Gateways: Access to Jewish Education operates multiple programs that originated in three different nonprofits, so keeping track of client and employee data across three separate manual systems posed a challenge.
The organization, which delivers Jewish educational programs and consulting for children with special needs, was able to overcome this challenge by consolidating key data into one Intuit QuickBase application. The application manages everything from client records to employee time sheets, expenses, and mileage reimbursements. The efficiency gains have been tremendous, saving Gateways approximately 80 hours per year just in one reporting process alone.
"There are no off-the-shelf products that meet all of our needs for a client database nor for an employee timesheet system. QuickBase allowed us to build our own system that meets all our needs and seamlessly integrates all of our client and employee data," says Sarah Clark, Director of Finance and Operations at Gateways.
The mission of Gateways is to enable access to Jewish education to children with special needs. The organization delivers by running Sunday school and after school programs, providing services and consulting to Jewish day schools, and offering grants and consultation to synagogues and preschools in the Jewish community.
Each of those three programs originated in a separate organization. The three came together into Gateways between 2006 and 2009 to better meet the needs of their clients. While the organizations managed different programs, the clients they served were often the same.
"It was becoming a problem to have each program operating with its own administrative systems. There was duplication of effort and things that were falling through the cracks," says Clark.
In 2013, Gateways made the decision to centralize key data and streamline program efficiency with Intuit QuickBase. After a few months of configuration (with no coding required and no dedicated IT staff), the organization rolled out a master database application that serves a central repository for client records. Now program managers and other employees can access up-to-date client information quickly and easily, and redundant efforts to maintain data integrity are a thing of the past.
Not only is all customer data now up to date and accessible securely via the web, but Gateways was able to log time sheet information in the same application, giving the organization greater visibility into program activities.
The new system has also had a measurable impact on employee productivity. Gateway has saved an estimated 80 hours per year by streamlining one key reporting process generating mid-year and end-of-year statements to families with children receiving therapy services.
"The closer our apps match our processes the more work we get done. QuickBase enabled us to create a 100% match," says Clark.
For more on Gateways, read the full case study.
Intuit QuickBase is a cloud-based workspace for customizable business applications that helps teams work smarter by automating tasks and workflows and delivering real-time insights through visual reports. More than 450,000 business users rely on Intuit QuickBase to improve productivity.