Case Study Uganda NGO

Case Study - Uganda NGO

Use Case 01 · Uganda · NGO Sector

From Donor Chaos to Digital Clarity:
Multi-Project NGO Management

Client Profile: Mid-size development NGO, ~80 staff, 4 field offices across Uganda
Managing 6+ active donor-funded projects simultaneously with fragmented reporting

12 wks

To Go-Live

$18K

Total Investment

3×

Reporting Speed

75%

Less Audit Risk

The Problem

Disconnected systems, manual errors, and missed donor deadlines

Finance team using Excel to track 6 donor budgets — leading to double-spending and budget overruns
No real-time visibility into field office expenditure; physical receipts mailed to HQ weekly
Procurement handled via WhatsApp, with no audit trail for donor compliance
HR managing leave, payroll, and contracts across 4 offices in separate spreadsheets
Donor reports took 3–4 weeks to compile per project, risking funding renewal
Annual external audit consistently flagged the lack of documented controls

The Odoo Solution

Unified platform: Finance, Projects, Procurement & HR

Odoo Accounting configured with per-project analytic accounts mapped to each donor's budget lines
Field offices given mobile access to submit expenses in real-time with photo receipts
Procurement module with approval workflows — every purchase request traceable and auditable
Odoo HR for contracts, leave management, and payslips across all offices
Custom donor report templates auto-generated monthly from live financial data
Role-based dashboards so Programmes, Finance, and Country Director see relevant KPIs instantly

Odoo Modules Deployed

Core platform components

Accounting Analytic Accounting Project Purchase Expenses HR & Payroll Approvals Reporting

Expected Outcomes

Measurable impact within 90 days of go-live

75%

Reduction in time spent compiling donor reports

Zero

Audit findings on procurement controls (vs 4 prior year)

100%

Real-time visibility into all project budgets

$40K

Estimated annual saving from eliminated software licensing

Implementation Timeline

12-week phased rollout

Weeks 1–2

Discovery & Requirements

Process mapping, donor requirement review, chart of accounts design, stakeholder workshops

Weeks 3–5

Configuration & Data Migration

Odoo instance setup, analytic account structure, migration of open budgets and HR records

Weeks 6–8

UAT & Staff Training

User acceptance testing with Finance & Programmes teams; remote training for field office staff

Weeks 9–10

Parallel Run

Running Odoo alongside old systems simultaneously to verify accuracy and build confidence

Weeks 11–12

Go-Live & Hypercare

Full cutover, daily DIS support during first 2 weeks; handover to managed support retainer

Cost Estimate (USD)

Transparent, fixed-scope investment

DIS Implementation & Configuration	$7,500
Data Migration & Custom Reports	$2,500
Staff Training (remote, 3 sessions)	$1,500
Odoo Licensing — 20 users, Year 1	$3,600
DIS Managed Support Retainer (12 months)	$3,000

Total Year 1 Investment ~$18,100

* Odoo licensing renews at ~$3,600/yr from Year 2. Implementation is a one-time cost. NGO pricing discounts may apply.