Empowering Change: An Advanced NGO Management System for Efficient Operations, Enhanced Donor Engagement, and Transparent Community Development

Abstract

This paper proposes solution to handle complex societal concerns, including social welfare, environmental preservation, and humanitarian aid, non-governmental organisations (NGOs) are essential players. Realising an NGO\'s objective requires effective administration of its many facets of operations, including donor connections, project tracking, volunteer coordination, and event planning. This article introduces the \"An Advanced NGO Management System for Efficient Operations, Enhanced Donor Engagement, and Transparent Community Development\" a powerful web-based tool designed to streamline NGOs\' administrative procedures while promoting accountability and openness. In a world with constantly changing difficulties, NGOs need adaptive and user-friendly tools to successfully manage their range of activities. This system has been painstakingly designed to deliver a dynamic and adaptable online application that responds to the complex needs of NGOs and their stakeholders by utilising the power of Java Servlets technology. The NGO Management System functions as a central hub for the comprehensive management of NGO operations, enhancing their overall impact and contribution to the betterment of society. It places a focus on donor management, fundraising, project oversight, volunteer coordination, seamless communication, and comprehensive reporting.

Introduction

I. INTRODUCTION

NGOs work in a variety of fields, from healthcare and education to environmental protection and alleviating poverty. Despite the special nature of their missions, these organisations frequently struggle to manage finances, maintain relationships with donors, and ensure accountability. When it comes to handling the dynamic nature of NGO activities, the traditional paper-based methods frequently fall short. The current era's growing reliance on technology makes a strong digital platform essential for NGOs to maximise their efforts.

The capacity to regularly track the organization's growth and keep an eye on the performance of its members is one of the key factors in every organization's success. The higher authorities frequently struggle to communicate with the beneficiaries and monitor each one's progress due to inefficient communication protocols, a confusing hierarchy, opaque information flow, and a lack of instruments. In this essay, we provide a web-based monitoring system that would eliminate this bottleneck and guarantee clear, efficient communication and work monitoring regardless of the type of NGOs.

People can contribute in surprising, unique ways to an organisation since people have perspectives, values, and experiences that can be leveraged for the organization's benefit as well as personal gain. The effectiveness with which people are managed has a direct bearing on the degree to which local non-governmental organisations function and meet their goals. Employee commitment and, thus, continuous productivity are encouraged when they are aware of the organization's and their own destinies within it. Consequently, it is true to state that local NGOs rely on the contribution of the human resources already present within the organisation, and that they are forced to actively seek out and investigate opportunities that will help them develop their capacity for managing employees.

The value of an effective NGO management system is found in its capacity to automate repetitive operations, offer real-time information, and promote collaboration. It attempts to reduce administrative complexity and provide NGOs with the resources they need to concentrate on their main activities. This system claims to transform how NGOs work by using cutting-edge technologies, assuring a more transparent, accountable, and effective approach to social development.

II. OBJECTIVES

A. Simplify the operations of NGOs

To streamline and enhance the administration of several NGO functions, such as volunteer coordination, project tracking, donor interactions, and event planning.

B. Boost the Engagement of Donors

To improve relationships with donors by offering an easy-to-use and effective platform for fundraising and donor management.

C. Encourage Transparency and Accountability

To reduce communication bottlenecks and promote collaboration by facilitating effective and clear communication both with recipients and within the organisation.

D. Automating Repeated Operations

To automate time-consuming administrative duties so that non-profits can concentrate on their main goals and operations.

E. Both flexibility and ease of use

To offer a flexible and intuitive web application that can adapt to the changing needs of non-governmental organisations.

F. Hub Centralised

To operate as the focal point for all-encompassing NGO management, boosting their general influence and commitment to the advancement of society.

III. LITERATURE REVIEW

Non-Governmental Organisations (NGOs) and Their Contribution to Sustainable Community Development is the title of a study that writers "Norhasni Zainal Abiddin*, Irmohizam Ibrahim, and Shahrul Azuwar Abdul Aziz" suggested for publication in the year 2022. This essay seeks to assess both the challenges that non-governmental organisations (NGOs) face and their influence on the growth of sustainable communities. A range of sources, including scholarly articles, publications, and even company websites, were used to perform the investigation. The number of NGOs in Malaysia is disclosed in this article, which may help us gain a better understanding of the sector. The effort will track the expansion of these non-profits to ascertain how swiftly they are expanding. An systematic method of doing a literature review was used to screen the articles that were taken from three online databases. Results: Eight publications were selected for the extra analysis in this study. There are a total of four recommendations and four challenges. Conclusions: In order to help non-profit organisations already in existence better serve the community as a whole, this article presents some recommendations.

A study titled "Rethinking the NGO Website from the Knowledge Management Perspective" was proposed by authors "Oleksandr Berezko and Pavlo Zhezhnych" in 2017. In many industries, non-governmental organisations (NGOs) have a significant impact. Similar to for-profit organisations, they must manage their expertise, but typically lack the resources to do so.

Social software may provide "new hope" for knowledge management in NGOs by embracing social knowledge environments (SKEs). Is it feasible to help SKE using the websites of the large majority of international NGOs? This study presented the theoretical framework for developing an SKE based on an NGO website. The suggested website model illustrates how to create SKE using this perspective on NGO characteristics.

A work named "NGO Support Software Solution: for Effective Reachability" was proposed by writers "Janhavi Desalea, Kunal Gautama, Saish Khandarea, Vedant Parikha and Dhanashree Toradmallea" in the year 2020.

In India nowadays, there are numerous NGOs fighting for noble causes. The public is also eager to assist. Unfortunately, a lack of IT infrastructure limits the effectiveness of these NGOs' capacity to reach their target audiences. By providing these NGOs with the IT infrastructure they require to maximise their resource usage and increase their capacity to receive monetary and food donations, we wish to support them. The proposal includes a cross-platform mobile application that will allow them to manage their volunteers and collect orders by connecting to people who wish to help them in their good deed through a social media module. The goal is to compile all the best features, choose the best platforms, take advantage of current trends, and build the app at a cost the NGO can afford despite the abundance of independent developers and pre-existing apps. With the help of our literature analysis of existing apps, we discovered how to develop the crucial elements that we require.

We were inspired to exploit social media to its full potential after reading articles about its current trends because doing so allowed us to examine people's views, routines, and behavioural patterns. Studying various systems using mobile applications gave us the idea to look into solutions with a background that is entirely free, which allowed us to develop an affordable solution.

Authors "Rehema C. Batti" suggested a paper titled "Human resource management challenges facing local NGOs" in the year 2020. Partnerships with local NGOs have developed into important components of the development sector. Human resource management in those organisations is crucial since it influences their viability and effectiveness. For many regional NGOs, managing human resources poses a range of challenges. Local NGOs' inadequate HR management procedures have an effect on employees' work experiences and general performance, which affects both personal and organisational outcomes. Many local NGOs lack a human resource department or a human resource manager as a result of the size and breadth of the organisation. As a result, they typically choose employees who lack the requisite human resource competencies and skills to manage staff difficulties.

IV. PROPOSED SYSTEM

When developing a proposed system for an NGO (Non Governmental Organisation), it is important to take into account a number of factors, such as the organization's mission, goals, target audience, and available resources. Mission and vision of the NGO should be made very clear. Describe the precise initiatives that the NGO will carry out to carry out its purpose.Determine who the NGO's programmes are intended to benefit. Describe the NGO's financing sources, including any grants, donations, fundraisers, or joint ventures. Make a list of possible collaborators, partners, and supporters of the NGO's objectives.Make a schedule with checkpoints and due dates for putting the suggested system into action and launching programmes. Define the NGO's definition of success and the metrics it will use to gauge its progress towards its objectives. Define the NGO's definition of success and the metrics by which it will be measured progress toward its goals. The suggested system for a centralised Non-Governmental Organisation (NGO) outlines the key components, practises, and technology that will support the organization's mission and goals while ensuring effective centralization. The following is a recommended structure for a centralised NGO:Mission and strategy definition: The mission, vision, and long-term goals of the NGO should be stated in clear terms. Make a comprehensive strategic plan that outlines the organization's objectives and a strategy for achieving them.Central Leadership and Governance: Establish a centralised governing body or council that will be in charge of taking the lead and making important decisions. A CEO or executive director should be chosen to manage the organization's headquarters and implement its strategy. Standardised Rules, Regulations, and Procedures: Establish and document uniform rules, regulations, and procedures that apply to all departments and initiatives. Verify that the organization's policies are consistent with its mission and guiding ideals. Resource administration: Allocating resources (money, personnel, and materials) in line with the strategic objectives of the central office. centralised financial management, including grant management, fund-raising, and budgeting. Develop a strong technological infrastructure to facilitate coordination, communication, and centralised data management.Use a central database system to handle and keep organisational data safely. Monitoring and Assessment: Establish a centralised monitoring and evaluation (M&E) system to track the accomplishments and effectiveness of projects and initiatives. Collect and analyse data from a variety of sources to aid in your decision-making.Communication & Collaboration: Implement communication channels and platforms to promote collaboration and information exchange between central office and regional office staff. Use video conferencing to communicate remotely and hold frequent meetings. Training and capacity-building initiatives should be centralised to guarantee that staff members operating in multiple locations have the same knowledge and skills. Create a learning management system for online training and skill development.Management of identity and brand: Establish brand standards to preserve a unified organisational identity across all branches and regions. Watch for adherence to branding guidelines.Establish a centrally coordinated risk management strategy that identifies potential risks and discusses mitigation options. To address emergencies, develop centrally coordinated crisis response plans. Improve operational effectiveness by using cost-cutting, resource-sharing, and centralised procurement practises. To identify areas where expenses could be reduced, do routine cost-benefit analyses.

1. Accountability and Transparency: Ensure the openness of financial transactions and decision-making processes. Release annual reports to the public and provide stakeholders with financial information.
2. Constant Development: To foster a culture of continuous improvement, solicit feedback, learn from the past, and adapt strategies as needed.
3. Community Engagement: Develop community engagement activities that involve the neighbourhood in project development and execution.
4. Data Privacy and Security: Adopt stringent data security and privacy procedures to safeguard sensitive information, especially that relating to contributors and receivers.

V. ACKNOWLEDGMENT

We would like to express our sincere appreciation to the JSPM Narhe Technical Campus for giving us the chance to prepare a project on the subject of "Empowering Change: An Advanced NGO Management System for Efficient Operations, Enhanced Donor Engagement, and Transparent Community Development" as well as to our HOD Dr. N.A.Auti for giving us the resources and opportunity to research the subject. Without her encouragement, consistent support, and insightful advice, our research would have been difficult and we sincerely appreciate help in guiding us through it.

Conclusion

The NGO Management System project is an all-encompassing solution created to handle the many problems that NGOs deal with on a regular basis. It seeks to revolutionise NGOs\' operations by promoting effectiveness, openness, and increased societal impact. The system has modules for managing donors, volunteers, projects, finances, inventory, data analytics and reporting, communication and outreach, mobile accessibility, security, compliance, and performance. These modules give NGOs a solid foundation for project planning, execution, and monitoring, resource optimisation through inventory management, and improved outreach and communication. By using encryption, good coding practises, and security audits, the Security and Compliance module answers concerns about data security and privacy. By preserving feature parity with the online application, the mobile application module guarantees a seamless user experience and increases the platform\'s adaptability and accessibility. A consistent user experience across all devices is ensured by the System\'s design for ongoing innovation and enhancement.

References

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Copyright

Copyright © 2023 Dr. Nisha Auti, Sakshi Deshmukh, Harshada Sharma, Sakshi Dhumal, Pratik Shinde. This is an open access article distributed under the Creative Commons Attribution License, which permits unrestricted use, distribution, and reproduction in any medium, provided the original work is properly cited.