CHAPTER I
I. Introduction
The Ormoc City Sports Commission Management System is a comprehensive platform
designed to streamline and enhance the management of sports activities and events in Ormoc
City. It serves as a centralized system that facilitates the planning, organization, and
coordination of various sports programs and initiatives within the city.
The Ormoc City Sports Commission Management System was founded by the local
government of Ormoc City but was strengthened and leaded by former Mayor Richard Gomez,
when he became the Mayor of Ormoc City, Leyte year 2016 and had fully supported Ormoc
City Sports Commission before and after the pandemic. This system aims to promote sports
development and fostering a culture of active and healthy living among the residents of Ormoc.
This system is based on modern technology and digital solutions, utilizing software
applications and online platforms to automate and simplify various administrative tasks related
to sports management. It provides a user-friendly interface for athletes, coaches, organizers,
and other stakeholders to access information, register for events, submit applications, and
communicate effectively.
The Ormoc City Sports Commission Management System offers a range of benefits
and services to the people of Ormoc. It provides a centralized platform for sports enthusiasts
to stay updated on upcoming events, tournaments, and training programs. It also offers online
registration and payment options, making it convenient for individuals to participate in sports
activities. Additionally, the system enables efficient coordination and communication among
sports organizations, coaches, and athletes, enhancing the overall sports experience in Ormoc
City.
1.1 Background of the Problem
In recent years, the field of sports management has seen a significant surge in the
number and scale of events, making efficient organization and coordination paramount for
success. In Ormoc City, despite the enthusiastic participation in sports activities, the current
manual systems used for event planning, venue management, and equipment tracking have
proven to be inefficient, error-prone, and lacking in transparency. The absence of a centralized
system has led to challenges in communication, resource allocation, and data management,
hindering the potential for optimal sports event execution.
Organizers face difficulties in streamlining registration processes, disseminating realtime updates, and effectively managing venues and equipment. This inefficiency not only
consumes valuable time but also introduces the risk of errors and miscommunications,
impacting the overall quality of sports events. Moreover, the lack of a comprehensive system
inhibits the collection of valuable data and insights that could inform future decision-making,
hinder transparency, and limit opportunities for participant engagement.
The inadequacies in the existing sports management processes underscore the need for
a modernized and integrated Sports Commission Management System tailored to the unique
needs of Ormoc City. The implementation of such a system is essential for addressing the
current challenges, enhancing organizational efficiency, and fostering a more transparent,
engaging, and sustainable sports ecosystem in the community. The proposed system aims to
revolutionize sports management practices, providing a solution that aligns with the growing
demands of the sports landscape in Ormoc City.
1.1.1 Overview of the Current State of Technology
Over the past decade, the demand for hosting major sports events has surged, driven by
their potential economic, social, and political impacts. Despite their universal appeal, instances
of mismanagement have been prevalent in this emergent industry. This study aims to review
current management practices, providing insights into historical and future developments in
the sports event industry. Focusing on local organizing committees, a questionnaire was sent
to 178 major sports event organizers from 11 countries, resulting in a 26% response rate.
Follow-up interviews were conducted within a 50-mile radius, revealing that successful
management hinges on effective tripartite relationships among sports, media, and funders,
along with risk mitigation. The study concludes that a better understanding of economics,
technology, and culture is essential for ushering in a new era of global professionalism and
safer event management practices. (Emery, 2010)
The existing sports management practices in Ormoc City are predominantly manual,
relying on traditional methods for event coordination, venue management, and equipment
tracking. Event organizers commonly use spreadsheets and paper-based systems for participant
registration, schedule management, and result tracking. Venue managers often depend on
manual processes for facility coordination, lacking a centralized system for efficient
reservation and ongoing activity updates. Equipment tracking is typically done manually, with
limited tools for inventory management and borrowing processes.
Communication within the sports management ecosystem primarily relies on
conventional methods, such as email and phone calls, resulting in potential delays and
communication gaps. Real-time updates for participants and stakeholders are limited, hindering
immediate access to crucial information during sports events.
In terms of data analytics and reporting, there is a lack of comprehensive tools to gather
insights into participation trends, resource utilization, and overall event success. Security
measures for sensitive data are not optimized, and scalability is a concern as manual systems
may struggle to accommodate the potential growth of sports events and participants.
Overall, the current state of technology in sports management in Ormoc City highlights a
significant opportunity for improvement through the implementation of a modern Sports
Commission Management System. The shift from manual processes to an integrated,
technology-driven approach aims to address these limitations and usher in a new era of
efficiency, transparency, and engagement in sports event management.
1.2 Project Rationale
Sports Commission plays a pivotal role in organizing and managing various sports
events and activities. Efficient scheduling and inventory management are critical components
for the successful execution of these events. The rationale behind this project stems from the
need to enhance the operational efficiency of the Sports Commission by implementing a robust
scheduling and inventory system.
In today's dynamic sports landscape, where events range from small-scale local
competitions to large international tournaments, the importance of streamlined processes
cannot be overstated. The proposed system aims to address the existing challenges in
scheduling events and managing inventory, ensuring a seamless experience for both organizers
and participants.
In the intricate tapestry of sports event management, the importance of efficiency
cannot be overstated. This project is rooted in the deep-seated understanding that the success
of the Sports Commission is intricately linked to its ability to orchestrate events seamlessly.
The rationale behind this initiative lies in the critical need for an advanced scheduling and
inventory management system that can adapt to the diverse and dynamic nature of sports
events. In a landscape where events range from local competitions to global tournaments, the
Sports Commission recognizes the imperative to streamline its operational processes. This
project seeks to bridge the gap between the current manual methodologies and the demands of
a modern, technologically driven sports management approach.
2.0 Project Description
In today’s fast-paced digital world, it is essential for businesses to keep up with the
latest technological advancements to stay competitive. One such advancement that has
revolutionized the way businesses operate is online scheduling software. This powerful tool
allows companies to streamline their operations by automating and simplifying the process of
scheduling appointments, meetings, and other important events. In this article, we will explore
the benefits of online scheduling software and how it can help businesses enhance their
efficiency and productivity.
The project focuses on developing a comprehensive scheduling and inventory
management system tailored to the specific needs of the Sports Commission. The system will
provide features for efficient event planning, scheduling, and real-time inventory tracking. By
leveraging technology, the Sports Commission aims to optimize resource utilization, reduce
manual errors, and enhance overall event management capabilities.
The system will be designed to accommodate various types of sports events, ranging
from one-day tournaments to extended multi-day competitions. Additionally, it will integrate
seamlessly with existing databases and management systems to ensure data consistency and
accuracy.
Key Features:

Event Management Module: The system facilitates efficient event planning through a
user-friendly interface, enabling organizers to easily manage event details, participant
registrations, and provide real-time updates on schedules and results.

Venue Management Module: It includes a comprehensive venue database for
streamlined coordination, a reservation system to manage bookings effectively, and a
user-friendly interface for facility managers to update ongoing activities and
availability.

Equipment Management Module: The system centralizes the inventory of sports
equipment, implementing a borrowing system to track lending and returns.
Administrators can efficiently manage equipment information through a dedicated user
interface.

Data Analytics and Reporting Module: This module enables detailed tracking and
reporting of sports activities, utilizing data analytics tools to provide valuable insights
into participation trends, resource utilization, and event success.

User Engagement Features: The system incorporates interactive elements, real-time
updates, leaderboards, and social media integration to enhance participant engagement,
excitement, and community spirit.

Security and Privacy Measures: Robust data security measures are implemented to
safeguard sensitive information. User authentication protocols restrict access, ensuring
data confidentiality.

Scalability: The system is designed with scalability in mind, allowing it to
accommodate potential growth in the number of events, participants, and facilities
efficiently.
Target Users

Venue Managers: Personnel managing sports facilities, updating ongoing activities, and
overseeing venue availability.

Equipment Managers: Administrators handling the inventory of sports equipment and
managing borrowing processes.

Participants: Athletes and individuals engaging in event registration, real-time updates,
and performance tracking.

Stakeholders: Individuals and entities with an interest in sports events, seeking
transparency and engagement.

Administrators and System Managers: Individuals responsible for maintaining overall
system functionality, configuration, and security.
2.1 Problem Statement
The current manual processes employed by the Sports Commission for scheduling
events and managing inventory are prone to errors and inefficiencies. Challenges include
conflicting schedules, inadequate resource allocation, and the risk of overstocking or
understocking inventory. These issues can lead to disruptions in event timelines, dissatisfaction
among participants, and financial losses.
As the Sports Commission grapples with the challenges of the contemporary sports
landscape, a series of issues have emerged in the current manual processes. Conflicting
schedules, inadequate resource allocation, and the looming specter of inventory
mismanagement have become persistent hurdles. These challenges pose not only operational
inefficiencies but also jeopardize the reputation and reliability of the Sports Commission. The
problem statement is clear – the existing methodologies fall short of meeting the demands of
modern sports management. The urgency lies in addressing these issues head-on through a
paradigm shift, where manual processes give way to an intelligent, automated system capable
of navigating the intricacies of scheduling and inventory management with finesse.
The need for a centralized, automated system is evident in overcoming these challenges. The
project aims to address the following key problems:
● Inefficient scheduling leading to conflicts and overlapping events.
● Manual inventory management resulting in inaccuracies and delays.
● Lack of real-time data for decision-making during events.
2.2 Proposed Researched Project
The proposed research project seeks to address the inefficiencies in sports management
processes within Ormoc City by developing and implementing a comprehensive Sports
Commission Management System. This system will integrate modules for Event Management,
Venue Management, and Equipment Management, aiming to streamline organizational
processes, improve transparency, and optimize resource utilization in the planning and
execution of sports events.
Research Questions:

How can the development and implementation of a Sports Commission Management
System enhance the efficiency of event management in Ormoc City?

What features and functionalities should be prioritized in the Event Management
module to meet the specific needs of sports organizers and participants?

What impact will the implementation of the Sports Commission Management System
have on transparency in sports event planning, communication, and decision-making
processes?

To what extent can the system contribute to data-driven decision-making by providing
valuable insights into sports participation trends, resource utilization, and overall event
success?

What considerations need to be addressed to ensure the security and privacy of sensitive
data within the Sports Commission Management System?

How can the success and sustainability of the system be measured, and what factors
may influence its adoption and effectiveness in the long term?
2.2.1 General Objectives
1. Modernize Sports Management Processes:

Develop a Sports Commission Management System to replace manual and outdated
procedures.

Integrate digital tools for efficient planning, execution, and tracking of sports events.
2. Enhance Collaboration:

Facilitate seamless communication and collaboration among administrators, coaches,
participants, etc.

Create a unified platform for sharing information, updates, and event-related data.
3. Optimize Resource Utilization:

Implement data-driven insights to allocate resources effectively, minimizing waste and
enhancing sustainability.

Introduce digital solutions to reduce paper usage and streamline resource management.
4. Improve Accessibility and Transparency:

Ensure easy access to event information, schedules, and results for all users.

Enhance transparency by providing clear rules, scoring criteria, and decision-making
processes.
5. Facilitate Data-Driven Decision-Making:

Establish a robust data analytics system to gather insights into sports participation
trends, event success metrics, and resource utilization.

Enable evidence-based decision-making for future sports events and overall sports
management strategy.
Overall Goal: To develop a comprehensive and user-friendly software system that effectively
manages the operations of the Ormoc City Sports Commission, thereby streamlining processes,
enhancing transparency, and promoting the development of sports in the city.
2.2.2 Specific Objectives
1. Event Management Module:

Develop an intuitive user interface for administrators to efficiently input and manage
event details, including title, description, schedule, and results.

Enable real-time updates on event schedules and results accessible to participants and
stakeholders.
2. Venue Management Module:

Create a comprehensive database of sports facilities with details such as facility name,
ongoing activities, and booking availability.

Implement a reservation system allowing administrators to manage facility bookings
for events and regular activities.

Develop a user-friendly interface for facility managers to update ongoing activities and
availability status.
3. Equipment Management Module:

Establish a centralized inventory system for sports equipment, including details such as
equipment name, borrower information, and event association.

Develop a user interface for administrators to update and manage equipment
information.
4. Data Analytics and Reporting Module:

Develop robust reporting and analytics feature to provide stakeholders with meaningful
insights into sports participation, event success, and financial performance.

Utilize data analytics to identify trends, strengths, weaknesses, and areas for
optimization in sports management.
By achieving these objectives, the Sports Commission Management System aims to
revolutionize sports management in Ormoc City, fostering collaboration, transparency, and
efficiency in organizing sports events.
2.2.3 Scope and Limitations
Scope:
The scope of the Sports Commission Management System encompasses the
comprehensive digitization and optimization of sports management processes within Ormoc
City. The system will cover three main modules: Event Management, Venue Management, and
Equipment Management. It aims to modernize the planning, execution, and tracking of sports
events, enhance stakeholder collaboration, optimize resource utilization through data-driven
insights, and facilitate data-driven decision-making for future sports initiatives. The system's
focus includes user-friendly interfaces for administrators, participants, and facility managers,
seamless communication tools, and robust data analytics capabilities. By streamlining event
registration, scoring, and communication processes, the system intends to improve
organizational efficiency, transparency, and participant engagement. Additionally, it seeks to
minimize resource waste through optimized resource allocation and reduced reliance on
manual communication methods.
Limitations:
However, there are certain limitations to consider. Geographically, the system's direct
applicability may be limited to Ormoc City. The system might also face constraints related to
available technology infrastructure and user proficiency. While efforts will be made to reduce
paper usage and streamline resource management, there may still be challenges in eliminating
manual processes. The success of the system is contingent on the active participation and
adoption by stakeholders, and any resistance or hesitancy may impact its effectiveness.
Furthermore, data privacy and security considerations will be paramount, and the system must
adhere to relevant regulations to protect sensitive information. These limitations acknowledge
the project's context and provide a framework for realistic expectations and continuous
improvement.
ORMOC CITY SPORTS COMMISION MANAGEMENT SYSTEM
A Capstone Project
Presented to the
Faculty of the Department of Information Technology
ACLC College of Ormoc, Inc.
Ormoc City, Philippines
In Partial Fulfillment of the Requirement for the Degree of
Bachelor of Science in Information Technology / Bachelor of Science in Computer Studies
By:
JENY VIE U. ABUROT
MARLOU JAY G. CASTAÑEDA
KAYE IRISH P. ROSAURO
To:
MR. MARK ANGELO G. BERNARDO
Project Adviser
School Year 2023 – 2024
ACLC COLLEGE OF ORMOC, INC.
ADVISER’S RECOMMENDATION SHEET
This Project Proposal Entitled
ORMOC CITY SPORTS COMMISION MANAGEMENT SYSTEM
By:
JENY VIE U. ABUROT
MARLOU JAY G. CASTAÑEDA
KAYE IRISH P. ROSAURO
In Partial Fulfilment of the Requirement for the
Bachelor of Science in Information Technology/ Bachelor of Science in Computer Science
Has been examined and is recommended for acceptance and approval.
Approved by:
ELLEN M. GUIÑARES
Adviser