The Case: Brisbane Multi-Faith Temple
“Brisbane Multi-Faith Temple” (BMT) is a charitable organisation run by a group of volunteers and the chairman of the organisation is Sam Sharma.
Sam along with other volunteers started the first temple at Mount Cotton. The multi faith temple gained huge popularity in a short period of time and due to its increased patronage the organisation decided to open additional temples in Rocklea, Toowoomba, Sunshine Coast and Gold Coast. Collectively all the sites serve over 2,500 people per day.
When the initial temple was opened at Mount Cotton, it had two priests, 1 admin staff and one cleaner and a small army of volunteers.
However due to opening additional sites in quick session, the number of staff increased exponentially. The organisation now employs 15 priests, 20 admin staff, 5 cleaners, 1 handyman and an accountant. The organisation also appointed a chairman, vice chairman, treasurer and a public officer.
Current Manual Process – Donations & Food Supplies
Patrons go online to the website and look up bank details of the multi faith temple. They then go and make a payment via bank transfer to the temple trust account. Some patrons decide to go to a branch and deposit money directly into the account. After that the Patrons either call the temple trust or email the temple trust to leave their details and get a tax receipt / invoice. Once the funds are received at the end of each week the accountant generate tax invoices / receipts for each patron and either emails them the receipt or sends it out to them via Australia post.
Each week food is ordered by the accountant and delivered at the temple site. Volunteers then prepare this food and distribute it to patrons free of cost during lunch time. Prior to ordering the food the accountant rings around each site to determine the existing stock levels and estimated number of patrons expected that week. On a few occasions, a particular temple becomes busier than normal and run out of supplies, and the accountant has had to rush a staff member to the particular temple with supplies.
Details Recorded For Patrons
- • Name
- • Address
- • Postal Address
- • Phone Number
- • Email address
- • Whether donation is anonymous
- • Whether tax receipt needed or not
- • Whether interested in future donation / fund raising campaigns
- • Scholarships o Name
- o Duration
- o Amount
- o Criteria
- o Number of people eligible
- o Frequency of scholarships
At the end of each month the accountant for the temple trust reconciles all accounts and remits all monies collected to various sites. He also talks to the temple management to work out the estimated number of patrons for the next 4 weeks and plans the order for food supplies.
Sam decides to engage you as a consultant. Your job is to provide him with solutions that address the following issues and provides advice on what needs to be implemented in the future.
Problems with The Current System
1. Staff always must be available to answer phone calls and emails from patrons to note their details for tax invoices
2. Patrons cannot get a proper end of the year statement
3. Wastage of food due to inaccurate stock levels
4. Ongoing management of scholarships
Sam always wanted a system whereby patrons can donate money online, or sponsor specific events, or create scholarships. He wants that when a patron makes a contributes online they automatically receive an email thanking them for their contribution. Also the contribution is stored under client login so at the end of the year clients can either print a consolidated statement or download a statement from their account.
Sam also wants the ordering of food products for the temple sites to be automated, as the current process involves the Accountant at Mount Cotton ringing around the other sites to determine what is required and then placing an order.
Sam has earmarked a budget of $225,000 for this project with a discount rate of 6%. He estimates that the new system will help in reducing staff cost by $4,500 per month and save wastage of food by at least another $5,000 per month thus increasing overall savings by $9,500 per month. Maintenance cost could be estimated at around $500 per month.