PeerNetBC was preparing to move to a new location, and staff would be working from home for an interim period. They contacted Krafted Solutions to help them reconfigure their IT system to support telecommuting.

PeerNetBC provides support and information to peer-led groups including volunteer-based charities, support groups for those with health or personal issues, and political grass-roots organizations: any group where the responsibility of leading and organizing is shared among peers.

In preparation for working from home, their email needed to be moved from local office computers into an always available and secure system. Files, too, needed to be shared between staff more easily using an online system, with good security features, regular backups and easy options for staff to upload and download. Telephone and fax numbers had to be redirected so the phone lines were monitored. 

At the same time, PeerNetBC also wished to redesign their web site to be more user-friendly, with an up to date design, and to implement an online registration system that had been recommend to them for managing their workshops.

To support PeerNetBC we:

• researched and recommended a storage and access solution for files
• configured email accounts to make them available securely from anywhere
• participated in discussions with PeerNetBC’s marketing advisor and new webmaster on the requirements of the new website
• assisted PeerNetBC with understanding their needs for event management
• communicated those needs to the online registration software developer to ensure the tool met the organization’s needs and wouldn’t end up costing them in the long run
• provided support as the new online registration software was brought online

PeerNetBC successfully made the transition to working from home, and later to their new improved office.

If your non-profit is looking to facilitate telecommuting, or moving to a new location, Krafted Solutions can help smooth the way. Contact us to find out more.

The Association of Ontario Midwives (AOM) was experiencing rapid growth and needed guidance on how to collaborate more effectively.

As a multidisciplinary organization who advocates for the professional interest of midwives in Ontario, AOM provides public education, offers ongoing peer support to its members, develops clinical and other practice guidelines, administers a benefits package, and is an active member of the Canadian Association of Midwives.

AOM has experienced rapid staff growth across its six functional areas over the past five years. They have also been busy nurturing a number of relationships with other midwifery organizations in Ontario and across Canada. Lacking unified IT support, their various departments had been responsible for making independent technology decisions. As a result, disjointed systems and processes limited collaboration between the departments and with external organizations.

AOM sought assistance from Krafted Solutions to develop a framework to support the long-term information technology (IT) needs of their growing association. First, we audited their existing technology environment, to understand the software, workflows and systems (including paper based systems) used by the various departments. During our interviews with key staff from each department, and with AOM’s existing technology provider and security advisor, staff and vendors reflected on the challenges they faced in doing their work.

Armed with this useful input, we prepared an overview of AOM’s people, systems and departments. We identified how each department worked with others inside and outside the organization, and the challenges each department faced around:

• access to email
• use of technology such as computers
• use of tools for creating reports
• collaborating on tasks with their colleagues

We then confirmed with key stakeholders that our understanding was accurate, and set about exploring and identifying solutions for:

• remote working (aka telecommuting) options for AOM’s staff
• Information sharing amongst board members and committees
• managing AOM’s research data, report and document creation and publishing.

We continue to support AOM as they move forward with new technology to facilitate collaboration.

If rapid growth is challenging your organization’s technical systems, contact us to see how we can help you get a handle on things.

The Simon Fraser Society for Community Living (SFSCL), now Kinsight, was struggling to manage a mounting number of IT issues across multiple locations, as their IT systems had grown haphazardly and they were receiving inadequate IT support. At a crossroads, and wondering how to support their staff more effectively, SFSCL sought assistance from Krafted Solutions.

SFSCL provides opportunities to children who require extra support, adults with intellectual disabilities, and their families. With two offices and multiple care spaces in the Vancouver Lower Mainland, SFSCL relies on technology to support the many community services they offer.

Starting in January 2011, we worked closely with them to understand how their organization functions and where they depend on technology to support their activities. With that understanding in place, we then reviewed their current technology environment and identified the changes needed to provide the best possible ongoing support.

To assess SFSCL’s technical environment, we identified:

• all of the hardware (such as computers, servers, printers, network equipment)
• the software used (such as Microsoft Windows, Microsoft Office, and accounting packages)
• critical systems (including databases, spreadsheets, paper file systems)
• security (including access to computers, files and other organizational information)

It quickly became apparent that their complex technology environment, spanning multiple locations, required a level of support their current IT provider was not offering. We saw three options for moving forward:

1. Work closely with the existing IT support company to improve support.
2. Hire an in-house IT Manager to work with the IT support company and eventually take over IT support.
3. Look for new IT support.

Working closely with SFSCL, we evaluated the options, eventually concluding that a clean slate was needed. We then began the process of searching for new IT Support.

Krafted Solutions wrote the Request For Information (RFI) and identified three key technology support companies in the Vancouver Lower Mainland who might be a suitable fit for SFSCL. We then coordinated and participated in a series of interviews with SFSCL and each vendor to evaluate vendors’ offerings, resulting in a recommendation for a new support provider.

We also assisted with the transition to the new support provider by writing a transition plan, assisting with notification to the previous IT support person, assisting with the knowledge transfer to the new vendor, and providing oversight to ensure that the new vendor is meeting SFSCL’s expectations.

If your organization could benefit from improved IT support, contact Krafted Solutions today to see how we can help.

The Pacific Community Resources Society (PCRS) won contracts to provide employment services to the Surrey and Midtown Vancouver communities. The contract required that the two new Employment Service Centres be operational within 12 months, so they were under a tight deadline.

PCRS worked closely with partner agencies to plan and set up the centres. One partner agency, which was going to be colocated with PCRS’ Midtown employment service centre, had plans for a radically different technology implementation to that planned by PCRS. The partner’s approach appeared to offer significant benefits, and a decision between options had to be made quickly.

PCRS management invested in an immediate review of their technology implementation plans, to ensure the right technology decisions were made. They engaged Krafted Solutions to connect with both partner agencies to analyze the two solutions and reach a timely decision.

After several meetings (in person and on the phone) and numerous email conversations with the two employment service centres and their partner agencies, we were able to identify and clearly articulate to PCRS management and technical team the technology infrastructure requirements. With this clarification, management signed off on plans for setting up the computer networks at the new centres.

Krafted Solutions also:

• Reviewed the required tasks with PCRS business and IT stakeholders.
• Prepared a project plan for setting up the networks and establishing processes and workflows that would support the centres.
• Provided project management oversight, to ensure that work was being completed following the tight schedule.
• Assisted the technical team with testing of a Windows Terminal Services environment.
• Assisted with the evaluation of telephone systems for the new employment centres, including reviewing traditional telephone system and Voice Over IP (VOIP) options.
• Implemented signature pads to enable case workers and their clients to digitally sign ESC documentation.

To implement the signature pads, Krafted Solutions:

• researched options
• worked with vendors to communicate PCRS’ unique needs
• obtained pricing
• worked with the PCRS technical team to test the signature pads on site
• networked with other ESCs in the lower mainland to research the solutions they had chosen
• obtained management and financial sign off for the purchase of the signature pads
• ordered the chosen signature pads and ensured they cleared Canada-US customs

Krafted Solutions can assist your non-profit with identifying technical requirements and assessing potential solutions. We also offer project management during implementation. If you’ve got a project that has stalled, contact us today to get things moving.