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Seeking off-the-shelf solution to track non-profit program service delivery

  • 1.  Seeking off-the-shelf solution to track non-profit program service delivery

    Posted Jul 19, 2019 14:03
    I'm looking to replace an inefficient system of Google Sheets to track program service delivery.  Because the current system is cumbersome and error-prone, it is never quite current and requires lots of data quality checks.
    I have a network of 50-100 non-profit staffers/volunteers delivering 8 different varieties of weekly programs to 1,000 clients in a given year.  I would love to find an affordable, easy to use, off-the-shelf solution that would allow me to track where each of them is in service delivery on a weekly basis and welcome ideas.

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    Ron Susek
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 2.  RE: Seeking off-the-shelf solution to track non-profit program service delivery

    Posted Jul 19, 2019 21:25
    Hi Ron,

    What is involved with the weekly "program delivery"? Document-based? Task management? Combination?

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    K. Howard Enterprise Solutions LLC
    Kyle O'Donnell
    President
    973-866-7366
    kyle@khesolutions.com
    www.ademero.com
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 3.  RE: Seeking off-the-shelf solution to track non-profit program service delivery

    Posted Jul 21, 2019 17:12
    CiviCase in CiviCRM.org. You can also map and create custom reports among other excellent tools that revolve around a singular database. Free! Plenty of top-notch support businesses.

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    Bruce Wolfe M.S.W.
    Chief Information Officer
    Alcohol Justice - The Industry Watchdog
    San Rafael, CA
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  • 4.  RE: Seeking off-the-shelf solution to track non-profit program service delivery

    Posted Jul 20, 2019 01:13
    Hi Ron -- Who will be doing the data entry in your ideal solution?  Each staff member and each volunteer?

    Gary
    -- 
    Gary Kosman
    Founder & CEO
    America Learns
    310.689.0542
    http://americalearns.net


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    Gary Kosman
    Mission Hills, CA
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 5.  RE: Seeking off-the-shelf solution to track non-profit program service delivery

    Posted Jul 20, 2019 15:41
    Edited by Medha Nanal Jul 20, 2019 15:42
    Hi Ron,

    Since there is a large variety of data formats when it comes to program delivery, it's hard to find an off-the-shelf solution to work for all sorts of programs. However, certain programs such as ticketing (for concerts/performances), school program delivery and patient services, do have systems available off the shelf, because they have well-defined use cases that are common for all users. If your delivery data does not fit into these categories, then your best bet might be to take a CRM/Database and create your own system. Some of the available CRM systems on the market provide building blcoks that bring down total development effort tremendously, but still require customization.

    Hope this helps!

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    Medha Nanal
    Strategic Data/Database Consultant for Nonprofits (Fundraising, Operations, Programs)
    www.topcloudconsult.com
    medhananal@topcloudconsult.com
    650.600.9374
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 6.  RE: Seeking off-the-shelf solution to track non-profit program service delivery

    Posted Jul 21, 2019 09:38
    You may want to explore https://www.exponentpartners.com/exponent-case-management/

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    Karen Cramer
    Performance Measurement Group Leader
    TechBridge

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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 7.  RE: Seeking off-the-shelf solution to track non-profit program service delivery

    Posted Jul 21, 2019 11:46
    Hey Ron, there may be many options for you, or you may have to customize an existing template or service to suit your needs. Can you share more about your use case? What's the key data you need to track, who does the tracking, and where else does the data need to go?

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    Isaac Shalev
    http://www.sage70.com
    Stamford CT
    @Sage70
    isaac@sage70.com
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 8.  RE: Seeking off-the-shelf solution to track non-profit program service delivery

    Posted Jul 21, 2019 14:39
      |   view attached
    Thanks, Isaac!  We have a standard but flexible curriculum.  Our school partners select various in-class music education program options (e.g., which grade(s) and program length of 12, 18, 24 or 30 lessons) which we document in a contract and ask our educators to deliver.  Our fleet of educators then are out in the field visiting multiple classrooms at multiple schools each week. I've attached here a mock up Excel lesson tracker for a hypothetical subset of educators.  In this example the three educators all are teaching multiple classes of multiple grades at multiple schools.  Here multiple educators are teaching different classes at the same school.  

    Our music educators are the source of truth for what lesson delivery, so having each of them enter lesson delivery data into the system is needed.  Our office staff can create a data entry shell to make it easy for them and to help them see clearly how many lessons they should be delivering for each of their assigned classes. 

    While individual educators should find it useful as a way to track their lesson deliver, to see at a glance how many lessons they have yet to deliver for each assigned class and to anticipate when they will complete their program, in managing the overall program I also need to be able to look at the data in aggregate.  It is important for me to know which of our 50-100 music educators is scheduled to deliver lessons at each of ~1,000 classes, when the classes are delivered, what lesson is to be delivered next and when we can anticipate completing program delivery for a given school.  We typically uniquely identify classes by the school and regular or host classroom teacher name.  Schools sometimes cancel a lesson so we need to know if we have to make up that lesson or not. The ability to include notes for the inevitable variances or from plan or other issues is important.  If my fictitious music educator Igor gets sick or has to drop out of the program, it is important for me to know where he left off so I can find and prepare a substitute or replacement educator to carry on.  I'd also like to be able to analyze the data in aggregate.  Are we on-track with lesson delivery? When is the program scheduled to be completed for a given class?  At at given school or district?  We don't need formal reports, but do need to be able to track & monitor program delivery for effective program management and communications internal and school partner stakeholders.  


    Ron Susek
    Director of School Partnerships
    Music for Minors
    1100 Industrial Road, Suite 10
    San Carlos, CA
    415-905-0286
    ron@mfm.org
    www.mfm.org

    "40 years of expertise in primary grade music education - now transforming 25,000 children's lives through music each year"
     



    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 9.  RE: Seeking off-the-shelf solution to track non-profit program service delivery

    Posted Jul 22, 2019 09:49
    Hey Ron,

    There is actually a bit of an ecosystem for music school management specifically. The issues you're talking about can be modeled in many different databases that aren't specifically music school related too, eg Civi or Salesforce. However, there may not be a reason to reinvent the wheel. You might take a look at https://www.jackrabbitmusic.com , https://teachworks.com/ , https://www.wellnessliving.com/home.html , https://www.pike13.com/ , and https://www.mymusicstaff.com/

    There are some questions about speciifc features, integration with website or CRM, etc. but this is a good place to start. If you're looking for professional help with software selection, please ping me directly by setting an appointment at https://calendly.com/sage70/30min

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    Isaac Shalev
    http://www.sage70.com
    Stamford CT
    @Sage70
    isaac@sage70.com
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 10.  RE: Seeking off-the-shelf solution to track non-profit program service delivery

    Posted Jul 22, 2019 11:36
    Ron,

    Regardless of which platform you decide, I hope you'll take a look at this foundation-sponsored toolkit/templates to help guide you:
    http://makingwisedecisions.shcowell.org/

    Folks from many of the major client-tracking platforms contributed, as did consultants like Isaac!  Another firm and I authored it to help make stronger clients in articulating your needs. At the very least, you'll get a good sense of the process so you allocate sufficient time and budget to the process.

    Good luck,
    Betsy

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    Betsy Block
    B3 Consults
    Oakland, CA
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