S3-T5-Cenglerbirligi

​​Bilkent Introduction Portal (BIP)

Team “Cenglerbirliği” Information:
Ahmet Burak Kılıçkaya - 22103833
Aziz Üzümcü - 22102800
Furkan Özek - 22103680
Hüseyin Utku Yüksel - 22103511
Sefa Emre Kavgacı - 22103179

The Bilkent Introduction Portal is a web-based platform designed to automate and simplify the organization of campus tours and events. By offering dedicated panels for admins, guides, and guests, it ensures seamless coordination, real-time updates, and efficient data management. This portal enhances the tour experience for all users by streamlining processes, reducing errors, and providing a more intuitive and transparent system.

Motivation

The motivation behind the Bilkent Introduction Portal is to answer the inefficiencies and manual errors in the current system of organizing campus tours. By automating key processes, improving communication, and offering real-time updates, this platform aims to streamline tour management and provide a more seamless experience for both administrators and visitors.

Goals

The primary goals of the Bilkent Introduction Portal are:

• Automating and easing the process of informative events, mainly tours, from the request phase until their completion.
• Improving the efficiency of assigning tours by automating the application, acceptance, and confirmation processes.
• Streamlining data management by integrating guide and tour information into a unified system, enhancing the coordination between guides and advisors to minimize manual errors and delays, meanwhile allowing customization and modification of the experiences on campus.

Problem

The current system suffers from several inefficiencies, including the manual transfer of tour information between systems, which is prone to errors and delays, and the inability to automatically detect duplicate tour applications, leading to scheduling conflicts. Advisors often miss deadlines for uploading tour schedules, resulting in delays in guide assignments, while guides lack real-time access to updates on tours and fairs, making it difficult to plan effectively. Additionally, managing guide information manually increases the potential for errors in assignments and payroll processing. Furthermore, data management is fragmented across multiple platforms, complicating both the coordination of events and data analysis efforts.

Features

Admin Panel:

• Control on Automated Tour: Admins will be able to control the entire automated tour process from application to completion, reducing manual input errors.
• Guide Management: Admins can easily add, remove, or update guide information, ensuring accurate records and seamless coordination.
• Dashboard: A comprehensive dashboard will allow admins to track ongoing tours, and upcoming events and guide availability.
• Analytics: An interface for accessing detailed data of eventuated tours and their analytics to determine and update the office’s attitudes toward the high schools.
• Duplicate Detection System: Automated detection and flagging of duplicate tour applications will streamline the scheduling process and minimize conflicts.

Guide Panel:

• Real-Time Tour Updates: Guides will receive real-time notifications for assigned tours, upcoming events, and fairs, allowing them to plan effectively.
• Work Log and Attendance: A dedicated section for guides to log their work hours for tours and events, making it easier to track participation and process payments.
• Tour Assignment Visibility: Guides can view and claim tours available on their assigned days, reducing confusion and ensuring balanced workloads.

Guest Panel:

• Tour Request Form: Guests will have access to an intuitive form for requesting tours, automatically linked to a high school database for easier application and fewer duplicates.
• Application Status Tracker: Guests can track the status of their tour requests in real time, from submission to confirmation, ensuring transparency and reducing the need for manual follow-up.
• Personalized Tour Information: Guests will receive relevant treatment based on their interests or preferences they put on the system while registering, ensuring a more tailored experience.
• Visual Tour: The Visual Tour feature in the Guest Panel allows prospective visitors to explore the Bilkent campus virtually.

Why Bilkent Introduction Portal?

The Bilkent Introduction Portal streamlines the entire process of organizing campus tours by automating tasks, reducing errors, and improving communication. With dedicated panels for admins, guides, and guests, it ensures smooth coordination, real-time updates, and efficient data management. Admins benefit from reduced manual work and insightful analytics, guides receive clear tour assignments and easy work logging, and guests can easily request tours and track their status. The portal simplifies the process, making it faster, more transparent, and more user-friendly for everyone involved.

Extra Work:

• Deploy on Docker Hosts: Our web site will be deployed on a remote Docker host.
• Extra Features: We have some extra user features, to enhance and ease their Bilkent experience, such as Visual Tour.