CapTech skilled volunteers worked alongside the Apparo team, to conduct a technology assessment and provide expert technology consulting to support the organization’s recent growth
Apparo transforms the community and improves lives by connecting local nonprofits to technology expertise and resources that amplify their impact. They provide services to the nonprofit community through both internal Apparo resources and external skilled volunteer resources. Learn more about Apparo’s vision here.
Apparo has made numerous technological advances and updates over the years to support their organization and wanted a comprehensive written, documented technology plan to accelerate more streamlined and efficient operations in the future.
Apparo worked with a skilled volunteer team from CapTech Consulting to assess current technology, infrastructure, operations, security, and technology policies. The CapTech team assisted Apparo by creating an intentional, integrated, future-state vision around its systems and the needed infrastructure to support them, well-positioning the organization for growth for the next 3-5 years. As a result of technology consulting the CapTech volunteers created a comprehensive written technology plan and roadmap to identify pain points, possible solutions, and a timeline for implementation to improve long-term operational efficiencies.
- Skilled Volunteer Team: CapTech Consulting
- Adam Jones
- Danielle Okun
- Brooke Loehrig
- Anthony Beeker
- Kristina Schurr
- Joe Nelson
- Nonprofit Team: Apparo
- Kim Lanphear
- Lavonne McLean
- Jennifer Ray
- Stephanie McKee
- Allison Grant
- Allison Lavallee
- Todd Reavis
Pain Points Leading to Technology Consulting
Through CapTech’s technology assessment, Apparo identified several pain points to address within the technology plan and roadmap. These included:
- No existing technology plan
- Need Guidance on IT Policy
- Smart goals are not present or communicated across business units (i.e. Client Services, Marketing, and Development) creating silos.
- Salesforce and NetSuite do not communicate with each other resulting in reporting issues and keyman risk.
- Apparo has no project management tool and depends on Excel spreadsheets to manage complex projects for both Marketing and Client Services.
- Data needs to be cleaned up
- Reporting is only done through Salesforce and is not based on KPIs or Goals.
Results and Solutions of the Technology Consulting
CapTech volunteers created a detailed tech plan and timeline to address the pain points mentioned above. Apparo anticipates the following once all technology recommendations have been implemented:
- Increased Efficiencies – 45 hours/month saved across the organization*
- Decreased Risk – Less manual data manipulation, password policies, keyman risk, security measures
- Expanded Reach – A 20% increase in revenue with the ability to more effectively target donors
- Decreased Expenses – Retiring ClickTime and FileRequest programs
*One of the largest time savings will come from the implementation of a project management tool to be used by the Marketing and Client Services teams. Once this tool is fully integrated, Apparo anticipates saving 180+ hours/year. This tool will be used by Marketing for specific marketing projects as well as planning events. Client Services will use the tool for their community impact projects, tech therapy, and cohort-work.
Apparo Team Members Share
During Apparo’s wrap-up meeting with CapTech, Lavonne McLean, COO reported they had already implemented Bill Spend to better align Salesforce and NetSuite. She also stated the Apparo team was working on providing training for Power BI, a system Apparo already owns. She said Apparo would be using this tech plan and roadmap in a “tangible way,” and expressed her gratitude for the CapTech volunteers. “The volunteers did a great job listening and asking questions. They went the extra mile – I felt they were really invested. They did a fantastic job understanding our needs as an organization.”
Kim Lanphear, CEO of Apparo, also expressed how much this project would help Apparo as the organization continues to grow. “You’ve created something that is going to make us better. As we expand and scale, we need to have best practices and an understanding of business flow to make it all work. This is incredibly timely and such a generous gift because it will allow us to take the next steps of trying to serve more in the community.”
CapTech’s Thoughts on the Technology Consulting
Long time CapTech volunteer, Tina Schurr shared her thoughts on this project,” I’ve worked with Apparo on multiple G.A.I.N. projects now. Through this project, I was able to get to know Apparo a lot better. Learning your processes and how things work with you gave me a whole new understanding of the effect that our volunteer hours make as we serve nonprofits. It was a great experience, and it was nice to help others by helping Apparo this time.”
“The willingness and openness of the team to be very honest, look at themselves in the mirror, and say ‘this works well, but this doesn’t,’ is true leadership. I think you did a great job of being able to do that, and it demonstrates the culture you set and value you bring to the table for each other and for your organization,” Anthony Beeker said.
Apparo has begun working on several suggestions within the technology plan already. Through the implementation of the items in the plan, Apparo will be well-positioned to scale and grow, allowing them to help more nonprofits in the future.