From the CABINET to the CLOUD · A new standard for doing business. Cost of securely storing paper...

From the CABINET to the CLOUDOUR PATH TO THE PAPERLESS OFFICE

Steve Canum, Chief Financial Officer

I’m Steve Canum

@stevecanum

I’m a life-long resident of western Michigan, married with two daughters. A graduate of Grand Valley State University and Western Michigan University, I have served in a variety of financial and accounting roles with many leading for-profit and not-for-profit organizations, including Herman Miller, Steelcase, Spectrum Health, and Hope Network Behavioral Health Services.

CFO, SENIOR RESOURCES OF WEST MICHIGAN

Agenda

INTRODUCTION

BACKGROUND

PAST…PRESENT…FUTURE

REFLECTIONS

WRAP UP & QUESTIONS

Senior Resources of West MichiganAN AREA AGENCY ON AGING…SERVING MUSKEGON, OTTAWA AND OCEANA COUNTIES

www.SeniorResourcesWMi.org

https://www.facebook.com/Senior-Resources-of-West-Michigan-461906317225005/

https://www.youtube.com/channel/UCGLopCI54KtoB8jcvJiNmQQ

https://www.linkedin.com/company/senior-resources-of-west-michigan

https://www.guidestar.org/PUT/Overview/7534117

Our Name, Our FocusThe mission of Senior Resources of West Michigan is to provide a comprehensive and coordinated system of services designed to promote the independence of older persons and their families in Muskegon, Oceana and Ottawa counties.

Senior Resources was designated an Area Agency on Aging (AAA) in 1973 by the State of Michigan to administer the federal Older Americans Act as well as the state Older Michiganians Act. We are 1 of 16 AAAs in Michigan…over 600 across the nation.

We serve as the gateway to local resources, planning efforts and services to help older adults, their families and caregivers in Muskegon, Oceana and Ottawa counties.

POLL QUESTION #1Polls are posted at: https://srwmi.org/bbcon

Our Leadership & Governance…Executive Leadership

Full Board and three sub-committees: Executive Committee, Program & Planning Committee, Finance Committee

Commission on Accreditation of Rehabilitation Facilities (CARF) accredited…National Committee for Quality Assurance (NCQA) in

process

Pamela Curtis, CEO

Our Staff & Provider Network…Our team of over 100 employees, along with 150 independent service

provider organizations support our Mission

Our Stewardship…The Senior Resources of West Michigan Finance & Accounting team of 2.8 FTEs

$26M annual budget…$10M in assets.

Our four primary funding streams: Federal, State, Local & non-governmental

Monthly, quarterly and annually reporting + audit reports

Blackbaud Fundware to Blackbaud Financial Edge NXT® (2015)

Paycor Human Capital Management (HCM) solution & Certify Travel & Expense Management (2019)

Since January 2019…Finance and the entire organization is implementing “paperless”!

Implementing PAPERLESS

The “tone at the top”

Breaking habits…modifying behaviors, processes, and procedures

Understanding the business case

Dealing with what is upstream…and downstream

Selecting and organizing your work tools

Considering the bigger picture

Ongoing monitoring and evolution

Other process notes…

…it’s a process!

POLL QUESTION #2

Implementing PAPERLESS

We have the technology

A new standard for doing business

Cost of securely storing paper isn’t going down

Save more with less paper (clips, staples, highlighters, printers, folders…)

Short term inefficiency vs. long term efficiency

Environmental impact

Support for the flexible workforce…mobility

“LIVING PAPERLESS MEANS FREEDOM” Other reasons…

…the reasons are compelling!

Living paperless means FREEDOMhttps://youtu.be/bClWV3eeETA

DOMINIC ANDRE STÜHLER

Change management & organizational support

CEO & leadership team are champions for change

Company-wide EARTHDAY is EVERY DAY encourages, recognizes and rewards staff - raise awareness, learn more, advocate, and take action…through April 2020

Funding redirected…less printers, more scanners

Spending more time in the “CLOUD”…expanding existing platforms and implementing new solutions

Making progress one department at a time…one day at a time

Accomplishments: Pre-2019Microsoft Office 365 & Outlook email, calendar/scheduling tools

Fax to email communication

Electronic Medical Record (EMR)

Electronic Funds Transfer payment (employees & vendors)

www.seniorresourceswmi.org

On-line, credit/debit card payment options for clients and donors (Stripe)

ACH collection options for client payment

e-Time reporting, schedules, PTO reporting (PAYCHEX Stratustime)

Electronic / email payment notification for Payroll & Accounts Payable (Omatic)

Current Initiatives: 2019 / 2020Digital transformation

Expanded mobility and improved connectivity

Expanded use of Microsoft Sharepoint, Flow, and Teams to manage workflow, storage and retrieval

Paycor HCM and Certify Travel & Expense implementation – HUGE impact!

Implement BOX…a secure on-line collaboration tool with select provider/grantees

Other initiatives…

Vision: Post-2020

No third-party, off-site document storage

Limited on-site document storage

Highly efficient staff working in a flexible setting

On-demand, secure access to key documents for timely decision-making

Other opportunities…

POLL QUESTION #3

ACKNOWLEDGMENTS

ADDITIONAL QUESTIONS,

COMMENTS…

THANK YOU!

@stevecanum

@scanum

facebook.com/stevecanum

linkedin.com/in/stevecanum

https://fortherideinside.com

scanum@seniorresourceswmi.org