Going Green & Saving Green Operating a Paperless Nonprofit · 2016-01-21 · challenges for going paperless? Additional Challenges Investment in tools and resources. Policy and process

Wednesday, February 26, 2014

Going Green & Saving Green Operating a Paperless Nonprofit

Join the conversation:

#paperless @AccuFund

WELCOME

Michael Anthony, Regional Manager, AccuFund Almost 20 years consulting with nonprofit organizations to become more efficient and effective

“Thank You” to those who completed the pre-webinar survey.

Why Go Paperless?

Save Time

Save Money

Reduce Errors

Better document security

Help save the Environment

Source: Price Waterhouse Coopers

Audience Feedback: What is your primary reason for going paperless?

Additionally Noted:

Ease of retrieval and retention. Greater ability to share and collaborate. Reduces strain on resources

Save space. Want to only save that which absolutely needs to be on paper but still be efficient and compliant.

Ability to work remotely. Ability to collaboratively edit documents rather than having various versions causing confusion.

To work toward a paperless environment

0% 10% 20% 30% 40% 50% 60% 70% 80% 90%

Save Time and Gain Efficiencies

Save Money

Environmentally Friendly

The Staggering Reality of Paper

Companies spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document.

Professionals spend 5-15% of their time reading information, but up to 50% looking for it.

As many as 10% of paper documents are entered incorrectly into the organization's record keeping system

Paper consumption has tripled since 1960 and Americans generate 85 million tons of paper into the waste stream

EPA estimates that more than 400 million ink and 100 million toner cartridges end up in landfills each year

The average U.S. officer worker prints 10,000 pages per year Source: Price Waterhouse Coopers

Assigning Dollar Value to Paper

Case Study – Focus, Inc. - Alaska Monthly Reporting - 2 staff working 8 hrs

each over 4 business days Monthly invoicing for programs & services – 2000 Documents / month Month end management reports – 10 reports distributed to 20 program/grant managers

$40 per hour for each staff person including benefits 64 hours to print, collate, stuff & deliver reports That’s close to $2,600 each month Upon implementing just 1 paperless feature –

emailing reports – they cut processing time to 2 hours per month (Saved over $2000 per month)

BOTTOM LINE.

Addressing time and money lost on paper is well worth your time.

Tools for creating a paperless organization • Document Scanner

• Scan receipts, contracts and other documents • Sheet feeder not just flat bed • Allows black/white scans

• Paperless Forms • Fillable PDF forms – The easiest, quickest and least expensive tool to get started

• Personnel Action Forms, Requisitions, Contracts, Time Sheets • Fill forms online, route for approval • eSignature capable, no need to print • Email completed forms

• DocuSign or Adobe EchoSign– More complex routing and approval of documents, storage, tracking and retrieval

• Online ‘Collaborative’ Cloud Services • DropBox, SkyDrive, EverNote, OneNote

• Robust Financial System • AccuFund (features used as examples throughout this webinar)

TOOLS FOR CREATING A PAPERLESS ORGANIZATION

• Did you Know… • IRS Revenue Procedure 97-22 allows for retention of only

digital documents

• Must be secure and readily producible

• Talk to your auditor

• eSignatures are valid and enforceable in the US

• Compliant with eSign Act of 2000

http://www.irs.gov/pub/irs-irbs/irb97-13.pdf



ASSESS THE AREAS WITHIN YOUR ORGANIZATION THAT COULD REDUCE PAPER.

Common areas of Concentration : 1. Papers coming into your organization 2. Papers going out of your organization 3. Papers being shuffled within your

organization

Audience Feedback: Where is the greatest interest for going paperless at your organization?

21.05%

31.58%

47.37%

Accounts Receivable/Payable

Internal Communication/Forms/Reports

Storage


Common areas of Concentration: 1. Papers coming into your organization 2. Papers going out of your organization 3. Papers being shuffled within your

organization

Papers Coming Into Your Organization

Documents – Vendor Invoices, Contracts, etc

eDocument (PDF) Don’t Print

Save to cloud filing system

Example

Physical Document Scan and file eDoc

Save PDF to Cloud Filing

Scan Documents

Papers Coming Into Your Organization

Payments –

Fees for Services

Donations

Grants

Paperless Solution:

EFT Cash Receipts Get paid faster

Example

Integrated online donor system

Automate Cash Receipts



organization

Papers Going Out of Your Organization

Reports / Documents

Invoices

Purchasing Documents

Financial Reports

Paperless Solution:

Bulk eMailing of documents to recipients

Example Mass Form eMail


Contracts & Agreements

Paperless Approval Processing –

Fillable PDF

Adobe EchoSign

DocuSign

Contracts & Agreements


Payments

Vendor Bills

Employee Wages

Paperless Solution:

NACHA Compliant Vendor & Employee EFT payments

EFT Payments



organization

Papers Shuffling Within Your Organization

Employee Requests

Address, phone, benefit changes

Employee Time Sheets

Paperless Solution:

Fillable PDF forms eSign and email for

approval

Online Employee Portal Example

Push data entry out to the source

Employee Portal


Requisitions

Purchase Requisitions

Payment Request

Paperless Solution:

Fillable PDF forms eSign and email for

approval

Online integrated Requisition system allows for user defined routing and approvals


Internal Reports

Periodic-Weekly, monthly etc

Financial, Grant Management Reports

Transaction detail, Revenue & Expense by Fund, Program, Project etc

Paperless Solution:

eMail Report Distribution

Ability to setup as many distributions as necessary

Produce on-demand – or schedule to automatically run on a predetermined schedule

Internal Report Distribution


Manager Self Service

On-demand manager access

Reports

Inquiry

Paperless Solution:

Limited Access User login

Inquiry, Reporting, Requisitions, budget entry

Ensure proper security access

Financial Report Drill-Down

A PAPERLESS CULTURE / PHILOSOPHY AFFECTS EVERYONE

• Management • Improved Efficiency • Paperless access to financial reports – accessed anytime, from anywhere;

email reports to managers • Online requisitions – information entered once, routed for approval -

makes appropriate person/department accountable

• Employees • Empowered via online processing to manage their time sheets, expenses and

changes to their employee system

• Community • Savings of time, money and resources within your organization translate to

more time, money and energy servicing your mission – Good Will

DEVELOPING A PAPERLESS CULTURE / PHILOSOPHY

The elements we’ve detailed – papers coming into, passing within, and going out of your organization – will continue to exist, you just need to streamline systems/procedures/technology in place at your organization.

Audience Feedback: What are your biggest challenges for going paperless?

Additional Challenges

Investment in tools and resources. Policy and process development.

Changing the organization's culture is the primary challenge (in my opinion). This goes beyond just being paperless but into how we view and use data.

21.05%

63.16%

10.53%

5.26%

Not knowing where to start

Prioritizing paperless options

Lack of support/interest within my organization

Not Answered

TIPS TO HELP YOU MOVE TOWARD A PAPERLESS ORGANIZATION

• Organization Mindset • Lead by Example -Policies for printing, copying, reducing • Sustainability Committee

• Start Small • Implement one or two paperless processes at a time • Start with one or two Departments – Finance or HR is typically a good starting

place

• Start Internally • You have more control over your organization – less on vendors and customers

or other outside parties

Questions & Answers


THANK YOU.
