digital transformation and you: a seminar for charites

Digital Transformation and YOU

Tuesday 4th October 2016 1.15pm-4pm

#digitaltransformation16

Welcome Steve Rose, Technology Director ShoNet [email protected]

Programme (First Half)

▸ What is “digital transformation”? Alex Spofforth, Spofforths Brighton

▸ Save the Rhino’s Journey Susie Offord-Woolley, Save the Rhino International

▸ Integrating front office & back office (CRM + Finance) Daniel Daly, Spofforths Brighton

▸ Building a community to better engage beneficiaries Brian Parsanka, The Officers’ Association

Programme (Second Half)

▸ Self-Assessment exercise & discussion of your digital vision Ian Seath, Improvement Skills Consulting

▸ Audience & panel discussion with Susie Offord-Woolley & Daniel Daly

▸ Next steps Steve Rose & Alex Spofforth

What is “digital transformation”? Alex Spofforth, Partner Spofforths Brighton

Susie Offord-Woolley | Deputy Director

Save the Rhino’s journey

Connecting conservation and communities www.savetherhino.org

1. Challenges and barriers

Why did we want to change

▸Our previous database was outdated

▸Couldn’t easily access our data

▸Clunky and time consuming

▸Lots of manual processes, people avoided using the DB if possible

▸Expensive to maintain and update

▸Didn’t integrate with any other system

▸We were getting no where with the database company who couldn’t see why we weren’t happy

Budget

Trustee sign off

Small team

Opportunity to tackle all those frustrations

Step one: Requirements capture and choosing a solution

▸Sat down with each member of the team to go through all the requirements

▸Compiled this into a tender document

▸Planned a tender timetable and sent tender out to approx. 20 agencies

▸Developed a marking criteria to see how responses matched to our requirements

▸Invited 4 to present their system

Step two: Mapping processes

Reviewed all of our processes and where we want to be in 5 years

Step three: Managing the project

▸Requires a project owner within the charity

▸Useful to have a second project support for holidays etc.

▸Weekly calls with Shonet and our web agency to track progress against timeline

▸Issues tracking list which was reviewed each week

▸Cancelled other SRI projects to free up time to manage project

Step five: Testing

▸We used our original requirements to help test the system

▸Created test scenarios to run through the system i.e. two marathon runners want to fundraiser together using virgin Money giving etc.

▸Shonet do an Agile process for testing (iterative process)

Step six: Training

▸Shonet provided training days

▸We created a Salesforce handbook

▸Internal training sessions to ensure everyone was working consistently

3.The solution

4. Benefits and lessons learnt

Benefits

▸We can now access our data efficiently

▸Data is clean

▹ We can run profiles on our supporter base

▸Processes are mapped out and are more efficient

▸Team works better together, more collaborative

▸Opportunity to steward supporters

▸Integrated with other systems (Outlook, Mailchimp, Eventbrite)

▸All our data is in one place – not in excel documents

▸Much more motivated team as they don’t face so many barrier

▸Online fundraising has increased ▹2014-15 £33,302 online donations

▹2015-16 £54,556 online donations (39% increase)

•So much potential for future growth!

Lessons learnt

▸Project owner needs to be very motivated and have a vision of what they want

▸Ensure you are clear about your requirements

▸Involve the team in the process – it utilises their knowledge and buys them into the solution

▸Create capacity within the team – you have to not do something

▸Working with more than one agency adds some complexity

▸If you have no technical experience then find someone you trust to support you on this

▸Don’t get tied into one agency

▸Ensure you look at your business processes and map the solution around these (not the other way around)

▸Estimate the amount of time required for testing * 4

▸Plan for internal training – some team members will be resistant to change

▸Always plan a phase two – almost impossible to know everything you want ahead of using the system

Thank you

Susie Offord, Deputy Director

[email protected]

Save the Rhino International

Unit 5, Coach House Mews

217 Long Lane

London SE1 9AQ

Tel: +44 (0)20 7357 7474

www.savetherhino.org

Integrating front office & back office (CRM + Finance) Daniel Daly Spofforths Brighton

Digital Transformation and YOU Brian Parsanka Digital Project Manager Officers’ Association

Who we are and what we do

• Military charity

• Support Commissioned Officers of the Tri -services & Their Families

▫ Helping officers find employment

▫ Providing advice

▫ In cases of need, financial support

04/10/2016 Digital Transformation and YOU

The Challenges Digital integration across all platforms – App – Website – Salesforce - Eventbrite etc – Is a must to gain most out of your existing systems • Getting The OA out there • Growing our online community • Increasing engagement and keeping it • Reaching new members • Encouraging regular use of our services


Providing Leadership

• As with any new initiatives important to have support and buy in from leadership team at outset – important for them to understand what trying to achieve and solutions available


Building on Existing Systems • Current delivery based around integration of OA website – Salesforce portal pages – Apps such as Eventbrite an Gotowebinar – Dotmailer (bulk emails) Salesforce

• Analysis of google analytics indicated that majority of existing job seekers using mobiles or tablets to access out services

• Keen to service this group – Transition App logical development 04/10/2016 Digital Transformation and YOU

Google Analytics Top 10 OA Website

Users


Google Analytics Top 10 Portal Users


Top 5 Newsletter Clients


Building on Existing Systems (Now)


PORTAL WEBPAGES

(Salesforce)

•Hon Reps

•Jobseekers

STAFF AREA

•Benevolence,

•Database

•Job Orders

PUBLIC AREA (Main

Website)

PRIVATE AREA

With content for

Hon Reps,

OA WEBSITE SALESFORCE

SINGLE

LOGIN

SalesForce

Portal Page

The Solution


APP

MAIN OA WEBSITE (Public)

SALESFORCE (Jobseeker Member Area)

LOG ON (Via Communities)

The Solution (OA Transition App)


Lessons Learnt ▫ Be realistic about the scope and what can be

included – understand the problem you are trying to solve (scope creep!)

▫ Identify the success criteria ▫ Dedicated project manager ▫ Select the right partner ▫ Stay on track (time – money – fit for purpose)

with regular reviews (weekly at least)


Digital Transformation and YOU

Break

#digitaltransformation16

How digital are you now? Pre-workshop survey Ian Seath, Director Improvement Skills Consulting

Key themes: Enablers and Results

Leadership

People

Strategy

Processes

Beneficiary impacts

Income generation

Internal efficiencies

Digital Transformation Maturity

Initial Intent Initiative Intelligent Inspiring

Leadership

Q1-2

Strategy

Q3-4

People

Q5

Processes

Q6-8

Results

Q9-11

Current state? Future state?

How “digital” are you now?

Audience and panel discussion with Susie Offord-Woolley & Daniel Daly

Next steps with Steve Rose & Alex Spofforth

Thank you Remember to complete our event feedback questionnaire online for your chance to have a free one-to-one session with our consultants about your organisation’s digital transformation.

digital transformation and you: a seminar for charites

Government & Nonprofit