PACT IMS

Case Study: PACT IMS

Protected Areas Conservation Trust Information Management System

Protected Areas Conservation Trust

Industry: Tech, Government, Environment, Conservation
Website: pactbelize.org

PACT was in need of a system to streamline the tracking and management of their conservation projects across the country. We developed a custom solution that enhanced efficiency, improved collaboration with project partners, and provided better financial oversight, enabling PACT to effectively manage resources and monitor project progress.

Project Overview

The Protected Areas Conservation Trust (PACT) needed a comprehensive solution to effectively track and manage their ongoing conservation projects across the country. The custom application we developed helps PACT oversee various aspects of their operations, from project management to financial tracking and partner collaboration. This system not only enables PACT to efficiently manage their resources but also fosters transparent communication between the organization and its project partners. Below are some of the key modules integrated into the application to support PACT’s mission:

Partner Portal: Giving project partners real-time visibility into their projects, with the ability to interact with the system to update data and monitor progress.
Project Management Module: A complete project management tool to oversee project profiles, define key performance indicators (KPIs), and track fund allocation and expenses.
Journal Module: A feature that allows for detailed note-taking, complete with the ability to attach relevant documents for comprehensive record-keeping.
Integrated Mapping: A tool for tracking the geographical location of each project, offering a visual representation of progress by region.

The Challenge

PACT faced a significant challenge in managing and tracking the progress of its numerous conservation projects spread across the country. With limited visibility into the status of projects and no centralized system to track key metrics such as budget allocation, fund disbursement, and project performance, PACT struggled with inefficiencies and communication breakdowns. Additionally, there was a need for a system that could integrate with existing workflows and be accessible to both PACT’s internal team and external project partners, ensuring a seamless flow of information and timely updates.

The Approach & Solution

To address PACT’s challenges, we worked closely with their team to understand their specific needs and design a tailored solution. We developed a comprehensive web-based application that included the following key modules:

Partner Portal: This module provides project partners with real-time access to project data, allowing them to track the status of their initiatives and contribute updates as necessary. This fosters better collaboration and ensures all parties are on the same page.
Project Management Module: A robust project management system that enables PACT to create and manage project profiles, set KPIs, and track performance. The inclusion of an accounting module streamlines the tracking of funds, allocations, disbursements, and expenses, providing PACT with greater financial oversight and accountability.
Journal Module: A central hub for logging detailed notes and attaching supporting documentation, ensuring important information is well-documented and accessible for future reference.
Integrated Mapping: The map-based tracking feature provides PACT with a visual overview of all projects, allowing them to monitor progress by location and make data-driven decisions based on geographical insights.

The application was built to be user-friendly, flexible, and scalable, ensuring it could grow with PACT’s expanding portfolio of projects.

The Results

The implementation of this custom application led to measurable improvements in PACT’s operations. The results can be broken down into four key pillars of success:

Efficiency

The new system streamlined project tracking and reporting processes, cutting down the time spent on manual data entry and enabling staff to focus on higher-priority tasks. Automation of financial tracking and reporting saved significant administrative effort, improving overall efficiency.

Satisfaction

Both PACT’s internal teams and external project partners reported higher satisfaction levels due to the increased transparency and ease of collaboration. The Partner Portal empowered external stakeholders to stay informed and contribute to project updates, leading to smoother communication and stronger relationships.

Operational Costs

By automating manual processes, reducing the need for physical documentation, and providing real-time financial oversight, PACT was able to lower operational costs. The efficient management of resources and funds helped the organization allocate its budget more effectively.

Scalability

The system’s modular architecture allows for easy scaling as PACT continues to expand its conservation efforts. New projects can be added, and existing modules can be updated without significant disruptions, ensuring that the solution can evolve with the organization’s needs.