Overview
Executive Summary
Objectives
- Stabilize operations and finance by replacing manual processes with a unified Odoo ERP.
- Deliver a sustainable, multi-year transformation roadmap that supports growth in education, conservation, and community engagement.
- Provide board-grade governance, KPIs, and risk controls to ensure measurable value realization.
Key Pain Points
- Manual spreadsheets, paper logs, inconsistent email/calendar use; high error and re-work risk.
- Sage bookkeeping siloed; limited reporting; volunteer and POS processes not integrated.
- Peak booking issues (fees, errors, limited support); fragmented donations/feedback tracking.
5-Year Vision
- Recognized regional hub for research, conservation, and outdoor education.
- Data-sharing platform with universities; improved outreach to schools, seniors, and accessibility programs.
- Defined roles, streamlined onboarding (staff & volunteers), and resilient operations with AI-assisted insights.
What's Included
Scope & Assumptions
In Scope
- Odoo configuration (Accounting, POS, Inventory, HR/Payroll, Events/Bookings as scoped per phase).
- Data model & inter-module dependencies; basic dashboards & reports per phase.
- Light content for web landing and board presentation views.
- Integrations as specified per phase (e.g., Stripe for online payments).
- Training, UAT support, cut-over planning, and handover docs.
Out of Scope
- Historical data entry (paper trails ~10 years) — explicitly excluded.
- Custom software development beyond phase scope, unless approved as a change.
- Advanced analytics/AI beyond phase KPIs (can be scoped later).
Assumptions
- Client provides timely access to Sage exports, chart of accounts, vendor lists, inventory lists, staff lists, and POS SKUs.
- Client will assign a single point of contact and a UAT lead for sign-offs.
- Availability for workshops, training, and decision checkpoints per phase timeline.
Delivery Roadmap
Phased Implementation Plan
Phase 1 — Accounting + POS (with Inventory)
Go-Live: Jan 12, 2026Migrate off Sage to Odoo Accounting; stand-up POS + Inventory for the gift shop; establish the financial backbone and reporting.
Timeline
Nov 24, 2025 – Jan 12, 2026 (UAT: Jan 15, 2026 – Jan 23, 2026)
Deliverables
- Odoo Accounting configured (CoA, taxes, bank journals, basic reporting).
- POS terminal(s) with role-based access; Inventory SKUs, categories, barcodes.
- Stripe integration for online payments (where applicable); POS cash-out procedures.
- Baseline dashboards: daily sales, category mix, month-end close checklist.
- Cut-over plan; staff training; go-live hypercare.
$7,200
90 hours @ $80/hr
Historical data entry excluded. We'll assist with templates and coaching for the client-led entry/imports.
Phase 2 — HR/Payroll
Go-Live: Mar 20, 2026Implement time tracking, payroll flows, and role-based onboarding to reduce admin effort and errors.
Timeline
Jan 26, 2026 – Mar 20, 2026 (UAT: Mar 23, 2026 – Mar 27, 2026)
Deliverables
- HR module setup (roles, org data); timesheets; leave requests.
- Payroll configuration and runbook; document templates for onboarding.
- Training for managers (approvals, calendars, exceptions).
- KPI dashboard: payroll cycle time, error rate, overtime/leave insights.
$5,600
70 hours @ $80/hr
Assumes Canadian payroll flow and basic policies; advanced custom rules to be scoped if required.
Phase 3 — Events/Bookings & Donor/Sponsor CRM (Foundations)
Go-Live: May 22, 2026Stand-up events/workshops booking in Odoo (replacing Peak gradually), and lay CRM foundations for donors/sponsors.
Timeline
Mar 30, 2026 – May 22, 2026
Deliverables
- Events/Bookings configured; booking pages; confirmation emails; Stripe for online checkout.
- CRM basics: donors/sponsors segmentation, activity tracking, thank-you automation.
- Reporting: registrations, no-show rate, channel attribution (social/web/email).
- Handover docs; phase-out plan for Peak; growth backlog for Year 2.
$4,800
60 hours @ $80/hr
Full historical migration from Peak not included; we'll provide export/import templates and guidance.
Implementation Roadmap
Phase 1 — Accounting + POS (with Inventory)
Phase 1 of 3
Timeline
Investment
$7,200 CAD
90 hours • 20% NPO discount included
Phase 2 — HR/Payroll
Phase 2 of 3
Timeline
Investment
$5,600 CAD
70 hours • 20% NPO discount included
Phase 3 — Events/Bookings & Donor/Sponsor CRM (Foundations)
Phase 3 of 3
Timeline
Investment
$4,800 CAD
60 hours • 20% NPO discount included
Key Milestones
Phase 1 — Accounting + POS (with Inventory)
Go-Live: Jan 12, 2026
Phase 2 — HR/Payroll
Go-Live: Mar 20, 2026
Phase 3 — Events/Bookings & Donor/Sponsor CRM (Foundations)
Go-Live: May 22, 2026
Investment
Phased Payment Plan
Phase 1 — Accounting + POS (with Inventory)
Go-Live: Jan 12, 2026
Payment Schedule
90 hours @ $80/hr
(20% NPO discount included)
Pay Phase 1 — Phase 1 — Accounting + POS (with Inventory)
Apply Coupon Code: NFPO20
Enter the code NFPO20 at checkout to receive 20% off your Phase 1 payment.
Phase 2 — HR/Payroll
Go-Live: Mar 20, 2026
Payment Schedule
70 hours @ $80/hr
(20% NPO discount included)
Pay Phase 2 — Phase 2 — HR/Payroll
Apply Coupon Code: NFPO20
Enter the code NFPO20 at checkout to receive 20% off your Phase 2 payment.
Phase 3 — Events/Bookings & Donor/Sponsor CRM (Foundations)
Go-Live: May 22, 2026
Payment Schedule
60 hours @ $80/hr
(20% NPO discount included)
Pay Phase 3 — Phase 3 — Events/Bookings & Donor/Sponsor CRM (Foundations)
Apply Coupon Code: NFPO20
Enter the code NFPO20 at checkout to receive 20% off your Phase 3 payment.
Total Investment (All Phases)
Fixed fee structure with 20% not-for-profit discount
Project Management
Governance & Risk Management
Governance Cadence
Weekly 30-min stand-up; bi-weekly steering checkpoint; UAT sign-offs per phase
RACI Matrix
| Role | Responsible | Accountable | Consulted |
|---|---|---|---|
| Executive Director | — | Scope approvals UAT sign-off | Risks Milestones |
| Program/Finance Leads | Workshops Testing Data templates | — | Training |
| Xappert (Bhavesh) | Configuration Cut-over Training | Delivery | — |
Risk Matrix
| Category | Risk | Mitigation |
|---|---|---|
| Data & Change | Manual to digital transition fatigue among volunteers/staff. | Gentle rollout; role-based training; super-user champions; keep paper adjunct during transition. |
| Timeline | Delays in receiving exports/inputs or decision sign-offs. | Weekly checkpoints; clear RACI; blocker log; scope freeze per phase. |
| Integration | POS terminal provider mismatch or Stripe flows differences. | Use Stripe out-of-box initially; evaluate other providers in parallel if needed. |
Success Metrics
KPIs & Value Realization
Month-End Close Time
Baseline
Manual, multi-day
Target
≤ 2 days post go-live P1
POS Error/Reconciliation Rate
Baseline
Manual mismatch risk
Target
≤ 0.5% variance by end of P1
Payroll Cycle Effort
Baseline
≈ 2 hours/run
Target
≤ 30 minutes/run by end of P2
Booking Admin Time
Baseline
High (Peak issues)
Target
↓ 50% by end of P3
Common Questions