various hotels, and then through this module the individual and group participants can book their rooms. Likewise it links to the Money module for processing of all charges, taxes, discounts, etc.
This module has 3 sub-modules: Hotel, Reservations, and Money. The Hotel sub-module is used for program setup; the Reservations sub-module is used for Participant and Agency bookings; and the Money sub-module is used to manage the financial aspects of the bookings.
Hotel Setup sub-module — used for tracking hotels, room rates, room availability. Set up at start of program. Access through Reservations module. Links to Hotel Money module.
Hotel Reservation sub-module — used for tracking individual and group reservations. All reservations handled in the same manner; the difference being quantity of rooms. Money items are calculated when the rooms are reserved (specifying the number of nights deposit required). Agencies can reserve a block of rooms (records created in the Room Avail table) that then get transferred to their participants. All links are handled from the Chron table (also used in the other major sections of the database).
Hotel Money sub-module — used for tracking all debits, credits, and refunds for Hotel deposits. The individual billing items are drawn from the Res Smry table and updates the Billing record with the totals. The Nbr. Deposits is calculated based on the number of nights deposit required (set when the room is reserved in the Booking module).
This module manages all of the sessions and abstract presentations during the congress. There are 2 parts to this module: the Abstract and the Session tables. The Abstracts links to the various Author types (Chair, Author, Co-Author, etc.), which are then linked to the actual person (Participant). Sessions then link to the Abstracts (each Session can have multiple Abstracts), which is in turn linked to the Chron (each Participant can attend various Sessions). The overall schedule for the presentations are managed in this module. Abstract documents are submitted and stored in the system, which are then sent to the printer for producing the final materials for the congress.
The Exhibits Department sells and manages exhibit space for congresses (Events). This involves pitching and tracking prospects, selling the exhibit space, managing technical details, and collecting payments.
The Sponsorship Department sells “Congress Packages” to sponsoring corporations. The packages consist of booking sessions (such as Symposia and Satellite), exhibit space (which is passed off to Exhibits to be managed), special items, registration and hotel bookings, etc. Payments for the packages are also managed.
Common to both departments is the list of Contacts and the Companies (Agencies) they represent. These people are then associated with individual congresses once they’ve been converted into a client. Also common to both departments is the exhibit space of the congress. This exhibit space is assigned to the purchasing contact, which could come from either department.
The system handles all of this, including a graphical editor for managing the exhibit space; the floor plan can be uploaded, and the individual booths assigned and linked to the Participants and Companies.
This is the basic record for a single person, which stores the name, contact info, keywords, and notes. From this record you can see that person’s links to other parts of the database
An Agency (company) has Participants linked to it; address info, keywords, notes, etc. are stored here. In some situations (ie, event or hotel registrations), links may be made to either an individual Participant or an Agency. The latter will then link their Participants to that record (event or hotel).
This module handles all the payment tracking and reporting requirements for the different modules. It can securely handle credit card payments (through a bank gateway) and manage authorizations, payments, and refunds.
These are the tables and modules that are used throughout the database. Some are background operations that occur automatically without any user intervention required (ie, the Log module); others are designed to be uniform and consistent, and available in all screens (ie, the Search Editor being accessible in all tables). There are 5 parts to the General Modules: Letters, Reports, Record Management, Log, and Activity Trace, described below.
You can design and store merge letter templates in the database using the built-in 4D Write word processing module. These documents can be merged with the various tables throughout the database and the output can be directed to paper, fax, or e-mail. The system also automatically saves the actual letter generated with the merge data in place in the Log that can be referenced at any time.
There is also an Auto Letters module, which automatically generates a list of merge letters to be output based on certain events or conditions being met. During normal database activities (or on demand), the auto letters are generated and saved to a batch file, which can then later be output all at one time by a single operator for letters generated by other users. Again, output can be to paper, fax, or e-mail; the system “intelligently” determines the output for a particular Contact (ie, if they have an e-mail address, the letter is sent via e-mail; these defaults can be overridden on a record-by-record basis or for all letters in the system).
There are two types of reports built into the system. The Quick Report editor allows the end user to quickly and easily build ad-hoc reports in a column/row format. These can be either printed or exported to Excel for further manipulation. The report templates can be saved directly in the database for other users to access, with a user-defined name and description of its function.
Additionally, there is a Master Reports module, which has custom designed reports (built using the 4D language and layout editor) that go beyond the capabilities of the Quick Report editor. These are one-button reports with user-specified parameters that can be generated on demand.
One of the primary functions of a database is the management of records, and this custom 4D database gives you a tremendous set of record management tools. Included on every table is:
The system automatically tracks changes and major actions to the database by each user, including a date/time stamp. This allows you to easily review the history of a particular person, or track down any possible problems. All merge letters, when printed or e-mailed, are automatically stored in the log
This allows you to enter actions that are linked to a particular Contact, Company, Event, etc. They are free-form, with ample space for notes; you can enter things like phone calls, to-do lists, etc. There is a built-in system of reminders that you can pre-program to pop up on screen on the first day’s log in. Some of these can be generated automatically based on certain events or conditions being met. You can view the Activity Trace records either from the linked record (ie, from the Contact’s screen), or all Activity Trace records in the database (ie, find and sort by date, user, company, status, etc.)
There is a 4D Web Server that is connected to the database, and web sites can be built for virtually any purpose (registration, reporting, etc.). The web server supports multiple domains, SSL, and has robust security and session control. The web pages use a server-side scripting language, Active4D, which can be programmed to access and manipulate the database using the same 4D programming language. The Web Server runs on a separate computer from the 4D Server, and can be located in the company DMZ for better security and control. As the database resides on a separate system inside the firewall, if the Web Server computer is compromised, no data resides on this server’s drive
The database is completely extensible at any time. Reports, letters, keywords & popups, lists of names, meeting parameters, etc. can be added to or modified in the system directly using custom modules, with no down time to the users. These operations do not require any change to the underlying code or structure of the database.
Likewise, web pages and entire web sites and portals can be constructed and easily updated without any down time to the system. Using Active4D, a complete web system can be built that can perform most tasks and activities of the 4D Client software, tying directly into the database and generating real-time reports, data updates, and web applications.
The database, built using the RAD (Rapid Application Development) program 4th Dimension, stores the code (methods, layouts, structure, etc.) and data in separate files. For changes to the actual system structure (modifications, enhancements or additions), the programmers can work on a copy of the code file to build and test any new features. To incorporate these changes on the production system, all that is required is a brief shutdown to simply replace the old code file with the new one. 4D automatically updates the data file with any new table and field definitions, and all existing data is always preserved. This updating operation can be completed in a matter of seconds, with minimal disruption to the users of the system.
The database server requires virtually no administration. Studies have shown that 4D has the lowest requirements for administration compared with all other client/server systems. This means maximum time can be dedicated to using the system, rather than time consuming and disruptive maintenance. The system is transparently cross-platform; the server and/or clients can run on any mix of PCs or Macintoshes.
Many large corporations successfully use 4D in their business, such as NASA, the Social Security Administration, HBO, Christie’s Art Auctions, etc. More information regarding 4D and its products can be found here:
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