A comprehensive Task Tracking and Project Management System designed for non-profit organizations and NGOs to streamline project execution, employee management, volunteer coordination, and sponsor reporting.
Unlike many academic projects, this system was inspired by real operational challenges observed while working with humanitarian organizations. The idea originated from practical experience in project monitoring and evaluation (MEAL), where manual paperwork and spreadsheets made it difficult to monitor project progress, distribute work fairly, and generate transparent reports.
Many organizations still rely on Excel sheets and paper documents to manage projects and daily operations. This often results in:
- Poor task tracking
- Delayed project monitoring
- Unfair employee evaluation
- Difficult sponsor reporting
- Data duplication and loss
- Limited visibility into project progress
This system provides a centralized digital solution that allows organizations to manage every aspect of their work from one platform.
- Manage organization information
- Department management
- Employee management
- Volunteer management
- Create and manage projects
- Assign project supervisors
- Track project status
- Monitor project progress
- Create project tasks
- Assign tasks to employees
- Track task progress
- Update task status
- Task deadlines
- Manage sponsors
- Track project funding
- Funding agreements
- Support multiple sponsors per project
- Project progress reports
- Employee performance reports
- Sponsor progress reports
- Database views for reporting
- Secure login
- Role-based access
- Java
- Java Swing
- NetBeans
- Oracle SQL
- JDBC
- Object-Oriented Programming (OOP)
- Database Design
- SQL Views
- SQL Constraints
- Database Roles & Permissions
This project followed a complete software engineering workflow:
- Requirements gathering
- System analysis
- Functional requirements
- Database analysis
- ER Diagram (ERD)
- Enhanced ER Diagram (EERD)
- Relational Mapping
- Database Normalization (1NF, 2NF, 3NF)
- Logical Database Design
- Physical Database Design
- Class Diagram
- Object Diagram
- SQL Database Implementation
- Java Backend Development
- Graphical User Interfaces
- Database Integration
- Testing
The database includes entities such as:
- Organization
- Department
- User
- Employee
- Volunteer
- Project
- Task
- Sponsor
- Project Funding
- Employee-Project Relationship
The design applies:
- Primary Keys
- Foreign Keys
- Constraints
- Normalization
- Inheritance (ISA)
- Many-to-Many relationships
- One-to-Many relationships
The Java implementation follows OOP principles by implementing:
- Classes
- Inheritance
- Encapsulation
- Authentication services
- Database Access Objects (DAO)
- Database connection management
Main classes include:
- Employee
- Volunteer
- Department
- Project
- Task
- HourlyEmployee
- SalaryEmployee
- AuthService
- DBConnection
- DepartmentDAO
The system includes dedicated interfaces for:
- Manager
- Department Manager
- Employee
- Volunteer
Each role has different permissions and capabilities based on organizational responsibilities.
One of the most innovative parts of this project is the Automated Project Tracking & Sponsor Reporting System.
Instead of simply storing information, the system automatically:
- Tracks project completion
- Updates project progress
- Evaluates employee performance
- Generates sponsor-ready progress reports
- Supports transparent monitoring for NGOs
This feature was inspired by real monitoring and evaluation workflows used within humanitarian organizations.
This project was completed as a university team project.
As the Project Manager and Idea Owner, I led the project's vision and coordinated the development process from concept to implementation.
My major contributions included:
- Conceiving the original system idea based on real NGO workflows
- Leading project planning and coordination
- System analysis and requirements definition
- Writing the system description and objectives
- Database relational mapping
- SQL database implementation
- Database integration with Java
- Supporting backend development
- Coordinating team deliverables
The project idea originated from real experience working with humanitarian organizations where project monitoring, task tracking, and reporting were often managed using paper forms and spreadsheets.
To validate the system requirements, we conducted field research and discussed workflows with NGO staff to ensure the system addressed practical operational challenges rather than hypothetical scenarios.
- Web-based version
- Cloud deployment
- Mobile application
- Email notifications
- Dashboard analytics
- Gantt charts
- File attachments
- REST API
- Multi-organization support
Developed by:
- Samaa Galal
- Rafa Sadeq
- Rahmat Allah Sakhar
- Aya Ghanem
- Aisha Abdulaziz
This project demonstrates the complete lifecycle of software engineering, combining system analysis, database engineering, object-oriented programming, and user interface development to solve a real-world organizational challenge.