Challenges with Donation Offers
- Scott Zhuo
While most processes are functioning well, the Donation Offer process presents significant challenges, primarily related to data consistency and the usability of the customized software.
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 for truck shipments, and confirmation with donors.
Import Upon Allocation: Only import data once orders are allocated and confirmed.
Option 2: Incremental Improvements Within the Existing System
Program Enhancements:
Automated Data Import and Transformation: Set up automation to directly import and transform donor CSV files into a staging table in Salesforce.
Enhanced Error Handling: Implement additional error checks and provide clearer, more informative error messages.
Data Control Adjustments
Flexible FMV Requirement: Delay Fair Market Value (FMV) requirements until the invoicing stage to streamline initial data entry.
Deferred UPC Requirements: Postpone UPC requirements or item matching until the creation of Goods Orders or Sales Orders.