Optimizing Operations to Feed Millions
Summary
Impact Created
2.35 M
Meals Daily
4 Billion+
Meals Served
19
Geographies Optimized, Cost
About the organisation
A not-for-profit organization headquartered in Bengaluru, India. It strives to eliminate classroom hunger by implementing the Mid-Day Meal Scheme in government schools and government-aided schools, aiming to counter malnutrition and support the right to education of children.
The Challenge
Akshaya Patra's ambitious 2M+ daily meal service faced systemic challenges from fragmented, manual supply chain operations, hindering real-time visibility into logistics and production, inaccurate data, and inefficiencies in fleet, inventory, and contract management, directly impacting meal quality, cost-efficiency, and mission scalability.
The Solution
Akshaya Patra undertook a comprehensive digital transformation via "Project Disha" (Distribution Excellence) and "Project Poorna" (Production Efficiency). This involved implementing Microsoft Dynamics ERP as its backbone, leveraging Azure for scalable infrastructure, and deploying tailored mobile applications (PowerApps, OS1) and specialized systems (Kelsa, Zing HR) to digitize end-to-end supply chain operations, from order management to last-mile delivery and kitchen production.
Key Learnings
- Phased integration ensures seamless data flow across complex supply chains.
- Real-time mobile data empowers frontline staff and enables proactive management.
- Centralized visibility drives agile, data-backed decision-making for operations.
Key Technologies Used
- Microsoft Dynamics ERP (AX2009, D365)
- Microsoft Azure IaaS & CDN
- Salesforce CRM
- PowerApps, OS1 (Mobile App Development)
- IIOT enablement
- Kelsa (Logistics)
- Zing HR (HRMS)
- Mana Data Dashboards
Quick Facts
Organisation Name
The Akshaya Patra Foundation
Organisation Website
Visit Site
Founding Year
2000
Number of Beneficiaries served
2.35 million children daily, cumulatively – over 4 Billion meals served.
Geography Served
16 States across India
Focus Area
Operational Efficiency
Functions Impacted
Program Delivery (Order Management, Distribution, Meal Delivery & Quality) and Internal Functions (Fleet, Logistics, Procurement, Production, Inventory, Contracts, Invoicing)
SDG Addressed
Full Case Study
Challenges
Scaling operations while upholding quality and efficiency proved a systemic challenge for Akshaya Patra, constrained by pervasive manual processes across its extensive supply chain.
Akshaya Patra, with its ambitious mission of serving over 2 million meals daily across multiple states, faced monumental supply chain complexities amplified by rapid growth and inflationary pressures. The issues were systemic and multi-faceted, significantly hindering their ability to deliver meals effectively and cost-efficiently.
Primarily, the lack of digitization across critical distribution and production functions led to significant dependency on manual processes:
- Order Management Inefficiencies: Manual order uploads, vessel tracking (filled/empty), and route management resulted in:
- Sub-optimal route planning and poor real-time visibility.
- Inaccurate time-stamp capturing, complicating deviation analysis.
- Challenges in real-time delivery acknowledgment (taste, adequacy, on-time).
- Inefficient vessel return tracking.
- Sub-optimal Fleet Management: Absence of a robust digital system meant:
- Limited mileage and fuel consumption analysis.
- Inefficient tracking of repair/maintenance spend, preventing true cost-per-kilometer analysis.
- Sub-optimal management of fleet expenditure and fuel balancing.
- Compliance & Document Headaches: Manual methods for contracts, invoicing, and document management created:
- Tedious upload and tracking of essential documents (insurance, registration, licenses, health records).
- Lack of automated renewal prompts, increasing non-compliance risk.
- Inefficient management of hired vehicle contracts and invoice verification.
- Production Inconsistencies (Project Poorna): Manual data entries and calculations on the production floor led to:
- Inaccuracies in material input times and cycle times.
- Deviations from set recipes, affecting meal quality and consistency.
- Limited real-time visibility into production metrics during operations, hampering timely decision-making.
These systemic inefficiencies directly impacted the timely production and cost-effectiveness of meals, posing a significant threat to their core mission's scalability and beneficiary satisfaction.
Solution
Akshaya Patra revolutionized its supply chain through "Project Disha" and "Project Poorna," deploying a comprehensive, multi-platform digital ecosystem to optimize production and last-mile delivery.
Akshaya Patra's digital transformation journey epitomizes strategic prioritization and phased implementation, driven by a clear understanding of its operational bottlenecks.
- Core Focus: Prioritized digitizing foundational elements: Indenting and Information, followed by Order Management and Fleet Management. This streamlined the flow of information and meals from kitchen to school, addressing the primary objective of efficient daily meal delivery.
- Simultaneous Production Optimization: Concurrently, "Project Poorna" focused on optimizing kitchen production, recognizing its paramount role in scale and cost reduction.
- ERP Backbone: Microsoft Dynamics ERP (AX2009, D365) became the core backbone, handling financial management and expanding to broader operational aspects, critical for managing complex operations and yield factors.
- Cloud Infrastructure: Migration to Microsoft Azure IaaS & CDN established a reliable, scalable, real-time data infrastructure, improving content delivery and accessibility across dispersed operations.
- Stakeholder Engagement: Salesforce CRM (introduced 2020) manages donor relations and partnerships, providing real-time visibility into available resources for operations.
- Custom Mobile Solutions: PowerApps & OS1 enabled development of tailored mobile applications for "Project Disha" (Order Management) and "Project Poorna" (Production Efficiency), providing app-guided material input and real-time tracking.
- Advanced Data Capture: IIOT enablement is being integrated for "Project Poorna" to enhance production floor data capture and process visibility.
- Specialized Systems: Kelsa serves as a specialized logistics/fleet management system, while Zing HR automates the entire HR lifecycle, supporting the large workforce.
- Technology Rationale: Choices driven by scalability, integration capabilities, cost, speed of deployment, and ability to provide real-time data and mobile accessibility.
- Team & Approach: A strong internal Operational Excellence and Technology Team led the drive, collaborating with external implementation partners and consultants for specialized expertise. This hybrid approach ensured deep customization and seamless integration.
- Implementation Strategy: Systematic project initiatives (Disha, Poorna) marked implementation. Key to adoption was developing user-friendly mobile applications for source-level data digitization, supported by extensive training and clear communication across thousands of users.
- Phased Evolution & Milestones: Akshaya Patra's journey is continuous:
- 2011-2018: Initial ERP deployment and full Dynamics ERP integration.
- 2014-2016: Cloud foundation built with Azure IaaS and Microsoft 365, strengthening infrastructure.
- 2020: Salesforce CRM Implemented.
- 2022-2024: Further D365 expansion, Azure CDN addition, "Project Disha" (Fleet Management), HRMS Digitization (Zing HR), "Project Poorna" (Production Efficiency), and Customer Survey initiatives.
- Critical Decisions: Early commitment to a comprehensive ERP (Dynamics) for a centralized backbone, the strategic move to Azure for scalability, and recent investment in purpose-built mobile applications for on-ground empowerment were crucial turning points.
- Digital transformation was largely supported by deep discounts and pro-bono contributions from partners like Fidelity, Delhivery, and Microsoft, recognizing the long-term impact of digital efficiency and transparency in a PPP and not-for-profit model.
Outcomes & Impact
Akshaya Patra now delivers over 2.35 million meals daily with unprecedented efficiency, transparency, and quality, driven by real-time data and optimized supply chain operations.
Akshaya Patra's digital transformation has profoundly redefined its operational capabilities and significantly amplified its mission impact, delivering tangible benefits across its entire ecosystem.
