Demo ReliefBridge: humanitarian operations day

Demo ReliefBridge delivers food, shelter, medical kits, and cash assistance across Yemen, Kenya, and Pakistan. It manages restricted donor grants, country offices, field warehouses, local partners, beneficiary cohorts, distributions, safeguarding incidents, and multi-currency reporting. OSERP connects grant, programme, budget, procurement, shipment, lot, beneficiary token, distribution, partner advance, expense, and finance.

1. Create grants and country programmes

Grant headers record donor, award number, country, start/end dates, currency, indirect-cost rule, restricted categories, reporting deadlines, co-funding, compliance requirements, and status. Programme records store objective, district, beneficiary target, implementing partner, budget version, monitoring indicators, and approval.

Field	Demo value	Impact
Grant	RB-WASH-2026-04	Donor and audit key
Donor	Global Relief Fund	Funding and report
Country	Kenya	Tax and FX scope
Programme	Drought response	Outcome and budget
Currency	USD	Award and supplier
Beneficiary target	18,000 households	Distribution planning
Restricted cost	Water only	Allowability control
Report due	31 Dec 2026	Compliance alert

Grant budgets are versioned. A reallocation from hygiene kits to water trucking requires donor rule, reason, approver, and available balance.

2. Register partners and beneficiaries

Partner profiles store legal name, registration, country, bank, tax, safeguarding certification, due-diligence result, risk grade, authorised contacts, and agreement. Beneficiary tokens store pseudonymous ID, household size, vulnerability category, location, consent, eligibility evidence, and programme; direct identity is restricted.

Partner agreements record deliverables, unit rates, advances, reporting, audit rights, currency, retention, and close conditions. A high-risk partner cannot receive a new advance while an old report is overdue.

3. Procure, receive, and control relief stock

Purchase orders record grant, programme, supplier, country, commodity, currency, Incoterm, delivery date, quality specification, tax, and approval. Lines store quantity, UoM, lot, expiry, packaging, freight, and cost category. Receipts capture shipment, container, batch, temperature where required, inspection, warehouse, and evidence.

Warehouse lots store item, donor restriction, batch, expiry, bin, owner, status, and valuation. A 10,000-kit receipt with 2% damaged packaging quarantines 200 kits and records supplier claim. FEFO and allocation rules prevent expired stock from distribution.

4. Plan distributions and cash assistance

Distribution headers record programme, district, date, site, partner, beneficiary cohort, commodity, grant, currency, and approval. Lines record beneficiary token, household size, entitlement, lot, quantity, signature or biometric confirmation, exception, and remaining balance.

Cash-assistance batches store beneficiary token, transfer provider, amount, currency, fee, cycle, eligibility, transaction ID, status, and reconciliation. Duplicate provider IDs are rejected. Uncollected cash remains pending and is returned or reissued under policy.

5. Manage field logistics and fleet

Shipment and route records store origin, destination, carrier, vehicle, driver, permit, security plan, departure/arrival, seal, quantity, and incident. Fleet assets record vehicle, owner, odometer, fuel, insurance, maintenance, and location. Fuel issues reference vehicle, route, litres, price, currency, and authorisation.

A route deviation records checkpoint, reason, security event, delay, extra cost, and approval. Lost or damaged stock creates an incident and donor notification; inventory is not adjusted without evidence.

6. Partner advances and field expenses

Advance records store partner or employee, grant, programme, purpose, amount, currency, issue date, due date, approval, and settlement status. Expense lines record supplier, location, category, quantity, tax, receipt, donor allowability, and approver. An advance is open until accepted evidence or bank return reconciles.

Three-way matching checks agreement, approved activity report, and invoice. A donor-restricted water expense cannot be charged to a shelter grant without approved reclassification.

7. Safeguarding, monitoring, and outcomes

Safeguarding incidents store programme, location, category, severity, confidential reporter, survivor token, referral, investigator, action, and closure. Access is role-limited and exports are logged. Monitoring visits record indicator, sample, result, evidence, partner, finding, corrective action, and due date.

Outcome records track households reached, litres delivered, kits distributed, cash received, inclusion, complaints, and verification method. A complaint records beneficiary token, channel, category, SLA, resolution, and confidentiality class.

8. Multi-currency donor close

Country offices may pay KES, PKR, or YER while grants are USD and group reporting is AED. Each purchase, distribution, advance, cash batch, receipt, reimbursement, and supplier bill stores transaction rate, source, timestamp, realised FX, and revaluation status.

Donor close reconciles grants to budgets, procurement to receipts, stock to distributions, cash batches to provider statements, partner advances to reports, fleet fuel, safeguarding, monitoring evidence, tax, FX, and GL. Reports retain award version, population, methodology, currency, reviewer, and submission evidence.

KPI	Before OSERP discipline	After OSERP discipline	Improvement
Grant expense allowability	91%	99%	+8 points
Distribution-to-stock accuracy	94.1%	99.8%	+5.7 points
Partner advance settlement	39 days	12 days	69% faster
Cash-transfer reconciliation	7 days	2 days	71% faster
Donor report close	24 days	8 days	67% faster

Practice challenge

Create a restricted grant, country programme, partner, and beneficiary cohort, raise a procurement order, receive and quarantine damaged kits, plan a distribution, reconcile a cash batch, issue a partner advance, record a safeguarding incident, submit monitoring evidence, settle PKR expenses against a USD grant, revalue balances, and complete donor close. Explain every field, status, permission, formula, journal, tax result, privacy rule, API identifier, exception, and audit event.

Related: Nonprofit operations, Inventory field guide, Purchase Order field guide, Expense Claim field guide, and API cookbook.