System Requirements Document (SRD)

Quantum Management System (QMS)

1. Introduction

The Quantum Management System (QMS) is a comprehensive event management platform designed to streamline the operations of "Quantum," a national-level technical event hosted by engineering colleges. The system is tailored to manage over 10 sub-events organized by different departments, ensuring seamless coordination, secure user role management, efficient financial tracking, and real-time analytics.

This document outlines the system requirements for QMS, providing a detailed roadmap for its development and implementation.

2. System Overview

The QMS is designed to address the challenges of managing large-scale events by offering a centralized platform for event organizers, coordinators, volunteers, and participants. The system will handle the entire lifecycle of the event, from event creation and participant registration to financial tracking and campaign management.

Key Features:

• Role-based access control for Admins, Coordinators, Volunteers, and Participants.
• Online and offline registration systems with secure payment integration.
• Comprehensive financial management, including revenue tracking, expense uploads, and profit/loss reports.
• Campaign tracking with geo-tagged proof and expense monitoring.
• Real-time analytics dashboard for actionable insights.

The system will be built using a modern tech stack, ensuring scalability, security, and user-friendliness.

3. Functional Requirements

As User Stories:

• As an Admin, I should be able to create, update, and delete events.
• As an Admin, I should be able to assign coordinators to events.
• As an Admin, I should be able to track all payments (online and offline).
• As an Admin, I should be able to generate financial reports (revenue, profit/loss, pending payments).
• As an Admin, I should be able to create and monitor campaign groups with geo-tagged proof.
• As an Admin, I should be able to upload and manage documents like receipts and event posters.
• As a Coordinator, I should be able to manage volunteers and track their tasks.
• As a Coordinator, I should be able to update event details like rules, fees, and schedules.
• As a Volunteer, I should be able to register participants offline and update payment statuses.
• As a Participant, I should be able to sign up, log in, and register for events.
• As a Participant, I should be able to make payments online and receive a unique registration ID.

4. User Personas

Admin

• Role: Main organizer overseeing all operations.
• Responsibilities: Event creation, coordinator assignment, financial tracking, and campaign management.

Coordinator

• Role: Department-level event manager.
• Responsibilities: Managing volunteers, updating event details, and monitoring tasks.

Volunteer

• Role: On-ground support staff.
• Responsibilities: Handling offline registrations, updating payment statuses, and assisting participants.

Participant

• Role: Event attendee.
• Responsibilities: Registering for events, making payments, and participating in activities.

5. Visuals Colors and Theme

Color Palette:

The QMS will use a vibrant yet professional color scheme to reflect the energy of a national-level technical event.

• Background: #F5F9FF (Soft Sky Blue)
• Surface: #FFFFFF (Pure White)
• Text: #2C3E50 (Deep Navy Blue)
• Accent: #FF6F61 (Bright Coral Red)
• Muted Tones: #B0BEC5 (Cool Gray)

6. Signature Design Concept

Interactive Galaxy Map Homepage

The homepage will feature an interactive galaxy map, where each star represents a sub-event. Users can hover over stars to reveal event details like name, department, rules, and schedule. Clicking on a star will zoom into a detailed view of the event, complete with registration options and payment links.

Key Features:

• Animations: Stars will twinkle subtly, and the galaxy will rotate slowly to create a dynamic visual effect.
• Transitions: Smooth zoom-in and zoom-out animations when navigating between events.
• Micro-Interactions: Hover effects on stars, with tooltips displaying event highlights.
• Color Shifts: The galaxy background will transition between shades of blue and purple, creating a mesmerizing effect.

This design will make the QMS homepage unforgettable, setting the tone for an innovative and engaging user experience.

7. Non-Functional Requirements

• Performance: The system should handle up to 10,000 concurrent users.
• Scalability: The architecture must support the addition of new events and features without significant downtime.
• Security: Implement JWT for authentication, role-based access control, and data validation.
• Availability: Ensure 99.9% uptime during the event period.
• Usability: The UI must be intuitive and accessible to users of all technical backgrounds.

8. Tech Stack

Frontend:

• React.js for a dynamic and responsive user interface.

Backend:

• Node.js with Express for API development and business logic.

Database:

• MySQL for relational data storage, with Alembic for migrations.

Storage:

• Cloudinary for secure file and image uploads.

AI Tools:

• GPT 5.4 for user-friendly responses in the registration and support modules.

Orchestration:

• Docker and Kubernetes for containerization and deployment.

9. Assumptions and Constraints

Assumptions:

• All users will have access to the internet during the event.
• Payment integration will use Razorpay for online transactions.

Constraints:

• The system must comply with local data protection laws in India.
• The database schema must be optimized for relational queries.

10. Glossary

• CRUD: Create, Read, Update, Delete.
• JWT: JSON Web Token, used for secure authentication.
• Geo-Tagged Proof: Images uploaded with location and timestamp metadata.
• Razorpay: A payment gateway for online transactions.
• Alembic: A database migration tool for Python.

This document provides a comprehensive roadmap for the development of the Quantum Management System. Let me know if you’d like to dive deeper into any specific section, Kunal!