Published on the 07/09/2015 | Written by Newsdesk

Constantly searching for ways to keep a lid on operating costs while ensuring positive outcomes, not-for-profit organisations are recognising the benefits offered by integrated IT systems…

Organising large teams of volunteers and keeping track of complex finances can make the day-to-day operations of a not-for-profit difficult to effectively manage. For many, the challenges can be more daunting than those faced by businesses many times their size.

“For not-for-profit organisations, the level of services they provide often depends on how far they can make their limited funds stretch,” said Peter Dickinson, CEO of software company Greentree. “They need the best operational and financial systems to help tackle the complexity of the challenges they face.”

Greentree, which works with a range of not-for-profit organisations around the world, has identified the common ‘brick walls’ many face as they go about their charitable activities. They walls include:

• Maximising time management: While focus is always on keeping costs low, another important resource to watch is time. Because staff and volunteers are constantly busy, they often have little time to consider faster and more efficient options for getting things done.
• Lack of a central ‘point of truth’: Without accurate and up-to-date data on all activities, it’s very difficult to know exactly what is going on within an organisation. An integrated IT system can combine data from finance, marketing, HR and other departments into a cohesive whole, ensuring managers have a single point of truth at all times.
• Too much data: Many not-for-profits work under the assumption that data collection is a good activity. However too much data can be as useless as too little. Many organisations spend considerable time in data collection but then have no way of putting it to good use.
• The burden of legal obligations: While their main focus is on the cause they support, not-for-profits must also report to donors, governments and other authorities. Proper recording keeping and reporting may be a burden, but it’s vital.
• A lack of operational intelligence: Having systems within the organisation that are not linked and can’t share data has a big impact on the ability of staff to make intelligent decisions. Such operational intelligence can only come from having integrated IT systems.

The challenges faced by these organisations are not that different from those faced by businesses, said Greentree sales director Graham Hill. “Some are very large and complex organisations which must deal with legislative compliance and public disclosure of financial and other information. They also often are staffed by volunteers, so can’t specify the skillsets like one can in the commercial world.”

Hill said these factors demand a fully integrated solution which automates a lot of the reporting functions. “That makes it a lot easier to run these organisations.”

Dickinson added that in working with not-for-profits, Greentree understands the challenges faced to overcome these brick walls.

One such organisation is Community Housing Ltd, which administers more than 5000 residential properties across Australia, with its portfolio doubling between 2011 and 2015. “We couldn’t have started this service without Greentree making all our data instantly available online,” said Patricia Vaz, Community Housing General Manager, Corporate Services.

“We’re introducing continuous improvements and innovations in the services we provide, so we’re now in a position to offer external maintenance service to other housing organisations. One of our major needs was to acquire a business system that could grow with us. With Greentree, we have a system that will evolve with the company.”