Student-Developed Tech Revolutionizes Inventory for Non-Profits

A team of students and faculty from UBC Okanagan has successfully developed a new inventory management system that is transforming operations for Helen’s Acres Community Farm in Kelowna, Canada. The initiative addresses significant operational challenges faced by the non-profit organization, which previously relied on a manual tracking method that was both inefficient and prone to errors.

Helen’s Acres Community Farm’s operational hurdles were highlighted by Farm Ambassador Dan Connolly, who noted the negative impacts on financial reporting and staff productivity. “We were tracking our produce manually,” Connolly explained. “This had negative ripple effects on our financial and grant reporting, and our staff were spending valuable time on basic inventory tasks instead of serving the community.” Given that food donations are valued at approximately $3.58 per pound, even minor mistakes could have considerable financial repercussions.

Faced with these challenges, Helen’s Acres sought assistance from Dr. Eric Li at UBC Okanagan. Dr. Li emphasized the importance of creating a solution that was user-friendly and tailored to the daily operations of the farm. “This was about more than just building software—it was about understanding real needs and designing something that could easily be used daily,” he stated.

Enter Shiven Vinod Khera, an international student from New Delhi, India. Vinod Khera aimed to gain practical business experience while contributing positively to the community. After discussing a potential project with Dr. Li, they decided to collaborate on an inventory management system to enhance Helen’s Acres’ operations. This partnership marked the beginning of a transformative project not only for the farm but also for Vinod Khera’s academic and professional journey.

Innovative Solutions for Non-Profit Challenges

The project kicked off with a critical question: how can technology effectively manage produce and improve reporting for Helen’s Acres and similar non-profits? Vinod Khera engaged directly with the farm’s staff and volunteers, gathering insights to better understand their daily operations. This collaborative approach enabled the team to identify challenges and adapt the system based on real-time feedback.

“This is a not-for-profit environment, so I knew it had to be easy to use,” Vinod Khera remarked. He focused on creating a user-friendly design, especially considering the busy harvest periods at the farm. The outcome was a “smart” inventory system that simplifies non-profit operations and enhances the tracking of donations.

The system operates by weighing products, such as zucchini, on a scale, with data inputted into the inventory system quickly and efficiently. Using Microsoft Power BI, the farm can now access real-time visual reporting, which has drastically reduced the amount of administrative work and bolstered grant applications. “The result wasn’t just a new tool—it was a shift in how we operate,” Connolly noted. “Now we can pull detailed inventory reports for our accountants in just two minutes.”

Since its implementation, the system has expanded to benefit other non-profits in Kelowna, with plans to support additional organizations in the Okanagan region and beyond.

A Lasting Impact on Students and Communities

For Vinod Khera, the experience has proven invaluable. “Working with Helen’s Acres gave me experience that textbooks can’t,” he stated. “It taught me how to adapt technology to real-world needs and lead a project from start to finish.” The skills he developed laid the foundation for LinkBase, the tech company he co-founded after graduation.

As LinkBase continues to grow, serving clients across Canada, the U.S., and Australia, Vinod Khera remains connected to UBC Okanagan. He is committed to volunteering his time to maintain and enhance the inventory system he helped create during his undergraduate studies.

Both Dr. Li and Connolly emphasize the significance of community-university partnerships in fostering positive change. “UBC Okanagan gave me opportunities that shaped my future,” Vinod Khera expressed. Connolly echoed this sentiment, stating, “Students like Shiven bring fresh perspectives that make our organization better. Their work doesn’t just stay inside a classroom—it lives out in the community.”

The innovative inventory management system represents more than just a technological advancement; it embodies a commitment to community engagement and the potential of student initiatives to create lasting improvements. “It started as a question about managing donations,” Dr. Li concluded, “but it became a lesson in leadership, empathy, and real-world results. That’s what we hope for in every student project.”