DESIGN AND IMPLEMENTATION OF ONLINE CHARITY

MANAGEMENT SYSTEM
(A CASE STUDY OF ZAKKAT AND ENDOWMENT COMMISSION SOKOTO)

BY

MUBARAK HAMZA
ADM NO: 215093090

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)

FEBRUARY, 2024.

i
 DEDICATION
This project dedicated to my families who support us for financial and advise for the successful

completion of this academic career. I also dedicate this project work to our all our friends within

and outside the college for the support so far.

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. Aminu Sabo Yabo Date

(Project Supervisor)

___________________________________ ________________________

Mal. Yusuf Rilwanu Gigane Date

(Head of Department)

___________________________________ ________________________

External Examiner Date

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 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. Aminu Sabo

Yabo 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.

Table of Contents

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TITLE PAGE...........................................................................................................................................i
DEDICATION.........................................................................................................................................ii
CERTIFICATION..................................................................................................................................iii
ACKNOWLEDGEMENT......................................................................................................................iv
Table of Contents.....................................................................................................................................v
ABSTRACT..........................................................................................................................................vii
CHAPTER ONE......................................................................................................................................1
GENERAL INTRODCTION..................................................................................................................1
1.1 BACKGROUND OF THE STUDY............................................................................................1
1.2 STATEMENT OF THE PROBLEM...........................................................................................2
1.3 AIMS AND OBJECTIVE............................................................................................................2
1.4 JUSTIFICATION OF THE STUDY...........................................................................................3
1.5 SIGNIFICANCE OF THE STUDY.............................................................................................3
1.6 SCOPE AND LIMITATIONS.....................................................................................................3
1.7 CHAPTER ORGANIZATION....................................................................................................3
1.8 DEFINITION OF BASIC OPERATIONAL TERMS.................................................................4
CHAPTER TWO.........................................................................................................................................5
LITERATURE REVIEW........................................................................................................................5
2.0 INTRODUCTION.......................................................................................................................5
2.1 REVIEW OF RELATED LITERATURE...................................................................................5
2.2 REVIEW OF RELATED SYSTEM..................................................................................................6
2.2 REVIEW OF THE RELATED TOOLS......................................................................................9
CHAPTER THREE...............................................................................................................................14
SYSTEM ANALYSIS...........................................................................................................................14
3.0 INTRODUCTION...........................................................................................................................14
3.1 RE-STATEMENTS OF THE PROBLEMS....................................................................................14
3.2 DESCRIPTION OF EXISTING SYSTEM......................................................................................15
3.2.1 ANALYSIS OF THE EXISTING SYSTEM................................................................................15
3.2.2 ANALYSIS OF INPUT................................................................................................................16
3.2.3 ANALYSIS OF THE SYSTEM PROCEDURE...........................................................................16
3.2.4 ANALYSIS OF OUTPUT............................................................................................................17
3.4 FILES MAINTAINED....................................................................................................................17

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3.5 JUSTIFICATION FOR THE NEW SYSTEM................................................................................17
CHAPTER FOUR.................................................................................................................................18
SYSTEM DESIGN AND IMPLEMENTATION..................................................................................18
4.0 INTRODUCTION.....................................................................................................................18
4.1 NEW SYSTEM DESIGN................................................................................................................18
4.1.1 INPUT DESIGN....................................................................................................................18
4.1.2 NEW SYSTEM REQUIREMENT........................................................................................21
4.1.3 OUTPUT DESIGN................................................................................................................21
4.2 NEW SYSYEM REQUIREMENT..................................................................................................22
4.2.1 SOFTWARE REQUIREMENT...................................................................................................22
4.2.2 HARDWARE REQUIREMENT..................................................................................................22
4.2.3 HUMAN ELEMENT REQUIREEMENT.............................................................................23
4.3 SYSTEM IMPLEMENTATION.....................................................................................................23
4.3.1 CHANGE OVER PROCEDURE.......................................................................................23
4.3.2 TESTING..............................................................................................................................23
4.3.3 SYSTEM IMPLEMENTATION...........................................................................................24
4.3.4 SYSTEM EVALUATION............................................................................................................24
4.3.5 SYSTEM DOCUMENTATION............................................................................................24
CHAPTER FIVE...................................................................................................................................26
SUMMARY, CONCLUSION AND RECOMMMENDATION...........................................................26
5.1 SUMMARY....................................................................................................................................26
5.2 CONCLUSION...............................................................................................................................26
5.3 RECOMMENDATION...................................................................................................................26
REFERENCE........................................................................................................................................27

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 ABSTRACT
This project aimed to develop an Online Charity Management System for the Zakkat and
Endowment Commission Sokoto to automate their manual processes for managing donations
and aid disbursement. The existing system relied heavily on paperwork, physical registers and
files, leading to inefficiencies and delays. The new online system provides a user-friendly
platform for donors, beneficiaries, and administrators. It facilitates real-time tracking and
reporting of charitable activities through a centralized database. Key features include secure
user accounts, online donation processing, automated matching of donors to beneficiaries,
generation of receipts and reports, and notification alerts. The system's design focused on
improving productivity, transparency, decision-making abilities, and expanding the
donor/beneficiary base. By transitioning from cumbersome manual methods to a streamlined
digital solution, the Zakkat and Endowment Commission can optimize their operations, resource
allocation, community outreach, and overall program impact. The documented system
requirements, design specifications, and implementation details lay the foundation for
developing an effective technology solution tailored to the Commission's needs.

Keyword: Zakkat

vii
 CHAPTER ONE

GENERAL INTRODCTION

1.1 BACKGROUND OF THE STUDY

Charity organizations like the Zakkat and Endowment Commission Sokoto play a crucial role in

supporting vulnerable communities. However, traditional paper-based and manual systems for

managing donations and aid distribution have many limitations. This reduces operational

efficiency and stakeholder transparency. Automating charity management through an online

system can improve productivity and service delivery.

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 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 ZAKKAT AND INDOWNMENTs during charity hence the need to develop a charity

management system to increase efficiency.

1
1.2 STATEMENT OF THE PROBLEM

The Zakkat and Endowment Commission Sokoto currently uses manual processes for managing

charity donations and disbursements. Donor and beneficiary records are stored physically in

papers and files. The Commission staff have to manually match donors to beneficiaries which is

time-consuming. Reports are prepared manually which delays decision making. There is no

central database to provide real-time information. Overall, the manual system hampers the

Commission's operations and aid effectiveness.

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:

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.

1.3 AIMS AND OBJECTIVES OF THE STUDY

The aim of this project is to develop an Online Charity Management System for the Zakkat and

Endowment Commission Sokoto to automate their processes. The objectives are:

2
 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 Zakkat and Endowment
iv. To 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. To design and implement friendly Graphical User Interface (G.U.I)
1.4 JUSTIFICATION OF THE STUDY

An Online Charity Management System will help the Commission better coordinate aid
programs, enhance transparency, and improve productivity. Automation will replace tedious
paperwork and manual processes to allow efficient allocation of donations. Real-time
information availability will support data-based planning and accountability. The system will
also expand the donor and beneficiary base through online access.

1.5 SIGNIFICANCE OF THE STUDY

The Online Charity Management System will significantly optimize the Commission's
operations and modernize aid distribution. It will minimize paperwork and manual errors which
will boost productivity. Automated processes and analytics will bolster data-driven decisions to
improve programs' impact and responsiveness. Overall effectiveness and community outreach
will increase through the digitized system. This model system can also be replicated in other
charity organizations nationally.

1.6 SCOPE AND LIMITATIONS

This project focuses on developing an Online Charity Management System tailored for the
Zakkat and Endowment Commission Sokoto's operational requirements and resources.
Limitations may arise due to integration challenges with the Commission's legacy systems and
potential technical constraints like server capabilities affecting system scope and scalability.

1.7 CHAPTER ORGANIZATION

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The project is organized as follows, Chapter one introduces the background of the project with
the statement of the problems, objectives of the project, its significance, scope, and chapter
organization. Previous kinds of literatures on record management information system, reviewed

of related system and related tools were reviewed in Chapter two. Chapter three discusses the
existing of current system, re-statements of the problems, analysis of existing system, and
analysis of system procedure and It also proposed for the new system. Chapter four covers the
system design and implementation which consist, new system design and new system
requirement. Chapter five concludes the study with a view to providing summary findings and
recommendations to the successful software design.

1.8 DEFINITION OF BASIC OPERATIONAL TERMS

Charity Management System: An integrated digital solution to manage donor records,

beneficiary information, aid disbursement processes, and reporting for charity organizations.

Online System: A computerized system accessible via the internet by authorized users through

login credentials.

Donor and Beneficiary Management: Digital modules to capture, store, match, and track donor

contributions and beneficiary details.

Aid Disbursement: Functionality to support and automate the distribution of charity donations

and benefits to recipients.

Notifications: Email and SMS alerts to be sent to donors and beneficiaries for donations or aid

allotments.

Reporting and Analytics: Generation of real-time reports and visual dashboards for data

insights and informed decisions.

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Access Controls and Security: Restriction of system access to authorized personnel and

implementation of data privacy measures.

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. Charity is the act of giving
help to those in need of it. It is a humanitarian act. It involves giving money, goods or time and
effort to those who need it. It is done without expecting something in return. As we all know
charity giving is the demonstration of giving cash, products or time to the grievous, either
straightforwardly or by methods for a magnanimous trust or other admirable motivation.
Altruistic giving as a strict demonstration or obligation is alluded to as almsgiving or
contributions. The name originates from the clearest articulation of the ideals of noble cause;
giving the beneficiaries of it the methods they need to endure. The devastated, especially those
bereaved or stranded, and the feeble or harmed, are for the most part viewed as the appropriate
beneficiaries of good cause. The individuals who can't uphold themselves and need outside
methods for help occasionally become "hobos", straightforwardly requesting help from outsiders
experienced openly.

5
The prevalence of food waste has been a subject of discussion in recent years and researches are
being done to find effective ways to curb it. It has been identified as a primary issue in the
sustainability of food production and consumption. In our country, 5% of food is wasted in
households and an average person wasted about 20-30kg of food in a year. One third of all food
produced is lost or wasted. Where one in nine people do not have enough food to eat. If one
quarter of the food currently wasted could be saved, it would be enough to feed 870 million
hungry people. To end hunger and to ensure basic human rights we are introducing a Charity
management system. We want to build a system where a person can donate with their capacity
and at the same time the application lets the organization to put their request on their
requirements.

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.

Straight

i. Connects nonprofits with individual and corporate donors globally

ii. Provides fundraising training and support to build capacity
iii. Nonprofits create project fundraising pages on the platform
iv. Donors can browse and donate to projects easily
v. Helps nonprofits access tools, resources and funding opportunities

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Weakness

i. Can take time to get projects approved and listed on the site
ii. Need to actively market your project to drive donors there
iii. Transaction fees charged on donations may be high for small nonprofits
iv. More suited for specific projects rather than oZakkat and Indownmenting fundraising
v. Lacks robust donor management features

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.

Straight

i. Enables nonprofits to create custom fundraising pages

ii. Provides professionally designed templates
iii. Nonprofits can showcase their cause and collect donations
iv. Individuals can create fundraisers to raise money for nonprofits

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 v. Offers integration with Facebook to leverage social connections

Weakness

i. Primarily focuses on enabling fundraising pages, lacking integrated tools

ii. Need to drive your own donors/traffic to your Razoo page
iii. Limited donor management and communication capabilities
iv. Lack of reporting and analytics compared to dedicated fundraising software
v. Requires self-service approach, with minimal hand-holding

Figure 2.2: Razoo Giving web homepage

iii. DonorSnap

DonorSnap is donor management and fundraising software that tracks all contacts, donations,
members, pledges, volunteers, and event registrations. The platform is equipped with toolsets
focused on contact management, donation management, reporting and communication, is
available as a mobile application, and allows users to customize the dashboard interface to
include or exclude any applications in order to streamline day-to-day processes. The software is
equipped with address management functionality, tracks all contact affiliations and relationships
through direct linking, and is built with backup and security measures including redundant
backups, multiple data storage locaions, and secure hosting. Additionally, the platform is
designed facilitates batch acknowledgement letters, board and staff email notification settings,
and contact and donation record maintenance capabilities.

8
Straight

i. Comprehensive donor management and fundraising software

ii. Tracks donations, contacts, members, events etc in one platform
iii. Customizable dashboard to streamline nonprofit operations
iv. Robust reporting and contact management capabilities
v. Equipped with security features like backups and redundancy
vi. Mobile app available for on-the-go accessibility

Weakness

i. Steep learning curve to utilize all available features effectively

ii. No built-in fundraising pages or campaign management tools
iii. Does not help nonprofits find new donors, focuses on managing existing ones
iv. Customer support can be lacking at times or slow to respond
v. Mobile app's functionality more limited compared to web platform

Figure 2.3: DonorSnap web homepage

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

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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 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

10
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

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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 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

12
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 (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).

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 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

The Zakkat and Endowment Commission Sokoto currently uses manual processes for managing

charity donations and disbursements. Donor and beneficiary records are stored physically in

papers and files. The Commission staff have to manually match donors to beneficiaries which is

time-consuming. Reports are prepared manually which delays decision making. There is no

central database to provide real-time information. Overall, the manual system hampers the

Commission's operations and aid effectiveness.

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:

14
 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.

Overwhelming calls from donors who only wish to know more about the services and not

necessarily book an appointment.

3.2 DESCRIPTION OF EXISTING SYSTEM

The existing system being used by the zakkat and endowments 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:

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

entry

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

accessing a record involves manually searching through these folders

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

including donor name, contact, amount etc.

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

payments, receipts etc. are logged manually.

v. Reporting - Reports are prepared manually by collating information from various

registers and files. This is tedious and prone to errors.

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

The details are filled in manually.

15
3.2.1 ANALYSIS OF THE EXISTING SYSTEM

The existing system in the zakkat and endownment 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.

System Control

Manage Accounts

Add Events

Print Transaction

Make Donation

Manage Account

Admin User
Login

16
 Create Account

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:

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

17
 v. Better record storage and retrieval

vi. Effective monitoring and decision making

vii. Increased transparency for donors

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 ZAKKAT AND INDOWNMENT user
details, Donation forms to record contribution details like amount, date, donor info etc. Request
forms for ZAKKAT AND INDOWNMENTs to submit funding requirements, Activity report
forms to log Zaka 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.

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Figure 4.1: Admin login page

Figure 4.2: User login page

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 Figure 4.3: Sign up page

Figure 4.4: user login page

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 Figure 4.3: Admin 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
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 ZAKKAT AND INDOWNMENTs 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.

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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

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

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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 the new
system so as to corre ct 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

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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 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

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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, ZAKKAT AND INDOWNMENTs 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
ZAKKAT AND INDOWNMENT 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 ZAKKAT AND INDOWNMENT
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, ZAKKAT AND INDOWNMENTs 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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Elizabethb, J., Lecky-Thompson, P., Mariza, M., Willson, L., & Zimmer, G. (2005). PHP
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Gilbert, T. (2019). Trust and the donation decision. Nonprofit Management and Leadership,
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Just Total Tech. (2016). Uses of JavaScript. https://www.justtotaltech.com/details/uses-of-

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