Project management and monitoring platform for climate change initiatives

The Need

Palli Karma-Sahayak Foundation (PKSF) needed a comprehensive digital solution to manage their Extended Community Climate Change Project-Flood (ECCCP-Flood), a critical climate resilience initiative.

With multiple implementing partners working across numerous locations and managing complex funding structures, PKSF required a web-based tool that could provide centralized oversight of multi-phase project workflows and progress tracking. The challenge was to create a system that could handle intricate fund management—tracking budget lines, disbursements, reimbursements, and funding sources—while enabling real-time beneficiary monitoring at the task level.

PKSF needed granular control over entity and role access across their organizational hierarchy and implementing partner network, ensuring data security while facilitating collaboration. The goal was to build a platform that would bring transparency, efficiency, and accountability to climate project management while tracking the impact on over 50,000 beneficiaries and generating significant operational cost savings.

The Solution

We developed a comprehensive ECCCP-Flood tracking tool that transformed how PKSF manages climate change projects, providing end-to-end visibility and control over complex, multi-stakeholder initiatives.

The Project Oversight System enables PKSF to set up, assign, and monitor multi-phase project workflows and track progress across all implementing partners and locations. The platform provides a centralized dashboard where project managers can view the status of activities, identify bottlenecks, and ensure projects stay on schedule.

This systematic approach to workflow management eliminates the chaos of disparate tracking methods and creates a single source of truth for project status across the entire initiative.

The Integrated Fund Control module delivers sophisticated financial management capabilities, tracking budget lines, disbursements, reimbursements, and funding sources in real-time. PKSF administrators can monitor how funds flow through the project ecosystem, ensure budgets are adhered to, track expenditures against approved budgets, and manage reimbursement processes.

This level of financial visibility is essential for donor reporting, internal audits, and ensuring funds are used appropriately and efficiently throughout the project lifecycle.

We implemented comprehensive Entity & Role Access controls with granular permissions across PKSF's organizational structure and implementing partner hierarchy. Different user roles—from PKSF headquarters staff to field-level implementing partner personnel—have precisely calibrated access to data and functionality appropriate to their responsibilities. This ensures data security and privacy while enabling collaboration across organizational boundaries.

The Impact Data Logging capability allows field teams to log gender-disaggregated beneficiary impact at the task level in real-time. As activities are completed, staff can record which beneficiaries participated, track progress toward outcomes, and capture demographic information that enables PKSF to understand how the project is reaching different populations.

This granular, real-time impact tracking provides powerful insights for adaptive management and donor reporting.

The measurable impact has been substantial: the platform now tracks over 50,000 beneficiaries and has contributed to $3 million+ in operational cost savings through improved efficiency, reduced errors, and streamlined workflows.

The Challenge

The primary challenge was creating a system that could handle the complexity of multi-phase climate projects involving numerous implementing partners, diverse funding sources, and thousands of beneficiaries across dispersed geographic locations.

The platform needed to accommodate different project phases with varying workflows, budget structures, and reporting requirements while maintaining consistency and data integrity.

Building an integrated fund control system that could accurately track budget lines, disbursements, reimbursements, and multiple funding sources required sophisticated financial logic and rigorous data validation.

The system needed to prevent errors that could lead to overspending, ensure proper documentation of all financial transactions, and provide audit trails for accountability.

Implementing granular entity and role-based access controls across PKSF's organizational hierarchy and multiple implementing partners required careful architecture to ensure users could access the information they needed while protecting sensitive data.

The permission system needed to be flexible enough to accommodate different organizational structures and partnership arrangements without becoming overly complex to administer.

Creating a real-time impact data logging system that could capture gender-disaggregated beneficiary information at the task level while maintaining data quality and user-friendliness for field staff with varying levels of digital literacy presented significant UX and technical challenges.

The system needed to work reliably even in areas with limited connectivity, while synchronizing data accurately when connections were available.

Architecting a platform that could scale to track 50,000+ beneficiaries, manage millions of dollars in fund flows, and support dozens of concurrent users while maintaining performance and reliability required robust infrastructure and careful optimization.

The Partnership

Our collaboration with PKSF was built on a deep understanding of the complexities inherent in managing large-scale climate resilience projects with multiple implementing partners.

We worked closely with PKSF's program management, finance, and field teams to understand existing workflows, pain points, and reporting requirements from both internal and donor perspectives.

The partnership involved extensive consultation with implementing partners to ensure the platform would support their field operations without creating additional burden.

We designed role-based access and data entry workflows that aligned with how different stakeholders actually work, ensuring the system would be adopted rather than resisted.

We provided comprehensive training across the user hierarchy—from PKSF headquarters staff managing overall project oversight to implementing partner field workers logging beneficiary impact.

Our team ensured everyone understood not just how to use the system, but why it was designed the way it was and how it would make their work more effective.

The measurable success—tracking 50,000+ beneficiaries and contributing to $3M+ in operational cost savings—demonstrates how this collaborative approach created a platform that drives genuine operational efficiency, enhances transparency, and strengthens PKSF's ability to demonstrate climate project impact to donors and stakeholders.

The Tech Stack

We built the platform using Vue.js for the frontend and PHP Laravel for the backend, with MariaDB as the database. Vue.js provides a responsive, modular user interface with reusable components that maintain consistency across the complex application while delivering smooth interactions for users with varying technical capabilities.

Laravel delivers the robust backend framework for handling complex business logic including multi-phase project workflows, financial tracking, role-based access controls, and beneficiary data management. MariaDB ensures reliable, scalable data management for tracking thousands of beneficiaries, financial transactions, project activities, and organizational hierarchies.

The platform features modular UI components for different user roles, RESTful APIs enabling potential future integrations with other PKSF systems or donor reporting platforms, secure authentication protecting sensitive financial and beneficiary data, and scalable architecture capable of supporting PKSF's growing climate project portfolio—all working together to provide the real-time tracking, comprehensive fund management, granular access controls, and impact data logging that enable PKSF to effectively manage climate change initiatives.