Nonprofit News

Having no hot water reminds me of the importance of an annual system review.

Annual System ReviewI have no hot water today which is never good.  I've already had the water pump specialist on site to let me know it's probably my boiler.  That repair person is on their way now.  The good news is that I was able to reach and schedule technicians to help troubleshoot the situation quickly and I am hopeful that I will get a hot shower at some point this weekend.  Encountering this problem has reminded me of the importance of annual check-ups for my home systems.

The same is true of your software systems.  While it's easy to think of getting help when a support issue occurs, or you have a specific need to address such as adding users, or a new module, to your configuration, there are many advantages to doing an annual database review and check-up.

Here are just a few reasons why you should make this part of your annual to-do list:

  1. Optimize Usage.  Especially when there has been a lot of employee turnover, you may not be fully utilizing all the functionality of your system.  There may be modules that you already own that have not been activated or implemented fully.  It is also a good time to identify new modules that should be purchased or budgeted for in addition to any planning for training needs to bring new staff up to speed.
  2. Remove Obsolete Data.  Verify that old, or obsolete data, has been purged from the system and is not taking up space or negatively impacting reports or other functionality.
  3. Review Workflows.  Sometimes you need to step back and review how things are done. By making a few tweaks, or other updates as needed, you can improve how your system works with any new processes or workflows that were implemented in the previous year.
  4. Reduce Manual Processes.  Identify manual processes that could be automated through data integration services or other methods.  The annual checkup is also a good time to flag duplicate processes that could be consolidated.
  5. Verify Process Completion.  Be sure all closes and reconciliations are completed, or identify areas where they are not, and put together a plan to finish up these incomplete tasks. This might require scheduling additional training or modifying current procedures.
  6. Streamline Data Entry. Be sure all appropriate defaults are setup to help make data entry faster and more accurate. Even if defaults were previously defined, changes and the evolution of your business might require updating or modifying these defaults.
  7. Cleanup Reports.  Review reports, both standard and custom, to identify any that need to be updated or modified to meet current needs. Schedule time to make the changes necessary and to keep your reports timely and relevant.

While there can be a cost associated with an annual system's review, the benefits of keeping your system at peak performance will easily provide a strong return on your investment.

Addendum: My boiler was quickly repaired and I am back to enjoying an abundance of hot water. I will also be scheduling my annual review for the fall before heating season kicks in.

Soft Trac is a woman-owned business and accomplished team of nonprofit software consultants.  We believe in making nonprofits "do good" better.   For more information on any of the topics discussed in this blog or to learn more about the software products and services we offer, please CONTACT Soft Trac.

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