ADDIS ABABA UNIVERSITY

College of Natural and Computational

Science
School of Information Science
Civil society organization management system for Authority for
Civil society organization

Group Members

S TUDENT’S NAME ID

1. ABIRHAM ABERE UGE/2430/13

2. BETEL MEQUANENT UGE/9787/13
3. BEREKET MUNIYE UGE/3288/13
4. TAYE TEFERA UGE/9930/13
5. TEKLEMARIAM FEKADE UGE/2258/13
6. HERMELA MULU UGR/8571/13
 Acronyms

ACSO- Authority for Civil Society Organization

CSO- Civil Society Organization

HTML- Hypertext Mark-up Language

CSS- Cascading Style Sheet

PHP-Hypertext Preprocessor

MY SQL-My Structured Query Language

WBS-Work Breakdown Structure

OOSD-Object Oriented System Development

XAMPP- Cross Platform Apache Mariadb (Mysql), Php, Perl

SWOT- Strength Weakness Opportunity Threat

List of Table
Table 1-1 tangible cost.....................................................................................................................7
Table 1-2 list of risk and their mitigation strategy.........................................................................14
Table 1-3 phases and deliverables of the project...........................................................................16
Table 1-4 WBS..............................................................................................................................17

List of Figures

Figure 1-1 organizational structure..................................................................................................4

Figure 1-2system development life cycle......................................................................................11
Figure 1-4 Gantt chart....................................................................................................................20
Figure 2-0-1 functional requirement..............................................................................................26
Contents
Acronyms.....................................................................................................................................................ii
List of Table.................................................................................................................................................iii
List of Figures..............................................................................................................................................iii
CHAPTER ONE..........................................................................................................................................1
1. Introduction.........................................................................................................................................1
1.1. Background of the organization...................................................................................................2
1.2. Statement of the problem.............................................................................................................4
1.3. Objectives of the Project.................................................................................................................5
1.3.1. General objective.......................................................................................................................5
1.3.2. Specific objectives..................................................................................................................5
1.4. Feasibility study..............................................................................................................................6
1.5. Significance of the project..............................................................................................................9
1.6. Beneficiaries of the Project.............................................................................................................9
1.7. Methodology.................................................................................................................................10
1.7.1. Data Collection........................................................................................................................10
1.7.2. System Development Methodology......................................................................................10
1.8. Development Tools and Technologies..........................................................................................12
1.8.1. Front end technologies.............................................................................................................12
1.8.2. Back-end technologies.............................................................................................................12
1.8.3. Documentation and Modeling Tools........................................................................................13
1.8.4. Deployment Environment.....................................................................................................13
1.9. Scope.......................................................................................................................................13
1.10. Risks, Assumptions and Constraints......................................................................................14
1.11. Phases and Deliverable of Project.................................................................................................16
1.12. Work-break down structure........................................................................................................17
1.13. Project schedule.....................................................................................................................18
2. Business Area Analysis and Requirement Analysis...............................................................................21
2.1. Overview........................................................................................................................................21
2.2. Business Area Analysis..................................................................................................................21
2.2.1. Activities/Functions of the organization..................................................................................21
 2.2.2. Problems of the current system................................................................................................22
2.2.3. Forms and reports of the current system..................................................................................23
2.2.4. Players of the existing system..................................................................................................23
2.3. Requirements Definition.................................................................................................................25
2.3.1. Functional requirement............................................................................................................25
2.3.2. Non-functional requirement.....................................................................................................26
3 Object Oriented Analysis........................................................................................................................28
3.1. Overview.........................................................................................................................................28
3.2. Use case Modeling..........................................................................................................................28
3.2.1. UI identification.......................................................................................................................29
3.2.2. Business rules identification....................................................................................................29
3.2.3. Actor identification..................................................................................................................30
3.2.4. Designing the use case diagram...............................................................................................30
3.2.5. Use case description................................................................................................................30
3.3 Conceptual Modeling.......................................................................................................................34
3.3.1. Class diagram...........................................................................................................................34
3.3.2. Class description......................................................................................................................34
3.4. Sequence diagramming..................................................................................................................34
3.5. User Interface Prototyping.............................................................................................................34
Appendix...................................................................................................................................................35
Reference...................................................................................................................................................38
CHAPTER ONE

1. Introduction
Authority for civil society organization (ACSO) is a governmental office that particularly
established for a purpose of registering, Supporting and following up activities of civil society
organization that are working in Ethiopia. One of the key functions of ACSO is the registration
of CSOs. It provides a formal process for CSOs to obtain legal recognition and operate within
the legal framework. This involves reviewing and evaluating the documentation submitted by
CSOs, including their mission, objectives, governance structure, and financial information.
ACSO verifies the legality of CSOs and issues registration certificates to those that meet the
requirements. In addition to registration, ACSO plays a supportive role in assisting registered
CSOs and undertakes the responsibility of monitoring and following up on the activities of
registered CSOs1.

Currently ACSO use e-service website to evaluate the CSO information before they registered
and to arrange time slot. The process begins with CSOs submitting their requests through an e-
service website. Once received, a supervisor carefully evaluates the request and associated
documents. Following the evaluation, a time slot is arranged for the CSO to visit the ACSO
office. During the visit, the CSO meets with the caseworker, who manage the registration
process. A data encoder then registers the CSO's document into the ACSO database.

The Authority for Civil Society Organizations (ACSO) encounters multiple challenges within its
existing system to manage CSO. Firstly, there is a lack of a clear and authorized user control
system, resulting in confusion regarding user roles and responsibilities when accessing the
system. Secondly, users are unable to update mistakes made during CSO registration due to the
system's limited editing capabilities. Managing the database effectively becomes difficult, and
the absence of an easy and efficient search method hinders the verification of CSO names during
registration. These problems hinder ACSO's operations, restrict the registration process, and
create obstacles in accessing accurate information for decision-making and reporting purposes.

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In order to change the way the ACSO works to manage CSO, we will provide web based CSO
management system that can able to solve the current problem and to benefit both the
organization and their Clients.

1.1. Background of the organization

The Ethiopian civil society organization has gone significant changes. The emergence of formal
civil society organizations was in the 1960s, during Emperor Haile Selassie’s reign. A growing
number of modern CSO s were established; that CSOs were named as Charities and associations
and registered in the government institution via the Ministry of proclamation number 321/1967.
During the Militaristic Derg there was a problem to organize CSOs. But RRC (Relief and
Rehabilitation Commission) and Children Commission gave some sort of recognition to
indigenous and foreign CSOs that focus only on charities and children-related issues. In the
transition government between1991 to 1995 registration of CSOs was accomplished through the
government institution. In 1995, proclamation number 4/1995 officially granted the legal right to
FDRE Ministry of Justice for registration of religious institutions, NGOs, and associations.
Ministry of Justice continued the aforementioned functions by further proclamation number
471/2006 up until 20091.

In 2009, the Ethiopian government took significant steps to strengthen the role of civil society
organizations (CSOs) in the country's development and governance. The government enacted
Proclamation No. 621/2009, which established the Charities and Societies Agency (ChSA). The
ChSA's mandate was to register and license CSOs, manage their financial management, and
facilitate collaboration and networking among CSOs.

In 2019 again the CSO proclamation number 621/2009 was replaced by proclamation number
1113/2019 [1]. The new Proclamation also shifted the name of the Agency considering the newly
expanded spectrum of role, from “Charities and Civil Society Agency” to “Authority for Civil
society Organizations (ACSO)” 1.

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The main importance of the Authority for Civil Society Organization (ACSO) is register,
support, coordinate, promote, accountability and transparency to the activities of civil society
organizations within a country or region 1.

Mission

Building a vibrant and thriving civil society sector that play a pivotal role in democratization and
holistic national development in nurturing the culture of volunteerism and in ensuring maximum
public benefits by fully realizing the freedom of association and undertaking the necessary
monitoring and support1.

.
Vision

Thriving civil society sector that ensures the holistic development of the society [1].

Values

 partnership and teamwork

 Transparency and accountability
 Honesty and integrity
 Professionalism
 Responsiveness
 Humanity
 Innovativeness/ Dynamism

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Figure 1-1 organizational structure

1.2. Statement of the problem

In Ethiopia, there is a growing demand for support from civil society organizations as the
number of people in need continues to increase. The country currently hosts over 6,000
registered civil society organizations, all of which are monitored by the Authority for Civil
Society Organizations 1. However, the existing system for managing these organizations is
facing significant challenges. These challenges are:

 There is no clear authorized user (user) control system for who and why the work is
for which user when the user accesses the system.
 The system doesn’t give a chance for users to edit information if they do a mistake
when they register CSO.
 There is no easy and clear search method to search for the name of the CSO when it
is required to check whether the name is held or not when CSO come to register.

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  The options on the CSO sector are limited and there is no option to register if a new
CSO sector comes.
 The database has not yet been updated due to the change of name and operating
system of the official office.
 A browser preference.
 The situation of storing information is not well organized.
 Unable to accurately report the total number of registered civil society organizations
of the institution.
 Information is not easily accessible to senior management professionals and
customers when needed.

These problems motivate us to develop web based CSO management system which reduces the
difficulty that the organization faced.

1.3. Objectives of the Project

1.3.1. General objective
The main objective of this project is to develop a web based CSO management system for
Authority of civil society organization.
1.3.2. Specific objectives
Specific objectives are steps that we follow to achieve the general objectives
 Studying the current system of the organization
 Gather information from the organization as well as employee of the organization
 Analyze the information that we have collected
 Designing the system architecture, user interface, and feature set based on the
requirements identified in the previous steps.
 Developing the software and hardware components of the system, including servers,
databases, and web-based applications.
 Testing the system
 Deploying the system

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1.4. Feasibility study
The feasibility study is an evaluation and analysis of the potential of the project. Feasibility
assessment unveils the economic, technical and operational area. The following are major
feasibly concerns that a business must be in clear light about. These are operational feasibility,
economic feasibility, and technical feasibility.
Operational Feasibility

Operational feasibility is the process of assessing the degree to which a proposed system solves
business problems or takes advantage of business opportunities2 . It examines whether the
system can effectively integrate into the existing operational processes and whether the ACSOs
and their staff can adapt to the new system without significant disruptions.
We believe the new system will operationally feasible because we are going to: -

 Design it in an easy-to-use way

 Develop it per user needs or requirements
 it will try to minimize the time wasted
 Design it with capability to provide the end users and managers with timely, accurate,
reliable, flexible and usefully formatted information.

Economic Feasibility

It is process of identifying the financial benefits and costs associated with a development
project2. This feasibility aspect evaluates the financial viability of implementing the new CSO
management system. It considers the costs associated with development, implementation, and
ongoing maintenance, as well as the potential benefits and return on investment. Key
considerations include

Tangible cost

It is cost associated with an information system that can be measured in cash and with certainty
2. In our project the following things are identified as tangible cost.

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Table 1-1 tangible cost

No Item Unit of Quantity Total

cost Cost( in birr)
1 Laptop 32,000 2 64,000
2 Software operating 50 6 3,000
system
3 Software developer 150/hr 400hrs 60,000
4 Printing and stationary 1000 2 copies for each semester 2000
cost
5 Transportation and 800 1 800
Communication
6 System analyst 4000 1 4000

Total 133,800

Intangible cost

It is a cost associated with an information system that cannot be easily measured in terms of cash
or with certainty 2. In our project the following things are identified as Intangible cost

 Loss of time and energy: inefficiencies and wastage of our resources that can occur
during the development of this project.

Benefits

Benefits are paybacks from a business venture. This system will have tangible and intangible
benefits.
Tangible Benefits

Tangible benefit is a benefit derived from the creation of an information system that can be
measured in cash and with certainty 2. In our project the following things are identified as
tangible benefit
 Error reduction
 Increased flexibility

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  Increased speed of activity
 Improvement of management planning and control
 Enhance our knowledge about system analysis and design

Intangible Benefits

A benefit derived from the creation of an information system that cannot be easily measured in
cash or with certainty 2.
 More timely information
 Improved organizational planning
 Increased organizational flexibility
 Availability of new, better, or more information
 Faster decision making
 More confidence in decision quality
 Improved resource control
Technical Feasibility

Technical feasibility is a process of assessing the development organization’s ability to construct

a proposed system 2. Based on the team's experience in system analysis and design, as well as
their ability to write software programs using various programming languages, it can be
concluded that the development of the CSO management system is technically feasible.

Political feasibility

Political feasibility is the process of evaluating how key stakeholders within the organization
view the proposed system 2. The CSO management system will design with the objective of
promoting political feasibility by fostering collaboration and inclusivity within the CSO sector.
Rather than aiming to disrupt power dynamics, the system seeks to create a level playing field
for all ACSOs, regardless of their size or influence. Considering these factors, we believe that the
CSO management system is politically feasible.

Legal feasibility

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Legal feasibility is the process of assessing potential legal and contractual ramifications due to
the construction of a system 2. In the case of this project, it aligns with the strategic objectives of
the Ethiopian government. Furthermore, as a legitimate entity that provides employment
opportunities, and contributes to technological advancement, developing this system is legally
feasible as long as it adheres to the established laws and regulations.

1.5. Significance of the project

The development of a new and improved data management system for Civil Society
Organizations (CSOs) carries significant importance. Here are some key reasons why the project
is significant:
 Enhanced Efficiency: The new system will efficient management of CSO-related
data, making it easier to handle. It will eliminate redundant tasks, ultimately saving
time and resources.
 Improved Accuracy and Reliability: By allowing data editing and deletion, the system
will ensure that the CSO's database remains accurate and up to date. This will
enhance the reliability of the information stored, enabling better decision-making and
analysis.
 Better Data Organization: The new system will enable systematic sorting and
categorization of CSO data. It will provide a structured framework for recording
information, making it easier to navigate, search, and retrieve specific data points.
This organized approach will enhance data management and accessibility.
 Informed Decision Making: The availability of comprehensive and up-to-date data
will empower authorities and stakeholders to make informed decisions. The system
will provide insights into the civil society landscape, enabling policymakers to
allocate resources effectively and support CSOs in a targeted manner.

1.6. Beneficiaries of the Project

The beneficiaries of the project include:

 Civil Society Organizations (CSOs): CSOs will benefit from the improved data
management system as it will enhance their ability to manage, organize, and update

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 their information efficiently. This will enable them to focus more on their core
activities and initiatives.
 Authority for civil society organization (ACSO): The new system will enable
ACSO to have better access to accurate and up-to-date information on registered
CSOs.
 Donors and Funding Organizations: The improved data management system will
provide donors and funding organizations with reliable and transparent information
about CSOs. This will enable them to make informed decisions regarding funding
allocations and support initiatives that align with their objectives.
 Research and Analysis: Researchers and analysts studying civil society and its
impact will benefit from access to a comprehensive and well-organized database.
The system will provide them with reliable data for analysis, facilitating evidence-
based research and informed insights.
 The development team: is another beneficiary of the system as it gains system
development knowledge and experience. The team receives a degree for
successfully developing the system. It can also be used as a base line for other
developers to develop related systems.
1.7. Methodology
1.7.1. Data Collection
To collect data for the CSO Management System, we will use a combination of interview,
observation, and document analysis methods. We will conduct interviews with ACSO Staff, and
administrators to gather their requirements and feedback. We will also observe the current
system operations to understand the existing processes and identify areas for improvement. In
addition to interview and observation, the developing team tries to review all written documents
about the ACSO relevant to the system. Such as organizational structure of the company,
Different forms used on the current system, company’s website. This will help us to gain a good
understanding of the current system and identify the gaps that need to be addressed through the
new system.

1.7.2. System Development Methodology

System development methodologies are a standard set of steps used to develop and support
information systems in organizations 2. We need a methodology for analyzing a problem to be

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solved, planning for the design of the solution and a construction method that minimizes the risk
of error. We selected object-oriented approach (OO) because it produces easy solutions with
better quality, reusability and extensibility easily within a short period of time. There are
different object-oriented system development methodologies. We will use modified waterfall
system development methodology.

The main advantage of modified waterfall methodology is its flexibility. This allows system
development team to respond to changes in the market or changes in user requirement without
significantly impacting the project timeline. It also reduces the likelihood of error and increase
the quality of the final product.

Figure 1-2 system development life cycle

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1.8. Development Tools and Technologies
1.8.1. Front end technologies

These are technologies to be used to build web pages and user interfaces for web applications.
Html, CSS and Bootstrap
 It is a standardized system for tagging text files to achieve font,
color, graphic, and hyperlink effects on World Wide Web pages.
 Html will be used to develop the webpage to interact with the system
JavaScript:
 Java script is a programming language used most often for dynamic
client-side scripts on web pages and allows you to implement
complex things on web pages. It is easy to learn, debug and test,
fast no need of compilation, platform independent, and has
programming language capabilities.

1.8.2. Back-end technologies

These technologies are used to deal with servers, applications and databases.
PHP with Laravel framework

 PHP is a server-side scripting language. That is used to develop

Static websites or Dynamic websites or Web applications.
MySQL

 MySQL is a free to use, open-source database that facilitates

effective management of databases by connecting them to the
software.

Apache

 Apache is an open-source and free web server software that powers

around 46% of websites around the world. The official name is
Apache HTTP Server, and it's maintained and developed by the
Apache Software Foundation.

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 XAMPP

 XAMPP is a free open-source cross-platform web server solution

stack package developed by Apache Friends, consisting mainly of
the Apache HTTP server, Maria DB database, and interpreters for
scripts written in the PHP and Perl programming languages.

1.8.3. Documentation and Modeling Tools

Tools to be used for documentation are:

 Microsoft Word 2019
 Microsoft Visio 2010
 Balsamic Mockups 3

1.8.4. Deployment Environment

 Visual Studio: This is a popular integrated development environment (IDE) used
for developing software applications. It provides tools for coding, debugging, and
testing software applications.
 Apache Web Server: This is open-source web server software that can be used to
deploy web applications and serve web content over the internet. It can be used to
deploy and host web applications developed using Visual Studio.
1.9. Scope
Scope deals with the major tasks that the system has to do in order to insure weather the
project meets the intended objectives or not at the completion of the project. It helps to create
parameters and boundaries which restrict the working area of the system to be developed.
The web based CSO management system will include the following

 It enables to register CSO online,

 It allow to evaluate and monitoring the CSO
 It can store CSO information
 It enable to generate monthly, daily and weekly reports

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  It enable the system admin to manage their member
 It accepts CSO service request
 It allow to user control system

1.10. Risks, Assumptions and Constraints

Risks, assumptions, and constraints are important considerations in project planning and
management. They help identify potential challenges and limitations that may impact the
successful execution of the project. Here are some examples:
Risks:

Risk is an uncertain event or condition that, if it occurs, may have a positive or negative effect on
at least one project objective, such as scope, schedule, cost, or quality 3.

Table 1-2 list of risk and their mitigation strategy

Risk Likelihood Mitigation strategy

Disagreement among the
group member for
selecting title
Member of the group
withdraw from the
university
Punctuality of the group
member
Lack of cooperation from
ACSO staff
Technical issues
(Compatibility, system
failures, data corruption)
Project schedule
Moderate Take title suggestions from all group members
and choose the one with the majority's
agreement.
Low Establish clear role and responsibility among
group and associate the undone task to other
member
Moderate Assign additional tasks to members who are not
punctual in order to maintain project progress.
Low Schedule a meeting with ACSO staff in order to
explain the purpose of the project and address
the resistance
Moderate Conduct thorough testing and quality assurance
activities.
Low Adjusting the time schedule

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Assumptions

Assumptions are conditions that must be satisfied in order to carry out in developing the
proposed system. As a project team we will develop this web based CSO management system by
the following assumptions:

 CSOs, authorities, and other stakeholders will support the project and provide necessary
cooperation.
 The network connection assumed to be accessible 24 hour a day 7 days a week.
 The CSO management system will be developed and implemented within the allocated
time frame and budget.
 The CSO management system will meet the requirements and expectations of the ACSO.
 The team is also familiar with the development areas used in the development.
 The users of the CSO management system will have the necessary technical skills to use
the system effectively.

Constraints:

This section identifies the specific constraints or restrictions that limit or place conditions on the
current development project, especially those associated with the project scope such as:-

 Time Constraints: The project may be bound by specific timelines or deadlines that need
to be met.
 Resource constraints: we will not get enough materials including necessary information.
 Technical Constraint: The CSO management system my not compatible with the existing
IT infrastructure and meet the technical requirements of the institution.
 Quality constraint: limitations on the level of quality expected for project deliverable

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1.11. Phases and Deliverable of Project

Table 1-3 phases and deliverables of the project

Phase and deliverables
Phase group Phase deliverable
Planning proposal Proposal document
Requirement gathering and  Collect and analyze user  Requirement
analysis requirement specification document
 Develop functional and  Use case and user story
non-functional
documentation
requirements
 User interface
 Create use cases and
prototype
user stories
 Class modeling
 Create User interface  Sequence diagram
diagram

Design  System design model  Class type architecture

specification  Component diagram
 Persistence diagram
 User interface
Implementation and  Civil Society  installation
deployment management system  testing
 deployment
Project closure  Conduct post-  Post-implementation
implementation review review report
 Obtain sign-off from  Project sign-off
stakeholders  Archived project
 Archive (record) documentation
project documentation  Project evaluation
 Complete project report
evaluation report

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1.12. Work-break down structure

Work breakdown structure (WBS) is a deliverable oriented grouping of the work involved in a
project that defines its total scope 4. In the following table, we have shown the total scope of the
project using WBS

Table 1-4 WBS

Phase Task Responsible persons
1. System 1.1. studying the background of organization Taye Tefera
planning and 1.2. Stating Problem statement Bereket Muniye
selection 1.3. Stating Objective of the project Abirham Abere
1.4. Conducting Feasibility study
1.5. Analyzing Significance of the system
1.6. Determining Beneficiaries of the project
1.7. Selecting Development methodology
1.8. Development tools and technologies TeklemariamFekade,
specification Hermela Mulu,
1.9. Scoping of the project Betel Mequanent
1.10. Determining Risks assumptions and
constraints
1.11.Determining Phases and deliverable of the
project
1.12. work break down structure
1.13. project schedule

2.Business area 2.1. Business area analysis Taye Tefera

Analysis and 2.1.1. Identifying Activities and functions of Bereket Muniye
requirements the organization Abirham Abere
definitions 2.1.2. Studying Problems of the current system
2.1.3. Identifying Players of the current system
2.2. Requirements definition TeklemariamFekade

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 Hermela Mulu
2.2.1. Specifying Functional requirements Betel Mequanent
2.2.2. Designing Essential use case modeling
2.2.3. Essential user interface prototyping
2.2.4. Non-functional requirements
identification
3.Object 3.1. Design System use case Bereket Muniye
Oriented 3.1.1. UI identification Hermela Mulu
Analysis Abreham Abere
3.1.2. Business rules identification Teklemaraim Fekade
3.1.3. Actor identification Taya Tefera
Betel Mequanint
3.1.4. Designing the use case diagram Bereket Muniye
3.1.5. Use case description Taya Tefera
Betel Mequanint
3.2. Conceptual modeling Teklemaraim Fekade
3.2.1. Class diagram Hermela Mulu
Abreham Abere
3.2.2. Class description Abreham Abere
3.2.3. Sequence diagramming Taya Tefera
Betel Mequanint
3.2.4. User interface prototyping Teklemaraim Fekade
Bereket Muniye
Hermela Mulu

1.13. Project schedule

Project schedule is a timetable that describes the project plan in terms of time using a Gantt chart
as shown below. To implement the proposed project effectively and reach the planned goal, there
are actions to be under taken and performed; these activities are shown in the Gantt chart.

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19
Figure 1-3 Gantt chart

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2. Business Area Analysis and Requirement Analysis
2.1. Overview

In this section the project team will study and analyze the existing system of civil society
management system in ACSO in detail. The development team will identify major
functionalities, players, problems faced, reports, forms and documents used in the existing
system. In addition to this, the functional and non-functional requirements of the proposed
system are stated here.

2.2. Business Area Analysis

In this section the project team will study and analyze the existing management system of Civil
Society Organization at Authority for Civil Society Organization in detail. The development
team will identify major functionalities, players, problems faced, reports, forms and documents
used in the existing system.

2.2.1. Activities/Functions of the organization

In this section, the activities and functions performed by the authority responsible for civil
society organizations will be explored. It aims to provide a good understanding of the core
operations and responsibilities of the organization. By examining the activities and functions, it
becomes possible to identify the specific areas where the management system can enhance
efficiency and effectiveness.

Here are the functionalities and activities performed by ASCO

 Register organizations and support, facilitate and coordinate their activities

in accordance with the Proclamation;
 Providing support and guidance for registered civil society organizations.
 Facilitating collaboration and networking, and overseeing compliance with
relevant regulations and policies for CSO.
 Monitor and supervise organizations to ensure that they undertake their
activities in compliance with the law;
 To provide the necessary support to organizations to enable them to have
systems of internal governance and self-regulation that ensure transparency

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 and accountability and to work together towards implementation of the
same;

2.2.2. Problems of the current system

In order to identify the current problems in ACSO for managing CSO, use PIECES framework to
describe the existing problems of the current system. This framework is used to identify the
problems within an existing system. These problems can be seen from six different perspectives
like Performance, Information, Economic, Control, Efficiency and Services given by the system
to users.

Performance:

 . Lack of clear authorized user control system

 Inability to edit information after registration
 Limited search methods for verifying CSO names
 Limited options for CSO sectors during registration
 Inability to accurately report the total number of registered CSOs

Information:

 Database not updated to reflect changes in office name and operating system
 Storage and organization of information is poorly structured

Economic:

 Potential security and privacy risks due to the lack of authorized user control
system
 Potential disruptions during the transition from the old system to the new
system can affect data availability and system usability

Control:

 Difficulties in accessing information for senior management and customers

when needed

Efficiency:

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  Inefficient registration processes due to the limited search methods and
inability to edit information

Service:

 Reduced usability and accessibility for senior management and customers

2.2.3. Forms and reports of the current system

Form

A business document that contains some predefined data and may include some areas where
additional data are to be filled in. An instance of a form is typically based on one database record
2.

Search or Re-registration Form is a form used to search for or re-register existing civil society
organizations and is used by professionals from the Information and Communication Technology
Department. Civil Society Registration Form is another form used to register new civil society
organizations. It serves as a registration mechanism for entering the information of newly
established organizations.

Report

A business document that contains only predefined data; it is a passive document used solely for
reading or viewing. A report typically contains data from many unrelated records or transactions.
2.

In the current system, there are multiple reports available that display the recorded data of civil
society organizations. Among these reports, the "List of CSOs by Category" report presents a
categorized list of CSOs. Additionally, the "Report of All CSOs" also displayed.

2.2.4. Players of the existing system

23
The current system comprises of different players (actors) to carry out their job. Among those
here are the most common ones: - experts, admin, data encoder, cso.

Supervisor
 Is responsible for assign the task for other employee

Data Encoder

 Data encoders are responsible for registering employee information, sector

details, and the CSO data.
Expert
 These individuals possess special skills or knowledge required for the
system. These individuals responsible for evaluating and verfy CSO
documents.
 Experts also involved in writing letters for immigrants. These letters could
be in support of an immigration application. Such letters are often important
in demonstrating an immigrant's eligibility or suitability for a particular
immigration process
 Experts play a crucial role in ensuring the accuracy and validity of CSO
data.
System admin
 Is responsible for the overall management and administration of the system.
They handle tasks such as user management, system configuration, security,
and maintenance to ensure the better operation of the system.
Civil society organization
 The CSOs are the main players. They provide the necessary information and
documents required for the evaluation process.
Database admin
 Is responsible for managing and maintaining the system's database. They
ensure the proper storage, organization of the data. The database admin also
handle data backups, data recovery, and troubleshooting any database-
related issues.

24
2.3. Requirements Definition
A requirement is simply a high-level, abstract statement of a service that a system should
provide or a constraint on a system. These requirements reflect the needs of customers for a
system that serves a certain purpose such as controlling a device, placing an order, or finding
information5. The process of finding out, analyzing, documenting and checking these
services and constraints is called requirements engineering. Software system requirements are
often classified as functional requirements or nonfunctional requirements.

 Functional requirements: These are statements of services the system

should provide. How the system should react to particular inputs, and
how the system should behave in particular situations.
 Non-functional requirements: These are constraints on the services or
functions offered by the system.

2.3.1. Functional requirement

The functional requirements for a system describe what the system should do. These are
statements of services the system should provide, how the system should react to particular
inputs, and how the system should behave in particular situations. When expressed as user
requirements, functional requirements are usually described in an abstract way that can be
understood by system users. Functional system requirements vary from general requirements
covering what the system should do to very specific requirements reflecting local ways of
working or an organization’s existing systems 5. The functional requirements identified for
our system are described as follow.

FRID Requirement Definition

FR1 Each staff member using the system shall be uniquely identified by his/her
Digit employee identification number.
FR2 The System shall provide user authentication and role-based access control
functionality to ensure that only authorized ACSO staff members can access and
perform actions within the system based on their assigned roles and
permissions.
FR3 The system shall count total number of cso registered.
FR4 The system shall report the status of the cso

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FR5 The system shall allow the expert to retrieve, view, select and print reports.
FR6 The system shall allow CSOs to register
FR7 The system shall allow CSOs to check their name whether taken or not
FR8 The system shall allow CSOs to View notification that are send from expert

FR9 The system shall allow CSOs to request Service like support letters and logo
change from ACSO if they want when the register

FR10 The system shall allow CSOs to update their submitted information based on the
expert comment.
FR11 The system shall allow data encoders to register sector, renewal history, active
region.
FR12 The system shall allow Experts to evaluate and give comment CSO document
that are submitted when they register.
FR13 The system shall allow Experts to write a support letter for CSO
FR14 The system shall allow admins to manage account
Figure 2-0-4 functional requirement

2.3.2. Non-functional requirement

Non-functional requirements are requirements that are not specifically concerned with the
functions conveyed by the system. These are constraints on the services or functions offered by
the system. They include timing constraints, constraints on the development process, and
constraints imposed by standards. Non-functional requirements often apply to the system as a
whole, rather than individual system features or services. 5.

The following are non-functional requirements of the new system.

Performance

 The System will have a short response time for a given piece of work; time that
the system uses to process, acquire and retrieve data and information from
database is low.

Maintainability

26
  The system must be easy to maintain and update in order to meet changes in the
operation if needed. Errors may appear when the users of the system interact with
the system. To control these inaccuracies the system should generate different
messages.

Security

 The system shall be secured. In order to make the system safe from unauthorized
access and modification, the system shall use log-in account to differentiate
among the different users of the system.

Supportability:

 Reports of the system shall be converted to .xls .pdf file formats.

 The system shall be browsed with latest versions of Internet Explorer, Chrome
and Mozilla Firefox.

Availability

 Our system will be with high availability when the system will be launched for
the first time and will be in continuous available when users need it.

27
3 Object Oriented Analysis
3.1. Overview
Object-Oriented Analysis (OOA) is an important technique used in software engineering to
analyze, design, and model software systems using the concepts of objects and classes. In the
context of a CSO Management System, OOA can be used to create a conceptual model of the
system that identifies the key objects and their relationships.
The primary goal of OOA for CSO Management System is to identify the objects in the system,
their attributes, and the relationships between them. This involves analyzing the problem
domain, identifying the requirements of the system, and creating a conceptual model of the
system that represents its structure and behavior in terms of objects, classes, and their
interactions.
This chapter provides an overview of how the business domain is analyzed in relation to the
upcoming new system. Understanding "what to build" will be the main purpose of this phase.
This will handle tasks including identifying user interfaces and business rules, modeling system
use cases, and creating documentation.

3.2. Use case Modeling

The system use case talks more or less the same concept like the essential use case with some
details of implementation like login. System use case model is composed of the system use case
diagram and its corresponding documentation the use case diagram and the documentation will
have the same component as the essential use case model with little technological influence like
include and extend.

Unified Modeling Language(UML) provides three relationships that can be used to structure use
cases. These are generalization,include and extends. An include/use relationship between two
use cases means that the sequence of behavior described in the included(or sub) use case is

28
included in the sequence of the base(including) use case. Including a use case is thus analogous
to the notion of calling a subroutine.

The extends relationship provides a way of capturing a variant to a use case. Extensions are not
true use cases but changes to steps in an existing use case. Typically extensions are used to
specify the changes in steps that occur in order to accommodate an assumption that is false. The
extends relationship includes the condition that must be satisfied if the extension is to take place,
and references to the extension points which define the locations in the base(extended) use case
where the additions are to made.

3.2.1. UI identification
User interface (UI) refers to the design and layout of screens, buttons, icons, and other elements
that users interact with when using software or electronic devices. The primary goal of a UI is to
provide users with an intuitive, easy-to-use interface that allows them to accomplish tasks
efficiently and effectively. Here are most of the user interfaces we have identified for the users to
communicate with the system. The table below shows the user interfaces by their id, name and
how we are going to use them in our proposed system.

UID User Interface Description

3.2.2. Business rules identification

A business rule is a statement that defines or constrains some aspect of a business operation. It is
a specific, actionable, and testable guideline that helps to ensure that business processes are
executed consistently and accurately. Business rules can be applied to a wide range of areas
within an organization, including operations, finance, sales, marketing, and customer service.
Here are the business rules we have identified.

Rule Description

29
3.2.3. Actor identification
An actor is a person, organization, or external system that plays a role in one or more interactions
with your system. Actors are drawn as stick figures. The following actors has identified and
described in the table below.

Table3.4 Actor identification

No Actors Description
1 CSO
2 Admin
3 Expert
4 Supervisor
5 Data encoder

3.2.4. Designing the use case diagram

3.2.5. Use case description

Use Case Name
Use case ID
Use Case Description
Actor
Pre-Condition
Extends
Includes
Basic Course of
Action

Alternative Course of

30
Action

Post Condition

Use Case Name

Use case ID
Use Case Description
Actor
Pre-Condition
Extends
Includes
Basic Course of
Action

Alternative Course of
Action

Post Condition

Use Case Name

Use case ID
Use Case Description
Actor
Pre-Condition
Extends
Includes
Basic Course of
Action

Alternative Course of
Action

Post Condition

Use Case Name

Use case ID
Use Case Description
Actor
Pre-Condition
Extends
Includes
Basic Course of
Action

31
Alternative Course of
Action

Post Condition

Use Case Name

Use case ID
Use Case Description
Actor
Pre-Condition
Extends
Includes
Basic Course of
Action

Alternative Course of
Action

Post Condition

Use Case Name

Use case ID
Use Case Description
Actor
Pre-Condition
Extends
Includes
Basic Course of
Action

Alternative Course of
Action

Post Condition

Use Case Name

Use case ID
Use Case Description
Actor
Pre-Condition
Extends

32
Includes
Basic Course of
Action

Alternative Course of
Action

Post Condition

Use Case Name

Use case ID
Use Case Description
Actor
Pre-Condition
Extends
Includes
Basic Course of
Action

Alternative Course of
Action

Post Condition

Use Case Name

Use case ID
Use Case Description
Actor
Pre-Condition
Extends
Includes
Basic Course of
Action

Alternative Course of
Action

Post Condition

Use Case Name

Use case ID
Use Case Description
Actor

33
Pre-Condition
Extends
Includes
Basic Course of
Action

Alternative Course of
Action

Post Condition

3.3 Conceptual Modeling

3.3.1. Class diagram
Class diagram is a graphical representation of the static view of the system and represents
different aspects of the application. A collection of class diagrams represents the whole system.
The purpose of class diagram is to model the static view of an application. Class diagrams are the
only diagrams, which can be directly mapped with object-oriented languages and thus widely
used at the time of construction (Ambler, 2004).

3.3.2. Class description

3.4. Sequence diagramming

UML sequence diagrams model the flow of logic within a system in a visual manner, enabling
both to document and validate logic, and are commonly used for both analysis and design
purposes (Ambler, 2004).

3.5. User Interface Prototyping

34
Appendix

Appendix 1 – Search or Re-registration Form

Appendix 2 – Civil Society Registration Form

35
Appendix 3 – Company information from their database, where they can produce various
reports according to their needs

36
Appendix 4 – A report to show list of registered organizations from the database

37
Reference
x

[1] (2020, october) authority for civil society organization. [Online]. https://acso.gov.et/en

[2] Joey F. George, Joseph S. Valacich Jeffrey A. Hoffer, Modern Systems Analysis & Design, 2nd ed.:
Addison Wesley Longman, Inc., 1999.

[3] Project Management Institute (PMI), A Guide to the Project Management Body of Knowledge
(PMBOK Guide), 2017th ed.: Project Management Institute (PMI), 2017.

[4] Kathy Schwalbe, Information Technology Project Management, 7th ed.: Wiley, 2014.

[5] K. Schwalbe, Information Technology Project Management.: Cengage India, 2004.

[6] Joey George Joseph Valacich, Modern Systems Analysis and Design, 9th ed.: Pearson, 2021.

[7] Grady Booch et al, Object-Oriented Analysis and Design with Applications, 3rd ed.: Addison-Wesley,
2007.

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