They trusted us / Humanitarian aid sector - Case Study

Humanitarian aid sector

Our client is an organization that conducts humanitarian and development activities for people affected by natural disasters and armed conflicts.

Scope of implementation

The company previously operated on Microsoft NAV. However, with the time passing and the end of Microsoft's support and development of Navision, a change of systems was inevitable. Our client decided to migrate to the cloud-based Business Central solution.

However, the lack of support from Microsoft was not the only factor dictating the system change. Huge server rooms were becoming uneconomical and impractical due to the increasing demand for data storage space. Also, the dispersion of employees around the world made communication difficult, and frequent network problems reduced the fluidity and efficiency of processes.

For these reasons, a system change to Business Central was not only inevitable, but also crucial to improving the efficiency and effectiveness of our client's operations.

Challenges and dedicated options

The implementation process involved a number of challenges that we had to overcome. One of them, was the frequent lack of contact with our client's employees, caused by unstable Internet connections in developing countries where the people responsible for this contact operated. However, we were prepared for this situation, as we were aware that some employees were located in areas affected by natural disasters or armed conflicts.

Another problem was limited access to the client's global systems due to the stringent security requirements of its operations.

Another challenge was integration with the CRM system. This connection was designed at the request of the client, who decided to stay with a version of the software that was no longer supported. This required us to take a careful and creative approach to solving technical problems.

„One of the most important aspects was the need to optimize the integration lead time. The implementation included many different modules and new modifications, which significantly increased the complexity of the entire process. The implementation of such an extensive project required not only solid planning, but also a high degree of flexibility and readiness to respond to possible disruptions and unforeseen situations.

Despite the complexity and challenges we encountered during this project, the commitment of the entire team contributed to success. In the end, we were able to integrate all the necessary elements of the system within the agreed timeframe, which directly contributed to the improvement of the client's work."

Justyna Krawczyk, Project Manager at NMI ERP

Additional tools launched during the implementation

The specific nature of the client's operations made it necessary to implement a comprehensive set of functionalities developed by NMI ERP. One of them was e-banking, enabling effective management of financial transactions. Automatic creation of transfer packages and import of bank statements are elements that facilitated financial processes and contributed to streamlining all financial operations.

Our team also provided a tool for settling projects in different currencies converted at rates from several sources, which was necessary due to the fact that donors required it, including the currencies of developing countries. This solution enabled easy analysis of budget consumption.

Another element was the introduction of G/L account reconciliation, which enabled automatic linking of records, which facilitated analysis of account balance and constant monitoring of transactions.

One of our solutions was also a reverse balance sheet valuation, which provided full control over the valuation of the client's assets and liabilities.

Our activities also included complex system integrations tailored to the client's unique needs. Specially prepared solutions enabled seamless exchange of information between the CRM system and Business Central. They made it possible to upload and download data without interfering with the CRM structure. In addition, the designed integration made it possible to post bank statements through the CRM system, which contains all donor information, as well as a module dedicated to data import.

Integrating Sharepoint with Business Central was also an extremely important part of our work. By creating a network service of suppliers, dimensions and a chart of accounts, we ensured the flow of information between these platforms.

In addition, the automated download of approved purchase invoices from Business Central to Sharepoint streamlined work in the financial area.

Implementation time

The full process, from pre-implementation analysis and feature customization to completion of implementation and system activation, took 10 months.

Benefits of the introduced changes

The system was launched on March 1, 2023, and since then Business Central in the cloud has become an invaluable support for the client's processes. However, our efforts were not limited to implementation alone. We also conducted a number of training sessions in Polish and English, launched a total of three live chats, and provided a number of detailed instructions to help employees transition to the new software. With Business Central, the client saw a significant increase in transparency and process efficiency.

We were able to import test data, report and implement all necessary modifications. Our commitment and ongoing support provided the client with many gains.

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Rafał Dziduch
Business Development Manager

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