Achieving Intermediate NFP Applications capability for not-for-profits

For not-for-profits (NFPs), developing robust systems are crucial to effectively manage operations and deliver services. This guide outlines the benchmarks for achieving an intermediate level of capability in managing NFP-specific applications such as CRMs, client management systems, project management tools, finance systems, and HR management tools and others digital systems.

Service delivery system(s)

Our systems are generally reliable, can be accessed from anywhere and capture comprehensive information about clients/stakeholders and services/interactions.

• Implement reliable systems that support all aspects of service delivery. These systems should allow staff to access comprehensive data about clients and services remotely and securely.
• Address limitations that may cause inefficiencies, such as redundant data entry or manual tracking of critical metrics like funding targets or waitlists.
• Facilitate key elements of service delivery online, such as electronic referrals, online appointment scheduling, and videoconferencing for client meetings.
• Ensure staff are comfortable and proficient in using digital delivery platforms through regular training and support.

Human resources information system (HRIS)

We use a functional, reliable HRIS to maintain personnel records, including annual/performance review documentation, leave, job descriptions and employee information.

• Utilize a functional and reliable HRIS to maintain accurate personnel records, including reviews, leave, job descriptions, and employee details.
• Link HRIS with payroll and client management systems to minimize data redundancy and ensure accuracy.

Finance systems

Our finance system is appropriate for our current size and complexity.

• Employ a finance system that suits the size and complexity of your NFP. This system should facilitate easy monitoring of financial performance and straightforward processing of expenses and payroll.

Strategies for Achieving Intermediate Capability

1.    Regular System Evaluations: Conduct regular reviews of your systems to identify areas for improvement and ensure they continue to meet your evolving needs.
2.    Staff Training and Engagement: Provide ongoing training to ensure that staff are capable of using new technologies and systems effectively. Encourage feedback to continuously adapt and improve systems.
3.    System Upgrades and Integration: Regularly update systems to take advantage of new features and enhancements that can improve efficiency and service delivery. Ensure different systems are well-integrated to reduce manual work and increase accuracy.
4.    Vendor Support and Relations: Maintain strong relationships with software vendors to ensure you have access to timely support and information about updates and new technologies.

Achieving an intermediate level of information systems capability allows NFPs to enhance their service delivery and operational efficiency. By focusing on integrating and optimizing key systems such as CRMs, HRIS, and finance management tools, NFPs can better serve their communities while managing resources effectively.