Nonprofits do incredibly important work to serve our communities and the people in them, but often don’t have the support systems for their back offices to thrive.
By investing in automation solutions that help your organization with processes that take up time and resources, you can focus more on what really matters: your mission.
We’ve developed a solution designed for the unique challenges housing authorities face, and have worked with housing organizations across the U.S. to help solve key pain points they face, including:
Process all incoming paper documents (vouchers, HUD Forms, Orientation Forms), barcode the package, scan the paper, and automatically index and file in DocStar
Once paper documents are scanned and processed electronically, create a virtual tenant file with workflows and due dates for all associated documents
Once Admissions and Section 8 Documents are processed, move to Property Management via if/then/else logic and workflow based on document type and who needs to review & approve
Capture, Extract, Push Date into ERP and eliminate data entry for hundreds of vendor invoices on a monthly basis
Granite State Independent Living (GSIL) is a 1000-employee nonprofit organization whose mission is to promote quality of life with independence for people with disabilities and seniors through advocacy, information, education, support, and transition services.
Due to regulatory requirements, GSIL had a new hire packet that was 40+ forms long that would take hours to complete.
A lot of the information was redundant, and both the new hire as well as Human Resources had to fill it in multiple times. Time was wasted correcting errors and making copies for filing, and finding/auditing the information was tedious.
GSIL was getting complaints from consumers, workers and field coordinators so they decided to try an electronic forms & workflow solution.
PiF Technologies assisted GSIL in utilizing Electronic Forms to digitize the New Hire workflow to use e-forms. We were able to automate the process in record time. Rather than print out a stack of paper for a new hire, it’s all electronic. Key information is filled in once and all forms are automatically populated. Automatic validation ensures that errors and corrections are eliminated.
Once internal reviews are completed, the system can automatically print out the paperwork that needs to be hand-signed and notarized. Ultimately, the New Hire e-forms are uploaded to their document management system.
Working with PiF, GSIL plans to automate other areas of their business.
…and also routed manually, signed manually, and filed manually. This data may need to be entered and re-entered into various systems such as LEADS, ESRI, and ERP systems like Tyler, Sage, and Microsoft Dynamics from physical paper forms or PDFs that are difficult to extract data from.
ECM can either reduce or eliminate the need for data entry, and with added integration data “communicates” between systems, when something is entered into your ECM it can populate that same information into your ERP system or other software.
Walking files to and from offices, sending the same attachment back and forth, it’s tough to get anything done when you’re still working with paper or PDFs.
Simple document sharing with version control, notes, and the ability to share reminders if requiring approval. “Wet signatures” allow documents to be signed without needing to be printed.
When sharing files, security is crucial. You want to ensure that only the right individuals see certain client records and information, and that vulnerable information doesn’t get in the wrong hands.
Document permissions allow you to lock down specific documents and assign them to specific users. For example, clinicians can only view records for their assigned clients
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