Case Study – ERP Implementation for Aga Khan Foundation (AKF)
Aga Khan Foundation(AKF) is one of the large global philanthropic organization which brings together human and technical resources to address the challenges faced by the marginalized communities in the world with special emphasis on investing in education, human potential, expanding opportunities and improving the overall quality of life.
Aga Khan Foundation has worked to ensure that students of all ages have access to quality learning opportunities. AKF Network operates programmes and institutions that span the educational ladder, from early childhood programmes to primary and secondary schools, from vocational studies for youth and adults to university degrees and continuing professional development. Each year, the foundation reaches 2 million learners across 18 countries.
AKF’s operation is spread across 18 countries and 34 units with multiple units operating in each country. In their existing systemthey were facing various issues with the operation
Various units are working in silo with their own system and processes
Management is unable to implement any uniform and standardized process across the organization.
The current ERP is not centralized and therefore the data is distributed across the units
No centralized control on the system
Challenges for management to get a consolidated view of the various financial, purchase, grant data
Organization was carrying risks around data security and privacy.
Poor user experience
UNIKUL proposed the implementation of its solution based on Microsoft’s Dynamics 365 Business Central Platform. The proposal was to implement the centralizedDynamics 365BC ERP solution across the 34 units using global rollout template approach and address the gaps through customization.
UNIKUL undertook a detailed requirement analysis.
Based on the gaps found in scope study, scope of customization was established.
3. UNIKUL proposed global template approach. Based on the AKF’s requirement global templates were created to set up and implement the following functionalities:
a. Master Data Management and Dimensions
b. Core Finance implementations
c. Purchase Order Processing
d. Accounts Payable
e. Grants, Donations and Receivables Management
f. Fixed Assets management
g. Bank Reconciliation
h. Budgeting and Forecasting
j. Inter Company Transfers
k. Workflow implementation for approval and authorization for payments, PR, PO etc.
Units were asked to fill in the templates and based on this data units were set up and rolled out in the ERP System.
A centralized production instance of the Dynamics 365 Business Central was set up with individual units set up as separate companies.
Based on the user roles, various user groups and permissions were configured in the system.
Existing data were migrated from their existing system to the new Dynamics 365 BC system.
Customized solution units were developed by Unikul and implemented and integrated in the Dynamics 365 BC system.
Dashboards and Financial Reporting implemented to generatevarious analytical reports.
Web Portal implemented for staff, suppliers and partners.
Unikul provided continuous training to end users throughout the implementation phase to help them understand the functionality and how to fill in the global templates in order to achieve faster rollout and migration of data.
As per Unikul’s best practice, Unikul created exhaustive list of test cases to ensure maximum coverage of the functionalities especially the customized functionalities.
Traceability Matrix were developed to trace the coverage of testing from requirement phase through design, development till the completion of UAT.
End users across the globe were supported with UNIKUL’s global support model and Incident management system where user queries and issues addressed through tickets created for the various incidents and issues.
Complete solution delivery from Unikul from requirement phase till UAT and production rollout.
The implemented solution is centrally accessible to all AKF users through web browsers with each unit having access to the same rich functionality in the ERP system.
A centralized system resulted in significant improvement of system availability and an improved user experience.
AKF management are able to get centralized and consolidated view of the entire system on a real time basis and are able to pull out the reports from a centralized system without depending on the individual units resulting in better control globally.
Each unit was configured as a separate company in the ERP solution and therefore each user has access only to the units the user belongs to with their access limited to the data they were allowed based on the permissions configured. This addressed client’s concern on data security.
Unikul’s global template approach ensured uniform organization of the data set up and data security throughout the organization.
Implementation of workflow enabled AKF units to follow an approval process for purchase, payments and other transactions thereby resulting in better control on the transactions.
Custom code development ensured the functionality gaps were adequately addressed without compromising the overall solution.
Use of Unikul’s incident management system helped address user issues quickly for all users across the globe, thereby improving the user experience during implementation.