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COA in Heaven: How the Council on Accreditation Moved to the Cloud Timothy Stockert, MBA, MSW Director of IT.

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Presentation on theme: "COA in Heaven: How the Council on Accreditation Moved to the Cloud Timothy Stockert, MBA, MSW Director of IT."— Presentation transcript:

1 COA in Heaven: How the Council on Accreditation Moved to the Cloud Timothy Stockert, MBA, MSW Director of IT

2 Council on Accreditation COA is an international accrediting body for 1,500 child welfare and behavioral health care organizations. COA accredits over 50 different service areas including foster care, adoption, counseling, and financial education. COA works with private organizations and public agencies and the U.S. military. INDUSTRY: Non-Profit Services # EMPLOYEES: 50 VOLUNTEERS: 1000 ACCREDITED ORGANZIATIONS: 1,351 BUSINESS LINES: Private, Public, Canadian, Military, Hague Intercountry Adoption, After School Programs GEOGRAPHY: International CLOUD COMPUTING LAUNCHED: September 2007 CLOUD COMPUTING PLATFORM: Salesforce.com

3 What is Accreditation?  Accreditation is a process by which an organization demonstrates to an independent entity (COA) that they are meeting nationally accepted standards of quality practice –Process can take between 12 and 18 months –Implementation based on documentation, interviews, and observational site visits –COA conducts over 350 site visits annually Application/ Agreement Intake/ Assessment Self-StudySite Visit Site Visit Report Commission Review Notification

4 2006 2007 2008 2009 2010 2011 2012 2013 Introduction of Salesforce Paper Reduction COA Standards Websites Online and Telephonic Surveys Integration of Other Applications Reporting and Dashboards Out-of-the Box Workflow and Automation Volunteer Information Portal My COA Portal and Unified Web Properties Social, Mobile, Outcomes COA’s Technology Timeline

5 2006 2007 2008 2009 2010 2011 2012 2013 Going Digital Pre-Cursor to the Cloud Took 10,000 standards and put them online and made them publicly available Can be more responsive to changes in the field More transparent process COA Standards Websites

6 2006 2007 2008 2009 2010 2011 2012 2013 “Stumbling” into the Cloud Gaining Operational Efficiencies Improvements in: – Communications – Transparency – Operational efficiencies – Costs Introduction of Salesforce

7 2006 2007 2008 2009 2010 2011 2012 2013 No More Piles of Paper! Streamlining Processes and Going Green Paper Reduction Tracking charts, applications, files, and other paperwork no longer needed!

8 2006 2007 2008 2009 2010 2011 2012 2013 As Easy at 1, 2, 3… Business Analytics at Your Fingertips Running reports on any and all data in Salesforce Creating dashboards to monitor critical business processes Reporting and Dashboards

9 2006 2007 2008 2009 2010 2011 2012 2013 There’s an App for That! Introducing Third Party Apps The Story of COA’s Survey Process – External cost of over $50K for all organizations excluding human resources. Includes: Minimum of 124,800 envelopes, pieces of paper, and stamps sent out by organizations each year – COA internal cost for human resources and equipment to scan and verify each survey 1,200 paper surveys received at COA each week – Data maintained in non-integrated Access database Online and Telephonic Surveys

10 2006 2007 2008 2009 2010 2011 2012 2013 Can I Just Push a Button? Simplification of Tasks with Automation and Workflow Web-to-Leads Automated Emails Email and Mail Merge Templates Automated Tasks Solutions Out-of-the-Box Workflow and Automation

11 2006 2007 2008 2009 2010 2011 2012 2013 More and More Apps Enhancing and Streamlining Business Processes Example of pay-as-you-go model and using interchangeable parts – CR installed and used – Difficult to develop new reports – Costly software – Uninstalled and began using Conga Integration of Other Applications

12 2006 2007 2008 2009 2010 2011 2012 2013 Web Portal Project and Unified Web Properties A web portal is a secure gateway to a “personalized” Internet Think… My COA Portal and Unified Web Properties Volunteer Information Portal

13 2006 2007 2008 2009 2010 2011 2012 2013 Web Portal Project Goals enhance communications between COA, volunteers and organizations create a more transparent process which allows orgs and volunteers to view, access and update accreditation data and information in real time streamline the accreditation process and reduce the overall cost of accreditation for organizations and COA improve automation and workflow at COA Enable more efficient data entry so that data is entered by COA staff only once and populates on all relevant pages throughout the entire website My COA Portal and Unified Web Properties Volunteer Information Portal

14 2006 2007 2008 2009 2010 2011 2012 2013 VIP… Very Important People Giving the Customer More Control of their Data Update and manage their own profile Search, filter, and register for site visits Enter all ratings for a site visit online and submit them to COA Push out mandatory training and communications Volunteer Information Portal

15 2006 2007 2008 2009 2010 2011 2012 2013 Marketing 101 Simplifying the Customer Experience My COA Portal and Unified Web Properties Redesign COA’s website with a simpler, more intuitive web structure and design, and integrate all websites onto one platform ?

16 2006 2007 2008 2009 2010 2011 2012 2013 Interactive Website Driven from SFDC Standards populated from database; elimination of duplicate entries Searchable and filtered directory of resources (e.g., tools, trainings, events) online and in database; integrated payment solutions Searchable and filtered directory of accredited organizations directly from database; automatically put online once status changed in SFDC Searchable and filtered directory of recognitions for licensing relief, Medicare/Medicaid reimbursements My COA Portal and Unified Web Properties

17 Current Process Organization fills out application in hard copy and sends check Organization electronically enters all program and site information Organization assembles and sends self-study documentation on a CD or USB drive via the mail Organization receives email with information about their site visit and the team Organizations receive a soft copy of their Final Accreditation Report via email Organizations self- report occurrences/event s and other changes by emailing a Word document Future Process Online completion of application and agreement with electronic signatures plus credit card processing or EFT Organization accesses real-time data in COA’s database and simply updates program and site information from their previous accreditation cycle Organization assembles self- study in their web portal and uploads documentation online Organization can see information about their team members online and can see a copy of the site visit schedule being put together Organizations can see all of their scores and areas for improvement online in their Final Accreditation Report Organization’s self- report in portal. Data is entered directly into record. Workflow rules are used to inform relevant parties at COA about changes. 2006 2007 2008 2009 2010 2011 2012 2013 My COA Portal My COA Portal and Unified Web Properties ApplicationIntakeSelf-StudySite VisitDecisionMaintenance

18 2006 2007 2008 2009 2010 2011 2012 2013 Look into My Crystal Ball Determining Future Technologies to Enhance Your Business Creating a more social portal with Facebook, Twitter, Chatter and other social media tools. Allow our volunteers to view profiles, chat with each other, and collaborate Social, Mobile and Outcomes

19 2006 2007 2008 2009 2010 2011 2012 2013 Look into My Crystal Ball Determining Future Technologies to Enhance Your Business Employing mobile technologies to allow our volunteers to rate an organization on their Smartphone or Tablet Giving organizations the ability to send us messages and questions on their Smartphone or look up a best practice/standard via an app Social, Mobile and Outcomes

20 2006 2007 2008 2009 2010 2011 2012 2013 Look into My Crystal Ball Determining Future Technologies to Enhance Your Business Collecting outcome data from organizations and then sharing benchmarking data to help them improve services Social, Mobile and Outcomes

21 Thank You! Timothy Stockert, MBA, MSW Director of IT Council on Accreditation 45 Broadway, 29 th Floor New York, NY 10006 tstockert@coanet.org 212-871-1296 http://www.coanet.org


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