The NGO business process in an ERP system
Integrating grant management into Dynamics 365 Business Central (D365 BC) using the Project Management module with multi-currency support optimizes operations for NGOs managing international funding. Here’s how the process looks, aligned with D365 BC features:
1. Project Proposal Creation
D365 BC Features:
- Needs Assessment: Use the Job Management module to create a new job record for the project. Enter initial details such as the purpose, objectives, and funding requirements.
- Define Objectives and Outcomes: Set project tasks and milestones within the job record to define deliverables and timelines.
- Budget Estimation: Use the Job Planning Lines to draft a preliminary budget. Specify resources, materials, and operational costs in multiple currencies if needed.
- Stakeholder Engagement: Maintain donor and partner details in the Contact Management (CRM) module, enabling centralized tracking of stakeholders.
- Proposal Drafting: Attach draft proposals to the project job card using the Document Management feature. Ensure version control for collaboration.
- Internal Approval: Create an approval workflow for project proposals within the system, involving necessary approvers before submission.
2. Grant Application Submission
D365 BC Features:
- Identify Potential Donors: Use CRM capabilities to segment and track donors by region, funding type, or focus areas.
- Tailor the Proposal: Store reusable proposal templates and customize them for specific donor requirements using integrated Word templates.
- Submit the Application: Leverage integration with Outlook to directly send proposals from within D365 BC, with automatic tracking of communication.
3. Grant Award and Agreement
D365 BC Features:
- Grant Evaluation: Track submitted applications using Job Statuses and update the status upon receiving feedback from donors.
- Notification and Negotiation: Record awarded amounts, grant conditions, and associated currencies in the job card. Multi-currency support ensures accurate tracking of foreign grants.
- Agreement Signing: Store signed agreements in the Attachments section of the job card for quick access and compliance.
4. Project Implementation
D365 BC Features:
- Project Kick-off: Transition the project to the Execution phase by updating the job status to “In Progress.” Define tasks and allocate resources using the Job Tasks and Job Resource Allocation features.
- Budget Management: Track actual versus planned costs in real time using the Job Costing module. Multi-currency entries are automatically converted to the base currency using live exchange rates.
- Resource Allocation: Assign staff, equipment, and subcontractors using Resource Planning tools, and track their costs and utilization.
- Progress Monitoring: Use Job Ledger Entries to log completed tasks, material usage, and time entries, ensuring up-to-date progress tracking.
Recommended by LinkedIn
5. Monitoring and Evaluation (M&E)
D365 BC Features:
- Data Collection: Use integrated Power BI dashboards to visualize performance metrics and project KPIs in real time.
- Periodic Reporting: Generate financial and narrative reports from the Job Reporting feature, formatted per donor specifications. Include multi-currency breakdowns to show expenditures in both the local and donor currencies.
- Adjustments: Modify project tasks or budgets as necessary, updating stakeholders with automated notifications via integrated tools.
6. Final Reporting and Audit
D365 BC Features:
- Final Report Preparation: Consolidate all financial and project data into a comprehensive final report using the Account Schedules module.
- Financial Audit: Provide auditors with audit trails and ledger entries for transparent financial review. Multi-currency transactions are automatically reconciled and documented.
- Donor Review: Share final reports with donors via OneDrive integration or email, ensuring seamless collaboration.
7. Grant Closure and Follow-up
D365 BC Features:
- Grant Closure: Update the job status to “Completed” in the Job Management module to close the project. Archive related documents for future reference.
- Impact Evaluation: Use Power BI to evaluate the project's long-term impact using data trends from D365 BC.
- Donor Relations: Track donor interactions and feedback in the CRM module, building a foundation for future funding opportunities.
Benefits of Using Dynamics 365 Business Central for Multi-Currency Grant Management
- Seamless Multi-Currency Transactions:
- Centralized Project Management:
- Automated Reporting and Compliance:
- Integrated Tools for Scalability:
- Improved Transparency and Accountability:
By using Dynamics 365 Business Central, NGOs can efficiently manage grants, ensure compliance, and strengthen donor relations, all while maintaining a streamlined workflow across multi-currency projects.