Kent Community Foundation

A complex challenge

When systems have been developed over many years the current ways of working are pretty embedded. Naturally, there was some nervousness at Kent Community Foundation that the new system would do what they needed it to, and be easy to transition to. We carried out diligent discovery work and supported the team on site to understand what they needed and guided them through all the changes.

Diligent Discovery

We initially spent 2 days with the team fully understanding their processes and requirements. We then presented options back to the management team detailing how we could support the implementation.

Getting the timing right was important, with a small team and other time pressures we encouraged Kent Community Foundation to work around their financial year end for the move to the new systems.

Project Management

During the implementation to Xero from Sage we used the Monday.com project management tool to document what we were going to cover each week as part of the project so it was clear for everyone where things were at and what was left to do.

Using Movemybooks for the historic data we supported with the set up of bank feeds and data capture tool Hubdoc before adding in ApprovalMax to streamline their invoice approval processes.

Better Reporting

We customised the Xero reports to match the requirements of the different stakeholders, importing budgets to report against and recommending Syft Analytics for more detailed analysis.

Spreadsheet Wizards

We documented the new processes relating to investment returns, automating the calculation of charges and apportionment of returns for easy input into various systems.

Throughout the project we were mindful of building for future growth for Kent Community Foundation and minimising time spent on day to day tasks.