THE UNIVERSITY OF DAR ES SALAAM

GROUP 08: DIGITAL CLUB

MANAGEMENT SYSTEM

NAME REGISTRATION NUMBER COURSE

HERIETH SHIHANGO 2022-04-12319 BSc. BIT

HUD BUHERO 2022-04-00887 BSc. CEIT

WINSAVIOUR MUNGURE 2022-04-08879 BSc. BIT

GEORGE MATHIAS 2022-04-06656 BSc. BIT

SABRINA MGAGI 2022-04-07227 BSc. CEIT

ARNOLD MASMINI 2022-04-06484 BSc. CS

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 1. INTRODUCTION

The digital club management system is an online web platform that designed to enhance to
communication and management of university clubs. This system serves to facilitate
coordination, collaboration among club members, leaders, and university administrators. It allow
students to be able to get various information about the club he/she is associated, enable
communications between members and access to various club events.

The digital club management system is expected to have various features, mainly club
management include membership fee management and payment, event planning, communication
channels among club members, resource sharing as well as membership management. Various
club features such as user authentication and profile as well as security enforcement are
paramount.

The digital club management system is made to broadcast the different clubs available in the
university which are known by few. Being a web platform, real time messages, announcements
and updates will foster quick and effective communication among members. It improves
organization and transparency as all the club activities are available for checking by both club
members and leaders and university administrators and supervisors. Furthermore, recruitment
becomes easy, adaptability and scalability increases as well as community building becomes a
dream come true. Last but not least, being web based, any one can have access to the platform to
view the activities undergoing which may attract sponsors and various organizations to support
the clubs as well as activities in the university.

SYSTEM REQUEST

Project Sponsors Dr. Salome Maro

Business Requirements Using the DCMS, university students who are

customers will be able to search for the clubs
description, requirements and objective as
well as joining the clubs. The specific
requirements that the system is expected to

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 hold includes;
 Display list of clubs a university student
can join.
 Search for clubs.
 Registration for a new member and
membership tracking status.
 Schedule for club events and activities.
 Membership fee tracking and data
collections.
 Club registration.
Business Value Through DCMS we aim to increase club
membership by enabling existing members to
easily pay membership fees, receive payment
receipt, and have a well organized schedule of
club events. This will enhance attendance and
participation. Also DCMS will minimize the
risk of errors in financial transaction as well
as generating accurate financial reports for
better decision making. Its visibility via web
platform will assure acquiring of external
sponsors and opportunities for students.

A caution approximation of measurable

benefits;
 Reduce administrative overload could
lead to conservative estimate of 15-20%
time saving.
 Automating fee collection and financial
processes might result in a 10-155
reduction in financial error.
 Improve the ease of membership of a 10-
15% increase in overall
 Operational cost reduction
Special Issues or Constraints  Marketing department has gained support
from stakeholders and want to buy in the

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 early stages of planning. As a result the
department view this a benefit to our
company and showing loyalty to stake
holder
 Also the club member has proposed this
project for the purpose to facilitate
seamless communication among club
members, and get a centralized platform
for announcement and updates

2. FEASIBILITY ANALYSIS

A. TECHNICAL FEASIBILITY

Familiarity with the System:

It's like this, people at UDSM don't really know much about clubs. We've been here for two
years, and we can't say I've heard about many clubs, except for a few in CoICT college whereby
various clubs register their members’ information through online documents like spreadsheets,
but there is no proper management for these students who enroll themselves into these rare clubs.
The Digital Club Management System (DCMS) wants to change that. We need a system that
people can easily understand and use. The project's success depends on making it simple and
easy for everyone, even if they're not used to fancy computer stuff.

Familiarity with Technology:

The good news is, we're using technology that people already know about. We're not trying to
reinvent the wheel. The tools we're using for the DCMS are common and familiar to folks here.
They include common web development tools, databases, and programming languages aligning
with existing knowledge within the university community. This familiarity is a significant

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advantage, reducing the risk associated with adopting entirely new systems. So, we don't have to
spend a lot of time learning new things. We can focus on making the system easy for everyone to
use, keeping it simple and straightforward.

Project Size:

The DCMS is a big project, no doubt about it as it comprises of various features like club
registration, membership management, event planning, and communication channels. But we're
not trying to do everything at once. We're starting small, looking at the clubs we already know
exist. This way, we can learn as we go and make things better based on what people need. It's
like building with LEGO blocks – one piece at a time. This approach helps us manage the
project's size and make sure we're not missing anything important as we will also keep on
performing iterative improvements based on user feedback.

Compatibility with Existing Systems:

Our university already has some systems in place, like Aris3 and the Learning Management
System (LMS). We want the DCMS to work with these systems in the future, but for now, it's
going to stand on its own two feet. This gives us the freedom to make it the best it can be before
we connect it to other things. We'll work closely with tech folks from different parts of the
university to make sure everything fits together smoothly when the time comes.

Club Visibility and Integration:

Let's talk about why we're doing all this – to let everyone know about clubs and get them
working together. Right now, not many people know about clubs outside their own college. We
want to change that. The DCMS is going to show off each club, saying, "Hey, look what we're
doing!" We also want clubs from different colleges to be friends, to share ideas and do cool stuff
together. Imagine it like a big party where everyone's invited, and everyone brings something
awesome to share.

Our plan is to make the DCMS a place where clubs can shine and everyone can see what's going
on. We want students to explore clubs from all over, not just their own area. It's like opening a
door to a whole new world of fun and interesting things to do. This way, UDSM becomes a place
where people from different clubs become buddies, learn from each other, and make the
university a livelier, happier place.

In conclusion, the DCMS is more than just a fancy system – it's about making things better for
everyone. By keeping it simple, using what we already know, and taking it step by step, we're

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making a system that will show off our clubs, bring people together, and make UDSM an even
cooler place to be. Let's make it happen!

B. ECONOMICAL FEASIBILITY

Cost and benefits

The following are the cost and benefits of digital club and Management system system

 DEVELOPMENT COST

-Software Development: Includes expenses for coding, testing, and deploying the digital CMS.

-Integration Costs: If the CMS needs to integrate with other systems or platforms.

-Training: Expenses related to training staff and members on using the new system

 OPERATION COST

-Maintenance: Ongoing expenses for updates, bug fixes, and system improvements.

-Hosting and Infrastructure: Costs associated with hosting the system, server maintenance, and
data storage.

-Support: Expenses for providing customer support and resolving user issues.

 TANGIBLE BENEFITS.

-Efficiency: Streamlined club operations, reducing manual efforts and paperwork.

-Cost Savings: Long-term savings through improved efficiency and reduced administrative tasks.

-Data Accuracy: Enhanced accuracy in tracking memberships, payments, and other club-related
data.

 INTANGIBLE BENEFITS

-Brand Image: A modern, digital presence can enhance the club's reputation and attractiveness.

-Member Satisfaction: Enhanced user experience can lead to increased member satisfaction.

-Data Insights: Better data collection and analysis for informed decision-making.

Assigning value to the above costs and benefits

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DEVELOPMENT COST:

 Software Development: [$2000]

 Integration Costs: [$1000]

 Training: $1500]

OPERATION COST:

 Maintenance: [$2500]

 Hosting and Infrastructure: [$1500]

 Support: [$2000]

TANGIBLE BENEFITS:

 Efficiency: [$1000]

 Cost Savings: [$3000]

 Data Accuracy: [$1700]

 Member Engagement: [$3100]

INTANGIBLE BENEFITS:

 Brand Image: $2500]

 Member Satisfaction: [$4000]

 Data Insights: [$3700]

 Adaptability: [$2100]

Assessment measures

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 Cash flow analysis: Cash flow analysis involves examining the inflows and outflows of cash
within a business.

Net Cash Flow=Total Inflows−Total Outflows

=$10,000-$7,000

=$3,000

Return on investment (ROI): ROI is a measure of the profitability of an investment.

ROI= (Net profit/Initial investment) x100

= ($10,000/$50,000) x100

=20%

Break-even point: The break-even point is where total revenue equals total costs.
Break-Even Point = (Fixed Costs/ Revenue per Unit−Variable Costs per Unit)

=$30,000/ ($20- $10)

=$3000

Discount cash flow: Is a method used to estimate the value of an investment based on its
expected future cash flows.

DCF= future Cash Flow /(1+Discount Rate) n

Where n is the number of years into the future

=$3000/(1+0.10)2

=
$33,057.85

C. ORGANIZATIONAL FEASIBILITY

This will determine how well ultimately our DCMS will be accepted by its users and
incorporated in the ongoing operations of the organization. It analyses attempts to answer the
question “If we build, will they come?”

To assess the organizational feasibility of this project, we are going to consider the following
things:

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Administrative willingness

The digital club management system is at hand in process because the administration has its full
support in making digital transformation of the older systems to the new ones. This is do because
of the university’s openness to change, collaboration and recognition of the potential benefits the
digital club management system could bring to the university.

Availability of the existing resources

There are plenty of all the necessary technological infrastructure such as computer labs with all
its components and a full-time access of the internet. Moreover, availability of human resources
such as the lecturers and students as well who will help in the accomplishment of this project
through close supervision, discussion, and research to make this system the best.

Adaptability of this system in the organization

the digital club management system will be made in a way that the users will be able to cope
with and easily make use of it. This is done by analyzing potential challenges faced in different
clubs in the university hence adjusting and enhancement in the areas needed.

Alignment with the goals and values of the university

The university’s main goals are typically intensifying research relevant to community, focus to
problem solving and knowledge creation becoming a leading research university. The Digital
Club Management system complies to all these organizational goals. To accomplish these goals,
we conduct various research programs to improve the system to solve the problem facing the
club activities in the organization. Moreover, its values such as respect and equality are well
maintained.

STAKEHOLDERS

 Students(club joiners/members)

 Staff

 Principal – COICT

 Sponsor – Salome Maro

 Club supervisors

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 General supervisor of club

 IT staff

 Financial personnel

3. REQUIREMENT ELICITATION ACTIVITIES

A. INTERVIEW

Conducting interview with stakeholders such as club supervisors, principal and expected users
will give a better understanding of the needs and expectations to be met within the system.
Furthermore, challenges can be addressed up front while still in analysis phase to determine if
the project can be implemented right away or after some external conditions are met.

B. OBSERVATION

It is crucial to have time to observe the operations and processes within the club as well as
related external stuffs affecting the clubs. This could be observing how activities are created and
managed, how external opportunities are taken in consideration within the club or how the club
is exposed to such opportunities. This would create a powerful insight on how the system should
work to deliver these exact values.

C. BRAINSTORMING

Having brainstorming sessions will guarantee generation of ideas and features that would be
crucial to the system. These ideas generated will be the starting point of implementation of the
project as well as allow creation of prototypes and mock systems just to see if it works well.

D. SURVEYS AND QUESTIONNAIRES

With the help of university leaders, the use of university social groups will provide extra
information from students on the system as users by providing questionnaires for the to answer.
These questions will be strictly based on some features of the system that will need clarity from
users(students), problems facing students within club activities and their thoughts and ideas in
general.

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E. BENCHMARKING

Compare the proposed system with similar existing systems such as https://digitalclubs.tz/ to
identify additional features or improvements that could be incorporated.

F. DOCUMENT ANALYSIS

Review documents such as club bylaws, membership records and financial reports to extract
requirements related to these aspects such as database design and modules

G. JOINT APPLICATION DEVELOPMENT (JAD) SESSION

Conduct JAD sessions with different club leaders and members to identify specifics related to
each club requirements and need.

FOUR USE CASES IN OUR SYSTEM

1. Role-Based Authentication and Registration:

- All staff and registered students log in using their credentials.

- The system automatically detects the user type (student or staff).

- Staff members register their specific role (e.g., supervisor) and await confirmation from the
General Supervisor of Clubs.

- Once confirmed, staff members can access functionalities related to their roles.

2. Club Registration and Profile Management:

a.)Student Side:

Students log in using their University Student records.

Upon login, they are automatically registered into the DCMS profiles database.

Students can view all registered clubs and their profiles.

Students should register for at least two clubs of their interest.

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b)Supervisor Side:

Supervisors register using their Staff ID and receive role-based authentication.

They specify the clubs they supervise during registration.

After registration, supervisors can manage events, announcements, and club members for the
clubs they oversee.

c.)Developers and Principal Side:

Developers may have their portal for system maintenance and updates.

Principal or administrative staff may have a dedicated portal for overall system monitoring,
analytics, and high-level management.

3. Events and Calendar Planning:

- Each club's Supervisors, assisted by the IT team, plan and manage events for their respective
clubs.

- We aim to automate processes so that supervisors can independently handle event-related tasks
without heavy dependence on IT.

- Functions include creating events, setting dates, and managing club-specific announcements.

4. Search and Recommendations:

a.) Based on Interests:

- Students provide information about their interests during registration.

- The system utilizes this data to suggest clubs matching their preferences.

b.)Areas of Interest:

- Students can select specific areas of interest (e.g., technology, sports, arts).

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- The system uses these selections to recommend relevant clubs.

c.) Recommendation Algorithm:

- Implement an algorithm that analyzes students' interests, club activities, and historical
engagement data.

- Suggest clubs dynamically based on similarities with other students who share common
interests.

- Regularly update recommendations to adapt to changing student preferences.

DESCRIPTIONS FOR THE FIRST USE CASE

I) Name of the Use Case: Club Registration and Profile Management

II) Actors:  Primary Actor: Student

 Secondary Actor: Club Supervisor

 Tertiary Actors: System, IT Team

III) Short Description: This use case involves the process of students
registering into the Digital Club Management
System (DCMS), creating their profiles, and
interacting with the available clubs. Club
supervisors play a role in managing the events,
announcements, and student memberships
within the clubs they supervise

 The DCMS system is accessible and

running.
IV) Pre-conditions:
 Students and club supervisors have valid
credentials for logging into the system.

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  Clubs are registered in the system with
assigned supervisors.

a.) Student Registration:

V) Main Flow: - Student logs into the system using their

University Student records.

- Upon login, the student is automatically

registered into the DCMS profiles database.

- The student views the list of all registered

clubs and their profiles.

- The student selects and registers for at least

two clubs of interest.

- The system updates the student's profile and

club memberships.

Supervisor Registration:

-Club supervisor logs into the system using

their Staff ID.

-The supervisor provides necessary details

during registration, specifying the clubs they
supervise.

-Upon successful registration, the supervisor

gains access to manage events,
announcements, and student memberships
within the assigned clubs.

-If a student chooses not to register for any

club after viewing the list, they can exit the

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VI) Alternative Flows: registration process without selecting clubs.

VII) Exception Flows: - If a student or supervisor enters invalid

credentials during login, the system prompts
for re-entry.

- If the system experiences technical issues

during registration, users are notified, and the
process is temporarily halted.

VIII) Post Conditions: - For Students: The student's profile is updated

with club memberships, and they gain access
to the clubs they registered for.

- For Supervisors: The supervisor gains access

to manage events, announcements, and student
memberships within the assigned clubs.

4. REQUIREMENTS

Functional Requirements:

1. User Authentication and Registration:

 Users should be able to log in using their credentials.

 Automatic detection of user type (student or staff) during login.

 Staff members must register their roles and await confirmation.

 Registration process should be seamless and intuitive for users.

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2. Club Registration and Profile Management:

 Students should be automatically registered into the DCMS upon login.

 Students should be able to view all registered clubs and their profiles.

 Students must register for at least two clubs of their interest.

 Supervisors should be able to register using their Staff ID and specify the clubs they
supervise.

 Supervisors should have access to manage club events, announcements, and members.

3. Events and Calendar Planning:

 Supervisors, assisted by the IT team, should be able to plan and manage events for their
clubs.

 The system should facilitate event creation, date setting, and announcement management.

 Automation of event-related tasks to reduce dependence on IT support.

4. Search and Recommendations:

 Students should provide information about their interests during registration.

 The system should suggest clubs based on students' interests.

 Students should be able to select specific areas of interest to receive relevant club
recommendations.

 Implementation of a recommendation algorithm to dynamically suggest clubs based on

similarities with other students.

Non-Functional Requirements:

1. Usability:

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 The system interface should be intuitive and user-friendly for both students and supervisors.

 Navigation within the system should be straightforward and require minimal training.

2. Performance:

 The system should have fast response times to accommodate a large number of users
simultaneously.

 Event creation and announcement posting should be quick and efficient.

3. Security:

 User data, including personal information and login credentials, must be securely stored and
encrypted.

 Role-based access control should be implemented to ensure data privacy and confidentiality.

4. Reliability:

 The system should be available and accessible to users at all times with minimal downtime.

 Automated backup and recovery mechanisms should be in place to prevent data loss.

5. Scalability:

 The system should be scalable to accommodate future growth in the number of users and
clubs.

 It should be able to handle increasing data volumes and user interactions without
performance degradation.

6. Interoperability:

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 The system should be compatible with existing university systems, such as ARIS03, for
seamless integration and data exchange.

 It should support standard protocols and formats for interoperability with external systems.

5. CONTEXT DIAGRAM AND DFDs

1. CONTEXT DATA FLOW DIAGRAM OF THE DIGITAL CLUB

MANAGEMENT SYSTEM(DCMS)

The Digital Club Management System (DCMS) is like a virtual meeting point for university
clubs, making things smooth for students and club organizers. For the context Data Flow
Diagram level, we have five major entities for the system: the University Student Records
Database (ARIS03), the IT Team, the Club Supervisors, the General Supervisor of Clubs, and
the Students.

Firstly, University Student Records Database (ARIS03) is like a big database of student records,
helping verify students during registration. It sends details like student IDs to the DCMS for
checking.

Then, we have the Club Supervisors. They're like the club leaders, deciding on events and
memberships. They tell the DCMS about club plans and get info on members. If they need help
or have feedback, they can talk to the system too.

The IT Team is like the tech experts. They work closely with the DCMS, handling technical stuff
to make sure everything runs smoothly. If there are tech issues or improvements needed, they're
the ones to help.

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The General Supervisor of Clubs is like the overseer. They get reports on how all the clubs are
doing. It's like they have a bird's-eye view of everything happening in the club world.

Finally, we have the Students, who are the main users. They use the DCMS to join clubs, check
out events, and stay updated on club news.

The below is the context Data Flow Diagram for the Digital Club Management System as
explained by the above summary:

2. LEVEL 0 DATA FLOW DIAGRAM FOR THE USE CASE 1:USER

REGISTRATION

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The below Level 0 DFD illustrates a straightforward process for user registration whereby the
sinks/sources involved here are:

1. The Aris-03 Database

2. The Students

Students register by inputting their details, and the DCMS handles this data, creating user
profiles within the system. It sets the stage for a more detailed understanding of how the DCMS
manages user registration information in subsequent levels of the DFD.

3. LEVEL 0 DATA FLOW DIAGRAM FOR THE USE CASE 3: EVENTS AND
CALENDAR PLANNING

The below Level 0 DFD illustrates a straightforward process for the events and calendar
planning whereby the sinks/sources involved here are:

1. The Students

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2. The Club Supervisor

3. The IT Team

Here, the Club Supervisors and the IT Team provide event information to the System, the event
creation process creates event data then sends it to the System Database which stores this
information.

The System retrieves event reminders or notifications from the System Database and distributes
them to students through the Announcements Distribution process.

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6. ENTITY RELATION DIAGRAM(ERD)

7. DESIGN DIAGRAM

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