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Description
The RED project responds to the dynamic development of the organization, multi-source financing and the associated increase in the volume of administration and management. The main goal of the project is to use suitable digital tools to reach higher efficiency in internal processes, communication and presentation of services. It focuses mainly on financial processes, HR processes, PR and donor care. Thanks to the project, the organization reflects current trends and possibilities of digital technologies. Through more efficient processes it strengthens its capacities, sustainability and quality of service.
Summary of project results
We are an NGO with multi-source funding (multi-project management), 3 social services and 2 remote workplaces. This in itself makes the processes within the organization complex. In addition, thanks to the increasing demands and variable conditions of individual donors (public resources/ EU subsidies/ cities/ foundations/ donors, etc.), the volume of administration and management increases, bureaucracy and formalism increase. Our internal processes of financial and personnel management did not reflect the digital possibilities of the time, and their connection to other processes was ineffective. Communication across the organization took place through different, often incompatible tools, making it difficult to keep track of interactions with stakeholders and maintain continuity. In particular, the area of fundraising and PR was very dynamic. We perceived that without the digitization of processes, the demands on capacities (personnel, finances, time) and the environment will continue to grow dynamically. It would also likely increase error rates and decrease quality.
Thanks to the project, we have put into practice 2 new digital tools (Document manager, Donor care) and a renovated website.
Outputs of activity 1: Digital officeDocument Manager application, with an individually set working environment (5 user accesses)Set financial and personnel management processesDescribed structure and processes of the Digital Office (methodology / manual)More than 1,480 documents in digital form
Outcomes of activity 2: Caring for the donorDonor care application, with an individually set work environment (3 user accesses)635 contacts, differentiated into different segments and relational networks2 training videos (technical support for setting up and linking processes, working with data)Outputs of activity 3: WebNew WordPress templateGraphic design of the websiteNew website structureRevised website content
Results and impacts of activity 1: Digital office
The volume of physical documents has been significantly reduced (we do not print unnecessarily). The organization reduced both costs and environmental impacts. To a much greater extent, we sign documents digitally. Internal communication has become more efficient, especially between the director - economist - deputy director/HR worker. Communication with external parties - payroll accountant / accountant / tax advisor / auditors has also become more efficient. The volume of e-mail communication in particular decreased. External controls (donors, state administration) can take place "remotely" (verified in practice already at the financial audit). We use the possibilities of automation and thus save our capacity. The responsible staff and outsourcers have the necessary information available here and now. There are no time delays or loss of information in communication flow.
Results and impacts of Activity 2: Donor care
The administrative burden of registering and archiving contacts has been reduced. This freed up capacity for the fundraiser to expand and improve relationships. Access to data (including its protection) and the guarantee of data up-to-date/validity have increased significantly. We have reduced the risk of data loss (automatic backup). We use the possibilities of automation and thus save our capacity. We started to apply more detailed work with data & reporting in the area of FR as well (in other areas it is already an integral part of our practice, but in fundraising it is a significant shift). We use reporting to plan appropriate communication strategies and individualize communication. Recipients of the communication have the opportunity to directly influence the nature of the communication (feedback, thematic interest, etc.).
Results and Impacts of Activity 3: Web
The new website builds a clearer brand of the organization (it reflects the values and mission of the organization to a greater extent and more clearly, visually corresponds with graphic manual of the organization, is authentic). The volume of information available on the website has decreased (the website does not function as a repository). The structure of the website effectively reflects the needs and interests of various target groups - service clients and their immediate surroundings / employers / corporate and individual donors / donors.