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Wednesday, February 26, 2014
Going Green & Saving Green Operating a Paperless Nonprofit
Join the conversation:
#paperless @AccuFund
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WELCOME
Michael Anthony, Regional Manager, AccuFund Almost 20 years consulting with nonprofit organizations to become more efficient and effective
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“Thank You” to those who completed the pre-webinar survey.
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Why Go Paperless?
Save Time
Save Money
Reduce Errors
Better document security
Help save the Environment
Source: Price Waterhouse Coopers
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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
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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
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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)
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BOTTOM LINE.
Addressing time and money lost on paper is well worth your time.
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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)
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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
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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
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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
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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
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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
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Save PDF to Cloud Filing
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Scan Documents
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Papers Coming Into Your Organization
Payments –
Fees for Services
Donations
Grants
Paperless Solution:
EFT Cash Receipts Get paid faster
Example
Integrated online donor system
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Automate Cash Receipts
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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
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Papers Going Out of Your Organization
Reports / Documents
Invoices
Purchasing Documents
Financial Reports
Paperless Solution:
Bulk eMailing of documents to recipients
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Example Mass Form eMail
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Papers Going Out of Your Organization
Contracts & Agreements
Paperless Approval Processing –
Fillable PDF
Adobe EchoSign
DocuSign
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Contracts & Agreements
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Papers Going Out of Your Organization
Payments
Vendor Bills
Employee Wages
Paperless Solution:
NACHA Compliant Vendor & Employee EFT payments
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EFT Payments
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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
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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
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Employee Portal
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Papers Shuffling Within Your Organization
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
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Papers Shuffling Within Your Organization
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
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Internal Report Distribution
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Papers Shuffling Within Your Organization
Manager Self Service
On-demand manager access
Reports
Inquiry
Paperless Solution:
Limited Access User login
Inquiry, Reporting, Requisitions, budget entry
Ensure proper security access
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Financial Report Drill-Down
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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
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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.
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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
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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
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Questions & Answers
Going Green & Saving Green Operating a Paperless Nonprofit
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THANK YOU.
Going Green & Saving Green Operating a Paperless Nonprofit