Monthly Archives: December 2010

How Nonprofits Can Get More Donations

Increasing Nonprofit DonationsMany of our nonprofit clients have their own websites. And many of these organizations depend on donations to further their vision and their mission.

In fact, many of these social service organizations would close if it weren’t for the gifts and money they receive from donations and fund-raising events.

However, our customers and many other nonprofits are not using their website as an effective tool – a tool that could generate even more donations.

Nearly every one has a website page or button that says “Donate Now“. Or “Contribute“. A few get a bit more creative; being more vague by using phrases like “Get Involved” or “Here’s How to Help” as a navigation tab or link that leads potential donors to mail in a check.

We have a few tips to help make sure your nonprofit agency gets the most out of your website. Help where you need it most… in your wallet.

One trick that marketers and advertisers have always used is to lure people in with the unknown.  Not to deceive but to tantalize. To layer a product or service in mystery. And to provide an emotional release.

Would you like to see what’s behind Door Number Three?
You remember all those emotional coffee TV ads and long distance phone company commercials. They pulled you in because you wanted to know more and to see a happy ending. Live variously through those characters.

You wanted to laugh, to cry, to feel a bit more human.

Give your website visitors those same feelings.

Imagine replacing a Donate Now button or a “Here’s How You Can Help” link with this:

This Story Will Make You Cry

And the page it leads them to provide a heartwarming story about one of your clients and how your organization made a difference. At the end of this emotional tale, you explain to your visitors that more stories like this one can happen – but only if they become a donor and make a contribution.

What tales can your nonprofit spin? What emotional strings can you pull? What emotional outlet can you provide on your website to help more people to donate to your cause?  It takes some effort to think of these things and be creative – but imagine what the payoff will be.

Another issue many sites have is they ask for a donation but don’t really help make it easy for their visitors.

They beg for help and simply provide an address where the check can be mailed. Even if someone were ready to donate, how likely will it be that they’ll follow through that minute – while on their computer and looking at your website?

Will they go grab their checkbook, write out the check, get an envelope and write down your address, lick a stamp, walk out to their car and drive it to the mailbox?

No.

A few might, but most would like to have a choice. They want multiple ways to give to your organization. They may need that address, but you can give them a phone number to call. You can provide a link to donate online, through Paypal or another service. You can give them an email address. Let them know all the ways they can help – giving money, a car, office supplies, land, etc.

Providing options will loosen those purse strings and help you get what you need to make a difference for those you serve.

 

About Vertex Systems, Inc.
Vertex Systems is a leading provider of software and support solutions for social service nonprofits that serve people with disabilities. Vertex Systems software helps human service agencies be more efficient and effective, provide quality information for better decision-making, and stay compliant with regulators and accrediting bodies. For 30 years, Vertex Systems has offered field-proven solutions that provide accurate electronic documentation solutions to help streamline the processes at over 450 agencies.

We offer case management, attendance, financial management, manufacturing management, service billing, and client payroll management software systems. Vertex Systems also provides an enterprise solution that connects all the modules together to improve teamwork, increase accuracy, and reduce steps to save time and save money for agencies that serve those with disabilities.

Visit Vertex Systems software for more information about our state-of-the-art solutions for agencies that serve persons with disabilities and barriers to employment.

Upcoming Vocational Rehab Payroll Webinars

Interested in vocational workshop payroll software? Come discover the best sheltered workshop payroll software on the market – from Vertex Systems.

We have three webinars coming up in January 2011 – and each are about 1 hour long.

We provide an overview of how customizable and easy-to-use our Client Payroll Manager software is for your voc rehab payroll.

Our next Vocational Rehab Software Webinars will be held:

  • Tuesday, January 11th, at 11am EST
  • Wednesday, January 19th, at 2pm EST
  • Tuesday, January 25th, at 2pm EST

You can register for our next vocational constituent payroll webinars now!

Can Your Nonprofit Survive Budget Cuts?

Vocational Rehabilitation Payroll SolutionsYou may be facing severe budget cuts. You could have even less money to spend in the coming years.

Is there a solution to this problem? Yes… By making the right investment in your organization.

Spend Money to Make Money?
Consider that your aging software and handwritten processes mean you are using up scarce resources. Redundant and outdated technology always results in higher costs.

In vocational rehabilitation facilities or day service programs, it’s common to find a variety of old software programs that overlap or don’t do everything required. Most are still using paper time sheets and handwritten notes.

Without the right tools, your staff is unknowingly taking money out of the hands of your nonprofit and away from your mission.

These increased costs stem from duplication of staff effort, training of staff, fixing errors, filing paperwork, finding paperwork, audits, lack of quality reports, and resubmitting data.

An example – a car made 15 years ago was much less efficient, less safe, and will cost you more than a car made today. The auto industry now makes longer lasting engines that get better gas mileage and cars with more standard safety features that also weigh less and have innovative technology to save you time and money.

If you keep that old car, you’ll still be spending money on maintenance but you’ll also be spending more money for gas, repairs, and option upgrades. And quite possibly higher insurance rates and hospital bills if you’re in an accident.

By upgrading to new software, you can increase process efficiencies, reduce redundancies and save valuable labor expenses.

You can cut costs to survive budget cuts.

Best of all, you can realize the benefits of upgrading your software systems quickly.

While transformational software optimization is a tough sell when budgets are tight, a software investment can produce quantifiable results in 6 to 12 months while laying the groundwork for future growth.

How do you make the case for a software upgrade? You point out these benefits because you will:

Reduce Your Costs.
If you have people entering data by hand then you are losing money. The right software eliminates the redundancy of re-entering data, reduces errors, prevents a backlog of work, eliminates the time spent to find paperwork and fix problems, and improves your ability to produce quality reports and make the right business decisions.

Manually gathering, monitoring, and preparing timesheets or case data takes a lot of time. Automated solutions eliminate the time spent doing this. And time is money. Without good software, your staff wastes valuable resources recording data, then re-entering it, filing it, and retrieving it for necessary reports.

Increase Your Efficiency.
When different work groups use the same software, they all speak the same language and can work together more efficiently. Redundancy, errors, lost paperwork, and poor communication slows every process down in your agency. You spend money correcting everything with labor costs and lost opportunities. Reduce the risk of human mistakes and guarantee an easy and orderly approach in addressing specific needs without any confusion

Standardize Your Processes.
It’s hard, if not impossible, to standardize your processes if staff in different buildings or remote locations are using different software applications. Or these applications do not communicate or transfer data easily, if at all. With one software solution, it’s easier to create one set of processes.

Increase Your Agility.
Change is easier when you’re working with software designed specifically for the nonprofit industry. Whether you’re bringing in new contracts for your vocational facility, adding new day service programs, or combining two agency units, you can move nimbly if you’re not dealing with the complexity involved in different software systems, or if you have no systems in place.

Simplify Your Compliance.
In the nonprofit industry, organizations need to be able to demonstrate to regulators that they are staying compliant with all current rules and regulations. A single unified software solution prevents “islands of information” and gives you all the reporting tools needed to show compliance, stop audits in their tracks, and make better organizational decisions.

An upgraded software system for client payroll, case notes, financial accounting, or a complete ERP solution will reduce your labor costs, improve your accuracy, guarantee timely and accurate outcomes and reports, and increase productivity.

 

About Vertex Systems, Inc.
Vertex Systems is a leading provider of software and support solutions for social service nonprofits that serve people with disabilities. Vertex Systems software helps human service agencies be more efficient and effective, provide quality information for better decision-making, and stay compliant with regulators and accrediting bodies. For 30 years, Vertex Systems has offered field-proven solutions that provide accurate electronic documentation solutions to help streamline the processes at over 450 agencies.

We offer case management, attendance, financial management, manufacturing management, service billing, and client payroll management software systems. Vertex Systems also provides an enterprise solution that connects all the modules together to improve teamwork, increase accuracy, and reduce steps to save time and save money for agencies that serve those with disabilities.

Visit Vertex Systems software for more information about our state-of-the-art solutions for agencies that serve persons with disabilities and barriers to employment.

Iowa Nonprofit to Repay $40,000

Vocational Habilitation Payroll SoftwareThere was a recent news story out of Iowa, where the auditor says a local nonprofit organization should repay $38, 607 to the state. There doesn’t seem to be any criminal intent in this case. Just bad record keeping.

From the article,

The money in question was supposed to pay for the nonprofit group to help disabled people in central Iowa between July 2008 and July 2009.

The nonprofit group does have time cards for the employees who worked on the project, but Vaudt says those records don’t have enough detail.

As a software maker for nonprofit agencies, we often hear how they would love to upgrade or replace their current computer system but that it’s too expensive.

It should also be considered, especially in a case like this, that not having the right software is too expensive.

Whether or not a social service organization goes with the Vertex Systems products or not, it’s important to make sure that nonprofit agencies have good software.

As you can see from this story, they had time cards. They were making an effort to track time. But these cards were probably paper ones. And someone was probably manually data-entering them – which can cause problems of entry error, illegible handwriting, and lost cards. Not to mention the time and labor hours it takes to enter all that information.

And when it came time for the auditor to check into this situation, there were probably no good reports or reporting procedures in place to easily show time and attendance records, productivity, overlapping time card problems, payroll amounts, or any detailed reports.

If you’re running a nonprofit, make sure you have the right software for the services you provide.

A quality nonprofit software solution can help you:

  • Create detailed, audit-trail reporting
  • Electronically enter payroll and case notes via a computer or hand-held (such as an iPod or iPad)
  • Automatically calculate earnings, pay rates (hourly and piece), productivity, averages, etc.
  • Track attendance and location – with an option to track individuals as a group to save time
  • Enter all required information to stay in compliance and to help stop any audits in their tracks
  • Internally and automatically audit all time cards and time sheets to make sure they can’t be submitted with incorrect information

When you are going to be searching for new software for your social service agency or vocational rehab facility, make sure your vendor has the right solution to address a potential audit.

You can’t afford to get stuck with the wrong system. And the right software will eventually pay for itself.

Is a Sub-Minimum Wage Fair to People with Disabilities?

NonProfit Software Solutions for Case Records & Payroll ManagementWe create software to help nonprofits that operate vocational rehabilitation facilities (or sheltered workshops) to handle their client payroll. Occasionally we’ll see a call for an end to the sub-minimum wage pay rate for those workers with disabilities.

Many don’t consider it fair that someone with disabilities not be paid the exact same amount as a worker without a disability. They claim that the voc rehab centers that are manufacturing goods or providing services under contract are making a profit and taking advantage of their workers.

The problem is that many of these people simply don’t understand how the sheltered workshop operates or how production rates affect what they can charge for their services.

These nonprofit facilities exist to help those with disabilities gain work-related skills, to allow them to make a living, feel more confident and productive, and to possibly help them enter the community workforce. It is not a “sweatshop” atmosphere where those with disabilities are forced to work for slave wages so that the nonprofit organization can roll around in a pile of cash.

These companies seek out contracts with local businesses to provide goods or services. They may act as a subcontractor and can send employees to work in an off-site location or may perform the work themselves in their own warehouse or production facility.

Many vocational workshops offer  landscaping and janitorial services. Or assembly, packaging, collating, or document destruction services.  Some produce a variety of widgets for another company or sell on their own.

Some of the employees are paid by the hour and some are paid by the piece. The piece rate means they are paid a set amount of money for each item produced or the productivity for work performed. For example, if they make 10 widgets in an hour, and they earn $0.50 per item produced, they’ll make $5.00 for that hour.

These vocational rehab centers have extensive training for their employees with developmental disabilities. There is quality control on everything delivered.  But there are other local companies who also want these contracts so they must be competitive.

True competition means that a company must produce quality work, at the same quantity levels, for the same price (or less.)

The Department of Labor has set up a regulation that allows for the payment of a subminimum wage to prevent people with disabilities from losing an employment opportunity.

And this is where the problem arises.

Those with mental or physical disabilities, in most instances, do not have the ability or capacity to produce or be as productive as those without disabilities.

Many claim that, despite this, they should be paid as much as those who might produce 20 widgets per hour.

If a company subcontracts with a vocational workshop to produce these widgets and gets one third or one half fewer widgets for the same amount of money, they will go elsewhere. It’s simple business. These companies cannot subsidize the lowered production amounts. They need to earn and profit and will go to the competition.

Those protesting a subminimum wage seem to argue that these workers with disabilities should still be paid more. But they never come up with an answer to the question of who will pay for the wage discrepancy.  There are thousands of sheltered workshops across the country and many more workers with developmental disabilities. The state and federal governments cannot come up with the additional money to handle this, on top of an already tight Medicaid budgets and higher demand for government support during these economic times.

Some argue that these vocational employment centers actually make a profit and money should come from there. But, if there is a marginal profit, the money from the workshops is used for to help pay for day services, counseling, and habilitation programs for those with disabilities who cannot work.

So, unless the opponents of a sub-minimum wage for workers with disabilities have an effective alternative that is economically viable, then the practice must continue. It’s so important those those with developmental disabilities to not only be able to work, but also to improve on their skill set. Improvements allow them to gain confidence and maybe even work their way into the community to earn the same wages as those without disabilities.

 

About Vertex Systems, Inc.
Vertex Systems is a leading provider of software and support solutions for social service nonprofits that serve people with disabilities. Vertex Systems software helps human service agencies be more efficient and effective, provide quality information for better decision-making, and stay compliant with regulators and accrediting bodies. For 30 years, Vertex Systems has offered field-proven solutions that provide accurate electronic documentation solutions to help streamline the processes at over 450 agencies.

We offer case management, attendance, financial management, manufacturing management, service billing, and client payroll management software systems. Vertex Systems also provides an enterprise solution that connects all the modules together to improve teamwork, increase accuracy, and reduce steps to save time and save money for agencies that serve those with disabilities.

Visit Vertex Systems software for more information about our state-of-the-art solutions for agencies that serve persons with disabilities and barriers to employment.

Why Your NonProfit Should Avoid Social Media

Social Media for Nonprofit Organizations

Everyone has been suggesting and encouraging your nonprofit organization to hop on the social media bandwagon.

You know that Facebook and Twitter and blogs and Linkedin are not going away. All the social media pros easily toss stats at you to show how every single man, woman and child on this planet is Tweeting.

As a social service nonprofit agency, you certainly don’t want to be left out. The guilt is strong and you believe you must to do it! But you should take a second or two to consider this:

You should probably avoid social media…

Why?

Because it’s important to understand why you’ll be using social media. You’ll want to understand what your goal will be before you take the time and energy to create and manage these campaigns. What will you get out of social media and how will it help your mission, your agency, and your bottom line?

Many simply just dive head-first into the social media waters without any plan or any goals in mind.

Was your social service nonprofit organization created on a whim? Without a plan? Without even a “mission statement”? Probably not.

Will you use social media to bring in new donors, partners, or contracts for your vocational work training center? Who will do the majority of blogging, Tweeting, or Facebook status updating? What topics will you cover?

Do as I Say, Not as I Do
If you believe social media campaigns are right for your nonprofit, then you’ll need to develop a social media policy as part of your plan.

This policy will help you aim for the goals you hope to reach and make sure you’re saying the right things to the right people.

Within your social media policy, you’ll set the guidelines for all your media platforms – Who will participate? Who has final say? How will you avoid blurring the line between the agency and too much personal information?  Do submissions align with the organization goals? Is there information that cannot or should not be shared?

See how scary it can be if you don’t start out right? There are a lot of questions you’ll need to answer to really make social media work for your organization.

Don’t Bite Off More Than You Can Chew
There are a lot of social media resources out there: Facebook, Foursquare, YouTube, Twitter, Linkedin, blogs, etc. And most of them are free. And they’re easy to set up.

But it doesn’t mean you have to use them all right out of the gate!

Take your time. Get good at writing for your agency blog before you leap onto Twitter.  Or make Facebook your primary focus and find your voice before splattering your nonprofit all over the Internet.  And measure the results of one or two of your social media campaigns before you invest more into something that may or may not be working for you.

If Everyone Else Jumped Off the Cliff…
When it’s all said and done, you may actually realize that Social Media is not for your nonprofit agency. At least not right now. Just because a lot of other nonprofits are utilizing it doesn’t mean you absolutely have to, at any cost.

Right now, more than 2/3 of all nonprofit execs are still focused on the old fashioned e-newsletters and only about 1/3 are using Facebook. Less than six percent are even using Twitter.

Many are, however, planning to incorporate social media in the coming year. It’s the “thing to do” but it’s not something you simply must rush into today.

Be patient, plan out your policy, and try it out. You’ll get better results and you’ll have a better chance of achieving your goal with it. Even if it turns out that it’s not right for you, don’t feel guilty about it.

Stick with whatever works but don’t give up on innovation – - change can be very good for your agency and social media may work for you. At some point.

About Vertex Systems, Inc.
Vertex Systems is a leading provider of software and support solutions for social service nonprofits that serve people with disabilities. Vertex Systems software helps human service agencies be more efficient and effective, provide quality information for better decision-making, and stay compliant with regulators and accrediting bodies. For 30 years, Vertex Systems has offered field-proven solutions that provide accurate electronic documentation solutions to help streamline the processes at over 450 agencies.

They offer case management, attendance, financial management, manufacturing management, service billing, and client payroll management software systems. Vertex Systems also provides an enterprise solution that connects all the modules together to improve teamwork, increase accuracy, and reduce steps to save time and save money for agencies that serve those with disabilities.

Visit Vertex Systems software for more information about our state-of-the-art solutions for agencies that serve persons with disabilities and barriers to employment.

Kessler Foundation Signature Employment Grant

Kessler Foundation’s Signature Employment Grant Program seeks to fund cutting-edge, innovative and other non-traditional solutions that increase employment outcomes for individuals with disabilities.

Projects must be collaborative, serve a large geographic area and include multiple funding partners and stakeholders. In addition, initiatives or projects must have the potential for growth, scalability or replication. Applicants may seek funding for $100,000 – $250,000 per year, for maximum project funding of $500,000 over two years.

All interested candidates must submit an online concept application by February 15, 2011 at 5 PM EST. After scoring and review, a selected group of candidates will be asked to submit a full grant proposal to Kessler Foundation by June 2011. Grants will be awarded in December 2011 for the grant period January 1, 2012 – December 31, 2014. Any US based non-profit organization or other IRS tax-exempt group such as public/private school, public institution or government from any state is encouraged to apply.

More details are available on the website.

Nonprofit Client Payroll from Vertex

Non-Profit Software Updates

If you operate a vocational rehabilitation facility that offers contract or subcontract manufacturing of products or offers services utilizing employees with disabilities, payroll can be a huge headache.

You have to worry about Department of Labor sub-minimum wage calculations, client productivity measurements, sick and PTO benefit calculations,  prevailing wage rate changes, expired wage surveys or time studies, report production and… the list goes on and on.

On top of managing your clients intricate regulations and requirements, you also have to manage the production of products or services offered through your voc rehab facility – inventory, job costs, sales, business development of new contracts, invoicing, and accounting.

Of course, we don’t really need to tell you about any of the problems you’re having. But we do want to let you know about one of the products we make that addresses a lot of the issues you have. Vertex Systems has specialized in vocational rehabilitation and day services programs software for 30 years now.

We know your needs and regulations. We know the non-profit industry. And we know you. We’ve been listening to you and making software for you based on your recommendations.

We want to tell you about our Client Payroll Manager software solution.

Our payroll system automates the process for you to pay your clients with disabilities, whether they collect an hourly rate or a piece rate for the work they do. It helps you track all their time spent on the job (whether they are working or performing non-paying activities) and their attendance.

This system will replace those paper time sheets, and the time required to enter them as well as time required to fix errors on them.  It will help you keep track of each client’s productivity over time. It will help increase the efficiency of your entire operation. And, on top of everything, it will really improve your reporting capabilities. You can customize the settings and the reports to help you meet any regulation requirements.

It also works with any in-house or third party payroll system, like ADP or Paychex. The Vertex Systems’ Client Payroll Manager helps you maximize the effectiveness of your financial and staff resources to better serve your agency’s mission. We provide you with field-proven software and ongoing assistance so you can concentrate on running your agency.

If you need more information on how our voc rehab payroll solution can help your non-profit organization, give us a call at 866-981-2600 or email us – info (at) VertexSystems (dot) com today.

Finally, keep in mind that this is only one module that’s part of our entire enterprise-wide software solution that can help your entire agency. The payroll software works with our Case Management system, our agency Financial Accounting system, and all our other products.

Get to know Vertex Systems and the Power of the V!

What is ERP Software for Non-Profits?

non profit erp systems from VertexEnterprise Resource Planning is a complete software architecture that supports the streaming and distribution of scattered agency-wide data across all departments of the non-profit organization.

An ERP solution can merge each of the agency’s key operations, including a vocational facility’s light assembly or manufacturing, distribution, invoicing, sub-minimum wage (hourly and piece rate) payroll, and attendance collection into one software system. For agencies without a vocational workshop focus, the ERP software can still merge information from case management, financial accounting, staff payroll, attendance tracking, and service billing.

All of that is the technical way of saying that it brings all your disparate systems together into one manageable system to help you make better decisions for your social service nonprofit organization.

Many social service agencies have pieced software systems together from a variety of sources and none of them can communicate with each other. It means extra time spent compiling reports, trying to stay compliant, and correcting errors. Who has time for that?

But many directors and boards don’t believe an ERP solution is right for a social service nonprofit agency. Since profit is not the mission or the motive, the streamlining tools in an ERP system would be wasted. When, in fact, the opposite is true!

  • Human service agencies are required to have as much, if not more, transparency than for-profit firms
  • Social service organizations have less money, personnel and time than for-profit companies and need an effective ERPsolution to focus on their mission
  • Nonprofit organizations can have a high turnover rate which means the expert on one type of software could leave the entire agency stranded when he or she leaves. An ERP software solution would allow the entire agency to be trained on all functions

Of course, when anyone involved with a social service organization hears terms like “ERP” and “Enterprise Solutions” they recoil in fear – who could ever afford that?! Only a massive corporation can have a complete software system!

There’s a business term that many hate to use because it doesn’t sound very “not for profit”. It’s called Return on Investment. ROI means that an organization can make a larger purchase up-front and it will allow for all aspects of the agency to improve – better reporting, faster data entry, no redundancy, few errors, and the ability to make better and faster decisions.

Once an ERP system is up and running in the agency, your investment will integrate all the software to increase communication, productivity, and performance of the entire organization. When there are fewer problems, the audits are easier to stop in their tracks and new contracts can be brought in and more programs can be handled. Agencies stay in compliance. Everything the social service nonprofit can bill for will be submitted and the maximum funds will come in.

All of that adds up to the system paying for itself within a short period of time.

That’s return on investment. And it can work for just about any size social service agency.  Contact Vertex Systems for a quality ERP  consultation, if you’re not sure it’s right for you. It’s toll free at 866-981-2600 or email at Info (at) VertexSystems.com

An effective ERP solution for your social services nonprofit will allow you to focus on your clients and your mission.

 

About Vertex Systems, Inc.
Vertex Systems is a leading provider of software and support solutions for social service nonprofits that serve people with disabilities. Vertex Systems software helps human service agencies be more efficient and effective, provide quality information for better decision-making, and stay compliant with regulators and accrediting bodies. For 30 years, Vertex Systems has offered field-proven solutions that provide accurate electronic documentation solutions to help streamline the processes at over 450 agencies.

We offer case management, attendance, financial management, manufacturing management, service billing, and client payroll management software systems. Vertex Systems also provides an enterprise solution that connects all the modules together to improve teamwork, increase accuracy, and reduce steps to save time and save money for agencies that serve those with disabilities.

Visit Vertex Systems software for more information about our state-of-the-art solutions for agencies that serve persons with disabilities and barriers to employment.

D.O.L. People with Disabilities Unemployment Rate

The employment rate for people with disabilities data was released today. There are more details available at the Department of Labor website.

“In November 2010, the percentage of people with disabilities in the labor force was 21.5. By comparison, the percentage of persons with no disability in the labor force was 69.8.

The unemployment rate for those with disabilities was 14.5 percent, compared with 9.1 percent for persons with no disability, not seasonally adjusted.”