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Using an Application Service Provider (ASP) To Transform Your Agency By Marlowe Greenberg, CEO Foothold Technology, Inc. How an ASP can streamline agency work functions by eliminating redundancy, facilitating reporting and performing critical, basic tasks that would otherwise drain staff time and effort.
Reinventing Agency Workflow After only several years of operation, workflow procedures at nonprofit agencies can become confusing, complicated and redundant. Each new form, approval process or data collection policy makes sense when it is first introduced in an agency. But over the years, these policies and procedures accumulate and often overlap, causing widespread inefficiency and duplication of effort by staff. Additionally, many of these procedures were designed for purposes that can be more effectively addressed through new technology. Data Redundancy Staff workers at nonprofits are used to writing down the same piece of information multiple times. Whether it's social security numbers, names or birth dates, many forms at nonprofit agencies ask for the same data over and over again. But when using Web-based software, each piece of data only has to be entered once. This single advance changes the kind of forms agencies need, how many forms are required and the way people work. Reporting Reporting procedures usually revolve around gathering and collating data for entry onto a form. Many agencies spend hundreds, if not thousands, of staff-hours on creating reports. Every one of these hours can be saved using enterprise-level software. Since enterprise-level software can automatically access data from all over the agency using the ASP model, all agency data will reside in one place. This means that reports can be issued at the touch of a button, leaving staff free to focus on the agency's mission, not wasting valuable hours managing data already stored in-house. Messaging Many software applications have an automated "messaging" function. This allows specific people at the agency to receive messages updating them on any information or activities they choose. A messaging function can be configured to send up-to-the-minute information automatically on activities ranging from tracking staff hours, to billing submissions rejected by Medicaid, to reminders of lapsing prescriptions, interviews due and vacation time. This function alone enables executives to manage their agency more effectively. Many people are becoming familiar with the cost-efficiency of the ASP model. It is also important to remember the vast contribution to operating-efficiency that Web-based computing can make. A Few Notes on the Tragedy of September 11th All of us were shocked by the events of September 11th. Words consistently fail me as I try to make sense of what happened and attempt to move forward. My company, Foothold Technology, Inc., weathered the attacks very well. Our multiple access lines ensured that our clients were able to use our software and provide services to their clients straight through the disaster. I think this is an illustration of how important it can be to allow professional companies to handle the technology aspects of nonprofit operations. Social service agencies play a unique and crucial role in society. No one expects an agency to have enough bandwidth redundancy to weather an attack like the one we just experienced. No one wants an agency spending precious time and resources doing something the private sector can do more efficiently. Unfortunately, in reaction to the tragedy, some in the nonprofit world have decided to hold off on moving forward with new technology. But new technology can allow nonprofits to focus completely on providing services to people instead of managing information. In the wake of this tragedy, it is important to re-establish our priorities and work ever harder to bring our disadvantaged citizens the help and care they need. You can contact Marlowe Greenberg at http://www.footholdtechnology.com/ or at (212) 780-1450.
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Planning & Management.... An Agency Profile: Transitional Services for New York, Inc. (August, 2003) Software for Nonprofit Accounting (March, 2003) How to Accurately Plan Your Agency's IT Budget: A Workshop Synopsis (October, 2002) Would You Like To Improve Agency Communications? Develop an Intranet! (October, 2002) "Something from Nothing" - How Housing Works built a state-of-the-art IT infrastructure on a shoestring budget. (August, 2002) Making the Build-or-Buy Decision: A Thorough Analysis Before You Decide (February, 2002) Online Facilitation (December, 2001) The ABCs of ASPs (November, 2001) The Pros and Cons of ASPs (November, 2001) Using an Application Service Provider To Transform Your Agency (November, 2001) The Nonprofit Web Site: Tips for Attracting and Retaining Visitors (April, 2001) A Case Management System Case Study: Providence House (January, 2001) Covering Web Site Costs and Online Fund Development (January, 2001) I&R Best Practices: Profiles of Three NYC I&R Services (November, 2000) One To One Marketing for Nonprofits (May, 2000) Planning for Success: A Practical Approach to Technology (March, 2000) Networking for the Small Nonprofit: The Asian American Federation of New York (December, 1999) Developing a Technology Plan: Key to Getting Needed Funds (October, 1999) Should Your Organization be an E-Commerce Provider? (October, 1999) Stretch Your Technology Budget - Take Advantage of Product Donations (June, 1999) Contact Tracking That Works (April, 1999) How We're Using Information Technology to Further Our Mission (February, 1999) PeopleKnowledge: One Solution to Data Management (December, 1998) Softward Licensing: Protecting Your Organization From Lawsuits (October, 1998) Other Articles of Interest.... GuideStar: Getting Form 990 Online (October, 2001) Nonprofits Benefit from ePayments Technology (April, 2001) Paving the Way to the Future: DYCD's Comprehensive Contract Management System (January, 2001) Creating the Paperless Office (November, 2000) Globix Technology Grants Help Nonprofits Realize Operating Efficiencies (November, 2000) TECH-U-NET: Providing Technology Guidance to Nonprofits (November, 2000) Technology Technical Assistance: Why Use it, How to Manage it (May, 2000) New Web Site Facilitates Quality Program and Evaluation Planning (March, 2000) Lessons From the Life of a Learning and Access Center (December, 1999) Distance Learning and Training can be Low-Key, Low-Tech, and Low-Budget (October, 1999) If Your Computer is Looking a Little Green Around the Ears, it Might be a Virus (June, 1999) Program Donates Technology to Nonprofits (April, 1999) New York Today Offers Free Web Services for Nonprofits (February, 1999) Register Your Internet Domain Name Now (February, 1999) Diffusion Fund Enables Advanced Telecommunications for Disadvantaged. . .(December, 1998) BrookynX - A Guide to Getting Your Communities on the Net (October, 1998) Learning the FAQs: Free Education and Training for Nonprofits (October, 1998) |
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