The Success Story of Vaibbhav Ashok Goel Foundation and Matiyas Solutions with ERPNext

Summary 

The Vaibbhav Ashok Goel Foundation (VAGF) was established as a tribute to “Vaibbhav Goel”. The Foundation is committed to a transformative approach that empowers marginalized communities. Rather than providing temporary relief, VAGF focuses on delivering sustainable solutions that foster financial independence and meaningful integration into society.

VAGF has collaborated with Ekta Niradhar Sangh, an NGO with experience in providing support for higher education/vocational training to these disadvantaged adults as well as providing career guidance, counselling and resources for further education.

Through a partnership with Matiyas Solutions, the leading ERPNext Implementation partner, VAGF has optimized its operations to better serve its mission. By building skills and creating opportunities for personal growth, VAGF enhances confidence and establishes lasting pathways to self-sufficiency. With a focus on skill development and a conducive learning environment, VAGF works to break the cycle of poverty and marginalization, helping individuals not only survive but thrive and contribute positively to their communities. This holistic approach ensures lasting impact, shifting from charity to long-term, sustainable change.

Challenges Faced Before Implementing ERPNext with Matiyas Solutions:

• Initial reliance on manual processes: Depended heavily on spreadsheets and paper-based workflows.
• Challenges in accessing, analyzing, and sharing data: Manual processes made it difficult to handle data efficiently.
• Frequent errors: The manual nature of work led to inaccuracies, affecting overall work quality.
• Operational inefficiencies: Time spent managing and updating information manually resulted in delays and diverted attention from strategic tasks.
• Lack of centralized system: It was difficult to generate accurate and timely reports, as the data was inconsistent and not updated in real-time.
• Outdated or incomplete reports: Created difficulties in decision-making and hindered quick responses to changes.
• Limited collaboration: Slow data sharing and updates across departments led to errors and delays.
• Need for an integrated, automated system: Identified the requirement for a system to enhance efficiency, improve accuracy, and enable real-time insights for better decision-making.

Matiyas Solutions Supporting VAGF with an Integrated ERP System for Efficient Operations

1. Accounting Management:

Handles all financial transactions, and bookkeeping, and generates real-time financial reports. It ensures transparency, helps with budgeting, and simplifies tax and audit processes, making financial management efficient and accurate.

2. Asset Management:

Tracks the foundation’s physical and digital assets, including equipment, vehicles, and infrastructure. Helps maintain asset life cycles, record depreciation, and plan for future procurements or replacements.

3. Procurement Management:

Manages the entire purchasing process, from requisitions to vendor selection, purchase orders, and receipt of goods or services. It ensures that procurement is timely, cost-effective, and transparent.

4. Inventory Management:

Streamlines tracking and management of supplies, donations, and resources needed for foundation projects. Ensures real-time visibility of stock levels, reduces wastage, and optimizes inventory control.

5. Project management:

Helps plan, track, and manage various foundation initiatives and programs. This module supports task allocation, progress tracking, and resource management to ensure successful project execution.

6. Non-Profit Management:

Tailored to the unique needs of non-profit organizations, it tracks donations, grants, fundraising campaigns, volunteer management, and compliance. It ensures that the foundation meets its social objectives while maintaining operational efficiency.

7. Human Resources Management:

Manages staff records, recruitment, performance appraisals, training, and employee-related processes. It helps optimize HR tasks and supports a positive organizational culture by tracking key metrics.

8. Payroll Management:

Automates payroll processing, including salary calculations, tax deductions, benefits, and compliance with labor laws. This ensures timely and accurate compensation for staff.

9. Resident Management:

Residential management for orphans involves handling admissions, which include capturing essential details like the child’s name, parents’ names, relatives’ names, identity documents, and photos. The system also tracks their primary health conditions and maintains a detailed educational history. All of this data is integrated into the financial and accounting modules, ensuring accurate reporting. Additionally, educational details, administration of buildings, and training programs are recorded and managed efficiently within the system, providing a comprehensive approach to orphan management and ensuring smooth operations across health, education, and financial aspects.

10. Rostering System:

The rostering mechanism should be conditional for attendance access control management. Also for event & activity assignments to groups of students.

11. Flutter Mobile Application:

A mobile app that allows staff, volunteers, and donors to access relevant data, manage tasks, and track progress on the go. It enhances communication, accessibility, and overall engagement with the foundation’s activities.

12. Integration:

Integration of Biometric Attendance and Donor Payment gateway and Integration of Social Media Platforms Twitter, LinkedIn, WhatsApp, Facebook, and Instagram. These integrations allow for effortless sharing of updates, fundraising campaigns, and event information, broadening reach and increasing donor participation. By combining biometric data, payment gateways, and social media platforms, organizations can optimize operations, boost engagement, and improve overall efficiency in both attendance management and donor contributions.

Matiyas Implemented a Customized ERP System for VAGF’s Long-Term Success

Challenges with Manual Processes:

• Reliance on spreadsheets and paper-based workflows caused delays and productivity losses.
• Difficult to manage operations efficiently due to scattered data and processes.
• Lack of real-time data updates hindered quick decision-making, exacerbating operational inefficiencies.

Need for Centralized System:

• Recognized the need for a centralized system, such as NGO Management Software, to streamline operations.
• Needed a solution that would ensure data consistency and improve collaboration across departments.

Requirement for Nonprofit Software:

• Sought a solution that would provide accurate, real-time insights into operations.
• Desired software that could optimize key customer-facing processes, such as managing bookings, responding to inquiries, and enhancing customer service.

Strategic Investment in ERP System:

• Implementing a comprehensive ERP system emerged as a long-term strategy to reduce operational costs and improve overall efficiency.

Customization by Matiyas Solutions:

• Matiyas Solutions provided a tailored ERP system, specifically customized to meet the unique needs of the organization.
• The flexibility and scalability of the solution aligned well with VAGF’s goals and operational requirements.

Confidence in Long-Term Success:

• The ERP system not only resolved immediate operational bottlenecks but also provided a foundation for future growth.
• The solution helped ensure greater organizational efficiency and the ability to scale effectively as the foundation grows.

Impact on Day-to-Day Operations:

• Initial Challenge: Managing a large team manually led to inefficiencies, with data handling and task coordination becoming complex and burdensome.
• ERP Solution: Implementing the ERP system streamlined operations by automating key processes, significantly reducing manual work.
• Impact on Workforce: The automation allowed us to reduce the number of staff needed for data management, with just two people now handling the tasks.
• Enhanced Efficiency: This transformation lowered overhead, improved accuracy, and freed up resources for more strategic activities.

After implementing the ERP solution, we saw a major shift in how our operations ran. The system automated processes and optimized workflow, leading to a reduction in manual labor and a much leaner team handling data management. Today, the result is a more efficient, productive organization with fewer resources dedicated to routine tasks.

Recommendations and Future Enhancements:

From our experience, I strongly encourage other organizations to embrace Matiyas’ open and transparent approach. They take the time to customize their solutions to fit your specific needs, ensuring that the system aligns seamlessly with your objectives. Their clear and consistent communication throughout the entire process made the implementation much smoother. Even with a limited range of services, they successfully tackled our most pressing challenges. I was so impressed by their work that I’ve already recommended Matiyas to a close friend looking for ERP solutions.

Testimonial:

Working with Matiyas Solutions has been a game-changer for our organisation. Before implementing ERPNext For Non-Profit, we struggled with manual processes, data inaccuracies, and inefficiencies that slowed down our operations. The customized ERP solution they delivered has streamlined our workflows, reduced overhead, and improved overall productivity. With just two people handling data management now, we’ve seen significant accuracy and resource allocation improvements. Matiyas’ transparency, clear communication, and tailored approach made the entire process smooth and effective. We highly recommend them to any organisation looking for a solution that meets their unique needs and drives long-term success. – I am Ritesh working as IT head at the Vaibbhav Ashok Goel Foundation

Conclusion:

Working with Matiyas Solutions has been a transformative experience. Their transparency and openness throughout the process instilled confidence in their approach. Despite a limited scope of services, their ability to customize the solution to our specific needs, combined with clear communication, helped us streamline our operations effectively. The results have been significant, improving both efficiency and overall performance. We highly recommend Matiyas to any organization seeking a tailored ERP solution, including ERPNext for Non-Profit Organizations, that truly addresses their unique challenges and enhances operational success.