Eye Bank Management System

1.Background of the organization

The Eye Bank of Ethiopia (EBE) is a nonprofit
humanitarian organization established under the tripartite
agreement among Federal Ministry of Health, Addis
Ababa City Administration Health Bureau and Orbis
International Ethiopia. The bank was inaugurated on the
28th of June, 2003 by his Excellency Ato Girma
Woldegiorgis, the former President of the Federal
Democratic Republic of Ethiopia. The EBE is
strategically located in the premises of one of the oldest
hospitals in the country, Menilik II Hospital. The
Hospital is a tertiary training center for eye care
professionals and health workers. [1]

The Eye Bank procures corneas through presumed and

next of kin consents according to an administrative
directive issued by the Federal Ministry of Health
(FMOH). The organization launched by carrying the
mission of sustaining the vision of human to reach them
at needed success. At the time, the organization have not
enough volunteer workers and support from government
to run it as a required progress. However, there is free
volunteers they work without tiredness regardless of
their numbers. From that level, they goes through the act
of propelling somehow to achieve a goal.[2]

In 2011, an agreement was signed between Orbis, Sight

life and Himalayan Cataract Project (HCP) to expand on
the foundation and work built by Orbis. Through this
partnership, Sight Life was able to increase the quality
and capacity of the Eye Bank through human resources
support, project development and quality accreditation's
on standards of donor eligibility, tissue recovery,
processing storage, tissue evaluation and distribution.
HCP has worked to strengthen training opportunities in
the cornea sub-specialty field for ophthalmic
professionals at all levels, including training abroad and
in-country workshops throughout Ethiopia. [3]
2.Reasons for initiating the project

The Eye Bank of Ethiopia has been providing eye

donation service for over 20 years. However, donor
registration, data storage, backup, cornea stock,
diagnosis and transplant, and reporting mechanism are
still being carried out in a traditional way (manual
system).

Due to this, people who are unable to register as cornea

donors face challenges in the registration process. Staff
members find it difficult to register donors, access
registered member information efficiently, and search
for donors from the paper-based records. Additionally,
doctors often encounter delays in requesting tissue and
submitting reports to the central eye bank. Donors who
are willing to donate corneas face difficulties in
accessing the registration form promptly and may lack
sufficient information about the cornea donation process.
As a result, search and rescue operations become nearly
impossible. To address these issues, it is crucial to
ensure that the registration process is streamlined so that
more people can easily register, and doctors can
communicate seamlessly with the eye bank.

There are many problems with manual donation system.

 Lack of security of data.

 Time consuming.
 Consumes large volume of paper work.

Therefore, our team is initiating to develop a real-time

Eye Bank Management System to address the challenges
faced by the Eye Bank of Ethiopia, doctors requesting
corneas, and individuals who wish to donate their
corneas.

3. Objective of the project

3.1. General Objective

The general objective of the project was to develop

comprehensive Eye Bank Management System(EBMS)
that improve the collection, preservation, and
distribution of donated corneas for corneal transplant
surgeries.
 3.2. Specific Objectives

The specific objectives of this project are:

 Studying the existing paper based eye bank

system.
 Requirement gathering for the Eye Bank
System.
 Conducting business analysis.
 Design and Implement the Eye Bank
Management system.
 Test the Eye Bank Management system.
 Deploy the Eye Bank Management system.

4. Deliverables of the project

The deliverable of each phase of the project are:

 Project proposal document

A document that contain planning, statement of

problem and objective.

 System analysis:
 System analysis document
  Class modeling
 Sequence diagram
 User interface prototyping
 System Design (object-oriented design):

 Class diagram
 User interface design
 Software package: - Making it a reality in the
real world includes installation, testing, training
and deployment.

Testing: fully working real time EBMS Mobile and

Web Application.

Deployment: installed and configured system

 Doctor, staff and donor manual: documented and

other manual to help for their role.
 Generate reports: generate report for those
stockholders depend on their role on the system.

5.Project scope planning

In this project, we proposed to develop a Mobile Based
and web based Online Eye bank management system
for Ethiopia . This project has two major deliverable.
The first one is an mobile application that used to
register donor, generate identification card, for tissue
request ,doctor report that show the process is succeeded
or failed and awareness page that is used to give aware
the people what is the value which part of the eye will be
used and more .

The second deliverable is a web system that will

perform to tissue collection, quality assurance of cornea,
manage patient ,staff register ,tissue report monthly,
quarterly volunteer register for plantation of cornea
awareness page and eye care that help to give aware for
all people .The mobile applications are being developed
for doctor and users because there are many mobile
users in Ethiopia at this time (Kommy, 2014).

Exclusions

The design of the project does not include the

supportive subclass and equipment registration,
cleaning, sterilizing and other record like tissue store
temperature of the refrigerator part of the Eye Bank
and there is no employ management system .

6.Human and Resources Planning

Task Required Exert Required

Material
problem Business Stakeholder input
Identification analysts for 2 Project
day documentation
planning Project Project charter
manager for 5 Computers for 2
days day
Two pack of
paper
Mobile phone for
communication

background of Bushiness Company profile

the analysts for 3 Mission and
organization day vision statements
One pack of
paper
Computer for one
day
Mobile phone
statement of the Project Background
problem managers and research,
business analyst Stakeholder
Data analysts interview,
Stakeholders Internal
and users documentation
One pack of
paper
Computer for 1
day
Objective of the Project Project proposal
Project manager Stakeholder input
Stakeholders Organizational
Users study
Data analysts Computer for 2
day
 Mobile phone for
communication
Feasibility Technical Two pack of
Study experts paper
Project Mobile phone for
manager communication
Computer for 3
days

mythology Project Computer for 3

manager days
Methodology Mobile for
specialists communication
3 pack of paper
Scope Project Project charter
manager Project
Bushiness documentation
analysts Computer for 5
days
One pack of
paper
Mobile phone for
communication
Project 2 pack of paper
manager for 2 Computer for 2
day days
Project Methodology Mobile phone for
Schedule specialist for communication
2day
Overview of System analyst Two pack papers
business for 5 days Computer for 2
area and Data collectors days
requirements for 3 days Mobile card for
communication
System System
designers requirement
System builders documentation
Design
specification
Overview of Use cases
Object Computer for 3
oriented days
analysis Mobile card for
communication
UI designer Users research
UX designer findings
Prototypes
Computer for 4
UI days
identification Mobile card for
communication
Bushiness Requirement
analysts documentation
Designing the System Computer for 4
use case architect days
diagram UI designer Mobile card for
communication
Technical Computer for 4
annalists days
Business Mobile card for
analysts communication
Requirement
Class Diagram documentation
Use case diagram
 Technical Computer for 4
analysts days
Bushiness Mobile card for
analysts communication
sequence Requirement
diagramming documentation
Use case diagram
user interface
Prototyping

7.Schedule planning
Task Name Start date Finish date

Problem identification Nov 8,2023 Nov 10,2023

Prepare planning Nov 11,2023 Nov 11,2023

background of the Nov 11,2023 Nov 11,2023

organization

statement of the Nov 12,2023 Nov 12,2023

problem

Objective of the Nov 12,2023 Nov 12,2023

Project
Feasibility Nov 13,2023 Nov 13,2023

Study

Significance of the Nov 13,2023 Nov 13,2023

Project

Beneficiaries of the Nov 13,2023 Nov 13,2023

Project

Methodology Nov 14,2023 Nov 14,2023

Development Tools Nov 14,2023 Nov 14,2023

and Technologies

Scope Nov 14,2023 Nov 14,2023

Risks,assumptions Nov 15,2023 Nov 15,2023

and constraints

Phases and Deliver Nov 15,2023 Nov 15,2023

Ables of Project

Work-break down Nov 15,2023 Nov 15,2023

Structure

Overview of business Nov 16,2023 Nov 16,2023

area and

requirements

Activities of the Nov 16,2023 Nov 16,2023

organization

Problems of the Nov 17,2023 Nov 17,2023

current system

Forms and reports of Nov 17,2023 Nov 17,2023

the system

Players of the existing Nov 18,2023 Nov 18,2023

system

Requirements Nov 18,2023 Nov 18,2023

Definition

UI identification Nov 18,2023 Nov 18,2023

Business rules Nov 19,2023 Nov 19,2023

identification

Actor identification Nov 19,2023 Nov 19,2023

Designing the Nov 19,2023 Nov 19,2023

use case diagram

Use case Nov 20,2023 Nov 20,2023

description

class description Nov 20,2023 Nov 20,2023

sequence diagramming Nov 20,2023 Nov 20,2023

user interface Prototyping Nov 21,2023 Nov 21,2023

GANT chart
8.BUDGET SUMMARY/Cost Plan

Human resources Duration Fee per total

day

System analyst 3 1000 3000

Software 7 1000 7000

Developer

Training and 4 500 2000

Support Staff

Quality 2 500 1000

Assurance/Testers

Transportation 3 20 60
and
communication

Total 19 3020 13,060

9. Project Stakeholders
Stakeholders are those individuals/groups with an
interest in the project's outcome. They are typically the
members of our project team member, eye bank staff,
surgeon, Eye Donors and Recipients. Stakeholders are
people who will be affected by our project at any point
in its life cycle, and their input can directly impact the
outcome. Players refer to the external entities that
interact with our system and who are involved in the
activities of the current system.

9.1. Internal Stakeholders

Internal stakeholders are those who are within the

project. Internal stakeholders refer to individuals or
groups within an eye bank who have a direct interest or
influence over its activities, decisions, and
outcomes. They can include project team members, our
team lead, Project Advisor, Eye Bank Management, eye
bank staff, and Quality Assurance (QA) Team.

1. Eye bank management:

Senior executives, directors, and managers responsible
for overseeing the operations and strategic direction of
the eye bank. Internal stakeholders from management
will have a direct impact on the project by providing the
necessary resources, support, and guidance. They will be
involved in decision-making processes, ensuring
alignment with the eye bank's goals and objectives. They
ensure that the project has the required funding,
infrastructure, and staffing to succeed.
2. Eye Bank Staff:

Employees working in various roles within the eye

bank, such as donor coordinators, tissue technicians,
quality control personnel, administrators, and other
operational staff.
Eye bank staff members are directly involved in the day-
to-day operations and will be impacted by the
implementation of the eye bank management system.
The staff of the eye bank will benefit from increased
efficiency and productivity through streamlined
workflows and automation. They will also experience
improved accuracy in data management and reporting,
leading to enhanced decision-making capabilities.

3. Quality Assurance (QA) Team:

Internal QA personnel responsible for ensuring
compliance with regulatory standards, quality control,
and adherence to best practices within the eye bank.
The quality assurance team will benefit from the change
from manual work to an eye bank management system
by having improved oversight and control over quality
assurance processes. The eye bank management system
can provide better data tracking, analysis, and reporting
capabilities, enabling the team to identify and address
quality issues more efficiently and effectively.

4. Project Team Members:

Developers, designers, testers, and other personnel

directly involved in implementing the eye bank
management system. Project team members will be
impacted by actively working on the development,
testing, and deployment of the system. Their roles will
involve designing user interfaces, coding functionality,
ensuring data security, and providing ongoing support.

9.2 External stakeholders

External stakeholders are those who do not directly work
with a company but are affected somehow by the actions
and outcomes of the business.

In our case the external stakeholders are:

1. Donors and Donor Families:

the eye bank management system offers a range of

benefits to donors and donor families, including
streamlined processes, Improved Donor Registration and
Communication, a sense of legacy, and the knowledge
that their loved one's gift is making a meaningful impact
in restoring vision and improving the lives of others.
2. Recipient Patients:
Recipient patients benefit from an eye bank management
system through improved access to suitable donor tissue,
increasing the likelihood of successful transplantation
and better vision outcomes. The system also ensures
enhanced safety and quality assurance by implementing
rigorous screening and testing processes for donated
tissue, prioritizing patient safety.

3. Surgeons

Surgeon benefit from an eye bank management system

through efficient donor tissue matching and streamlined
communication, enabling them to quickly access suitable
donor tissue and coordinate transplantation procedures
effectively.

10. SUCCESS MEASURES Instruction:

Here are some potential success measures for an eye

bank management system:

1. Number of eye donations: Measure the increase in the

number of eye donations received after implementing the
system. This indicates the effectiveness of the system in
promoting and facilitating eye donation.

2. Efficiency of eye retrieval process: Measure the time

taken to retrieve and store donated eyes. The system
should aim to reduce the time required for this process,
ensuring more efficient operations.

3. Reduction in manual paperwork: Measure the

reduction in manual paperwork and associated costs as a
result of implementing the eye bank management
system. This could include the elimination of paper-
based forms, receipts, and other documentation.

4. Improved eye utilization: Measure the percentage of

donated eyes that are successfully utilized for
transplantation. The system should aim to maximize the
utilization rate, ensuring that more donated eyes are
transplanted and not wasted.

5. Enhanced inventory management: Measure the

accuracy and efficiency of inventory management within
the eye bank. The system should provide real-time
tracking of available eye tissues, reducing the risk of
errors and ensuring optimal utilization.

6. Increased accessibility: Measure the ease of accessing

eye bank services, such as online registration,
appointment scheduling, and information retrieval. The
system should improve accessibility for both potential
eye donors and transplant recipients.

7. Enhanced data security: Measure the effectiveness of

the system in ensuring the security and privacy of
sensitive data, including donor information, medical
records, and transplantation details. The system should
implement robust security measures to protect patient
confidentiality.

8. Stakeholder satisfaction: Measure the satisfaction

levels of key stakeholders, including eye bank staff,
healthcare professionals, donors, and recipients. Conduct
surveys or feedback sessions to assess their satisfaction
with the system's functionality, user-friendliness, and
overall performance.
 9. Compliance with regulatory standards: Measure the
system's adherence to relevant regulatory standards and
guidelines for eye banking. This includes ensuring
compliance with legal requirements, ethical
considerations, and quality assurance protocols.

10. Cost savings: Measure the cost savings achieved

through the implementation of the eye bank management
system. This could include reduced administrative costs,
improved resource allocation, and streamlined processes
that lead to overall cost efficiency.

These success measures can help evaluate the

effectiveness and impact of the eye bank management
system, ensuring that it meets the intended goals and
objectives.

11.Risk Management Plan

A risk management plan is a documented strategy that
outlines the identification, assessment, and mitigation of
potential risks within a project, organization, or system

Risk type Likelihood of Mitigation mechanism

occurrence

Insufficient budget 40% Planning alternative and

 giving prioritization

Communication 45% Organize weekly

problem among team meeting to create shared
understanding

Requirement change 55% Using agile methodology

Donors view of 50% Giving awareness

security issue

References

[1]. Web-Based Eye Bank Information Management

System for the Eye Bank of Ethiopia, Betre Tesfaw, June
2017(1-2).

[2]. https://cureblindness.org/news/eye-bank-of-ethiopia-
celebrates-15-years-of-service[3].https://sightlife.org/
partnership-with-eye-bank-of-ethiopia-wins prestigious-
p3-impact-award/.