CASE STUDY: Donations Management
Project Background
A non-profit organisation sought a solution to enhance its donation management process. This involved managing key stakeholders, including donors, beneficiaries, and regional trust organisations (RTOs), as well as overseeing the allocation of funds, goods, and services related to donations received and expenditures. Additionally, effective management of campaigns, projects, and associated products was necessary.
CHALLENGES:
Donations, whether incoming or outgoing, may comprise a combination of various goods, services, or funds. Each process is currently managed on separate spreadsheets, complicating the ability to see the overall picture.
It is essential to track funds donated versus funds spent, especially since donors may contribute amounts to be disbursed over a specified period (e.g., R1 million over 12 months). Additionally, regional trust organisations (RTOs) operate with specific beneficiaries and should be linked exclusively to those beneficiaries.
SOLUTIONS:
Fund Management: Funds are recorded as a positive balance on the donor profile. Any goods or funds donated by the donor are subtracted from this profile, resulting in a net balance.
Document Sets: Utilised to establish donor, beneficiary, and RTO profiles, allowing for the attachment of supporting documents such as contracts, Section 18A certificates, and bank details.
Relationships: Beneficiaries are linked to RTOs, ensuring that when processing a Donation Out, only linked beneficiaries are available for selection.
Product Management: Additionally, product lists have been created with categorised items, facilitating easy maintenance and organisation within the donation process.
The Result
Users can easily look up profiles and access related documentation for donors, beneficiaries, and RTOs through the use of Document Sets.
The tracking of available funds is linked to the donor profile, providing users with a holistic overview that is live.
A user-friendly interface enables efficient management of all aspects of donations and reporting, offering comprehensive insights into donor and campaign goals, as well as donations and beneficiary management.