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Accountable to every donor, without losing the field.
Dakar hosts many regional offices of international organisations and NGOs. From there, they run projects in several countries, with several donors, several currencies and teams often far from a reliable connection. We put SAP, Odoo and Salesforce to work for this management: grants, budgets, procurement, human resources and beneficiary data, with accountability as the goal.
The context
One grant, one budget, one report: every donor has its own rules.
A project funded by several donors is managed like several projects at once. Each agreement sets its budget, its authorised lines, its procurement rules, its reporting calendar and its currency. Expenses are committed in CFA francs, funded in euros or dollars, and justified in each donor's format. Country office teams sometimes enter data offline, then synchronise. Auditors ask for the document behind every line. Many organisations still keep this tracking in spreadsheets, an accounting package and emails. Transformation means making the grant the axis of the system: every expense attached to a donor, a budget line and a country at the moment of entry, so that the report is produced from the system instead of being rebuilt alongside it.
The challenges
What is at stake between the agreement and the audit.
Grants & projects
Managing every grant as a project: agreement, budget by donor and by line, co-funding, consumption tracked in real time, alerts before overruns and reporting deadlines met.
Donor reporting
Producing the financial report in the format each donor expects, from the system, with the exchange rates applied, supporting documents attached and a reconciliation with the general ledger that no longer takes weeks.
Procurement & tendering
Applying the procurement rules specific to each funding source: thresholds, competitive bidding, bid comparisons, award committees and contracts, with full traceability for donor verifications.
Multi-currency & multi-country
Expenses in XOF, funding in EUR or USD, offices in several States with different tax regimes: accounting that handles the three currencies, exchange differences and consolidation without double entry.
Human resources & local contracts
Local-law contracts tied to the duration of funding, Senegalese payroll and social declarations, working time allocated between projects and donors: the payroll justified down to the last percentage point.
Beneficiary data
Data on the people supported is sensitive. It falls under Law No. 2008-12 and the formalities with the CDP: declared purposes, limited and traced access, hosting decided with full knowledge of the facts.
The processes involved
From the agreement to the final report.
- Grants & budgets
Registration of agreements, budgets by donor, by line and by country, amendments, co-funding, consumption tracking and expense forecasts through to the end of the funding.
- Accounting & treasury
Analytical accounting by project and by donor, calls for funds, advances to country offices, bank reconciliations, treasury by currency, SYSCOHADA statements for local-law entities.
- Procurement & tendering
Purchase requests attached to a budget line, procedures under the funding rules, comparisons, contracts, receipts and complete procurement files, ready for audit.
- Human resources & payroll
Local and international contracts, timesheets by project, payroll and social declarations, allocation of payroll costs to funding sources.
- Field work & data collection
Beneficiary registration, distributions, surveys and activity tracking on mobile applications that work offline and synchronise as soon as the network returns.
- Accountability & audits
Financial and narrative reports by donor, supporting documents digitised and attached, complete audit trail, preparation of external verifications without manual reconstruction.
- Partners, donors & beneficiaries
Tracking of relationships with implementing partners, donors and beneficiaries in a single tool, with Salesforce Nonprofit Cloud.
- Steering & reporting
Dashboards by project, by country and by donor, activity and outcome indicators, views shared with management and financial partners.
Solutions
The solutions for the sector.
An ERP sized to the organisation for grants, accounting, procurement and payroll; Salesforce for relationships; data for accountability. All three connected by the same team.
A large international organisation is an SAP S/4HANA fit, or SAP Business One for a regional office with more compact operations. A mid-sized NGO finds in Odoo analytical accounting by project and by donor, with SYSCOHADA statements. Salesforce Nonprofit Cloud carries the relationship with partners, donors and beneficiaries. Power BI or Tableau give project management and donors a shared view of the same figures. In the field, a custom offline application replaces paper forms and feeds the system as soon as the network returns.
AGILICIS expertise
The teams behind these transformations.
Finance
Accounting by project and by donor, currencies, treasury, SYSCOHADA closing and audit preparation.
ExpertiseProcurement & Source-to-Pay
Procurement procedures under the rules of each funding source, local suppliers and imports, files ready for verification.
ServiceData & Analytics
Dashboards by project, country and donor on Power BI or Tableau, on a reliable data foundation.
ServiceCustom applications
Offline field applications, partner portals and integration with the ERP and the CRM.
ServiceIT security & risk
Protection of beneficiary data, compliance with Law No. 2008-12 and CDP formalities, controlled access and hosting.
Your projects, your donors
Let's talk about managing your projects.
A first conversation to map your funding, your country offices, your application landscape and the gains within reach on reporting, procurement and the field.
Let's talk →