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Institute for Security Studies

Institute for Security Studies Case Study

Overview

ISS faced significant challenges with its financial management systems, using manual and stand-alone solutions that varied across different offices. This fragmented approach resulted in delayed financial reporting, affecting external audits and donor reporting. The organisation needed a unified solution to streamline operations, improve financial controls, and enhance reporting capabilities.

Company Details

Business Size

160 Staff

Industry

NGO/Think Tank (Policy, Research, Security)

Environment

Multiple sites: Pretoria, Addis Ababa, Dakar, Nairobi

Market Share

N/A

Challenges

Before implementing Acumatica, ISS Africa faced significant operational inefficiencies and financial management challenges. Outdated systems and fragmented processes hindered accuracy, transparency, and scalability.

Inaccurate Financial Data

Frequent errors and inconsistencies meant that data had to be manually corrected, leading to delays and undermining trust in financial reports.

Limited User Access

Access to financial systems was restricted, preventing program and operations teams from managing or viewing relevant financial information.

Slow Financial Closures

Manual interoffice reconciliations and outdated systems caused extended delays during month-end and year-end closing, affecting timely reporting.

Manual, Unstructured Processes

With no standardized documentation or automation, internal procedures varied by office, leading to inconsistencies and inefficiencies.

Disconnected Purchase Workflows

Purchase requests and approvals were managed outside the system, creating bottlenecks and requiring duplicate data entry into finance records.

Cost Concerns Around ERP

Initial assessments raised concerns that a modern ERP system would be financially out of reach for a non-profit organization.

Overloaded Donor Reporting

Donor-specific reporting requirements led to an overwhelming volume of financial entries, complicating analysis and increasing audit risks.

Blocked Financial Year Starts

The system did not allow for parallel processing, meaning operations for a new year couldn’t begin until the prior year’s books were officially closed.

Approach

Astraia conducted a thorough assessment of ISS’s operational needs and identified key areas for implementation and improvement.

Astraia’s experience and strategic approach were crucial in identifying and addressing ISS Africa’s specific needs, ensuring that the implementation was aligned perfectly with their operational goals.

Streamlined Purchase Order Workflow

A fully integrated purchase order system automates the approval process, aligning it with ISS’s Delegation of Authority. This ensures that every purchase request follows consistent governance rules and flows directly into accounts payable and general ledger processing.

Interoffice Transaction Automation

The new system allows for seamless financial interactions between ISS’s regional offices. Automated interoffice functionalities eliminate redundant data entry, reduce reconciliation errors, and save valuable time.

Donor-Specific Reporting Flexibility

Financial reporting is now tailored to meet the unique requirements of individual donors, specific programmes, or organisation-wide views—enhancing transparency and simplifying audits.

Instant Group Financial Reports

Comprehensive financial statements are now generated at the push of a button, offering real-time insights across multiple financial dimensions—streamlining both internal reporting and external compliance.

Solutions

Acumatica ERP System

A cloud-based platform providing integrated financial management capabilities

Acuflow

Custom workflow implementation for purchase order approvals aligned with ISS’s Delegation of Authority

Velixo Reporting

Tailored financial reporting tools designed specifically for ISS’s donor reporting needs

User Access Management

Organization-wide access to financial information based on roles and responsibilities

Results

The implementation of Acumatica transformed ISS’s financial management capabilities: • Expanded system access to all relevant users, enabling them to extract financial information and manage their responsibilities • Real-time transaction posting for reliable and accurate financial data • Simplified financial reporting through automated processes • Streamlined purchase order approvals aligned with governance requirements • Shortened external audit timelines and faster year-end closing • Improved policies, procedures, and system controls for better management and governance

“The ISS was the first Acumatica implementation in South Africa. Astraia’s understanding of the ISS’s business was key to the design of Acumatica and Acuflow. Astraia facilitated the implementation and the training of users at our various regional offices, which made the change management easier. Acumatica afforded the ISS a cost-effective and multi-user ERP solution that allowed it to improve policies and procedures while strengthening financial controls and reporting. There is much better confidence and trust at the ISS in financial information with a mindset of continuous improvement. Our partnership with Astraia is a trusted relationship that endeavors to maximise Acumatica tools and functionality for the unique type of donor-oriented ISS business.”

Conclusion

The implementation of Acumatica gave ISS a scalable, cost-effective ERP platform that transformed how financial operations are managed across regions. With better controls, streamlined reporting, and improved user access, ISS has strengthened accountability and built greater confidence in its financial systems.

Acumatica empowered ISS with a modern, multi-user ERP solution tailored to its donor-driven structure. The organisation now benefits from improved financial governance, faster reporting cycles, and clear audit trails, fostering a culture of accuracy, transparency, and continuous process improvement.

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