Question

A charity has asked you to prototype a system that keeps track of all donations they have received. This system has to maintain the names and addresses of donors, their particular interests, the amount donated and when the donation was made. If the donation is over a certain amount, the donor may attach conditions to the donation (e.g., it must be spent on a particular project), and the system must keep track of these and how the donation was spent. Discuss how you would prototype this system, bearing in mind that the charity has a mixture of paid workers and volunteers. Many of the volunteers are retirees who have had little or no computer experience.

Short answer

Prototype the system with a user-friendly interface and test it iteratively with paid workers and volunteers to meet charity needs.

Step-by-step solution

Understanding System Requirements

Start by identifying the key components that the system must track: donor names and addresses, donation amounts, dates, and any conditions attached to donations. Recognize that ease of use is crucial given the user demographic, including retirees with limited computer experience.

Designing a User-Friendly Interface

Design an interface that is intuitive and simple. Use large icons and clear instructions to accommodate users with varying levels of computer literacy. Consider designing workflows that guide a user step-by-step through tasks such as entering a donation or generating a report.

Database Schema Design

Create a database schema that includes tables for donors, donations, and conditions. Ensure that tables are linked appropriately using unique identifiers (e.g., donor ID, donation ID) to facilitate easy retrieval and reporting. A relational database like SQLite or PostgreSQL could be appropriate.

Prototype Development

Develop a basic prototype using a low-code platform or a programming language suited for rapid development, such as Python with frameworks like Django or Flask. Ensure the prototype can perform basic CRUD operations (Create, Read, Update, Delete) to test system functionality.

Testing with Users

Conduct user testing sessions with both paid workers and volunteers, focusing on ease of use and functionality. Gather feedback and make necessary adjustments to the interface and workflows to improve usability. Pay special attention to any areas where users experience difficulty.

Iterative Improvements

Based on user feedback, iteratively improve the prototype by refining interfaces, optimizing database queries, and adding features such as generating reports and tracking donation conditions. Ensure that the system remains user-friendly and valuable for charity operations.

Key concepts

User Interface Design

Creating an effective user interface is key when designing a system for a charity with volunteers who may have little computer experience. The goal is to make the system intuitive and straightforward. It's important to keep the design simple by using:

• Large Icons: Use noticeable and easily understandable icons so users can quickly grasp the functions they need.
• Clear Instructions: Offer step-by-step guidance to help users perform tasks like entering donation details or accessing reports.
• Consistent Layout: Ensure the layout of screens and forms remains consistent to minimize confusion.

Break up complex tasks into smaller, manageable steps. This chunking makes the system less daunting for users who are not tech-savvy. Test the interface with real users to see how they interact and adapt it according to their feedback for improved usability.

Database Schema Design

A robust database schema is essential for tracking donations effectively. It's all about structuring data in a way that makes it easy to store, retrieve, and manage. Consider organizing your schema with these core components:

• Donor Table: Stores names, addresses, and contact details of donors.
• Donations Table: Records each donation with details like the amount, date, and donor ID for linkage.
• Conditions Table: Holds any conditions associated with donations, such as specific project stipulations.
• Link with IDs: Use unique identifiers (e.g., donor ID) to establish relationships between tables.

Employ a relational database system like SQLite or PostgreSQL, which offers robust querying capabilities and supports the relationships between tables. This setup ensures that data integrity is maintained and information is easy to access and report.

User Testing

User testing is invaluable in ensuring your prototype meets the needs of its users, especially in a diverse environment like a charity. Testing should involve:

• Diverse User Groups: Include both paid employees and volunteers, focusing on those with limited experience.
• Scenario-Based Testing: Set typical tasks to see how users complete them and identify any obstacles they may face.
• Feedback Collection: Use surveys, interviews, or direct observations to gather feedback on the interface's ease of use.

This feedback reveals areas that need improvement. Iteratively refine the prototype based on insights from testing sessions. Ensure that each user can efficiently and comfortably navigate the system.

CRUD Operations

CRUD operations are the backbone of any data management system, and your charity's donation system is no exception. Understanding these operations is crucial for handling data:

• Create: Allows users to add new entries, such as donor information or new donations.
• Read: Retrieve data to view existing information, like generating reports on donations.
• Update: Users can modify existing entries, for instance, if a donor changes their address.
• Delete: Provides the ability to remove entries that are no longer relevant, like duplicate records.

Implement these operations using a framework such as Django or Flask, which supports easy CRUD functionality. Ensure these operations are secure and efficient to maintain data integrity and system performance.