Odoo Implementation: HK NGO Eden Ministry Achieved Full Charity Transparency

Efficient Communication & Inventory Management

"We staff 2 rescued women on quality management. Despite having limited prior computer experience, Odoo's user-friendly interface allowed them to master the system with ease after just three months of training with our Odoo functional consultants."

Isaac Agostino
Operations & Finance Executive of Eden Ministry

Eden managed its inventory of raw materials and products manually on paper, using spreadsheets, and communicated stock movements via email. "There wasn't really a workflow," says Isaac Agostino, Operations & Finance Executive of Eden Ministry.

The charity wasted a lot of time on approval, as approval forms needed to be printed, signed, and scanned by Isaac to obtain his approval for the local teams in Shanghai and Myanmar. Without an accurate stocklist, the team restocked intuitively and often ordered excess raw materials that they didn't need.

After implementing the Odoo Inventory, Manufacturing, Quality and Purchase, inventory management and its approval process have been significantly enhanced. Regardless of location, the international team accesses one single source of truth on the shared Odoo database.

The Inventory app provides a clear, real-time view of every kilogram of raw materials, as well as all jewelry, whether finished or in production. Stock levels can be updated with just a few clicks. To ensure continuous supply, the Purchase app automatically generates purchase orders (POs) when materials reach their reorder points. For production, Odoo Manufacturing creates manufacturing orders (MOs) complete with comprehensive instructions and precise quantity requirements. Once crafted, pieces move to the Quality app for standardized quality control.

Crucially, all approval processes within this workflow are now managed directly through Odoo. This digital transformation minimizes lead times and significantly reduces the risks of human error previously associated with manual, paper-based processing while ensuring an accurate inventory level at all times.

Accurate Reporting & Charity Transparency​

Eden Ministry's previous inefficient management style resulted in overstocking, presenting a significant challenge for the charity to justify its resource allocation to benefactors.

The NGO addressed its challenges by leveraging Odoo's Sales app and its powerful reporting features, which seamlessly complement their other integrated Odoo applications.

The Sales app meticulously records every product sold and all revenue generated. When combined with Odoo's built-in reporting tools, the sales team can now easily identify jewelry trends by analyzing quarterly sales reports and the number of each piece sold. This critical insight empowers the charity to design upcoming collections and decide which pieces to discontinue, ensuring they consistently respond to the latest trends.

These automated reports accurately document every purchase and product sale, providing the charity with complete business transparency. This fosters greater trust with their benefactors, demonstrating responsible and transparent resource management.

Operation Digitalization & Sales Insights​​

"Digitalization makes everything more efficient and decreases room for error."

Isaac Agostino
Operations & Finance Executive of Eden Ministry

Before implementing Odoo, the NGO lacked understanding of future needs, which left them vulnerable to external factors like political environments impacting raw material costs and lead times. 

With Odoo, Issac can now manage operations from Melbourne, procurement in Shanghai, and staff and raw materials in Myanmar, all within one database. This centralized access allows Eden to monitor prices closely and strategically stock materials when costs are low.

"For NGOs and charities with limited manpower, digitalizing operations with a business management software like Odoo frees up valuable human resources, leading to cost savings while providing enterprise-level business management," Isaac states. "This enhanced efficiency and foresight are crucial for Eden Ministry to maintain smooth and transparent operations and fulfill its mission effectively."