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Description
The aim of the project is to strengthen the capacity of the foundation as a team, increase the quality and efficiency of work, while improving interaction with the public and sustainable attraction of donors. Also, to improve and supplement the existing IT solutions - to create tools that would allow to better communicate with the public and donors, as well as to strengthen the organization''s internal productivity and quality management methods, which will ensure a sustainable and socially important foundation as a civic and public organization.
The Project activities:
1. Improvement of the Foundation''s website www.bsf.lv to diversify the attraction of funding and more efficient communication with the public by introducing more user-friendly IT solutions:
- Improving the transparency and functionality of the website and donation programs.
- Introducing the option of regular monthly donations.
- By placing social network news feeds in the news section of the website (all the most up-to-date content in one place).
- Introducing automatic questionnaires for support applications and encouraging donor feedback will improve both communication with the public and the internal efficiency of the organization.
2. Strengthening the administrative capacity and quality management of the Foundation by implementing IT solutions for the coordination, monitoring and improvement of internal communication of projects and day-to-day functions:
- Employees will receive a training course on Microsoft 365 programs, which in the long term will help the team to organize their work more efficiently, as well as managers to perform quality management. Afterwards the software will be used in daily work.
As a result of the project, improved IT solutions for attracting donors will be implemented, and solutions for improving administrative processes will be developed and integrated, thus improving the overall efficiency of the foundation in the future.
Summary of project results
The project aimed to address several key challenges within the Children''s Hospital Foundation related to donation management, internal coordination, and communication efficiency. The need for improvements in IT solutions was identified to streamline the donation process, as the foundation relied heavily on donations to support children with health challenges in Latvia. It was found that the foundation''s website required updates, including the integration of a recurring donation option to allow donors to contribute on a monthly basis. This feature was needed to increase financial stability and cater to donors who frequently expressed the desire to make regular donations but often forgot due to busy schedules. Automation of communication with regular donors was also required to keep them informed about foundation updates.
Additionally, the need to consolidate social media content on the website was recognized to improve communication with the public and foster a stronger community, while reducing manual data entry for foundation staff. A review of the foundation''s administrative processes revealed a need to enhance IT solutions for project coordination, daily task management, and internal communication. The foundation lacked an online calendar for tracking tasks, meetings, and deadlines, leading to inefficiencies as tasks were often noted manually on paper. It was also determined that a centralized digital storage solution was necessary, as documents were being stored individually by employees on separate computers, which was neither efficient nor secure.
Training in Microsoft 365 was identified as a critical need to help staff improve their workflow and to facilitate quality management by leadership. The foundation had access to these tools for free as a non-profit organization, yet lacked the necessary training to implement them effectively.
The project implemented essential IT improvements and new functionalities on the Children''s Hospital Foundation''s website to enhance communication with the public, reduce manual work, and attract sustainable donations. A recurring monthly donation option was created, allowing donors to support key programs, such as patient and family assistance, while providing a subscription to monthly updates via email. This new functionality was promoted through social media and a press release. Additionally, an electronic application form was introduced for support recipients, replacing the paper form and facilitating the submission process. This form automated data collection, significantly reducing manual work and the potential for human error, while also streamlining statistical reporting for donor transparency.
The project added a social media feed on the website''s homepage, integrating updates from the foundation’s channels and minimizing the need for separate platform entries. Furthermore, an automated donation tracking feature was developed to display fundraising progress across different programs, motivating donations to the areas with the highest need. The website was also adapted for visually impaired users, allowing for custom color and contrast settings and adjustable text size, enhancing accessibility for donors and beneficiaries.
To strengthen administrative capacity, the project provided training for staff, who adopted digital solutions for document storage, project tracking, and task management through Microsoft 365 tools like Teams, Planner, and SharePoint. These tools facilitated file sharing, communication, task delegation, and deadline tracking, leading to better organization and quality management. Following the training, all documents were transferred to a centralized storage system, accessible remotely, and securely, which streamlined collaboration and reduced email clutter. Staff feedback collected via an electronic survey highlighted the positive impact of the training and new systems on their daily work.
The project significantly enhanced the quality management practices and operational capacity of the Children’s Hospital Foundation, enabling the team to work more efficiently by reducing manual data processing and introducing advanced project monitoring and communication tools. Feedback from staff, including the executive director, confirmed that the integration of Microsoft 365 applications was a highly valued improvement, leading to better task coordination and communication across the team. The creation of an online application form for support requests also streamlined processes, reducing manual work and errors in the foundation’s primary activities.
New website functionalities, including the option for recurring donations and a social media feed, paved the way for sustainable donor engagement and improved public communication. Although these enhancements require a broader communications campaign for full impact, they established a solid foundation for future growth in donor outreach. The foundation has since launched a self-funded campaign to promote these features more widely and attract regular donors.
Overall, the project strengthened the foundation''s ability to support children with serious health issues and promote social integration, increasing its potential to generate donations and interact with the community more effectively. By fostering sustainable donor contributions, the foundation is better positioned to impact the quality of life and social inclusion for vulnerable groups in Latvia, contributing to the wellbeing of local communities.