Project Sponsor: John smith from IT unit

Business Need: Five charities have been merged, each with its own system for tracking donors, donations, and communication. Complaints received from operations staff regarding complex processes and difficult management; and from donors regarding missing information, lack of feedback channels after donations, and delays in tracking donations; as well as the absence of a unified email system, making it difficult to attract potential donors.There is a need to create a system with single, unified database and mail function.

Business Requirements: The new system should be able to integrate donor details from all five previous systems, including information on potential and actual donors. It will track all donations made to the merged charity, regardless of the original charity's source. The system will also contain a integrated mail function as conmmunicating method to consolidating various methods used by individual charities


Business Value: reduce the administrative burden of managing multiple systems (by 40% in 5 month)

attract potential donors

rapid responce as well as tracking donations for donors (Satisfaction will increased by 30%.)

Special Issues or Constraints: Two large - scale systems have complete documentation, the other two have only user - facing documentation. Technical knowledge for these two systems may rely on staff demonstration, which could cause delays in the integration process.

The functional area: 
Risk in the functional area is LOW
Analysts are organized from previous charities, and only those who have worked for five years or more can join the team. The analysts include both IT and non-IT departments and can fully oversee the system.
For features with missing user documentation, staff can clarify core functionalities through operational demonstrations (such as the template logic of the email generation system and the field definitions of the donation tracking system). By organizing workshops to record operational processes and create data flow diagrams, the issue of missing technical documentation can be addressed.

The technology area: 
Risk in technology is LOW
Previous large charitable organizations have been integrated into the existing organization, and the IT personnel are familiar with the technical stack involved in the system, with complete user and technical documentation.

Project Size area：
Project size is modreate
The project team should be composed as much as possible of IT members with long work experience and high-level expertise. avoiding the involvement of inexperienced individuals and non-stakeholders (10-15 members).  
Duration: The project duration is 10 months, which is within the reasonable range for a medium-sized system integration project

Compatibility area:
The risk in compatibility is LOW
The systems of the two large organizations are relatively well-established. The system is built on the foundations of the two largest charitable organizations. and the new system can be well integrated with these large organizations. The other three organizations have only implemented part of the features of the large systems, but the main business processes are similar. The compatibility of the technical infrastructure is moderate.

1. Project Initial and Strategy - Planning (April 2025)

Duration: 2 weeks
Tasks:
  - System Request (April 17, 2025 - April 21, 2025)
  - Feasibility Analysis (April 17, 2025 - April 21, 2025)
  - Define Project Scope (April 17, 2025 - April 21, 2025)
  - Organize Project Team (April 21, 2025 - April 25, 2025)
  - Develop Project Management Plan (April 25, 2025 - April 28, 2025)

Dependencies: None
Milestone: Project initiation complete (April 28, 2025)
Responsible Role: Project Sponsor

2. Requirement Gathering - Analyzing (May 2025)

Duration: 4 weeks
Tasks:
  - Develop an Analysis Strategy (May 5, 2025 - May 9, 2025)
    - Model the Current System (May 5, 2025 - May 9, 2025)
    - Formulate the New System (May 5, 2025 - May 9, 2025)
  - Collect and Analyze Requirements (May 12, 2025 - May 19, 2025)
  - Create Use Case Diagrams and Descriptions (May 26, 2025 - May 29, 2025)
  - Validate and Approve Requirements (June 2, 2025 - June 5, 2025)

Dependencies: Project initiation complete
Milestone: Requirements approved (June 5, 2025)
Responsible Role: Business Analyst, Project Sposor

3. System Design (June 2025)

Duration: 3 weeks
Tasks:
  - Develop Design Strategy (June 9, 2025 - June 12, 2025)
  - Design Architecture and Interfaces (June 13, 2025 - June 16, 2025)
  - Select Hardware, Software, and Network Requirements (June 16, 2025 - June 20, 2025)
  - Develop Program Design (June 20, 2025 - June 26, 2025)

Dependencies: Requirements approval
Milestone: Design finalized (June 26, 2025)
Responsible Role: System Architect

4. Continuous Iteration (June - July 2025)

Duration: 1 week
Tasks:
  - Execute Integration Testing (June 27, 2025 - June 30, 2025)
  - Conduct User Acceptance Testing (UAT) with Stakeholders (July 1, 2025 - July 3, 2025)
  - Fix Defects and Perform Regression Testing (July 3, 2025 - July 5, 2025)
  - Validate Non-Functional Requirements (Performance, Security) (July 5, 2025 - July 7, 2025)

Dependencies: Data migration completed
Milestone: Testing completed (July 7, 2025)
Responsible Role: System Architect, Data Engineer, Stakeholders (Donors)

Methodology: Agile Development - Scrum

Project Characteristics

- There are differences in the systems of charitable organizations of different sizes.
    
- Delivery within a specified time frame (10-month deadline).

- The system needs to create rapid responses in case of improving the donor experience.
    

Scrum focuses on cross-organizational requirement integration and iterative delivery. Some requirments may unclear due to difficuty communicating to potencial and auctual donors.
The project involves organizations of different sizes and technical levels in different area. There is need for clear short time schedule, Scrum can provide schedule visibility
The new system should reliable and plan long-term use. Scrum can provided long-term itration and fully test.

1. Project Manager (1 person)
Responsibilities: Oversee project execution, ensure the project is completed on time, within budget, and within the defined scope within 10 months. Facilitate communication with stakeholders and manage project risks.  
Reason: The project needs to ensure completion by having both the big picture and details, and it must coordinate team resources, manage complex system differences, and address stakeholder interests to ensure that integration meets business requirements. The project manager ensures that integration aligns with business needs by coordinating resources across different charitable organizations.

2. Business Analysts (2 people)
Responsibilities: Focuses on business issues.  
Collect and document requirements from five charitable organizations through workshops, interviews, and demonstrations. Review and design business processes to ensure they meet the requirements.
Reason: During the integration process, there may be issues with existing business processes being unreasonable, incompatible, or unable to meet the requirements. Business analysts need to integrate all functions and translate user needs (such as the unfamiliarity of small organization users with complex systems) into feasible technical requirements.

3.System Architects (2 people)
Responsibilities: Design the system architecture, focusing on scalability, security, and integration with legacy systems. Define data models and interfaces to unify different infrastructures.  
Reason: The project needs to integrate five different systems, including spreadsheets from small local charities and complex systems from two large charities. The system architects utilize the integration of large systems to incorporate the functionality of smaller systems. Their design ensures the system supports reporting functions and data import from spreadsheets.

4. Data Engineers (3 people)
Responsibilities: Responsible for data migration, including extracting, cleaning, transforming, and integrating donor and donation data from five systems into a unified database.  
Reason: The data formats across the five charities vary significantly, ranging from spreadsheets to full databases. Data engineers use technical documentation from large systems to extract data, while cleaning and transforming data from spreadsheets to meet a 95% data quality goal within three months.

5. UI/UX Designers (1 person)
Responsibilities: Design an intuitive and user-friendly interface for users from five charitable organizations, ensuring system usability and adoption.  
Reason: Small local charities lack IT staff, and employees are unfamiliar with complex systems. The UI/UX designer creates a simple interface that integrates the complex features of large systems, ensuring all users can easily navigate and use the system.

Requirement definition: Charities System

Non-Functional Requirements

1. Performance:

1.1 system responses less than 2 seconds 

1.2 system handle 30 number of users 

1.3 system handle 5000 number of donations

1.4 system support for 20 additional charities.

2. Security:

2.1 system backup data once a week

2.2 system update user permissions once a month.

3. Usability:

3.1 system can be used in windows and ios environment

3.2 system can be used in computer phone and laptop

3.3 system support remote working and field operations.

4. Maintainability:

4.1 system update documentations everyday

5. Compliance:

5.1 system complies data protection and privacy laws (e.g., GDPR, CCPA).

5.2 system accessible to users with disabilities, follow the rules WCAG 2.1. 

Functional Requirements

1.Technical staff Actions:

1.1 Technical staff can create donor records.

1.2 Technical staff can update donor records.

1.3 Technical staff can delete donor records.

1.4 Technical staff can record donations from potential donors.

1.5 Technical staff can record donations from actual donors.

2.Searching:

2.1 Company managers can search using name ,address, or contact details

3.Email sending:

3.1 Mailbox managers can send email to potential and actual donors.

3.2 Mailbox managers can track email with potential and actual donors.

3.3 Mailbox managers can get others email feedback

4. Document 

4.1 Document managers can generate reports on campaign performance.

4.2 Document managers can migrate documents 

4.3 Document managers can categorize documents

Requirement Analysis Strategies: Problem analysis, Outcome analysis, Duration analysis

reason: The project is sensetive to time it's must finished on time, excute on Duration analysis can make sure app can finished on time.
As an integerate project Problem analysis is necessary, modlling existing system and find requirements relavent to problem. 
New System should meet users need, It's necessary to excute Outcome analysis to make sure system is required by users

Requirement Gethering Techniques: Using Joint Application Development (JAD) Method 
Stakeholders from the five organizations will be gathered together for a series of collaborative workshops based on the current charity organization process. The workshops will follow business assumptions (including guesses about the causes of current problems and methods to optimize business processes) and will propose a solution process.

During the workshops, employees will demonstrate system processes on-site, using practical operations to fill the documentation gaps of some organizations. Given that this project has a 10-month time limit, JAD allows for the synchronized verification of requirements across all organizations and real-time conflict resolution. This structured collaboration accelerates requirement gathering and reduces delays caused by repeated communication. Since this system needs to mitigate the risks associated with users' understanding of system usage, JAD ensures the project is designed with the user at the center and helps small organization employees become familiar with the large organization’s system.

Reason: As a integrate project actual donors need on board, requirements should focus on improvements and to-be
JAD allow to get Deep information and easy to combine information together with low cost. Most improtantly, usesr can highly involve in project

Senior Management of integrade charity
    The existing system increases the difficulty of donor and organizational management, raising the management costs of the merged organization. The new system will optimize the organization's costs.
    
Donors and Potential Donors 
    The existing system is fragmented, and the donor experience is inconsistent. The merged new system will enhance the donor experience.
    
Organization Staff 
    The new system's email functionality will improve staff experience, since missing functionalities in some systems, staff face communication challenges with donors or potential donors, and inconsistent database data creates many difficulties in their work.  and a unified database will reduce maintenance costs.
    
Volunteers and Partners
    The new system will allow the charitable organization to respond more quickly to partners.