Case Study: Microsoft SharePoint for Nonprofits
How Gateway 2 Success Transformed Their Data Management & Billing Processes With SharePoint
Gateway 2 Success is a nonprofit organization that works with criminals and victims of sexual assault. They provide counseling, rehabilitation and mediation services to help both parties heal and move on. Their program has a remarkable success rate: nationally, six out of 10 violent offenders reoffend, but through Gateway 2 Success, less than 10 percent do. But managing the sensitive and confidential data of their clients was a challenge. SkyTerra led them through multiple projects to resolve the issue, including deploying Microsoft SharePoint for Nonprofits.
Gateway 2 Success had client files scattered across different platforms, systems and devices, making it hard to access, organize and secure them. They also had inefficient billing processes that resulted in lost revenue and wasted time.
Starting with a GoDaddy migration. Gateway 2 Success worked with SkyTerra, a leading provider of SharePoint managed services. SkyTerra helped Gateway 2 Success set up and optimize their SharePoint environment and also delivered several custom solutions to address their specific needs.
Project 1: SharePoint File Organization and Approval Process
The first project that SkyTerra worked on with Gateway 2 Success was to organize their files and documents in SharePoint. SkyTerra’s SharePoint experts helped them create a logical and intuitive folder structure and also implemented metadata, tags and search features to make it easy to find and filter the files.
SkyTerra also built a process of approval for their employment guide, which every employee had to sign off on every year. Previously, Gateway 2 Success was challenged with tracking the acknowledgement and storage of these documents. SkyTerra digitized and automated this process using SharePoint workflows and forms, saving time and ensuring compliance.
Project 2: Fleet Management App
The second project that SkyTerra delivered for Gateway 2 Success was a custom app that helped them manage their fleet of vehicles. Gateway 2 Success used these vehicles to transport their clients to various treatment centers and group events. However, they had no system to track the mileage, maintenance and usage of the vehicles.
SkyTerra developed a fleet management app that integrated with SharePoint and allowed Gateway 2 Success to log and monitor the details of each vehicle, such as who had the vehicle last, where the keys were, when it needed an oil change, etc. This app improved the efficiency and accountability of their transportation operations.
Project 3: Billing Coordination and Reporting Solution
The third project that SkyTerra undertook for Gateway 2 Success was a billing coordination and reporting solution that synced their time cards with their billing system. Gateway 2 Success used a third-party medical billing software and needed custom reports, unavailable in the standard software offering. They also noticed discrepancies between the hours reported by their counselors and the hours billed to their clients.
SkyTerra created a solution that connected their time card system with their billing system, generating custom reports showing the differences and inconsistencies. This solution helped Gateway 2 Success identify, correct errors and increase their billing by over 40 percent in the first month of use.
The Results
The transformation of their data management and billing processes provided Gateway 2 Success more control, visibility and security over their files and documents. SkyTerra built custom reports that improved efficiency and accuracy. SkyTerra’s managed SharePoint for Nonprofits keeps their environment up to date and running smoothly.
