The NGO business process in an ERP system

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.


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

  1. Seamless Multi-Currency Transactions:
  2. Centralized Project Management:
  3. Automated Reporting and Compliance:
  4. Integrated Tools for Scalability:
  5. 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.

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