
REFERENZEN
Project Funding and Disbursement Management
2024
January
Herausforderung
Pallottine, a non-profit organisation funding projects in third-world countries, faced significant challenges in managing their project funding and disbursement process. This process was heavily reliant on a single employee's knowledge, utilising an outdated Access database and various Excel files. All communication and data transfers with applicants and internally were conducted via email. The approval process for project funding and disbursement instructions was paper based, involving printouts, hand signatures, and filing in bulky folders. Reporting on project funding required multiple data inputs into Excel, making it time-consuming and inefficient. Pallottine aimed to simplify the process, enhance transparency, and ensure continuity by digitising the process using their Microsoft 365 environment.
Lösung
After conducting several workshops to understand the business process and gather requirements, we implemented a comprehensive solution. This included a public Power Pages portal site, allowing applicants to log in, submit project funding applications, and upload supporting documents securely. Applicants can view submitted applications and upload additional documentation regarding project progress through the portal. Funds are disbursed in financing rounds based on project expenditure and duration, implementing an approval workflow.
The core of the solution is a model-driven app with a Dataverse database, enabling Pallottine to manage all project funding applications, contacts, and gain insights through embedded Power BI reports. A Business Process Flow was developed for the project funding, involving an internal approval process for two different business units. Approvals are managed via Microsoft Teams, and the status of the project funding application and each associated funding round is automatically published on the Power Pages portal. Applicants receive automatic email notifications about the status of their applications from within the app.
"We approached TarasTech because we wanted to upgrade from our outdated Access database for project management to a modern, custom-made programme tailored to our needs. The team, led by Peter Taras, worked in a highly professional manner and developed a modern project management programme using Power Apps. This programme was precisely adapted to our workflow, and all our requests were fully implemented. Thanks to this programme, we can now work paperlessly, and all involved employees have access to relevant data from anywhere. Project partners can view the current status of projects, and documentation is now complete, with project reports able to be submitted directly online by the partners. Required lists and evaluations can be flexibly and directly generated from the programme. Approval processes within our organisation, as well as payment instructions to the accounting department, also operate digitally, ensuring a smooth process that was previously not possible. The collaboration with TarasTech was extremely straightforward. Support was and is always provided whenever there were any uncertainties during the project. TarasTech is solution- and customer-oriented, and they impressed us from start to finish."
Patrizia Russo
Mission Office, Project Stakeholder
Ergebnis
The solution successfully digitised Pallottine's project funding and disbursement management process, making it more efficient and transparent. All employees involved can now access and manage the process, ensuring continuity even if the primary employee is unavailable. The automated workflows and integrated reporting have significantly reduced the time and effort required for managing and reporting on project funding. The implementation fulfilled all the customer's goals, enhancing operational efficiency and project management transparency.

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