JIMMA UNIVERSITY

INSTITUTE OF TECHNOLOGY
DEPARTMENT OF COMPUTER
SCIENCE


COMMUNITY BASED TRAINING
PROGRAM (CBTP) PHASE ONE
DEMOGRAPHIC SURVEY AND
COMMUNITY PROBLEM IDENTIFICATION





Group members
Name ID no
1. Mihireteab Thomas 02425/05
2. Tegene Beshada 02486/05
3. Abel Fikre 02243/05
4. Ariest Abiy 022
5. Roman Getachew 02458/05
6. Mihiret Berasa 02426/05
7. Yemisrach Tadewos 02512/05
8. Biniyam Alemu 02304/05
9. Deressa Geremew 02330/05
10. Assefa Getaneh 022
11. Melishew Awoke 024
12. Meseret Tesfaye 02419/05

Table of content
content page
1. Acknowledgement..
2. Introduction
3. Objective of the project.
4. Background.
5. Hirmata-Mentina kebele tax desk (office)..
6. Objective of the office
7. Function of the office.
8. Vision and mission ..
9. Organizational structure..
10. Statement of problems..
11. Objective (Claim) after Identifying problems.. .
a) General objective
b) Specific objective.
12. Methodology ..
13. Tools used
14. Scope of the project

AKNOWLEDGEMENT
We would like to give our best gratitude to all those who helped us to complete this project
successfully.
We want to thanks:-
Jimma town Hirmata Mentina kebele administration
Hirmata Mentina tax desk office
Hirmata Mentina kebeles employee
Traders and individual tax payers
Our advisor Gemechu
Our Bus Driver
All group members

Introduction
In this project we tried to identify the specific problems of the society and list out those
solutions in every possible way. The objective of this Community based Training Program (CBTP)
phase one is identifying problems that exists in the community and providing the appropriate
techniques in order to solve them.
Having 12 members in our group we were able to identify those problems existing in jimma
town hirmita -menitna kebele during tax collection of the kebeles tax desk. So our main
objective concentrated on solving the identified problems using Information Communication
Technology (ICT).Finally we would like to mention that all those listed solutions are ICT based.




Objective of the project
As we know our community has many problems. Students have a responsibility to solve those
problems of the society.
As a result, we claimed to gather information about those problems and how they are prior,
frequent and affects many people. After collecting information
We need to analyze and suggest (try) to solve problems that will be solved using Information
Communication Technology (ICT). Generally, the objective of this project is to identify societies
problems and to solve those problems using Information Communication Technology (ICT).



Background
Our project area is Hirmata Mentina kebele tax desk which is found in Jimma town. In this
kebele there are different offices such as; health extension office, OPDO office, kebele
administration office, kebele IMX office, kebele trade and industry office and kebele tax desk.
The kebele is north of Merkato kebele, south of mentina kebele, east of hirmata kebele and
west of seqa kebele. The number of population of hirmata mentina kebele is 11,731
population Number of population
Women 2,593
House holder 2,444
Under five 1,924
Under one 411
Pregnant 446
Non pregnant 2,147
Total 11,731
map of Hirmata Mentina Kebele



fig1:-map of hirmata mentina kebele

Fig2:-population chart of hirmata mentina kebele
When we arrive at Hirmata mentina kebele administration office, we have observed a queue of
people and some of them are angry and murmuring in front of kebeles tax desk office. We
approach to them and asked them for what they are waiting they told us they came to pay tax,
but they are not satisfied by the service of the office. Thus we decided to identify what a
matter is there.
Hirmata Mentina kebele Tax desk
This office separated from the administration office in 2002. It has seven (7) employees. Four of
them are graduated in diploma and three of them are trained in certificate from different
colleges.
Hirmata mentina kebele human resource chart

0
2000
4000
6000
8000
10000
12000
14000
Population of the area

Fig3.a

Fig3.a and fig3.b:-human resource chart

0
1
2
3
4
5
diploma cirtificate
Education status graph
0
1
2
3
4
5
6
male female
Employee gender graph


Objective of the office
The objective of the office is increasing the income of the country by collecting legal tax from
the kebeles tax payers.
The function of the office
The function of the office is laying tax and collecting tax from the tax payers.
The office laid a tax depending on the annual income of the tax payers. Once laid tax will serve
for three year. Depending on their income tax payers divided in to three groups. Namely Group
A, group B and group C.
Group A:
This group is called Value Added Tax (VAT) registered group. The annual income of this group is
greater than 500,000 birr and they pay tax monthly.
Group B:
This group is called sale tax payers. This group record each and every of their pension (such as
water, electricity and others) and they pay the tax once in three month two percent (2%) from
their net profit. This group has annual income greater than 100,000 birr.
Group C:
This group tax will laid by guess from the observation of the office worker. Their annual income
is less than 100,000 birr and they pay their tax annually.
Also the office will put some punishment rules if the tax payer didnt paid on the time. If the tax
payer didnt paid on time, the amount of the tax will increase by five percent (5%) in the first
month and increase by two percent (2%) each month until he/ she didnt paid. The office collect
tax up to 1000 birr in office and greater than 1000 birr in back account of the office and receive
the receipt from the bank.
Vision
By implementing modern and fair taxation system, to see that the need of the tax payers
fulfilled and the tax payers pays the tax by their own interest.
Mission
By implementing modern taxation system to get educated and experienced man power, by
providing good service, teaching tax payers and enforce the tax law, preventing tax evasion,
making the tax payers to pay different taxes on time and collect the government tax by good
ethics.



Organizational structure
As expressed previously the office has seven employees.
=>Manager (head)
=>Cashier
=>Two accountant and
=>other three regular workers
Head of the office which manage the office, sign and stamp on different receipt and papers of
office
Two accountants work on searching for document and calculate the amount of tax with the tax
payer him/herself.
The cashier collects the tax (money) and gives the receipt.



Manager (head)
Cashier
Other
workers
Two
accountants


Statement of problems
1. Documentation system is manual.
This causes many problems such as:-
One person can have more than one trade license by the relatives name without
erasing (canceling) the first license.
Hard, consume more time and bulky to retrieve documents because they are kept
manually.
Needs much resource (money, manpower).
Documents may be lost.
Retired the office inelegancy.
Occupy large space.




Fig1a.






Fig1b
Fig1a and fig1b:- the way in which they store customer data.
2. Week interconnection between the main offices (Jimma town)
Waste of time to send letter or they have to go to there and here physically to
exchange information.
This made the service not to be fast and intelligence.
Customers had faced problems/waste time while some errors occurred in order to solve it. 3.Lack
of fairness during laying tax
Makes the tax payers not to pay by their own interest.
4. Tax evasion
Some vat registered tax payers are individuals are not use VAT machine properly
5. Lack of awareness
Leads the tax payers for more punishment
Affect the economy of the country
6. Lack of Educated man power, budget and resources (materials such as computer)
Objective
General objective
Implement computerized documentation system
Connecting the office with main office by network to give effective, efficient, fast
and fair taxation system.
Specific objective
Make document organization computerized with the futures like update, delete,
online conversation, sending a massage to customer, calculate amount of tax and
punishment depending on time interval.
Make a system to register new tax payer and notice if the tax payer didnt paid the
tax on time.






Methodology
Interview
=> Interview with the head of office and tax payers (customers)
=>interview with workers of the office
Observation
=>observation of actual working environment of the office
=>observation of the tax payers actual working condition
Analysis of documents
=>analysis of the documents of the tax payers in office
Tools used
Mobile Camera
Map
Papers
Different documents of the office

Scope
Create a system that calculates the amount of tax for group A, B and C, monthly, by
three month and annually respectively.
The system send a text message to the tax payer before five days for the end of the
time interval that the amount of tax she/he should pay (accumulated) for the time.
Systems calculates or increment the amount of tax by five percent (5%) on the first
month and increment by two percent (2%) after a period of one month and also
sends notice (warning) text message to the customer with the amount of tax
/punishment laid/ increased monthly until he/she pays the tax.
After the customer paid the tax the system will update the document of the
customer (tax payer).
Connecting hirmata mentina kebeles tax desk with the main office by
network/internet using video call and online discussion in order to exchange
information rapidly.
All the above stated solutions will help the office to give effective, fair and efficient service to
the customers. This system will solve (decrease) the rate of occurrence of problems such as loss
of files, wasting time of the customer during paying tax.

Problems occurred during data collection
Unwillingness of tax payers to give information
Weather condition
Absence of workers in their office in work time

















Conclusion
We have