The disease research foundation is a non-profit corporation based in Chicago, IL, which provides leadership and resources to find a cure for an incurable disease. The foundation collaborates with researchers in the United States, Mexico, and Europe.
The foundation was using their Donor Tracking System on a Microsoft Access platform to manage all of the donors and donations made to the foundation. The system satisfied the foundation’s needs for a few years until the foundation grew and the volume of donors increased significantly. When the number of donors increased, their staff had a substantial amount of additional work to perform. The foundation required that the tracking system be updated with additional functionality to handle their increased workload.
In order to create reports, users would have to export data from the Access database to Excel and then sort and select the data within Excel. For example, to send out thank you letters to donors, users would have to export data to Excel, delete the records that didn’t apply to the letter being sent, and then manually run a mail merge. This example is only one of many that made performing daily operations very time consuming.
The system designed by alligatortek enabled their staff to work more efficiently and effectively through a variety of features. The process of entering donations was streamlined so users could enter data quickly. The number of steps involved was reduced to merely entering donors along with their donation amounts.
Enhanced reporting was developed that enabled users to run customized reports with the option to use up to 20 various fields for selection criteria. This allowed the users to quickly generate reports with the exact information they needed.
Furthermore, users could now automatically generate several different letters quickly and accurately while being able to select the proper recipients. This enabled the foundation to provide outstanding customer service and to keep in touch with their donors.
Another custom feature added was the functionality to assist in the tracking of events. More information is being captured for each event providing a foundation of more informative reporting.
As the alligatortek team worked to update the system, several system errors were discovered and eliminated. Previously while performing normal tasks, users would receive processing errors. These errors were eliminated which resulted in less frustration for the user along with error free processing.
Software Used: Microsoft Windows XP, Microsoft Access 2003, Microsoft Word Mail Merge
Company Industry: Healthcare, Non-Profit Research