Optimizing Project Management Tools for Effective Volunteer Coordination

[GENERAL] Name and surname of main applicant

Biniyam Shferaw Worku

[GENERAL] Are you delivering this project as an individual or as an entity (whether formally incorporated or not)

Individual

[GENERAL] Please specify how many months you expect your project to last (from 2-12 months)

12

[GENERAL] Please indicate if your proposal has been auto-translated into English from another language

No

[GENERAL] Summarize your solution to the problem (200-character limit including spaces)

Develop a user-friendly, scalable project management tool tailored for volunteer teams to improve communication, task management, and engagement.

[GENERAL] Does your project have any dependencies on other organizations, technical or otherwise?

Yes

[GENERAL] If YES, please describe what the dependency is and why you believe it is essential for your project’s delivery. If NO, please write “No dependencies.”

The project relies on external technical dependencies, including third-party software libraries for seamless integration of communication tools such as email and mobile notifications. Additionally, partnerships with volunteer organizations will be essential for beta testing and gathering user feedback to refine the system before full deployment.

[GENERAL] Will your project’s output/s be fully open source?

Yes

[GENERAL] Please provide here more information on the open source status of your project outputs

The project management tool and all related documentation will be available under an open-source license, allowing community collaboration and further development.

[METADATA] Horizons

Developer Tools

[SOLUTION] Please describe your proposed solution

Solution Overview:

How do you perceive the problem you are solving?  

The core problem is the lack of effective tools to manage volunteer teams, leading to inefficiencies in communication, task management, and engagement. Many volunteer coordinators struggle to keep their teams organized, resulting in missed deadlines, unclear task assignments, and poor team collaboration. The problem is exacerbated by the absence of a centralized platform tailored to the unique needs of volunteer-based organizations.

What are your reasons for approaching it in the way that you have?  

Our approach focuses on creating a scalable project management tool specifically designed for volunteer teams. While existing platforms may cover general project management, they lack features like tailored notifications, easy-to-use interfaces for non-professional users, and volunteer-specific tracking mechanisms. By creating a tool that addresses these gaps, we can increase efficiency and enhance volunteer engagement. Our solution integrates reminders, task management, and progress tracking in a simple, intuitive format, reducing the learning curve and improving adoption.

Who will your project engage?  

The project will initially engage volunteer coordinators and team leaders within small to medium-sized volunteer organizations. These groups are often the ones facing the most challenges due to limited resources. By offering them a user-friendly tool, we empower them to manage their teams more effectively. Over time, the tool can be expanded to larger organizations and even applied to broader project management environments outside of volunteering.

How will you demonstrate or prove your impact?  

Impact will be demonstrated through quantitative and qualitative metrics. These will include user adoption rates, the number of tasks completed on time, and feedback from volunteer coordinators regarding improvements in communication and team performance. A before-and-after comparison will be conducted during the beta testing phase to assess efficiency improvements. Furthermore, volunteer satisfaction surveys will be implemented to gauge user experience and tool effectiveness.

What is unique about your solution?  

The unique aspect of our solution is its focus on the specific needs of volunteer teams. Unlike traditional project management tools, our platform offers streamlined functionality, with a focus on accessibility, low-cost implementation, and minimal technical knowledge required. The system includes automated task reminders, real-time progress tracking, and integration with widely used communication platforms like WhatsApp and email. 

Who will benefit from your solution and why is this important to Cardano?  

Volunteer coordinators and team members will benefit most directly from the project. It enables them to better manage resources, streamline communication, and track performance in a more efficient way. The broader Cardano community will benefit as the project promotes decentralized collaboration, aligning with Cardano’s principles of community empowerment, inclusiveness, and innovation. The tool can serve as a blueprint for building open-source, decentralized applications that address real-world problems, showcasing the potential of blockchain-driven solutions to enhance social good.  

By fostering better organization and efficiency within volunteer teams, this solution not only solves immediate challenges but also aligns with Cardano’s goal of building a more inclusive and connected world.

[IMPACT] Please define the positive impact your project will have on the wider Cardano community

In what way will the success of your project bring value to the Cardano community?  

The success of this project will bring value to the Cardano community by showcasing how decentralized solutions can be applied to real-world challenges, particularly in the realm of volunteer management and social impact. By providing a customizable, open-source project management tool, we enable organizations to improve efficiency, engage volunteers more effectively, and deliver on their missions more precisely. This project aligns with Cardano’s core values of decentralized collaboration, community empowerment, and innovation, demonstrating the power of blockchain technology to facilitate social good.

How will you measure this impact?  

Impact will be measured both quantitatively and qualitatively.  

• Quantitative Metrics:  
• User adoption rates: The number of organizations and volunteer teams using the platform.
• Task completion rates: A measurable improvement in tasks completed on time and within scope.
• Team efficiency: Reduced task duplication and communication delays, tracked through user data.
• Qualitative Metrics:  
• Feedback from volunteer coordinators on team performance improvements.
• Volunteer satisfaction surveys to assess user experience and ease of use.
• Case studies on how the tool has improved the workflow of volunteer teams.

  

Baseline data will be gathered before the implementation of the tool, and ongoing data collection will measure improvements during and after the beta phase.

How will you share the outputs and opportunities that result from your project?  

The outputs of the project will be shared openly with the Cardano community.  

• Open-source platform: The project management tool will be made available under an open-source license, allowing the broader community to access, modify, and improve it.  
• Knowledge sharing: Case studies, reports, and best practices will be published on relevant Cardano forums, GitHub repositories, and through community-focused webinars.  
• Partnership opportunities: We will collaborate with other projects within the Cardano ecosystem to explore how the tool can be integrated or expanded to benefit decentralized autonomous organizations (DAOs) and other community initiatives.

By making the outputs fully open-source and accessible, we ensure that the Cardano community benefits from the project’s success and has the opportunity to participate in its evolution.

[CAPABILITY & FEASIBILITY] What is your capability to deliver your project with high levels of trust and accountability? How do you intend to validate if your approach is feasible?

I have a strong foundation in managing teams and delivering projects on time, which makes me well-equipped to handle this initiative. With two years of banking experience, I have developed a keen understanding of financial management, ensuring that funds will be properly allocated and tracked. I also hold a degree in Marketing and currently manage a digital marketing company, demonstrating my capability to oversee projects from inception to completion. Additionally, I have experience leading a volunteer team of 50 individuals, where I successfully implemented communication and task management strategies. This experience gives me the insight needed to understand the specific challenges and solutions that volunteer-based organizations face.

How do you intend to validate if your approach is feasible?  

To ensure the feasibility of the project, I will follow these steps:  

1. Initial Research & Requirement Gathering: Conduct in-depth discussions with volunteer coordinators and team members to gather insights into their specific needs and challenges.
2. Prototyping & Beta Testing: Develop a working prototype of the project management tool and conduct a beta test with a small group of volunteer team
3. User Feedback Loop: Collect feedback from beta users and continuously improve the platform based on user input.
4. Performance Tracking: Measure the effectiveness of the tool by tracking key metrics like task completion rates and communication improvement,

Why are you best suited to deliver this project?  

My combined experience in project management, financial management, and leadership positions me as the ideal candidate to deliver this project. My experience managing a volunteer team gives me firsthand knowledge of the unique challenges these groups face, allowing me to tailor the solution effectively. Additionally, my expertise in marketing will ensure that the project is communicated well to potential users, and my background in finance guarantees that the project will be managed responsibly and within budget.

How will you ensure proper fund management?  

To demonstrate trust and accountability in fund management, I will implement the following processes:  

1. Detailed Budget Planning: A detailed breakdown of expenses will be created and adhered to, ensuring transparency in how funds are allocated and spent.
2. Regular Financial Reporting: Monthly financial reports will be generated and shared with key stakeholders and the Cardano community to track the progress of fund usage.
3. Segregated Accounts: Project funds will be managed separately from personal or other business funds to avoid any financial mismanagement,
4. External Auditing: If necessary, I will engage an external auditor to ensure that all expenses align with the project’s goals and the agreed-upon budget.

  

These steps will ensure that funds are managed responsibly and transparently, providing confidence to all stakeholders.

[PROJECT MILESTONES] What are the key milestones you need to achieve in order to complete your project successfully?

Activities:

• Conduct consultations with volunteer organizations to gather specific needs and pain points.
• Analyze current project management tools to identify gaps and tailor the solution for volunteer-based operations.
• Develop a detailed project plan, including timelines, resources, and technical requirements.

Acceptance Criteria:

• Completion of interviews and feedback from at least 5 organizations.
• Comprehensive project plan document ready for execution, with clear goals, timelines, and resource allocation.

Activities:

• Design user interface and user experience (UI/UX) based on the feedback gathered during the requirement phase.
• Develop a prototype with core functionalities, such as task assignment, communication tools, and notifications.
• Ensure the platform design is easy to use for non-technical users like volunteer team members.

Acceptance Criteria:

• Finalized design mockups and platform architecture.
• A functional prototype with at least 3 core features operational (task assignment, progress tracking, and notifications).

Activities:

• Deploy the platform to a pilot group of volunteer organizations for testing.
• Gather feedback on functionality, usability, and potential improvements from beta users.
• Implement fixes and enhancements based on user input.

Acceptance Criteria:

• Beta version released to at least 5 volunteer teams.
• Comprehensive feedback was collected and documented.
• Platform improved based on beta testing feedback.

Activities:

• Finalize all core features and prepare the platform for public release.
• Launch a marketing campaign within the Cardano ecosystem to promote the tool to volunteer organizations.
• Offer onboarding support and training for new users.

Acceptance Criteria:

• The full version of the platform was released to the public.
• Onboarding of at least 50 new volunteer teams or organizations.
• Positive feedback and adoption from early users.

• Activities:
• Expand outreach to larger organizations and other sectors within the Cardano community.
• Begin scaling the platform to accommodate more users and larger organizations.
• Work on integrating additional features based on user demand.
• Acceptance Criteria:
• Platform scaled to handle larger volunteer teams (up to 100 teams).
• Increased engagement from larger organizations.
• Documentation and release of new feature updates based on user feedback.

Activities:

• Prepare a comprehensive report on the project’s progress, successes, challenges, and overall impact on the volunteer community.
• Create a video presentation summarizing the key achievements and lessons learned.
• Present the findings and project outcomes to the wider Cardano community, including a roadmap for future improvements.

Acceptance Criteria:

• Submission of the final project report and video to the Cardano community.
• Detailed metrics on user adoption, efficiency improvements, and satisfaction levels.
• Outline of future development plans based on lessons learned.

[RESOURCES] Who is in the project team and what are their roles?

Team Members and Roles:

1. Binyam Shferaw Worku (Project Lead)  

• Role: Project Manager & Strategic Lead  
• LinkedIn: https://www.linkedin.com/in/biniyamshferaw?lipi=urn%3Ali%3Apage%3Ad_flagship3_profile_view_base_contact_details%3BpL7OEvmIRFCYvbnAirfz8w%3D%3D  
• Responsibilities: As the main applicant, Binyam will oversee the entire project, ensuring it meets deadlines, stays within budget, and aligns with the project’s goals. He will also manage stakeholder relationships and ensure the platform addresses the needs of volunteer organizations. With his experience in digital marketing and managing volunteer teams, Binyam will lead the outreach and communication strategy as well.

1. [Technical Lead - Ermias getachew]  

• Role: Lead Developer  
• LinkedIn: https://www.linkedin.com/in/ermiyas-getachew-a01a37253
• Responsibilities: The technical lead will be responsible for overseeing the design and development of the platform, ensuring the backend and front end work seamlessly. They will ensure that core features such as task management, notifications, and communication are developed effectively. The technical lead will also ensure that the platform is scalable and secure for future growth.

1. [UX/UI Designer - Solomon mengesha]  

• Role: User Experience & Interface Designer  
• LinkedIn: https://www.linkedin.com/in/solomon-mengesha
• Responsibilities: The designer will be tasked with creating an intuitive and user-friendly interface. They will focus on making the platform accessible to non-technical users, particularly volunteer teams who may have limited digital experience. They will work closely with the development team to ensure the design aligns with the functional requirements.

1. [Marketing & Outreach Coordinator - Hailemichael Melak]  

• Role: Marketing & Community Engagement  
• LinkedIn: https://www.linkedin.com/in/hailemichael-melak-033019329/
• Responsibilities: The marketing coordinator will be in charge of promoting the platform within the Cardano community and beyond. Their role includes managing social media campaigns, creating promotional materials, and engaging with volunteer organizations to onboard them onto the platform. They will also manage public relations and help build a strong user base.

1. [Financial Officer -   Lidia Assfaw

• Role: Financial Manager  
• LinkedIn:  https://www.linkedin.com/in/lidiya-asfaw-74a830325/
• Responsibilities: The financial officer will oversee all budgeting and fund management activities. They will ensure that project funds are spent transparently and provide monthly financial reports. They will also assist in forecasting and making financial adjustments as necessary throughout the project lifecycle.

Planned Recruitment:

1. Back-End Developer  

• Skills Required: Strong proficiency in back-end development using technologies such as Node.js, Python, or Ruby on Rails. Experience with database management, security protocols, and API integration is essential.  
• Why Needed: To assist the technical lead with server-side development, ensuring a robust and scalable platform architecture.

1. Quality Assurance (QA) Specialist  

• Skills Required: Experience in testing software applications, identifying bugs, and ensuring product quality. Familiarity with both manual and automated testing techniques.  
• Why Needed: To ensure the platform is thoroughly tested and optimized for a smooth user experience before public launch.

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Team Engagement:  

I have already initiated discussions with several potential team members, particularly developers and marketers, who have expressed interest in joining the project if funding is secured. Through these discussions, I’ve ensured that the team can commit to the project and understands the scope of work required. We have also communicated through technical group channels like Discord and Telegram to ensure collaboration with the Cardano developer community.

This engagement ensures that the project has access to the necessary skills and resources for successful implementation.

[BUDGET & COSTS] Please provide a cost breakdown of the proposed work and resources

Budget & Costs Breakdown

The proposed project budget is structured to reflect each stage of development and operational needs, ensuring transparency and proper allocation of resources.

1. Project Planning & Management (6,000 ADA)  

• Description: This covers project management efforts throughout the lifecycle of the project, including the coordination of tasks, team meetings, and overall strategic oversight.
• Costs:
• Project Manager (Binyam Shferaw): 4,000 ADA (10 months)
• Administrative costs and documentation: 2,000 ADA

1. Platform Development (36,000 ADA)  

• Description: This includes all expenses related to building the platform, from designing the user interface to the development of back-end systems.
• Costs:
• Technical Lead: 15,000 ADA (for 6 months of full-time development)
• Back-End Developer: 7,000 ADA
• Front-End Developer: 6,000 ADA
• UX/UI Designer: 4,000 ADA
• Quality Assurance Specialist: 4,000 ADA

1. Software & Infrastructure (8,000 ADA)  

• Description: This includes the necessary software and tools required to build, test, and run the platform.
• Costs:
• Cloud Hosting Services (for the development and testing phases): 3,000 ADA
• Software licenses (development tools, security tools, API integrations): 2,500 ADA
• Code auditing services: 2,500 ADA

1. Marketing & Community Engagement (10,000 ADA)  

• Description: These costs cover promoting the platform, reaching out to volunteer organizations, and engaging the Cardano community.
• Costs:
• Marketing coordinator: 4,000 ADA (content creation, social media management, and campaign execution)
• Advertising campaigns and outreach materials: 3,000 ADA
• Community events and online workshops (to introduce the platform to users): 3,000 ADA

1. Legal & Accounting Services (5,000 ADA)  

• Description: Professional services required for compliance, setting up contracts with stakeholders, and accounting for transparency in fund management.
• Costs:
• Legal services (platform terms, data protection, etc.): 3,000 ADA
• Accounting and financial reporting services: 2,000 ADA

1. Final Reporting & Project Close-out (5,000 ADA)  

• Description: Costs associated with compiling the final report, creating the video presentation, and closing the project officially.
• Costs:
• Project Close-Out Report: 2,500 ADA
• Video Production (for final project presentation): 2,500 ADA

Total Funding Request: 70,000 ADA

Additional Funding Sources:  

If the project exceeds this budget, we plan to apply for supplemental funding from other grant programs within the Cardano ecosystem. We are also exploring potential sponsorship from larger volunteer organizations that may benefit from the platform’s features.

This detailed budget ensures that all aspects of the project, from development to community engagement, are covered while aligning with Cardano Fund Rules. Proper fund management will be ensured by maintaining monthly financial reports and regular audits.

[VALUE FOR MONEY] How does the cost of the project represent value for money for the Cardano ecosystem?

Value for Money

The proposed budget of 70,000 ADA represents excellent value for money for the Cardano ecosystem due to the strategic and efficient allocation of resources. The cost breakdown has been carefully calculated to ensure the project delivers a high impact while remaining financially responsible.

1. Proportionality of Costs:

• The costs for the team’s roles, such as the project manager, developers, and marketing coordinators, are aligned with the typical freelance rates for their respective industries. In Ethiopia, the average wage for skilled professionals is lower than in many other regions, which allows us to secure high-quality talent at competitive rates without compromising on the quality of the output.
• For instance, the budget for technical roles (such as developers) is based on standard market rates in the global freelance economy but takes into account the cost of living in Ethiopia, making it a cost-effective solution compared to other international development projects.

1. High Impact for Low Cost:

• The platform will provide value beyond its immediate costs by helping volunteer organizations in the Cardano community manage their projects more effectively, which can lead to better engagement, increased participation, and higher efficiency in community initiatives.
• The proposed cost for development (36,000 ADA) covers a comprehensive build of the platform, including backend development, front-end design, user experience, and quality assurance, ensuring a scalable and user-friendly solution that can grow with community needs.

1. Long-term Benefits:

• This project offers lasting value by creating a platform that will continue to serve the Cardano ecosystem, supporting volunteer-driven initiatives, reducing operational inefficiencies, and enhancing community involvement. The platform is designed with scalability in mind, meaning that the initial development cost will result in long-term usage without needing frequent upgrades.
• By investing in community engagement and outreach through marketing (10,000 ADA), we aim to generate significant user adoption, ensuring that the platform has a broad impact across different volunteer organizations within the Cardano ecosystem.

1. Transparent Fund Management:

• The project team is committed to regular financial reporting and transparency in fund usage, which ensures accountability. This includes regular updates to the Cardano community on milestones and fund disbursements.

In summary, the project represents value for money because it delivers a high-quality solution tailored to the needs of the Cardano community while leveraging local costs and expertise. Each cost has been carefully considered and justified, ensuring that the project can achieve maximum impact at a reasonable budget.