Computer Architecture Assignment
Group Members
Name ID Number
Jalene Getachew RMKD/0763/2016
Hiwot Zenebe RMKD/0874/2016
Mahfuz Ibrahim RCD/2216/2016
Eden Demelash RCD/2278/2016
Michael Negash RCD/2281/2016
Hermela Tesfaye RAD/1543/2016
Haweni Tadesse RAD/2249/2016
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Table of Contents
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[Link] Objective........................................................................................................................................ 4
[Link] Objective ..................................................................................................................................... 4
[Link] Scope ............................................................................................................................................. 5
[Link] Scope ............................................................................................................................................ 5
[Link] of the Project ......................................................................................................................... 7
[Link] Development Methodology ........................................................................................................ 8
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[Link] System Description ................................................................................................................... 12
[Link] Gathering ......................................................................................................................... 12
[Link] Rules ........................................................................................................................................ 13
[Link] System Description ................................................................................................................ 13
[Link] Requirement ........................................................................................................................ 13
[Link]-functional Requirement ................................................................................................................. 13
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[Link]
Motivation for this project: is the inefficiency of the current manual system used by Sele Enat Mahber.
Customer: Sele Enat Mahber Charity Organization Addis Ababa/ Ethiopia
Project Deliverables: A new web platform that enhances and digitize the charity organization system.
Project Cost: We use free resources for system development and some staff training cost fee 5000ETB.
Project Duration: 5 Months
Organizations Involved: Sele Enat Mahber, Staff members, project members.
Contributing Projects: Other existing Charity Organisation's System
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Sele Enat Mahber, a charity focused on helping children, currently uses only a basic informational
website while performing all internal operations manually. This creates major challenges in record
keeping, reporting, and coordination. Therefore, this project aims to design a Charity Organization
Management System that digitizes key functions such as donation tracking, volunteer management,
child beneficiary records, payment integration, and event handling.
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factor for doing this project: is the inefficiency of the current manual system used by Sele Enat Mahber.
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Gaps Investigated and to be Addressed
Lack of a digital donation tracking system → difficult to monitor total funds, donor history, and office-
based donations.
Manual volunteer registration process → causes data duplication, loss, and slow handling.
No child beneficiary tracking system → hard to update records, monitor support, or ensure transparency.
No centralized database → information stored in papers/notebooks makes retrieval slow and inaccurate.
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No reporting and analytics tools → delays management decisions and reduces organizational
transparency.
No event management system → event planning, attendance, and follow-ups are handled manually.
No payment integration for donation → receipts are handwritten, and financial records are not
automatically recorded.
Website is only informational → does not support internal workflows or integrate operational activities.
[Link] Objective
Digitize donation management → record all donations (cash, items) digitally and track donor history.
Automate volunteer management → register volunteers online or at the office, track attendance, and
assign tasks.
Implement child beneficiary tracking → maintain accurate records of children supported, monitor
assistance provided, and generate reports.
Centralize all data → unify donors, volunteers, beneficiaries, and events into a single database for easy
access.
Enable event management → create, schedule, and track events digitally, including volunteer
participation.
Generate reports and analytics → quickly produce donation summaries, volunteer activity, child support
records, and event participation reports.
Provide receipt generation → print official receipts for in-person donations automatically through the
system.
Integrate payment processing → support formalized digital payment tracking for office-based donations.
Enhance transparency and efficiency → reduce manual errors, save time, and support better decision-
making for management.
Improve user engagement → allow donors and volunteers to interact with the system easily, even
though the site remains primarily informational.
[Link] Objective
Improve operational efficiency → reduce manual work for staff and streamline office processes.
Enhance transparency → maintain accurate, centralized records for donations, volunteers, and
beneficiaries.
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Increase accountability → provide reliable reports and audit trails for all activities.
Support better decision-making → enable management to analyze donation trends, volunteer activity,
and child support progress.
Strengthen donor and volunteer relationships → ensure smooth tracking and engagement to encourage
continued support.
Facilitate scalability → prepare the organization to handle more donors, volunteers, and beneficiaries as
it grows.
Ensure financial accuracy → formalize donation records and generate receipts automatically.
Improve event management → plan, track, and report events efficiently.
Support strategic growth → use data insights to plan future programs and initiatives effectively.
[Link] Scope
project scope : The project focuses on developing a unified Charity Organization Management System
for Sele Enat Mahber. It covers the digitization of key operational activities including donation tracking,
volunteer management, child beneficiary records, event management, payment integration, and
automated reporting. The system will replace manual paper-based processes with a centralized digital
platform used by administrators, donors, volunteers, and staff. The project scope includes designing,
developing, testing, and deploying the internal management portal, while the existing informational
website will only be enhanced to connect with the new platform.
[Link] Scope
Product Scope — Included
These are the features and functions that will be part of the system:
Recording cash and in-kind donations digitally
Tracking donor history
Generating digital receipts
Viewing donation trends and totals
Digital volunteer registration
Tracking volunteer participation and activities
Storing volunteer profiles
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Registering supported children
Recording support history and updates
Tracking assigned sponsors, if any
Creating and scheduling events
Registering participants
Tracking attendance and outcomes
Allowing donors to donate online (optional mobile banking)
Automatic confirmation notifications
Reporting & Analytics
Generating reports for donations, volunteers, events, and children
Dashboards with summary insights
Exporting reports (PDF/Excel)
User Role Management
Admin portal
Staff accounts
Donor and volunteer portal login
Data Storage & Security
Centralized database
Backup and access control
Product Scope — Excluded
Home visits, field surveys, and physical monitoring of children
Integration with other NGOs or government platforms
SMS campaigns
Email automation
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Donor behavior prediction
Complex Financial Accounting
Full accounting system
Payroll, budgeting, or taxation modules
AI-powered Features
AI donor recommendations
AI forecasting tools
[Link] of the Project
1. The customer (Sele Enat Mahber)
Gains a unified digital system to manage donations, volunteers, events, and child beneficiaries.
Reduces manual paperwork, improving efficiency and accuracy.
Saves time by automating reporting and record-keeping.
Improves transparency for auditing and donor trust.
2. Donors
Can donate easily and securely online or at the office with digital receipts.
Can view their donation history and track how their support is used.
Receive better communication and transparency from the organization.
3. Volunteers
Can register digitally without visiting the office.
Can track their activities, schedules, and participation.
Receive quicker updates and organized communication.
4. Supported Children (Beneficiaries)
Their records are stored safely and updated accurately.
The organization can follow up on their needs more effectively.
Errors and delays in support tracking are reduced.
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5. Organizational Staff
No need to search paper files; information is retrieved instantly.
Can generate reports for meetings, donors, and audits in seconds.
Improved workflow and reduced workload.
6. Management / Board Members
Can make better decisions using real-time analytics and reports.
Have a clear view of donations, expenses, child support, and volunteer activity.
Ensures accountability and proper resource allocation.
7. Community & Society
Increased transparency builds trust in charitable activities.
More efficient organization means more children get timely help.
Encourages more people to donate or volunteer.
[Link] Development Methodology
Selected Approach: Agile
Agile is chosen because the charity organization’s requirements may change as we gather feedback, and
Agile allows flexible, iterative development. Features such as donation tracking, volunteer management,
and child beneficiary records can be developed in small phases and improved continuously.
We used Agile Instead of Waterfall because,
Requirements are not fixed and may change → Agile fits better.
Agile delivers working modules early; Waterfall delivers only at the end.
Agile allows continuous feedback from staff; Waterfall does not.
Changes are easier and cheaper to handle in Agile.
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Economic Feasibility
Estimated Costs
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System development: free mostly as we use free development tools (including software design, coding,
and testing).
Server/hosting and domain: not known yet.
Maintenance and updates: not known yet.
Staff training: 5,000 ETB (for 5–10 staff members, including training materials and sessions).
Direct Savings
Reduced use of paper, printing, and physical record storage.
Less manual work → Saves staff time and labor cost.
Faster reporting → Less administrative overhead.
Indirect Benefits
Improved data accuracy reduces financial mistakes.
Increased transparency attracts more donors.
Streamlined processes improve service delivery for children.
Centralized system reduces duplication of work.
The total benefits (cost savings + increased donations + efficiency) are greater than the development
and maintenance costs → making the system economically feasible.
Technical Feasibility
Risks
Data might get lost or entered wrong.
The system or server might go down sometimes.
Staff may not know how to use the new system well.
Connecting the new system with the website may have problems.
Hackers or unauthorized users could access the data.
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Solutions
Make regular backups of all data.
Use a reliable and stable server.
Make the system easy to use with simple forms and buttons.
Train staff on how to use the system.
Test the system well before using it.
Add security like passwords, user roles, and data protection. in conclusion based on the solutions
proposed its technichally feasible.
Operational Feasibility
Control: The system will make it easy for staff and admin to control donations, volunteers, events, and
child records in one place.
Efficiency: Reduces manual work like writing on paper, searching files, and duplicating records. Staff can
update and access information faster.
Services: Improves the quality of services for donors, volunteers, and supported children. Donors get
receipts quickly, volunteers register easily, and the organization can track children’s support efficiently.
Schedule Feasibility
Timeline Estimations
Requirement gathering & analysis: 1 month
System design (UI & database): 1 month
Coding/development: 2 months
Testing & bug fixing: 2 weeks
Deployment & staff training: 2 weeks
Total duration: 5 months
Resources
Used laptops and free tools for coding and designing.
Meet regularly to discuss progress and solve problems.
Keep simple notes to track task and deadlines. So the timeline feasible
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Time Management Plan
Requirement gathering & analysis: 1 month
System design (UI & database): 1 month
Coding/development: 2 months
Testing & bug fixing: 2 weeks
Deployment & staff training: 2 weeks
Detailed Tasks
Requirement Gathering & Analysis: meet the organization, interview staff, collect their needs,
understand how they currently work, and list all system requirements clearly.
System Design – UI & Database: We design how the system will look (user interface) and how data will
be stored (database tables, relationships). We prepare diagrams and plan the whole structure of the
system.
Coding / Development: We build the actual system features: donation tracking, volunteer management,
child records, event management, reporting, receipt printing, and admin portal. All core functions are
implemented.
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Testing & Bug Fixing: We test every feature, fix any errors, check if all requirements work correctly, and
make sure the system is fast and user-friendly.
Deployment & Staff Training: We install the system on the organization’s computer/server, launch it,
and train staff on how to use the new platform for daily operations.
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Estimated Costs
System development (design, coding, testing): mostly free as we use free open resources
Server/hosting & domain fees: not yet unknown
Maintenance & updates: not yet unokwn
Staff training: 5,000 ETB (training each staff members of sele enat mahber)
[Link] System Description
Current System Description
Sele Enat Mahber currently operates with a simple informational website that only provides basic details
about the organization but does not support any digital operations. All core activities—including
donation recording, volunteer registration, child beneficiary tracking, event handling, and financial
documentation—are managed manually using paper forms, notebooks, and basic Excel files. As a result,
the system suffers from major limitations such as data duplication, loss or damage of records, difficulty
retrieving information, slow and inaccurate reporting, and lack of transparency. Because the website is
not connected to the internal workflow, the organization cannot easily track total donations, manage
volunteers, monitor child support activities, or generate timely reports, causing inefficiency and poor
coordination across departments.
[Link] Gathering
Elicitation:
method: used interview ,questionnaires, FGD(talking to the staff of Sele Enat Mahber, observing how
they manage donations, volunteers, and child support).
validation :discussed with staff to confirm that the requirements reflect their actual needs.
Specification:we organized and specified key tasks to perform of all gathered requirments.
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Verification: we review the documented requirements to ensure they fully match the expectations of
the staff and cover all the essential features the system should have.
[Link] Rules
Admin records all donations with donor name, type, and amount immediately after receiving them.
Volunteers register before participating in any event or program.
Child support records are updated whenever a donation is assigned to a child.
Reports are generated only by authorized staff to ensure data security.
Events must be scheduled in the system before linking volunteers or donations.
Online donations are verified before updating the donor’s record.
Receipts are printed for all donations
Staff must maintain confidentiality of donor, volunteer, and child information.
[Link] System Description
The new system for Sele Enat Mahber will be a unified Charity Organization Management System. It will
handle donations, volunteer registration, child beneficiary tracking, event management, and reporting
all in one platform. The system will replace manual record-keeping, improve accuracy, and make it
easier for staff to manage operations efficiently.
[Link] Requirement
These are the main functions the system will provide:
FR1: Record and track all donations (cash or kind) with donor details.
FR2: Register volunteers and track their activities.
FR3: Manage child support records, including assigning donations and tracking support history.
FR4: Manage events, including scheduling and linking volunteers and donations.
FR5: Generate reports for donations, volunteers, events, and child support.FZR6: generate recipt for
online payment
[Link]-functional Requirement
Performance: The system should process any request in less than 5 seconds.
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Usability: Staff with little IT knowledge should be able to use the system easily.
Reliability: Data should be secure and available at all times.
Security: Access should be restricted by login roles (admin, staff).
Scalability: The system should allow adding more users, volunteers, or children without major changes.
Maintainability: It should be easy to update the system or fix bugs.
Interoperability: Should work with existing website for information sharing.
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