A Case Study:Government Agency Using GEVMEInternational Enterprise Singapore (IE Singapore) Using GEVME Event Management System

Eugene Yang

TheBackground

International Enterprise (IE) SingaporeGovernment agency promoting Singapore’s external economy.

Promotes growth of Singapore based companies and international trade.

350+Events* per year

30-400Attendees per event

50+Users worldwide

* organised and supported events

CentralisedEvent Management Tool

Best PracticesAnd Recommendations

TheJourney

1.User Research

2.GapAnalysis

3.Business Design Process

4.Implement

5.Launch

Project Approach

1.User Research

Event Managers

Finance Managers

Marketing Managers

Customer Service Managers

IT Security Managers

To find out about users’ experiences, pains and working processes for events.

User Groups Research

Pain Points● Long and complex process to create events● Tedious to input content on event pages● Only captured successful registrations

○ Manual process managing event registrations ○ Registration data were kept in excel files

● Event data was not accessible to other users

1.User Research

2.GapAnalysis

Requirements

Requirements

Requirements

Requirements

Requirements

2.GapAnalysis 80%

More than

OOTB

3.Business Process Design

EventManagement

Free EventsPaid Events

Private EventsSupporting Events

AttendeeManagement

Online Payment Cheque Payments

Free EventsManual Registrations

4.Implement Process

OptimisationIntegrationsCentralised

Control

ProcessOptimisation

The Need1. Simplified event creation process

ProcessOptimisation

Preconfigured forms, email templates, payment info for different types of events

ProcessOptimisation

Marketing Manager

Finance ManagerEvent

Manager

Customised and streamlined workflow for event management

ProcessOptimisation

The Need2. Registration for internal events

ProcessOptimisation

Workshops / Trainings

Internal Functions

Hidden from Calendar and Listings Private Pages

Password protected and private events hidden from calendars and listings

ProcessOptimisation

The Need3. Attendee Email Management

ProcessOptimisation

Send event emails, tickets and scheduled reminders ProcessOptimisation

The Need4. Smoothen the onsite checkin process

ProcessOptimisation

Check-in of attendees through laptops and tablets ProcessOptimisation

The Need5. Onboarding of overseas and new users

ProcessOptimisation

Quick start guides with online customer support and an intuitive user interface

ProcessOptimisation

CentralisedControl

The Need1. Consistent branding on event pages

CentralisedControl

Standard colour schemes and banner images in template CentralisedControl

The Need2. To centralise all event attendees data

CentralisedControl

All event attendee data was consolidated into a contacts database

CentralisedControl

The Need3. Different access needed for each stakeholder

CentralisedControl

Granular assignment of access to individual roles based on IE’s business requirements

CentralisedControl

Event Manager

Event Approver

Finance Manager

Finance Officer

Administrator

The Need4. Company Level Reports

CentralisedControl

Consolidation of data in across all events in organisation CentralisedControl

Integrations

The Need1. Online payment and integration with finance system

Integrations

Integrated with eNets for credit card payments and backend for settlement list to finance data

Integration Process:

Integrations

The Need2. Display events in corporate portal

Integrations

Pushed event data to corporate portal and embedded event calendar

Integrations

The Need3. Event listing to include IE supported events

Integrations

Consume events from legacy system daily to be published on GEVME

Integrations

TheOutcome

ConsolidatedFinances

Internal Events Registrations

Easy Onboarding for New Users

CentralisedAttendee Data

IncreasedEfficiency

Real-time Reports Readily Available

$$$

The Experience

The Experience

Multiple Stakeholders

Project Sponsors

Soft Launch

Important to take the time to understand each of their requirements and processes

Critical for project sponsors to be in meetings to collectively agree on proposed business processes

Allowed for a gradual introduction to main users and refining of business processes

Thank You

www.gevme.com

@gevme

http://www.linkedin.com/company/gevme

https://www.facebook.com/GEVME.Events