Sadaqah / Aqiqah Software Requirement Specifications

1. Sadaqah / Aqiqah Software Requirement Specifications

2. These are the general steps of the Sadaqah & Aqiqah sacrifice projects: Hidaya Foundation receives the donation and information for sadaqah in the form of sacrifice / Aqiqah. Information that is given includes: Name of person for whom the Sadaqah/Aqiqah is for Type of animal (goat/sheep or ox/buffalo) Hidaya Foundation team in US gathers and sends the Sadaqah information to Hidaya Trust and other international field operations HT dispatches the Sadaqah / Aqiqah information to various district operations within the country to arrange and distribute Sadaqah / Aqiqah sacrifice District operation reports back to CFO and Hidaya Foundation headquarters that Sadaqah has been distributed HF team emails donors to notify them that their Sadaqah / Aqiqah has been completed HF team post pictures and data to our website for donors to review General Overview of Project

3. The objective is to create an online software solution that can manage Sadaqah / Aqiqah data which allows Hidaya Foundation and Hidaya Trust (along with other international field operations) to coordinate effectively. Objective of Software for Sadaqah / Aqiqah Project

4. Hidaya Foundation US Project Manager: This user will log in to enter and edit initial donation information and final closure of sadaqah request. This user will also view/pull reports on sadaqah / aqiqah requests. Hidaya Trust CFO Manager: This user will login in to review and delegate each sadaqah / aqiqah request. This user will also view/pull reports. Hidaya Trust District Operations Manager & Sadaqah / Aqiqah Project Manager: This user will review the assigned requests to them. Also, this user will enter data after they have distributed the Sadaqah / Aqiqah. Roles of Users

5. Note: There will be a simple login screen for each person involved in entering or retrieving data There will be one row of questions for each donor entry. At the end of the row of questions, there will be an option to add another row for entry of another donation. These are the questions that will listed in the columns which will be completed by the Hidaya Foundation USA team in the beginning: 1. Donation ID/Method: This will either be a 5-digit number or a word such as ‘check’ 2. Donor Name: this is for the name of the donor who gave funds. This field should not be shown to anyone except the Hidaya Foundation US team. We want restricted access to this field so that we can protect the donor. 3. Donor’s email address: This field should not be shown to anyone except the Hidaya Foundation US team. We want restricted access to this field so that we can protect the donor. 4. Donation on behalf of: this field will be for saying the name at the time of Sadaqah. By default, this field should copy the name that was entered in the ‘Donor Name’ field – but it should be editable. 5. Donation Type: This is either one of two choices in Drop-Down Menu in the following order – Sadaqah (default option) Aqiqah 6. Animal Type: This is either one of two choices in Drop-Down Menu in the following order – Goat/sheep (default option) Ox/buffalo 7. Quantity: This is for the quantity of animals that are being requested by one individual donor. Some donors request more than one Sadaqah Step 1: Initial Data Entry by Hidaya Foundation USA Team

6. 8. Donation Country: This is for the country that the donor requested. The options will be in Drop-Down Menu in the following order – Where Most Needed (default option) Pakistan West Africa Bangladesh India Sri Lanka Indonesia 9. Date & Time of Donation: This field will identify the specific date & time that the donation was given 10. Date Sent to International Operations: This field will mark which date that Hidaya Foundation USA team entered this data into the system. This field should have today’s date filled in as default, but should be editable. At the end of the row of questions, there will be an option to “Add Another Row” for entry of more data. At the bottom will be a submit button. Once the submit button is pressed, all of the data is saved with each row being an individual Sadaqah/Aqiqah donation record. Also, once the submit button is pressed, an e-mail message is automatically generated informing specific people (who will be defined) that there has been an update in the records to this project. Step 1: Initial Data Entry by Hidaya Foundation USA Team

7. Donation ID Donation ID Donation ID Date Sent to International Operations Donor Name Donor Email Donor Email Donor Email (Insert all columns detailed in previous slides) Add Another Row (Today’s Date) Step 1: Initial Data Entry by Hidaya Foundation USA Team Example This button will be pressed if Hidaya Foundation USA Team will have to add another data record for a separate Sadaqah donation. When it is pressed, a new row of boxes (cells) will appear under the existing fields. Date Sent to International Operations Donor Name (Insert all columns detailed in previous slides) Add Another Row (Today’s Date) Date Sent to International Operations Donor Name (Insert all columns detailed in previous slides) Add Another Row (Today’s Date) Once this button is pressed, all of the data is saved with each row being an individual Sadaqah/Aqiqah donation record. Also, an e-mail message is automatically generated informing specified people that there has been an update in the records to this project. Submit

8. A CFO team member will login and review each donation record that was sent by Hidaya Foundation US team. CFO will assign a District Operation by choosing from a drop-down menu. CFO will also enter the date they make this assignment. This field should have today’s date filled in as default, but should be editable. The necessary fields will be: Assigned to District Operations: A drop down menu for choosing District Operations Date & Time Assigned to District Operations: A field to enter the date & time which CFO assigns this Sadaqah/Aqiqah to the District Operations. This field should have today’s date filled in as default, but should be editable. Once CFO clicks submit, then automatic emails will be generated to employees and managers at different District Operations which were selected by CFO. These people will be directly involved in the Sadaqah/Aqiqah project in their district operations. Step 2: CFO Designation Data Entry

9. Sadaqah/Aqiqah Project Manager at any District Operations will login to his account. He will see all the donation records that are assigned to his District Operations. Once the Sadaqah/Aqiqah Project Manager will complete the distribution and then complete the following fields: Date of Sacrifice & Distribution: This field should have today’s date filled in as default, but should be editable. Name of Village / Neighborhood of Distribution Number of Beneficiary Families Date & time of Confirmation of Completion: This field should have today’s date filled in as default, but should be editable. Once the Project Manager clicks submit, an email is automatically generated to CFO and to Hidaya Foundation US team informing them that the Sadaqah/Aqiqah records have been completed. Step 3: Project Execution Data Entry

10. Hidaya Foundation US Team will login and see which Sadaqah have been completed. The system will have generated an automatic email, which is editable. This email will be sent to the donor using the ‘donor name’ and ‘donor e-mail address’ fields that are part of the record. This email will be pre-drafted but in a window that allows the user to edit any specific parts. Once Hidaya Foundation US team member has finalized the email, the email will be automatically sent on behalf of ‘mail@hidaya.org’. A copy of the email should also be sent to ‘mail@hidaya.org’ for records. A field should be made record the exact time and date of the e-mail. Step 4: Confirmation Data Entry

11. Reports should be created so that authorized users can view/pull using any data field. For example reports should be generated by using any of the following ways: Search by Date of Donation (where the user can enter a range of custom dates) Start Date: End Date: Search by donor name Search by donation ID Search by donor email address Search by Name of Village of Distribution Search by Date of Completion Confirmation Etc. Search & Reports