Project Discovery & Scope Alignment Documentation
Project: Odoo ERP Implementation
Client: Human Concern International (HCI)
Partner: Vauxoo Consultores
Date of Document: July 7, 2026
Reference Quotation: SOMC-019450
1. Executive Summary
Human Concern International (HCI) and Vauxoo have mutually agreed to initiate their enterprise resource planning collaboration with a dedicated Discovery & GAP Analysis phase. Rather than jumping directly into a traditional requirements-gathering checklist, this phase serves as a rigorous strategic foundation.
The primary objectives of this engagement are to deeply analyze HCI’s business workflows, validate complex technical requirements, mitigate early project risks, map out comprehensive system integrations, and architect a functional/technical roadmap tailored to HCI's long-term growth.
2. Core Stakeholders & Project Roles
Project Organization Matrix
Organization | Name | Title / Project Role |
HCI | Shaheryar Rajper | Project Lead / Interim ERP Manager |
HCI | Taskeen Rehman | Chief Financial Officer / Interim ERP Manager |
Vauxoo | Nhomar Hernández | Project Director |
Vauxoo | Efraín Macías | Account Executive / Digital Transformation Specialist |
💡 Key Recommendation: Vauxoo strongly advises HCI to eventually designate a dedicated, long-term internal ERP Manager. Until that role is formally filled, Shaheryar and Taskeen will jointly share the responsibility of centralizing communications, coordinating internal users, and driving organizational adoption.
3. Financials & Engagement Timeline
Financial Overview
Quotation Reference: SOMC-019450
Total Investment: US$ 15,700.00
Scope: 12.5 professional consulting days
Timeline & Calendar Span
Expected Duration: 45 to 60 calendar days.
Resource Allocation Note: While the proposal budgets 12.5 days of direct consulting services, the overall timeline is distributed across roughly two months. This accommodates asynchronous tasks between workshops, such as documentation reviews, internal analyses, preparation of custom materials, proof-of-concept (PoC) builds, and deliverable validations.
Timeline Acceleration: The schedule can only be compressed if HCI dedicates sufficient internal resources with the direct authority and availability required to make rapid, binding decisions.
4. Methodological Framework & Planning
Discovery Activities
The Discovery & GAP Analysis phase will systematically execute the following exercises:
Comprehensive business process analysis.
Functional requirements gathering & validation workshops.
Proof of Concept (PoC) configuration sessions.
System integration and data migration architecture.
Risk assessment & management mapping.
Functional/technical architecture definition and final implementation roadmap.
Phased Execution Plan
Upon formal contract approval and payment, the project execution follows these operational steps:
[Resource Allocation] ➔ [Detailed Discovery Plan Setup] ➔ [Joint Workshop Calendar Creation] ➔ [Vision Meeting Kickoff] ➔ [Pre-Session Material Distribution] ➔ [Workshop Execution & Post-Action Items]5. Strategic Directives & Solution Architecture
Strategic Priorities
In-house Crowdfunding Platform: A top strategic priority for HCI is achieving independence from LaunchGood. HCI aims to build its own crowdfunding solution inside the Odoo ecosystem to own its fundraising campaigns, fully control the donor experience, eliminate third-party dependencies, and streamline operational data.
Best Practices vs. Customization: The future crowdfunding platform should leverage the operational strengths observed in LaunchGood while strictly minimizing heavy custom code. Adhering to Odoo core best practices ensures a simpler, lower-cost path for future system upgrades.
Core Architecture Principles
Single Source of Truth (SSoT): Odoo is designated as the primary system of record. All downstream and upstream integrations must treat Odoo as the central repository for consistent business information, scalable data architecture, and trusted accounting.
Financial & Accounting Modernization
HCI is transitioning away from QuickBooks. Having historical experience with Odoo 11, HCI leadership noted that the upcoming implementation will leverage major modern capabilities available in Odoo 19, specifically:
Automated bank reconciliation
Advanced financial reporting and budgeting
Analytic accounting and multi-tier cost center management
Optimized baseline accounting performance
Infrastructure & Deployment Strategy
The baseline strategy for system deployment will focus on cloud flexibility and transaction scalability:
Primary Path: Evaluate Odoo.sh cloud hosting.
Alternative Path: If transaction volumes and data loads exceed standard multi-tenant parameters, evaluate a dedicated OVH infrastructure fully managed by Vauxoo.
Note: The final infrastructure framework will be locked in during the Discovery phase once transaction metrics are fully analyzed.
6. Risk Assessment Matrix
The following high-stakes areas have been flagged as critical risk zones requiring dedicated scrutiny during the workshop sessions:
Crowdfunding Design: Ensuring the native Odoo framework can successfully handle heavy crowdfunding architecture.
Payment Gateways: Managing integrations with external transaction and payment gateways.
Data Migration: Extracting, cleansing, and mapping historical data out of legacy systems (Blackbaud and QuickBooks).
Accounting Framework: Designing a compliant, scalable multi-currency and non-profit accounting model.
Change Management: Structuring internal operations to handle organizational friction. Vauxoo estimates that 20% of a project's success relies on the technical partner, while 80% relies entirely on client-side involvement.
7. Immediate Action Items & Next Steps
For Human Concern International (HCI)
[ ] Complete internal executive review of proposal
SOMC-019450.[ ] Provide formal approval and process the initial payment to trigger Vauxoo's resource allocation.
[ ] Supply legal and tax registration details (legal entity name, billing/invoicing address).
[ ] Establish the internal "Change Coalition" by identifying executive sponsors and Key Users by business process.
[ ] Confirm staff availability to finalize the joint workshop calendars.
For Vauxoo
[ ] Await formal sign-off and payment processing.
[ ] Initiate internal technical and consulting resource allocation.
[ ] Coordinate, prepare, and schedule the official Vision Meeting (Project Kickoff).
[ ] Deliver the detailed Discovery framework, outlining specific workshops, materials, and expectations.