Not For Profit: Rocky Bay smoothes the way for better financial reporting
The non-profit organisation has used Greentree to boost staff productivity and enhance reporting to its stakeholders...
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Founded in 1938, Rocky Bay provides clinical, employment, work alternatives and accommodation services for over 1,000 children and adults with disabilities. As a large and long-established non-profit Australian organisation, Rocky Bay has a responsibility to provide its stakeholders - the state and federal governments, plus numerous fundraising groups - with accurate and timely information. Rocky Bay identified a number of reasons for making the move from a 10-year-old DOS-based system, with limited analysis and reporting functionality requiring days of manual re-indexing, to a Windows-based system that more progressively supported the 350-staffd organisation. From time-poor to social time “Many of our administrative processes had to be carried out manually which was time-consuming, inefficient and error-prone at best,” says Rocky Bay finance director Mervyn Williams. "In fact, 85 journal entries were regularly entered manually each month. Now these journals are simply collated in Excel and then imported directly into Greentree, leaving us free to carry out more progressive tasks," he says. "It’s made a real difference. Greentree has made us more productive and efficient with our time and resources and considerably exceeded our expectations.” Simple, comprehensive reporting and well-informed stakeholders He says Greetree’s reporting flexibility enables Rocky Bay to extract data whenever the organisation needs it, tailor it for specific audiences and present it in a timely fashion to the board or other stakeholders for scrutiny. The good thing is that everyone understands what’s being presented to them. The road less travelled – easy implementation "There was no need to reinvent the wheel, as the Greentree product offered us cost-effectiveness, enhanced functionality and all the support we required.” Williams also highlights the outstanding service and support Rocky Bay continues to receive from the local Greentree business partner. Rocky Bay staff embrace tree analysis For example, Rocky Bay has 79 cost centres to manage and as Williams explains: “Being able to use transaction trees for analysis of the costs associated with our 70 vehicles and vans, grants, fund raising activities and insurances has certainly improved the way we work." He adds: "We use this area significantly and have 23 different transaction trees. Greentree has really aided the reconciliation of grants, which took three to four days to reconcile key balance sheet items, now it only takes three to four hours.” Transaction Tree Analysis enables massive time-savings in FBT calculations Being able to quickly produce vehicle usage/FBT statements is one of the functions the local Greentree business partner built into the customised database interface, Rock Data Manager. Before Rock Data Manager, Rocky Bay had to manually enter data into a spreadsheet for each vehicle/employee combination. In terms of actual value to the business, “this has reduced the time involved from two weeks per year to two to three hours per quarter which is a huge productivity gain for us,” says Williams. Rocky Bay has a responsibility to manage its financial resources in an open and transparent manner. Greentree, and in particular its integration with Excel, has enabled significant improvements in Rocky Bay’s governance of its financial and operational performance and the reporting of that performance to its stakeholders. Rocky Bay has effectively met its statutory obligations and Williams is confident the business will continue to benefit from the sophisticated analysis and reporting Greentree offers for many years to come. For more information www.greentree.com/customers/profiles/rocky_bay.cfm Graham Hill
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