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Increasing efficiency at Tricity Food Bank

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Łukasz Jaroń, Senior specialist for educational and volunteer projects and Social inclusion coordinator, Tricity Food Bank

We are incredibly grateful for the collaboration! The team from Objectivity studied our needs very carefully, but they also took into account the specifics of our organization: who we are, how and with whom we work. It's very important to us that they made an effort to understand us and tailored their proposals not only to the specific problem but also to the people who will later use the developed solutions. Currently, one of the tools is already working (and with success!), and we will be implementing the other in the coming months.

Łukasz Jaroń, Senior specialist for educational and volunteer projects and Social inclusion coordinator, Tricity Food Bank
CHALLENGE

Tricity Food Bank sought support in solving two digital challenges. The first involved extracting information from supplier delivery notes, while the second involved implementing a CRM system to manage beneficiary and stock data. Tech To The Rescue partnered the foodbank with Objectivity, a bespoke software development powerhouse, whose team quickly got to work implementing a solution.

SOLUTION

Project 1 - Automated Information Extraction This project was to automate data extraction from delivery supply notes - a tedious, manual process that was fraught with difficulty. With the new system, the correct data was easily extracted and consolidated into reports. Project 2 - A new CRM system This project served to replace Excel spreadsheets that stored all the information about beneficiaries and the food they obtained. Previously, all this data had been collected manually with no way of cross-referencing data between the different food bank outlets. The CRM is designed for social stores, which is the flagship venture for Tricity Food Bank.

EFFECT

The project to automatically extract information from supplier’s delivery notes has already proven to be highly effective, reducing the time spent on manual data entry, calculations and report generation. The monthly summary, which used to take the food bank's documentation specialist several days, can now be done in three hours! The common customer service system that Objectivity prepared will allow better management of aid and effective verification of customers, but it will also provide opportunities for scaling the network of stores. The CRM project is still in progress, but the team already estimates that it will have a similar positive impact by reducing manual tasks, consolidating data, and ensuring that the food bank’s various outlets can share information easily and effectively. Tricity Food Bank is also boasting about these solutions at the Federation of Polish Food Banks and they hope that in the future, after decent testing, they will be able to serve other banks as well - and there are 31 of them in Poland.

Marcin Pilarczyk, Tech Lead at Objectivity

If our work means that the food bank can operate more effectively and its employees can focus on higher value tasks, then I believe we’ve achieved what we set out to do. I’ve never been involved in a project like this before and it’s given me a great deal of satisfaction!

Marcin Pilarczyk, Tech Lead at Objectivity
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