What optimization does a Beneficiary Management System enable

The Beneficiary Management System (BMS) is designed to measure the true impact of the investment on the beneficiary. This is achieved by supporting every stage of the beneficiary management processes, which are typically executed through manual operations.

How do we know what the effect is of the developmental activities if we do not measure it?

Donors are often engaged in numerous development activities and employ significant resources with high hopes of achieving results. A Beneficiary Management system is an invaluable asset in capturing data and providing information for analyzing the effectiveness and efficiency of development efforts.

The BMS can be configured to track all important data related to development activities, measuring the spend in rand value and cost of time and resources at every stage, in this way the information captured into the BMS becomes the source information for providing proof of both activities, impact and:

  • Allocating and calculating cost
  • Allocating cost spent per beneficiary or region or sector etc.
  • Summarized data for annual, quarterly, monthly reporting and sustainability reports
  • Case studies / Marketing campaigns/ media reports
  • Data for conference presentations and academic papers
  • The input for regulatory requirement i.e. B-BBEE scorecard reporting etc.
  • Evidence in the event of a query / complaint / issue with a beneficiary
  • Documented evidence of the development route of the beneficiary – from onboarding, through diagnostics and the development plan, to exit 

The BMS also allows for the reporting of  non-monetary values which typically  is more difficult to track and can easily amount to millions but not captured and reported on, and consequently skewing the representation of what is required to effectively develop and grow a beneficiary. Our BMS allows also the following data be captured and reported:

  • Capture management and administrative costs
  • Capture money spent on development of beneficiaries
  • Capture information on the type and value of “in kind” contributions from partners and stakeholders
  • Capture information on time and value spent on development of beneficiary businesses, discounted rates e.g. subsidized premises, use of assets and facilities, etc.
  • Capture the nature of the interventions per beneficiary (to eventually determine which interventions had best impact)
  • Capture details on improvements in a beneficiary, based on pre-determined progress measurements

How do we keep all program stakeholders on the same page?

The project managers and staff which are directly involved in development activities are often well informed about all details of what is being done. But is that information available in summarized, comprehensive form for taking managerial decisions? How to keep all stakeholders informed of what is going on and what has been achieved?

The BMS is designed to provide powerful reporting opportunities. Regular and ad-hoc reports can provide detailed or high-level reports as and when required.

Examples of report elements include:

  • Overall strategy implementation costs
    • Cost per programme element
    • Costs per beneficiary (average or actual)
    • In-kind contributions (per stakeholder or per beneficiary)
    • Number of beneficiaries overall and/or per strategy element or program
    • Impact per beneficiary, program, site or nationally (can include growth in the business(es) – jobs, turnover, market share, profitability)

Over a period of time of accurate data input, reports can be  used to determine exactly what it takes to develop a beneficiary from one level to the next, which interventions had the most impact, what had been spent in cash and kind over time to support beneficiaries , the direct and indirect impact that it had on economic growth of the beneficiary  and the reach of a program regionally or beyond.

Look out for the next post on: Measuring Impact with BMS

Contact us directly if you are interested in finding out more about the BMS at info@tkjprocurement.com

Beneficiary Management System