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Knowledge Tree Implementation Case Study

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    Knowledge Tree Implementation Case Study Knowledge Tree Implementation Case Study Document Transcript

    • CASE STUDY KnowledgeTree TM Document Management Made Simple CASE STUDY - Volunteers of America Chesapeake Human Services Organization Volunteers of America Chesapeake Leverages KnowledgeTree SaaS Offering to Improve Processes within its Finance Department Background Partnering with KnowledgeTree • A familiar interface through close integration with Microsoft® Office suite For more than 110 years, Volunteers of VOA Chesapeake needed a scalable solution that reduces users’ learning curves and America (VOA), one of the nation's largest that would first roll out departmentally, and makes them productive more quickly human services organizations, has been eventually be implemented across the entire serving nearly two million people annually. organization. The solution needed to provide • Integration with the Zoho Office Suite that Founded in Baltimore, Maryland, in 1896, secure access to documents from anywhere, at provides a complete online work VOA Chesapeake is one of the first branches anytime via a web browser and enable environment for mobile and remote workers of the national organization. As a effortless collaboration among geographically without the need for desktop applications faith-based, non-profit corporation providing high quality human services that result in dispersed employees. VOA Chesapeake evaluated several document management • Cloud-based hosting on Amazon Elastic Compute Cloud means the application positive life changes for more than 8,000 systems, including SpringCM, but ultimately instance and database are self-contained people every year, VOA Chesapeake meets selected KnowledgeTree’s software as a service and secure the needs of persons in Maryland, Virginia, (SaaS) offering for its ease of use, rapid and the District of Columbia. implementation and cloud-based hosting on • Rich and open APIs that let users easily Amazon Elastic Compute Cloud™ for security. integrate KnowledgeTree with third-party Under the cost reimbursement method of applications funding for non-profit organizations, KnowledgeTree was easy to implement, and its government grants play a key role in helping intuitive interface ensured quick adoption by Uncovering Additional Revenue Streams VOA Chesapeake meet the needs of its the entire finance department. VOA community. After grants are secured, funders Chesapeake completed implementation in only With recent budget pressures, grant providers require receipts for cost-reimbursement 60 days with all accounts payable and accounts have stepped up the auditing process and do invoices. VOA Chesapeake’s paper-intensive receivable documents, billing invoices, cash not pay for any invoices without back-up processes made the filing, archiving and receipts and bank reconciliations seamlessly documentation. With KnowledgeTree, retrieval of billing and accounts payable loaded into the system – making it easy for the Volunteers of America Chesapeake can easily invoices difficult to manage and cost billing department to pull the relevant invoices link receipts with cost reimbursement unnecessary time and dollars. In addition, and speed up the annual audit process by invoices. This has helped facilitate 100 audit reports pointed to its poor enabling the retrieval of test invoices on the percent cost reimbursement from county and documentation and lack of archiving, making fly. city governments. Further, with the need for an audit trail crucial to documentation at their fingertips, the entire continue operations. Lost documents were Specifically, KnowledgeTree provides Volunteers billing process only takes seven to ten days leading to lost revenue and hindering the of America Chesapeake with: and digitizing the process had led to a more overall mission of the organization. “green” environment, greatly reducing the As a non-profit company, VOA Chesapeake • Enterprise-class document management amount of paper used. The organization anticipates additional revenue recovery of needed to minimize operational costs to functionality without the cost, maintenance, administration, and infrastructure $30,000-50,000 as a result of implementing ensure the maximum available budget for its KnowledgeTree. core human services. Since it did not have requirements of traditional on-site solutions the time or resources to deploy and maintain • Secure access to documents from anywhere, While many non-profit organizations use cloud a large IT infrastructure, it focused its at any time via a web browser computing and SaaS solutions for fundraising, search for a solution on those providers with Volunteers of America Chesapeake is one of hosted offerings that were easy to use and • Effortless collaboration among the few embracing it for back-office implement. geographically dispersed employees processes. • Faster time-to-value with rapid deployment and minimal training requirements www.KnowledgeTree.com | sales@KnowledgeTree.com
    • CASE STUDY KnowledgeTree TM Document Management Made Simple The organization discovered that hosted, About KnowledgeTree enterprise-class document management functionality without the cost, KnowledgeTree is an enterprise content maintenance, administration, and management provider focusing on affordable infrastructure requirements of traditional document management software that is on-site solutions saves time, resources and easily installed and used by business money that it requires to meet the human professionals. Offering commercial SaaS and service needs of its community. Faster on-site editions as well as a free, open time-to-value with rapid deployment and source community edition, KnowledgeTree’s minimal training requirements mirrors a features — including workflow, version non-profit’s business model. control and audit trails — help organizations manage the document lifecycle, promote Looking to the future, Volunteers of collaboration, reduce paper and ensure America Chesapeake has integrated compliance. KnowledgeTree with existing accounting applications, including ACCPAC, and plans As a commercial open source company, to integrate with its budgeting system this KnowledgeTree is committed to affordability, spring. The organization also intends to roll accessibility and integration across operating KnowledgeTree out to other departments, systems and applications. Customers include beginning with development and hopes to organizations of all sizes in many industries, have it implemented organization-wide in including life sciences, legal, financial and the next few years. government sectors. KnowledgeTree is headquartered in Raleigh, NC. For more information, visit www.knowledgetree.com. www.KnowledgeTree.com | sales@KnowledgeTree.com © Copyright 2010, KnowledgeTree, Inc. All rights reserved. KnowledgeTree and the KnowledgeTree logo are trademarks of KnowledgeTree, Inc. All other trademarks are property of their respective owners.