Most of the challenges are around Donation Offers. Other processes seem to work well.
Donation Offers Challenges
Data challenges
Donors have different systems. Their Excel outputs are different. Total 30 of different formats. To ask them to use one standard template does not work.
There are missing data, such as UPC, FMV, and Categories. It is not feasible to ask Donors to fill them in before they send the Excel files.
One Donation Offer could be from different distribution centers, which could result in different Goods Orders.
A lot of copying and pasting and manipulation of data
Existing customizations
Too many “vague” errors. Difficult to support
The program is “fragile”. Not users friendly.
Two options
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Move entire Donation Offer outside of GoldFinch.
Use Excel to Review/Reject/Allocation/Confirmation with Donors.
Only import data when allocated orders are committed.
Incremental
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Continue to use existing Donation Offer program.
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Relax data control
Not require FMV until later stage when creating invoices.
Not required UPC or all items matched, until the stage when ready to create Goods Orders and Sales Order
Convert Flows to Apex Code.
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Add extra error checks.
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While most processes are functioning well, Donation Offers present significant challenges, primarily related to data consistency and program usability.
Key Challenges with Donation Offers
Data Challenges
Varied Donor Systems: Donors use different systems, producing Excel outputs in about 30 unique formats, making it impractical to enforce a single standard template.
Incomplete Data: Critical data points like UPC, Fair Market Value (FMV), and Categories are often missing. Requesting donors to fill these in before sending files isn’t feasible.
Multiple Distribution Centers: A single Donation Offer might come from various distribution centers, potentially leading to multiple Goods Orders.
Manual Data Processing: Excessive copying, pasting, and data manipulation are required.
Existing System Limitations
Vague Errors: The system generates too many unclear error messages, complicating support efforts.
Fragile and User-Unfriendly Program: The program lacks resilience and is challenging for users.
Proposed Solutions
Option 1: External Management of Donation Offers
Move Outside GoldFinch: Manage Donation Offers outside GoldFinch using Excel.
Excel-Based Review: Use Excel for review, rejection, allocation, and confirmation with donors.
Import Upon Allocation: Only import data once orders are allocated and confirmed.
Option 2: Incremental Improvements Within the Existing System
Relax Data Control:
Delay FMV requirements until the invoicing stage.
Defer UPC requirements or item matching until Goods Orders or Sales Orders are ready.
Program Enhancements:
Transition flows to Apex code for greater flexibility.
Implement additional error checks and clearer error messages.