DESIGN AND IMPLEMENTATION OF ONLINE CHARITY MANAGEMENT

SYSTEM A CASE STUDY NON GOVERNMENTAL ORGANIZATION IN NIGERIA

BY

HADIZA MUHAMMAD USMAN

ADM NO: 215493221

A PROJECT REPORT SUBMITTED TO THE DEPARTMENT OF COMPUTER

SCIENCE, COLLEGE OF SCIENCE AND TECHNOLOGY, UMARU ALI
SHINKAFI POLYTECHNIC SOKOTO, SOKOTO STATE.

IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE AWARD OF

HIGHER NATIONAL DIPLOMA IN COMPUTER SCIENCE
(HNDCS)

DECEMBER, 2023.

i
 DEDICATION
I dedicated my project work to my (Mom) she's the reason why i am who i am today i am

strong because of my mom i couldn't do life without her and (Dad) i wish u were alive to

witnessed this day, but Allah has taking you away since i was 6yers old, i will never forget

you dad, you are always in my thought i really missed you alot may your gentle soul rest in

jannatul firdaus) and also my sisters who helped me a lot since i was in primary school just to

have a good life and to achieve my goals (Aunty Rukayyah, Aunty Ummulkhair, Aunty

Habiba, Aunty bilkisu) and my brothers who supported me in all my doings they try their best

to make my life even better (Brother Kabiru, Brother Bashar, Brother Nura, Brother zayyanu

basarake, and brother yusuf poster

Thanks to all of you as you stand by my side may Almighty God reunite us all in jannatul

firdaus Baba And thanks to my supervisor malam kabiru yahaya mika'il).

ii
 CERTIFICATION
This is to certify that this project research has been dully supervised, examined and approved

as having fulfilled one of the requirements for the award of Higher National Diploma in

Computer Science.

___________________________________ ________________________

Mal. Kabiru Yahaya Mika’il Date

(Project Supervisor)

___________________________________ ________________________

Mal. Yusuf Rilwanu Gigane Date

(Head of Department)

___________________________________ ________________________

External Examiner Date

iii
 ACKNOWLEDGEMENT
All praises are indeed due to Allah Lord of the world, for his guidance throughout the period

of my studies and for granting me the required perseverance to withstand all forms of

academic stress. My sincere gratitude goes to my parents who supported me morally and

financially, may Allah keep me together and grant me wisdom to serve them better.

My profound gratitude goes to the most able and humble supervisor, Mal. Kabiru

Yahaya Mika’il for taking his time to make useful corrections, comments and all aspect of

contribution both kindly and financially, in fact he serves as mentor up to the successful

completion of this project research, May Allah bless him abundantly.

Also my gratitude goes to my lecturers within and outside the department, my lovely

friends within and outside the college for their useful advices; may God remember them

Amen.

iv
 Table of Contents
COVER PAGE.....................................................................................................................................I
DEDICATION....................................................................................................................................II
CERTIFICATION.............................................................................................................................III
ACKNOWLEDGEMENT.................................................................................................................IV
TABLE OF CONTENTS....................................................................................................................V
CHAPTER ONE..................................................................................................................................1
GENERAL INTRODUCTION............................................................................................................1
1.1 BACKGROUND OF THE STUDY........................................................................................1
1.2 STATEMENT OF THE PROBLEM.......................................................................................2
1.3 AIMS AND OBJECTIVE OF THE STUDY..........................................................................3
1.4 SIGNIFICANCE OF THE STUDY........................................................................................4
1.5 SCOPE AND LIMITATONS OF THE STUDY.....................................................................4
1.6 CHAPTER ORGANIZATION................................................................................................4
1.7 OPERATIONAL DEFINITION OF TERMS.........................................................................5
CHAPTER TWO.................................................................................................................................6
LITERATURE REVIEW....................................................................................................................6
2.0 INTRODUCTION...................................................................................................................6
2.1 REVIEW OF RELATED LITERATURE...............................................................................6
2.2 REVIEW OF RELATED SYSTEM........................................................................................6
2.2 REVIEW OF THE RELATED TOOLS..................................................................................8
CHAPTER THREE...........................................................................................................................12
SYSTEM ANALYSIS.......................................................................................................................12
3.0 INTRODUCTION.......................................................................................................................12
3.1 RE-STATEMENTS OF THE PROBLEMS................................................................................12
3.2 DESCRIPTION OF EXISTING SYSTEM.................................................................................13
3.2.1 ANALYSIS OF THE EXISTING SYSTEM............................................................................14
3.2.2 ANALYSIS OF INPUT............................................................................................................14
3.2.3 ANALYSIS OF THE SYSTEM PROCEDURE......................................................................14
3.2.4 ANALYSIS OF OUTPUT........................................................................................................14
3.4 FILES MAINTAINED................................................................................................................14
CHAPTER FOUR..............................................................................................................................16
SYSTEM DESIGN AND IMPLEMENTATION..............................................................................16

v
 4.0 INTRODUCTION.................................................................................................................16
4.1 NEW SYSTEM DESIGN............................................................................................................16
4.1.1 INPUT DESIGN................................................................................................................16
...........................................................................................................................................................18
4.1.2 NEW SYSTEM REQUIREMENT....................................................................................18
4.1.3 OUTPUT DESIGN............................................................................................................19
4.2 NEW SYSYEM REQUIREMENT.............................................................................................19
4.2.1 SOFTWARE REQUIREMENT...............................................................................................19
4.2.2 HARDWARE REQUIREMENT..............................................................................................20
4.2.3 HUMAN ELEMENT REQUIREEMENT.........................................................................20
4.3 SYSTEM IMPLEMENTATION.................................................................................................20
4.3.1 CHANGE OVER PROCEDURE......................................................................................20
4.3.2 TESTING...........................................................................................................................21
4.3.3 SYSTEM IMPLEMENTATION.......................................................................................21
4.3.4 SYSTEM EVALUATION........................................................................................................21
4.3.5 SYSTEM DOCUMENTATION........................................................................................21
CHAPTER FIVE...............................................................................................................................23
SUMMARY, CONCLUSION AND RECOMMMENDATION......................................................23
5.1 SUMMARY.................................................................................................................................23
5.2 CONCLUSION............................................................................................................................23
5.3 RECOMMENDATION...............................................................................................................23
REFERENCES..................................................................................................................................24

vi
 ABSTRACT

Charity organizations face challenges in donor management using manual processes. This
project aims to develop an online charity management system to automate the processes for a
NGO in Sokoto. The new system allows donor registration, donation tracking, fund requests
and report generation. Requirements were gathered through interviews and existing process
review. Use case diagrams, flowcharts and interface designs modeled the system
specifications. The web application was developed using HTML, CSS, JavaScript, PHP and
MySQL. The system was thoroughly tested to verify functional and data integrity. Key
benefits are improved efficiency, record keeping and coordination through streamlined
processes and centralized data access. The system enhances productivity, accountability and
transparency for the NGO.

vii
 CHAPTER ONE

GENERAL INTRODUCTION
1.1 BACKGROUND OF THE STUDY

In the past years, philanthropy as a field has advanced in its knowledge by sharing or

reaching out to many donors and volunteers (Johnson, 2007). This has made many

organizations to change their way of collecting funds or donations from various donors. Non-

governmental organizations who manage their operations from sources such as membership

fees, government contracts, sales of services and goods, commercial ventures and

partnerships use charity as the core source and form of support to support organizations

around the world (Higgigs, 2006). Charity is an important component for the organizations

success. It is important for the organization’s survival, expansion and development (Norton,

1998). Non-governmental organizations (NGOs) are diverse groups of enterprises who are

engaged in non-profit activities such as charity so as to offer assistance to those who are less

capable. The ever-changing nature of information and communication technology has made it

possible to develop many ICT-based inventions that have been able to enhance many services

across many industries. Charity can be defined as the act of kindness shown by non-

governmental organizations that are able to contribute part of their surplus income so as

fulfill the needs of those who are less capable especially those that are affected by pandemics.

The Charities Act 2011 provides the list of charity purposes as: the prevention of relief or

poverty, the advancement of education, the advancement of religion, health, disability,

financial hardship and many more to help those who are in need of charity. In the current

system scenario concerning charity management, non-governmental organizations such as the

Institute of Charity Management are involved in collecting donations and funds from other

organizations to carry out charity activities. However, there exists various challenges in the

current system. There is lack of trust from the public especially when it comes to fundraising

1
for charity hence the rate in which people donate or pay for charity has recently reduced

(Gilbert, 2019). Poor communication is also a challenge that exits in the current system of

charity management hence little communication between the organization and various

donors. A lot of resources are being used in NGOs during charity hence the need to develop a

charity management system to increase efficiency.

1.2 STATEMENT OF THE PROBLEM

Many Charity organizations experience a lot of difficulty in getting funds or other required

needs for charity activities. Getting donors is a very difficult task also dealing with the same

donors is challenging for example meeting the donor’s condition is a difficult task for

organizations to fulfill. There is inefficiency in which terms of tracking donations in a charity

project hence making it difficult for the organization to manage all donations that have been

made. This leads to lack of trust from most donors. Managing all donors in a non-

governmental organization is therefore not efficient in the current system. A problem of such

magnitude can be solved by an information system that can be able to keep track of all

donations by generating reports of all donations, can help NGOs find donors easily, can be

able to manage all donors and NGOs together with their history in charity activities, such as

history of all donation that have been made and donation requests that have been raised by

NGOs.

Like the proverbial saying goes, Givers never Lack. Everyone wants to succeed in life, most

individuals who wish to know more about the charity giving services or industry and benefits

have to visit one of the charities organisations nearest to them or call on personal cell phone

to book an appointment. In the recent times, the charity organisation has been growing at a

great pace with its peculiar challenges just like any other industry. The main problems faced

by charity organisations as identified are as follows:

2
 i. Donors manually book appointments, and the owners of these firms write down

same appointments in diary and forget most of them due to the high number of

donors.

ii. Overwhelming calls from donors who only wish to know more about the services

and not necessarily book an appointment.

iii. Although, most of these charity organisations have attracted a good number of

donors and NGOs, they are yet to achieve the desired number of

individuals/donors as originally planned.

Traditional charity management processes often face challenges in terms of transparency,

accountability, and effective coordination. Manual methods may result in inefficiencies, data

discrepancies, and limitations in reaching a broader audience. The absence of an integrated

system may hinder the NGO's ability to optimize resource allocation and track the real-time

impact of their initiatives.

1.3 AIMS AND OBJECTIVE OF THE STUDY

The primary aim of this study is to design and implement an Online Charity Management

System for a selected NGO in Nigeria. The specific objectives include:

i. To provide a user-friendly platform for donors, beneficiaries, and administrators.

ii. To facilitate real-time tracking and reporting of charitable activities.

iii. To design a system that will solve the challenges faced by these charitable

organizations (NGOs)

iv. Design and integrate an automated system to improve the services and decreased the

time spent calls and searching for services offered in the donation.

v. Design and implement users register page, login and online appointment booking.

3
1.4 SIGNIFICANCE OF THE STUDY

The implementation of an Online Charity Management System holds immense significance,

including:

i. Improved efficiency in managing and disbursing charitable funds.

ii. Enhanced transparency, fostering trust among donors and beneficiaries.

iii. Increased outreach and accessibility, allowing a broader impact.

iv. Real-time monitoring and reporting for informed decision-making.

v. Optimization of resource allocation for maximum social impact.

1.5 SCOPE AND LIMITATONS OF THE STUDY

This study focuses on the design and implementation of an Online Charity Management

System tailored for a specific NGO in Nigeria. The system will cover donation management,

project tracking, and reporting functionalities.

Limitations:

Resource constraints, including financial and human resources, may impact the extent of

system features.

Technical challenges associated with user adoption and integration with existing NGO

processes.

Compliance with legal and regulatory frameworks may pose challenges during

implementation.

The study does not address broader issues related to the general landscape of charity

management in Nigeria.

1.6 CHAPTER ORGANIZATION

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1.7 OPERATIONAL DEFINITION OF TERMS

i. Online Charity Management System: A computer-based application designed for

the NGO to automate and facilitate the management of charitable activities.

ii. Donors: Individuals or entities contributing funds or resources to support the NGO's

charitable initiatives.

iii. Beneficiaries: Individuals or communities receiving aid or support from the NGO's

charitable projects.

iv. Transparency: The degree to which the operations, financial transactions, and impact

of the NGO are open and visible to stakeholders.

v. Real-time Monitoring: Continuous and immediate tracking of charitable activities as

they occur.

vi. Compliance: Adherence to legal and regulatory standards governing charitable

organizations in Nigeria.

vii. User-friendly Platform: An interface that is easy to navigate and understand for

users interacting with the Online Charity Management System.

5
 CHAPTER TWO

LITERATURE REVIEW

2.0 INTRODUCTION
The chapter aims at review of some related literature, related system and related tools to the
present system of automated.

2.1 REVIEW OF RELATED LITERATURE

Donation management system has become an important tool for charities to handle donations.
These systems and protocols allow organizations to register, login and manage their events
and keep an eye on their donations by tracking. In near recent years, the use of donation
management systems has become increasingly popular with the rise of technology in the
world. These systems are probable to increase the efficiency of charity organizations and
improve their influence on our society which will lead society to a better place to live. So,
there’s a huge potential to increase the efficiency and the transparency of charity
organizations.
2.2 REVIEW OF RELATED SYSTEM

Like earlier mentioned there are a lot of applications and websites that have done similar

project but with little impact on the charity organisations. This section will discuss some of

these projects and their merits and limitations and also present the current project and its

advantages and impact on bringing these types of charity management system into our dear

country in this helping season. These are some of the examples of an online donation that

helps in donating or getting donations from different sources.

i. Global Giving

Global Giving is a nonprofit that supports other nonprofits by connecting them to donors and

companies. Since 2002, we've helped trusted, community-led organizations from Afghanistan

to Zimbabwe (and hundreds of places in between) access the tools, training, and support they

need to make our world a better place.

6
 Figure 2.1: Global Giving web homepage

ii. Razoo

Razoo, a popular crowdfunding platform for individuals, teams, or organizations, is a great

website for indexing your nonprofit organization to get exposure for your cause. Using

Razoo’s nonprofit portal, any registered nonprofit can set up a professionally branded,

completely custom charity fundraising page to collect donations at any time.

Figure 2.2: Razoo Giving web homepage

7
2.2 REVIEW OF THE RELATED TOOLS

The Tools are the item require while carrying the research sign which include Mysql
database, PHP, HTML, and Web Browser and Text Editor other developing tool.
2.3.1 SQL
SQL allows a user to formulate queries that identify the required data. SQL has long been
standard on mainframes and minicomputers and is being widely employed in database
managers that run on microcomputer and personal computer systems. SQL provides a
selection of powerful, flexible data selection tools, without reports, that are uniform across
hardware, operating systems, and programs. SQL commands may be typed in from the
keyboard or read from text files that have been created with an editor (Silberschatz et al.,
2015).
Items of data within the database are primarily linked together in units called records. Data
are retrieved by specifying the values of some of the data items and causing the system to
return all or part of any records where there is a match with the specified items. For example,
given an employee number, a database system may retrieve the employee's salary, the two
items being linked in a payroll record. A DBMS ties together the logically related data in one
or more files by using one of the following structuring techniques during storage, access and
retrieval operations: List structure, hierarchical structure or Network structure, relational
structure and others (Microsoft Corporation, 2019).
A relational database uses indexes to provide quick access to each record based on key values
such as supplier number. An indexed file uses an index that may be (1) separate from the file,
as in a book, or (2) located within the file, as in a telephone directory. Unlike the hierarchical
or network database models, the relational system is structured at the time each query is
posed rather than at the time the database is established (Microsoft Corporation, 2017).
2.3.2 PHP SCRIPT
PHP is mainly focused on server-side scripting, so you can do anything any other CGI
program can do, such as collect form data, generate dynamic page content, or send and
receive cookies. But PHP can do much more. There are three main areas where PHP scripts
are used. Server-side scripting: This is the most traditional and main target field for PHP.
You need three things to make this work. The PHP parser (CGI or server module), a web
server and a web browser. You need to run the web server, with a connected PHP installation.
You can access the PHP program output with a web browser, viewing the PHP page through
the server. Command line scripting: You can make a PHP script to run it without any server

8
or browser. You only need the PHP parser to use it this way. These scripts can also be used
for simple text processing tasks. Writing desktop applications: PHP is probably not the very
best language to create a desktop application with a graphical user interface, but if you know
PHP very well, and would like to use some advanced PHP features in your client-side
applications you can also use PHP-GTK to write such programs. You also have the ability to
write cross-platform applications this way. PHP-GTK is an extension to PHP, not available in
the main distribution (Elizabethb et al., 2005).
2.3.3 JAVASCRIPT
Is the scripting language of the Web JavaScript is the workhorse of the common Internet
page. It is used to carry out the higher, more advanced functions inherent to more and more
of today's web pages. JavaScript is used in millions of Web pages to add functionality,
validate forms, detect browsers, and much more. The main benefit of JavaScript is to add
additional interaction between the website and its visitors with just a little extra work by the
web developer. It’s allows industrious webmasters to get more out of their website than
HTML and CSS can provide.it is can help to build powerful and reliable applications
including websites and portals to boost your esteemed online business in today's competitive
online business environment. JavaScript development can develop dynamic and interactive
website for your online business according to your requirements. Java Script developers are
masters in developing web portals, content management system (CMS), collaborative
networking systems, shopping carts, API Integration and numerous web applications.
JavaScript creates professional application architecture and develops websites which are fully
optimized, efficient and scalable. JavaScript also improves the volume or quality of traffic to
websites from Search Engines. Java Script enhances server traffic savings and thus supports.
JavaScript’s Object Oriented and at the same time easy to learn and provides immediate
results. The object oriented architecture solves many problems of the older "inline" languages
which start processing from the top and work downs the list of commands. These inline
languages are slow and tedious, and are of limited capability. Object oriented languages
solved the problems inherent to this form of programming by making its objects available to
the rest of the script. JavaScript is used in Website development and enables (Just total tech,
2016)
2.3.4 HTML
The emerging use for HTML on the Web is as a basis for something called a Web
application. In essence, a Web application is a Web site designed to do more than simply
present pages and hypermedia links to its users-it actually acts as a front end for data
9
processing. For instance, consider the notion of a Web site designed to give a company's
salespeople the ability to access product information and confirm orders while on the road.
Using HTML, the basic interface for this sales database can be made available on the Web.
With the appropriate browser software and an Internet connection (perhaps even over a
cellular modem), a salesperson for your company has nearly instant access to the information
she needs. Once the data are entered on the page, they are passed by the Web server to
programs that process the information-looking up the product in the database or taking the
order. The results of these programs can be generated complete with HTML codes, so that the
answers can be viewed by the salesperson in her Web browser. Not all Web applications are
necessarily business-related-and even the applications that are don't necessarily have to be
limited to employee use. Consider one of the most popular Web applications available: the
Web-based search engine. A web site allows you to do things that are simply not possible in
any other medium. With some of the visual impact of television, the informational utility of
print, and the personal appeal of radio, the Web is an effective tool for taking marketing
information to another level. Products can be explained and offered in depth, along with
pictures, video, sound, and even animation. These Web applications use HTML pages to
offer an interface to a database of Web sites around the world. You begin by accessing the
page and entering keywords, which the Web application passes to a CGI-BIN program. The
program uses your keywords to check the database of Web pages, and then generates an
HTML page with the results. The URL for that results page is returned to the Web server,
which treats it as a standard link. Your browser is fed the link, and it loads the newly created
page, complete with hypertext links to the possible database matches (Williams and Sawyer,
2013).
2.3.5 WEB BROWSER
A web browser (commonly referred to as a browser) is a software application for retrieving,
presenting, and traversing information resources on the World Wide Web. An information
resource is identified by a Uniform Resource Identifier (URI/URL) and may be a web page,
image, video or other piece of content.Hyperlinks present in resources enable users easily to
navigate their browsers to related resources.Although browsers are primarily intended to use
the World Wide Web, they can also be used to access information provided by web servers in
private networks or files in file systems. The primary purpose of a web browser is to bring
information resources to the user ("retrieval" or "fetching"), allowing them to view the
information ("display", "rendering"), and then access other information ("navigation",
"following links").This process begins when the user inputs a Uniform Resource Locator
10
(URL), for example http://en.wikipedia.org/, into the browser. The prefix of the URL, the
Uniform Resource Identifier or URI, determines how the URL will be interpreted. The most
commonly used kind of URI starts with http: and identifies a resource to be retrieved over the
Hypertext Transfer Protocol (HTTP) (Jacobs, 2019)
2.3.6 TEXT EDITOR
An HTML editor is a computer program for editing HTML, the markup of a webpage.
Although the HTML markup of a web page can be written with any text editor, specialized
HTML editors can offer convenience and added functionality. For example, many HTML
editors work not only with HTML, but also with related technologies such as CSS, XML and
JavaScript or ECMAScript. In some cases they also manage communication with remote web
servers via FTP and WebDAV, and version management systems such as CVS or Subversion
(Rowland and Raymond, 2015).

11
 CHAPTER THREE

SYSTEM ANALYSIS

3.0 INTRODUCTION
This chapter covers the analysis and procedures used by the existing system. It highlights the
mode of operation which includes, inputs of the existing system, out of the existing system,
existing system procedure, files maintained, problem with the existing system, new input
design, new output design, new system procedure and files maintained by the new system.

3.1 RE-STATEMENTS OF THE PROBLEMS

Many Charity organizations experience a lot of difficulty in getting funds or other required

needs for charity activities. Getting donors is a very difficult task also dealing with the same

donors is challenging for example meeting the donor’s condition is a difficult task for

organizations to fulfill. There is inefficiency in which terms of tracking donations in a charity

project hence making it difficult for the organization to manage all donations that have been

made. This leads to lack of trust from most donors. Managing all donors in a non-

governmental organization is therefore not efficient in the current system. A problem of such

magnitude can be solved by an information system that can be able to keep track of all

donations by generating reports of all donations, can help NGOs find donors easily, can be

able to manage all donors and NGOs together with their history in charity activities, such as

history of all donation that have been made and donation requests that have been raised by

NGOs.

Like the proverbial saying goes, Givers never Lack. Everyone wants to succeed in life, most

individuals who wish to know more about the charity giving services or industry and benefits

have to visit one of the charities organisations nearest to them or call on personal cell phone

to book an appointment. In the recent times, the charity organisation has been growing at a

great pace with its peculiar challenges just like any other industry. The main problems faced

by charity organisations as identified are as follows:

12
 i. Donors manually book appointments, and the owners of these firms write down

same appointments in diary and forget most of them due to the high number of

donors.

ii. Overwhelming calls from donors who only wish to know more about the services

and not necessarily book an appointment.

iii. Although, most of these charity organisations have attracted a good number of

donors and NGOs, they are yet to achieve the desired number of

individuals/donors as originally planned.

Traditional charity management processes often face challenges in terms of transparency,

accountability, and effective coordination. Manual methods may result in inefficiencies, data

discrepancies, and limitations in reaching a broader audience. The absence of an integrated

system may hinder the NGO's ability to optimize resource allocation and track the real-time

impact of their initiatives.

3.2 DESCRIPTION OF EXISTING SYSTEM

The existing system being used by the NGO is completely manual and paper-based. All the

records are maintained in physical registers and files. Some of the key processes carried out

manually are:

Registering beneficiaries - Beneficiary details are recorded in a register through manual

entry

Tracking beneficiary records - Beneficiary files are maintained in physical folders and

accessing a record involves manually searching through these folders

Recording donations - Donations received are noted down in a register by hand including

donor name, contact, amount etc.

Accounting - All accounts are maintained in physical ledgers and registers. Expenses,

payments, receipts etc. are logged manually.

13
Reporting - Reports are prepared manually by collating information from various registers

and files. This is tedious and prone to errors.

Receipt generation - Physical receipts are provided to donors for contributions received. The

details are filled in manually.

3.2.1 ANALYSIS OF THE EXISTING SYSTEM

The existing system in the NGO is completely manual. All records are maintained in physical

files and registers. This leads to difficulties in storing and retrieving information efficiently.

There are chances of duplicity of data and data loss. Reporting and monitoring is also

difficult with the manual systems.

3.2.2 ANALYSIS OF INPUT

The inputs in the existing system are done manually by filling up physical forms and

registers. The data input involves beneficiary details, donation details, volunteer information,

activity reports etc. Most of the inputs are filled in by the staff into registers.

3.2.3 ANALYSIS OF THE SYSTEM PROCEDURE

The procedures followed in the manual system are tedious. Recording donations involves

manual entry into registers. Tracking beneficiary records is done by searching through

physical files. Preparing reports for donors requires manual compilation of data from various

registers. This is time consuming and prone to errors.

3.2.4 ANALYSIS OF OUTPUT

The outputs in the manual system are mainly reports that are generated for donors,

government etc. These reports are prepared manually by consolidating information from

various registers. Receipts are also manually generated for donations received. The outputs

are prone to errors and delays due to manual processes.

3.4 FILES MAINTAINED

The following are the major files maintained:

14
 i. Beneficiary Records File

ii. Donor Records File

iii. Staff Records File

iv. Activity Reports File

v. Accounts/Finance Records File

3.5 JUSTIFICATION FOR THE NEW SYSTEM

The manual systems followed currently lead to inefficiency and delays. A new automated

system is required to streamline processes. The benefits include:

i. Improved efficiency and speed of operations

ii. Better tracking and monitoring of beneficiary records

iii. Faster processing of donations

iv. Error reduction in reports and outputs

v. Better record storage and retrieval

vi. Effective monitoring and decision making

vii. Increased transparency for donors

15
 CHAPTER FOUR

SYSTEM DESIGN AND IMPLEMENTATION

4.0 INTRODUCTION
Systems design implies a systematic approach to the design of a system. It may take a
bottom-up or top-down approach, but either way the process is systematic wherein it takes
into account all related variables of the system that needs to be created from the architecture,
to the required hardware and software, right down to the data and how it travels and
transforms throughout its travel through the system.

4.1 NEW SYSTEM DESIGN

4.1.1 INPUT DESIGN

The input design for the new charity management system consists of the following interfaces:
User registration and login forms to capture donor and NGO user details, Donation forms to
record contribution details like amount, date, donor info etc. Request forms for NGOs to
submit funding requirements, Activity report forms to log NGO project activities and
expenses, Profile update forms for users to modify their account details Search forms to
retrieve donor and beneficiary information The input validations include checking for
mandatory fields, data formats, range checks, database checks to avoid duplicates etc.
Appropriate error messages are displayed for improper inputs.

Figure 4.1: online charity management system login page

16
 Figure 4.2: Admin Dashboard

Figure 4.3: Sign up page

17
 Figure 4.4: Event page

Figure 4.3: Home Page

4.1.2 NEW SYSTEM REQUIREMENT

New system requirement is basically the method or techniques by which information is
processed in the new system. It gives a comprehensive explanation of how the new system is

18
handled. In the new system, the user is required to register and then logging using his login
credentials (Email and Passwords).

4.1.3 OUTPUT DESIGN

The key outputs in the new system are: Donor receipts - Electronic receipts are generated on
successful donations with donor and payment details, Reports - Various summary and
detailed reports are generated for donors and NGOs on funding status, donations,
beneficiaries etc, Notification alerts - Email and SMS alerts are sent to users on important
activities like donation receipts, funding requests etc. Dashboard charts and figures -
Graphical visualizations are presented on the dashboard for key metrics. The outputs are
customized to the user type and can be filtered based on date ranges and other criteria. Users
can also export reports in various file formats.

4.2 NEW SYSYEM REQUIREMENT

To be used efficiently, all computer software needs certain hardware components or other
software resources to be present on computer. These prerequisites are known as (computer)
system requirement and are often used as a guideline as opposed to an absolute rule. Most
software defines two sets of system requirements: minimum and recommended. With
increasing demand for higher processing power and resources in newer versions of software,
system requirements tend to increase over time. Industry analysts suggest that this trend plays
a bigger part in drawing upgrades to existing computer systems than technological
advancements. A second meaning of the term of system requirements is a generalization of
this definition, giving the requirement to be met in the design of a system or subsystem.

4.2.1 SOFTWARE REQUIREMENT

The following minimum software specification is needed:
Operating System : Windows XP/or any newer OS
1. Language Used : PHP
2. Notepad++
3. Xampp
4. Microsoft Word 2010
5. Browser

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4.2.2 HARDWARE REQUIREMENT
The program for this project is written in PHP Programming Language. It is designed to run
on both mobile phone and computer once its host. The following minimum hardware
specification is needed:
1. Processor: Pentium IV 1.0GHZ or above
2. RAM : 512 MB or above
3. Hard Disk Drive: 20 GB or higher
4. Internet

4.2.3 HUMAN ELEMENT REQUIREEMENT

The importance of human element in any functional system cannot be
overemphasized, human element aid in the smooth running of any system. They help in
executing several activities in a system. Thus, the new system will operate with the following
human elements;
 Admin: The admin helps in regulating the activities in the new system.
 Users: User are the major users (beneficiary) of the new system.

4.3 SYSTEM IMPLEMENTATION

In systems development, a program specification is a document that clearly and
accurately describes the essential technical requirements for items, materials, or services
including the procedures by which it can be determined that the requirements have been met.
The following are the program specification
Operating System: Windows XP, 7, 8 and 10

Front End Tools: FIREFOX 63.3.0 OR GOOGLE CHROME

HTML / CSS
JAVASCRIPT
PHP

Backend: MySQL

Web Server: XAMPP (Local Server)

4.3.1 CHANGE OVER PROCEDURE

This is part of research work that define how to convert from existing system to the new
system after training the user and staff. Due to the stability of the work. Parallel method runs

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the new system so as to correct all likely error of the new system, while the old system is still
in operation.

4.3.2 TESTING
Testing is the act of checking a program by means of actual execution whether the
program behaved in the desired manner. In this stage, the program was executed and supplied
with the necessary queries in order to ascertain how the program responds. The importance of
Program test is to help detect and debug all errors that may exist in the program code. At the
course of the program, few Database connection errors was detected and fixed. After which
the software was efficient and ready for use.

4.3.3 SYSTEM IMPLEMENTATION

The maintenance involves the monitoring, evaluation and periodic modification of the system
so as to make necessary or desired improvements. This is carried out by the personnel with
the use of the available software and hardware. The forms of maintenance that this system
will adopt include the following:

 Inserting new data into the database by the administrator.

 Deleting redundant information from the database.
 Altering the database structure by adding new tables or editing existing ones in order to
meet the changing needs of the website in relation to development (socialization)
 Changing the CSS (Cascading Style Sheet) document for the website which affects the
layout and general theme of the website that is visible to the users.

4.3.4 SYSTEM EVALUATION

All, or at least the majority of modern-day systems offer convenience to its users, and so is
the case with legal case management.

4.3.5 SYSTEM DOCUMENTATION

To comfortably use the web application, the administrator should have access to a web server
with XAMMP or WAMM web server installed and running. Once this is achieved, the
administrator can easily upload the relevant files / web resources and other information to the
server, and save as a Webpage which can be browsed from any system connected to the
network. The Webpage can also be used as part of a website to enable easy access to visitors
and personnel. A database administrator should be called upon to properly manage the

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database which will be used by the store. The database administrator should work hand-in-
hand with the management of vehicle registration in order to fully understand and represent
the needs of the system before building the database and its schema. The new website should
be tested on a sample of staff before being fully implemented as the new way of combating
crime. This is to note and address any unexpected shortcomings of the system, or oversight
on the part of the system designer or the staff of vehicle registration

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 CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMMENDATION

5.1 SUMMARY
The new online charity management system aims to automate and streamline the key
processes. Secure access control allows donors, NGOs and admin users to login based on
their roles. Key inputs like donations and funding requests are easily recorded. Tracking
beneficiary records is simplified. Reports and receipts are system generated. Overall, the new
system enhances productivity, efficiency, transparency and user experience.

5.2 CONCLUSION
Replacing the existing manual processes with the new automated system will benefit the
NGO by reducing errors, improving monitoring and decision making. It expands their donor
and beneficiary reach through online access. The centralization of records enhances
coordination within the organization. Automated receipting provides accountability to
donors. Thus the new system will help the NGO optimize operations, resource allocation and
transparency.

5.3 RECOMMENDATION
The new system should be thoroughly tested before full scale deployment. Adequate user
training should be provided to administrators, NGOs and donors on using the system
efficiently. Data migration from the legacy systems needs to be planned and executed
carefully. The security mechanisms like passwords and access policies need to be designed as
per best practices. For sustainability, regular maintenance activities like backups, software
updates etc. should be scheduled. User feedback should be collected periodically for future
enhancements.

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