RSM Resources

Womenâ??s health care agency redesigns business processes while implementing new systems.

When examining the value ofyour organization’s information systems, it’s important to also consider theeffectiveness of your business processes. This was the challenge facing one ofour clients.

The challenge
Our client, the world’s largest and oldest volunteer reproductive health careorganization, had core business systems that over time had evolvedindependently and were no longer meeting the needs of the organization.  

Management also recognizedbusiness process improvement opportunities existed throughout the organizationand understood that an enterprise-wide approach was required for theorganization to realize maximum benefits from systems and process improvements.

The two primary objectivesof the project were to develop and execute a strategic information technologyplan (SITP) identifying how the organization could use technology to achieveits mission, goals and objectives, and to develop and execute a business processimprovement (BPI) plan determining ways to improve policies, procedures andprocesses. 

Some of the specificobjectives included helping the organization raise funds more effectively,streamlining financial reporting, budgeting, and procurement processes,improving communication throughout the organization, and enhancing dataexchange between all core systems.

The solution
The professionals at RSM McGladrey conducted joint application design (JAD)sessions to identify the information systems requirements and business processimprovement opportunities.

The client found the formatof these interactive, facilitated workshops particularly valuable in that theysaved time by simultaneously focusing on systems requirements and processimprovements, while also building consensus and buy-in among the manyparticipants.  

Our deliverables included aSITP with high level system requirements, and a BPI plan with managementissues, detailed BPI recommendations, process maps and organization charts.

We then helped theorganization execute the SITP by evaluating and selecting the appropriatesoftware vendors, resulting in two requests for proposals (RFP).

The first RFP addressed theorganization’s need for fundraising and constituent relationship management.The second RFP addressed the organization’s need for finance, budgeting,purchasing, inventory management, order processing and human resources. 

The results
New fundraising and financial management systems are successfully implemented.Multiple non-integrated fundraising and contact management systems areconsolidated into a single enterprise-wide database for prospects, donors,buyers, contacts and affiliate offices.

A new chart of accounts isdefined and a financial reporting structure is implemented, reducing theworkload and improving the timeliness of the monthly reporting cycle. Anintegrated budgeting process is employed, eliminating the need for more than100 spreadsheets.

We have continued to supportthe organization’s financial systems and enjoy an ongoing relationship.