U4C Presentation v16

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Merryl Belhocine Ajay KothuriYangdi Li Kartik MadaneHelen Wang Daisy Shi

TECHNOLOGY ASSESSMENT & RECOMMENDATI

ON

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Meet Our Team!

Kartik MadanePMBA

Yangdi LiMSCA

Helen WangMSCA

Merryl BelhocineMBA

Daisy ShiMSSCM

Ajay KothuriPMBA

3Recommendation

AGENDAOrganizational

Background

Project Objectives

Methodology

Current State

Analysis

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ORGANIZATION BACKGROUND

Mission• Improve the social, emotional, physical, and educational well being of

children by enriching the knowledge of families, teachers, and caregivers

• Envision a future where all children achieve educational and life success• United 4 Children considers the four pillars as the foundation of

their work.Organization• Size of Organization: 36 staff

Service Overview• 8 service models• Each has unique goals and outcomes, funding sources, database and

requirement s• United Way funds U4C overall

Organization Background

Problem Definition Methodology Current State Analysis Recommendatio

ns

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Project Objectives Methodology Current State Analysis Recommendatio

ns

PROBLEM STATEMENT

Manual IT Procedures

Data Redundancy

Operational Inefficiency

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1• Understand the interrelationships among current IT processes

and tools adopted by the organization

2• Identify redundancies and duplication of activities

3• Recommend a software solution that streamlines work

processes and satisfies outcome tracking and reporting requirements of each service model


Project Objectives Methodology Current State Analysis Recommendatio

ns

PROJECT OBJECTIVES

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METHODOLOGY

Current State Analys

is

Data Type & Collection Method

Reporting Requirement & Schedule

Current Tools



ns

Future State

Analysis

Least Customization

Least Maintenance

Most User-friendliness

Integrated Solution

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U4C Programs – Career Development

Enrollment

Training

Assessment

Send out brochures Track membership info

Input training session info


Request certificate

Sign in

Fill in survey/evaluation

Enroll i

n train

ing sessi

ons

Record attendance

Record attendance

Track assessment resultsConduct assessment with ERS data system

Track service requests



ns

Reporting

Financial data / invoice

Progress Update

U4C Programs – Road to Quality

Enrollment

Pre-Training

Post-training



Request certificateSurveys

Record attendance

Record attendance

Selection via partner organizations

Track attendance and progress

Selection done by

Done by ARCHS

Progress Update

Done by ARCHS



ns

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ANALYSIS – Areas for Improvement



ns

Data Redundancy & Duplication

Manual IT Procedure

Operational Inefficiency

Problem Statement

Technical Assistance

Alignment of business and IT Process

Integration of Internal and External Application

Improvement

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ANALYSIS : FUNCTION <-> PROGRAM



ns

Functionality \ProgramsCareer Development

Early Childhood Learning Center

Social Emotional Early Childhood

Healthy Nutrition

Inclusion Services

Programs Achieving quality

Road to Quality

Strengthening Families

Membership management X X X X X X X XIndividual Organization Donor Management X X X X X X X XGrants report to Donor Event Management X X X X X X Xregistration Payments Events schedule/Calendar Integration with MO Calendar Survey X X X X X X XTeaching Curriculum managements X X X X X X XCourse management Assessments Advertise/Campains X X X X X X XReports X X X X X X X XFianance X X X X X X X X

PRIMARYSOFTWAREPLATFORM

CLOUDBASED

GOODINTEGRATION WORKFLOW

ENABLED

KEY

OUT

OF B

OXFU

NCTI

ONS

IMPORT

EXPORT MOBI

LEEN

ABLE

D

SMARTWEBPAGEBUILDER

RECOMMENDATION – KEY FEATURES

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Problem Definition Methodology Current State Analysis Recommendat

ions

TEMPLATES

FOR

COMMUNICATION

RECOMMENDATION – TOOL EVALUATION

13



ions

IMPLEMENTATION OF RECOMMENDATION

14



ions

Software

Platform

POLICIES

PEOPLE

PROCEDURES

PROCESS

• Personnel with basic technical knowledge

• Assign roles to people.

• Encourage knowledge sharing

• Create a Workflow process that can be easily modified.

• Tasks in workflow assigned to roles

• Move activities done on Paper, spreadsheets, Word to screens in workflow.

• Enforce Tool usage.• Challenge comfort Zones• Reward transition to Tool

• Establish workflow procedures • Create Procedures by program• Document program tasks to

roles

PLATFORM


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ions

Vendor Evaluation

Proof of Concept

Trial Period

ToolSelecti

on


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ions

Vendor Evaluation

• Out of Box Functions

• Workflow Enablement

• Drag / Drop webpage builder

• Adhoc report builder

• Data Browser

Proof of Concept

• Ensure at least 2 programs are developed

• Get major Pain points answered

• Challenge Vendor to bake what you want

• Test thoroughly

Self Trials• Actively engage

in using features such as form builder

• Create 1 Program from start to finish including designing

• Ensure at least 2 people are trained

• Train the Trainer

Tool Selection

• Select 2 tools with 1st & 2nd preference.

• Give weightage to extended support, training and learning System

CONCLUSION

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ns

Recommendation Tools1. Wild Apricot

Scalability Mobility

2. Apricot by Social Solutions

Process Oriente

d

Enterprise

Mindset

Self Sufficie

ncy

Technology

Investment

Key DifferentiatorsGuiding

Principles

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Q&A!

Questions?

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Appendix

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Reporting

Track children info

Preform screening Track ASQ results


Quarterly

Progress Update

Monthly

U4C Programs – Early Childhood Learning Center

Enrollment

Class for Children

PD Training for Staff


Input training session infoRequest certificate

Sign in

Fill in survey/evaluationRecord attendance

Record attendance

Enroll into ECLC

Track attendance and progress

Appendix

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Send out invitations

Reporting

Send consumer and stewardship reports

Monthly and QuarterlyWeb-based Portal

Contact

Update enrollment packet

U4C Programs – Social Emotional Early Childhood

Track teacher/children infoTrack ASQ results

Confirm datesEnrollment

Training



Request certificate

Sign in


Record attendance

Record attendance

Action Plan

Create Classroom Action Plan Track Classroom Action Plan progress

Appendix

Reporting

U4C Programs – Strengthening Families

Enrollment

Training

Schedule Training

Schedule TrainingConfirm dates



Sign in/follow up info/survey


Record attendance

Record attendance


Quarterly

Progress Update

Monthly

Appendix

Reporting

U4C Programs – Inclusion Services

Enrollment

Suggest Programs

Send out invitation

Send out flyers

Confirm dates Track teacher info

Pre-Training

Post-training

Record Class ObservationSign in

Manage class logistics

Qualitative assessment

Follow-up info with family and children Collect info of children observation

Children Observation



Record attendance

Record attendance

-Child-Specific and General Classroom TA; Case Follow-up; Outreach

Quarterly

Appendix

Reporting

U4C Programs – Programs Achieving Quality

Enrollment

TrainingInput training session info


Sign in/follow up info/survey

Record attendance

Record attendance

Contact

Send out flyers

Confirm dates Track teacher info

Record number of action steps initiated

Data trackAssessment result

Appendix

Documents

U4C Presentation v16