Choosing the Right Technology Keeps NonProfit Funders Happy.  Choosing the Right Partner Makes You Smarter About Technology
Cobb Microenterprise Center and TechBridge

Nonprofits live and die by their funding.  Every nonprofit understands that funding organizations want to see demonstrable program metrics.  Writing effective grant applications and program reports requires nonprofits to collect, organize and report a considerable amount of data, and these organizations know all too well how challenging information management can be when staff and technology are limited.  One area nonprofit has leveraged Web-based technology to streamline its record keeping and reporting process, improving both its ability to secure repeat funding and to identify and pursue new funding sources.  The result has been more resources to drive more programming and deliver better client service.

Cobb Microenterprise Center offers an in-depth affordable entrepreneurial training program designed for low- to moderate-income individuals aspiring to start or expand a business.  Founded in 1998, CMC has graduated more than 380 individuals from its training program and helped its graduates create and successfully run more than 225 businesses. CMC delivers services through its three divisions: micro enterprise training, business technology training and advanced business services, which includes the SBA funded Womens’ Business Center and an enterprise incubator center. 

As a training and development organization, CMC processes a large volume of client information, including class enrollment/attendance records, client demographics and progress reports on each client’s business venture.  All of the information the organization compiles is required to complete grant applications and respond to report requests from funding organizations.

CMC collected and organized client information in a variety of ways, including some automated systems, but the data was stored on different computers that weren’t integrated. In addition, as the organization grew from one to six full time staff, there was no way for staff to share information. The process of supplying client information for funding purposes, the life’s blood of the organization, was cumbersome and time consuming.

  “Funding organizations always ask for progress reports and demographics on our clients, so having ready access to the information is absolutely vital,” said Rachel Davis, CMC’s vice president of operations.  “We developed a database program in-house to manage client data but it never really met our needs.  We realized we needed to upgrade the system, but we didn’t have the technology expertise to know what was out there or how much it should cost.”

CMC did have the insight to understand the value of seeking help. Through a technology grant CMC received from the United Way, the organization was able to engage TechBridge to assess its information management needs, and identify an optimal solution.  After researching various database platforms, TechBridge recommended a Web-based software program called VistaShare.  TechBridge also served as project manager for the implementation, working with the vendor to integrate CMC’s data and move it from its legacy database to the new Vistashare system.

“Vistashare had the right features and the right architecture for the type of data CMC was using,” said Gregory Sims, project manager for TechBridge.  “The fact that it was Web-based meant that we could build a common front end that provides real time access to client records for all the organization’s staff, as well as remote access for its external consultants and grant writers.”

CMC staff can also easily generate reports tailored specifically to a grant application’s specifications or to a funding organization's request.  “We can’t serve our clients if we don’t’ keep our funders happy, “ said Davis.  “Thanks to our new system we can respond quickly and efficiently to their information requests with much higher quality reporting.  Our new database technology also frees up staff time so that we can focus on writing more grant proposals – which brings in more income, and in turn, allows us to better serve our clients.”

In addition to helping CMC upgrade its data management system, TechBridge also helped the organization enhance its Web site.  “Our Web site is where technology and client service really meet,” said Marko Horn, CMC’s Director of Technology. “TechBridge helped us re-design our site to create a more professional look with better functionality.  They gave us tools, including the Easy Edit program, to make managing Web content simple.  TechBridge also hosts our site, so we don’t have to worry about Web management overhead.”

Another significant value TechBridge offers over other technology providers is that they are a nonprofit, they understand the needs of nonprofits, and they put their nonprofit mission in front of their own business goals, even if it means that the best solution for the client is not a TechBridge solution.  “TechBridge is like an insurance policy against making bad technology choices,” said Horn.  “In helping us better understand technology, they’ve helped us become smarter tech shoppers. We can always bounce options off them and they give us honest, fair feedback – even if it means going with another vendor.  How many consultants do that for their clients?”

Looking forward, CMC has plans to upgrade its Web site further  - adding a volunteer recruiting and enrollment section and revamping its online donation system.  Another area of development being considered is an online course enrollment system that ties into the VistaShare database to further streamline data management.  Both Davis and Horn believe TechBridge play an integral role in these projects.

“Our relationship with TechBridge has been absolutely essential to the growth of the organization and has expanded beyond project work,” Horn observed.  I attend TechBridge training events regularly and these have become a great opportunity to network and pursue alliances with other nonprofits.” 

“TechBridge has helped us gain the knowledge and the confidence to map out our technology path so that technology continues to enhance our ability to serve our clients and be more attractive to funders, “ added Davis.

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