Non-profit organizations heavily rely on financial donations from various supporters. Additionally, these organizations need up-to-date systems to ensure efficient management of donations and finances. In this Acceleration Case Study, learn how Ducks Unlimited, a non-profit conservation organization, replaced its outdated accounting system with a CPM solution by partnering with Solver. With over 700,000 donors, this non-profit improved management of finances and data from events, grants, and membership programs.
Business Challenge – Replacing Outdated Accounting System for a Non-Profit
After the onboarding of a new CIO, the non-profit conservation organization, Ducks Unlimited, recognized that its IT system was seriously outdated. After years of neglect, the non-profit needed a modern replacement. This challenge was critical, as they faced the challenge of gaining new supporters.
The non-profit identified its main pain point: an outdated accounting system.
The new CIO was focused on taking care of this problem by looking for financial and accounting software to replace the legacy system.
Initially, the company evaluated 10 ERP systems. They eventually landed on using Microsoft Dynamics 365 Finance & Operations. The original plan was to create Microsoft Dynamic reports. Still, the company soon realized that the software didn’t provide the long-term solution for making the financial reports.
- After evaluating various ERP options, Ducks Unlimited determined goals for the solution:
- Ability to handle various financial & accounting functions
- Create custom reports
- Budget planning tools
- Long-term capabilities for developing financial reports
The search began again to find a more robust reporting tool.
Software Solution – Solver CPM
Ducks Unlimited checked out a demo from Solver. Because of Solver’s ability to easily create custom reports, the non-profit felt like it could better meet its needs. An additional bonus was gaining access to its robust budget planning features.
The implementation project for Ducks Unlimited included the integration of data from numerous events, grants, and membership programs. This data consisted of over 4,000 events across the country. In addition, there were over 700,000 members making financial donations to Ducks Unlimited. These funds are used for many private grants and government programs.
While the tracking of donations occurs in other systems, a large portion of the data storage happens in the Solver Data Warehouse. This enables the accounting and finance team to create custom reports. Furthermore, this improves tracking during the year. It also makes it easier to manage and report any incoming revenue or view expenses.
One of the many benefits of using this system is the flexibility it provides the finance team. With increased flexibility, team members are able to answer any questions from board members by gaining access to real-time data.
After many years of use, Solver’s tools and features have been beneficial and reliable while exceeding expectations. Now, Ducks Unlimited uses Solver to handle all of its financial reports and research. By monitoring the company’s performance, it’s easy to track financial achievement throughout the year. The key attainment indicators within the Solver toolset make it easy for management to keep track of finances.
Future Goals
After determining Microsoft Dynamics 365 Finance and Operations would be an excellent replacement, Ducks Unlimited turned to Solver to assist in making the upgrade. By partnering with Solver, they were able to better meet their financial management needs. With Solver’s extensive toolset, the non-profit broadened its outreach in other company areas, rather than solely focusing on finances.
Additionally, Ducks Unlimited uses Solver to keep track of its land portfolio. The organization will often purchase land and restore it to wetlands before placing a protective easement on it and selling it. Using Solver enables them to keep track of all of this information. It’s also easily accessible. Keeping up with the land portfolio allows Ducks Unlimited to stay up-to-date with market trends throughout the country. Of course, using multiple funding sources for the portfolio can quickly get complicated. So, working with Solver makes it much easier to view the entire portfolio while staying well-organized.
Solver can monitor the mission efficiency of Ducks Unlimited by analyzing how donations can apply directly to their mission. Meanwhile, it also compares how much funding goes to overhead. This information makes it easy for the organization to track its monthly donations while staying within budget.
Overcoming the Challenges of COVID-19 as a Non-Profit
Solver continues to play a vital role in helping the organization navigate the numerous obstacles of COVID-19. At the start of the pandemic, it was evident that cash management would be essential in overcoming these challenges. In addition, Ducks Unlimited hosts over 4,000 in-person events. This is a significant cash supply that the organization relies on during the year.
However, COVID-19 forced the organization to reschedule or cancel half of these events. This created a serious cash flow issue for the non-profit. Partnering with Solver allowed them to monitor and project their cash flow, which is critical in staying afloat during these uncertain times.
With scenario planning capabilities, Solver makes it simple to predict cash burn. This knowledge is imperative in navigating the challenges of the pandemic. By having access to this detailed information, Ducks Unlimited is able to appeal to each of its members to receive donations and continue upholding its mission.
Final Results
Ultimately, Solver improved efficiency at Ducks Unlimited in many ways. For instance, they were able to streamline the monthly financial reporting process. Initially, the process required at least three days of printing, organizing, and sending out documents. However, the Solver Cloud portal provides much-needed flexibility by enabling managers to concentrate on other tasks besides distribution.
The entire budgeting process has improved. Access to a detailed budget allows them to forecast trends and manage funds. Cash flow analysis and forecasting were fundamental during COVID-19. With this additional information, leadership maintained awareness of current and projected cash trends.
Overall, the team at Ducks Unlimited was more efficient while staying well-informed to meet challenges. Now, the team has much greater confidence in managing their financial reporting, as Solver enables them to analyze their financial health and adjust any processes to maximize growth.
Previously, the legacy system lacked basic visibility in many financial elements. Solver provides much-needed transparency in finance while instilling confidence in not just the staff members but also large companies and major donors that support the organization.
