MID-P, a local organization dedicated to empowering communities through inclusive development, faced critical gaps in its internal systems, particularly in procurement. From the inception, the absence of a dedicated Procurement Officer led to delays in procurement at MID-P. As the organization expanded its footprint, it became clear that a more reliable and transparent system was needed to meet growing operational demands.

In 2024, the Sustainability Model Programme (SMP), implemented by MID-P through the Danish Refugee Council (DRC) with funding from DANIDA, initiated a transformative journey to digitalize and strengthen MID-P procurement system. A Syncserv consultancy firm was contracted to support the setup and rollout of an Enterprise Resource Planning (ERP) system tailored to the procurement component. At the time, MID-P had no dedicated procurement focal person, which posed a challenge to implementation and coordination. To address this, the organization recruited a procurement intern in January 2025, who was actively involved in supporting the ERP system rollout. Recognizing the intern’s contribution and the importance of having a dedicated procurement lead, MID-P formally absorbed the intern as a staff member in March 2025.

Alongside the ERP rollout, two days physical training sessions were held for programme, finance, and procurement staff. The training equipped them to navigate the system, submitting requests, tracking approvals, generating procurement records, and managing supplier information. This built ownership and ensured a smooth transition from paper-based workflows to digital processes.

“Before the ERP, tracking procurement requests was time-consuming. Now, approvals are just a click away, and the whole process is transparent,” Samira Mohamed, Procurement Officer, MID-P

“As a program lead, I can now monitor requests, check approval status, and make timely decisions without the back-and-forth paperwork. This system has made our work much faster and more reliable. It is environmentally friendly.,” Jacob Waqo, Senior Programme Officer, MID-P

“From a management perspective, this system has improved oversight and accountability. I can now track procurement status at a glance, generate real-time reports, and ensure compliance across departments. It’s a game-changer for our operations,” shared Salad Godana, Finance and Administration Manager, MID-P

Since going live in April 2025, the ERP system has brought improvements to procurement operations at MID-P. Processes are now faster, with real-time tracking of requests and approvals, and improved transparency through digital records. Coordination between departments has strengthened, and paperwork has reduced. A major highlight was the successful development and presentation of MID-P’s first Quarterly Procurement Plan to the Board of Directors in March 2025. The Board’s formal adoption of the plan marked a new era of structured, forward-looking procurement planning within the organization. Additionally, early system users, including finance and external partners, flagged concerns about document readability due to small font size, an issue which was promptly resolved, demonstrating MID-P’s commitment to responsiveness and continuous improvement.

Building on this momentum, MID-P plans to expand the ERP system to cover Human Resources and Finance, ensuring that core administrative functions are also digitized and streamlined. Future enhancements will also include embedding Travel Authority (TA) requests and Activity Terms of Reference (ToRs) within the ERP to eliminate the need for manual document preparation and uploads. These developments are expected to further reduce inefficiencies, enhance accountability, and provide a fully integrated system that supports both compliance and operational excellence across the organization.

The ERP journey at MID-P has reshaped the way the organization handles procurement. The onboarding of a Procurement Officer, the successful rollout of a quarterly procurement plan, and the system’s responsiveness to feedback reflect a deeper shift toward professionalism, accountability, and sustainability. With ERP integration set to expand into HR, finance, and operational tools like TA and ToRs, MID-P is on a trajectory toward becoming a model for effective local organizational systems.

Photo taken during the refresher training in April 2025 before full roll-out of the Organization on the ERP System