Transparency is King: Developing end-to-end traceability of donations  

Indus­try: NGO / Non-pro­fit orga­ni­sa­ti­ons / Fund­rai­sing  
Topic: Tracea­bi­li­ty of dona­ti­ons   
Tools: Stat­Soft open source deve­lo­p­ment with, among others, Python (Djan­go), Post­greS­QL, Docker, git  

Why Adve­ni­at needs to ensu­re end-to-end tracea­bi­li­ty of dona­ti­ons  
Crea­ting trans­pa­ren­cy in dif­fe­rent con­texts is a topic that is dri­ving data-based solu­ti­ons enorm­ously. Whe­re­as a few years ago it was main­ly trans­port and logi­stics pro­vi­ders who deve­lo­ped inno­va­ti­ve solu­ti­ons for tracking/tracing (and of cour­se also for pre­dic­tions), more and more com­pa­nies are being con­fron­ted with the need to crea­te trans­pa­ren­cy across various pro­ces­ses. For exam­p­le, the topic of tracea­bi­li­ty is curr­ent­ly par­ti­cu­lar­ly rele­vant for medi­cal tech­no­lo­gy manu­fac­tu­r­ers, as a Euro­pean law requi­res the seam­less track­ing of implan­ta­ble devices by 2024. Imple­men­ting the Sup­p­ly Chain Act is a major chall­enge for many. And: in Ger­ma­ny, cha­ri­ta­ble orga­ni­sa­ti­ons have recent­ly had to ensu­re the tracea­bi­li­ty of ear­mark­ed dona­ti­ons on a tran­sac­tion basis. Our cli­ent Adve­ni­at had to act.  

What did we do  
Enter­brain and Stat­Soft have joint­ly deve­lo­ped a web app for Adve­ni­at (Bischöf­li­che Akti­on Adve­ni­at) that links recor­ded dona­ti­ons to their inten­ded use and thus ful­fils regu­la­to­ry requi­re­ments.  

Start­ing point and chal­lenges  
The rele­vant data is available in dif­fe­rent sys­tems: Dona­ti­on and uti­li­sa­ti­on cam­paigns are mana­ged by two dif­fe­rent soft­ware pro­ducts and stored in two data­ba­ses. In addi­ti­on, the­re are various types of ear­mark­ed dona­ti­ons that dif­fer in terms of tracea­bi­li­ty and pre­sen­ta­ti­on requi­re­ments. Adve­ni­at employees have dif­fe­rent access rights to users, dona­ti­ons and the allo­ca­ti­on of dona­ti­ons. The solu­ti­on should enable fast and relia­ble track­ing and pro­vi­de the neces­sa­ry fle­xi­bi­li­ty for dyna­mi­cal­ly chan­ging requi­re­ments. The appli­ca­ti­on should also enable visua­li­sa­ti­ons of pro­ject allo­ca­ti­on at dif­fe­rent hier­ar­chi­cal levels and allow employees to allo­ca­te dona­ti­ons. 

How we pro­cee­ded   
Enter­brain, Stat­Soft and Adve­ni­at imple­men­ted the pro­ject in an agi­le pro­cess. This made it pos­si­ble to ful­fil requi­re­ments and at the same time take new­ly emer­ging needs into account.  

The appli­ca­ti­on is based on the imple­men­ta­ti­on of a data warehouse in a pri­va­te cloud in order to hand­le the donors’ sen­si­ti­ve data in the best pos­si­ble way. New data from the two under­ly­ing data­ba­ses is retrie­ved once a day via an auto­ma­tic update and mer­ged in the pri­va­te cloud. This enables prompt and pre­cise track­ing. In addi­ti­on, com­ple­te reports are crea­ted over lon­ger peri­ods of time for admi­nis­tra­ti­ve pur­po­ses.  

The sys­tem also takes more com­plex cases into account, such as the rever­sal of dona­ti­ons or the allo­ca­ti­on of par­ti­al amounts to indi­vi­du­al dona­ti­on pro­jects. This can some­ti­mes be neces­sa­ry in order to enable a fair and sen­si­ble dis­tri­bu­ti­on of ear­mark­ed dona­ti­ons. Adve­ni­at employees can quick­ly obtain an over­all view of allo­ca­ti­ons to pro­jects or funds via a tidy, intui­ti­ve user inter­face.  

Result and achie­ve­ments 
With the web appli­ca­ti­on, Adve­ni­at ful­fils the regu­la­to­ry requi­re­ments for non-pro­fit orga­ni­sa­ti­ons and can docu­ment the ear­mark­ed use of dona­ti­ons wit­hout any gaps or con­tra­dic­tions. Thanks to the pos­si­bi­li­ties offe­red by the web appli­ca­ti­on, employees save signi­fi­cant­ly more time and effort in crea­ting inter­nal trans­pa­ren­cy and can easi­ly mana­ge (re-)bookings.  

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Sasha Shiran­gi (Head of Sales)