NACCRRA, the National Association of Child Care Resource and Referral Agencies, is a nonprofit organization with a national network of more than 850 child care resource and referral agencies located in every state and in most communities across the United States.
Like so many other nonprofits, NACCRRA needs to maximize all of its resources so that the utmost of every dollar can go its furthest to benefit the children. With such a large network, NACCRRA has experienced major growth in short periods of time. It was during a significant growth phase that NACCRRA first suspected their accounting software might not be as efficient or useful as it once was.
With an annual budget of $32 million, NACCRRA was using a software solution that was unable to keep up with the changes and growth they were experiencing. NACCRRA needed a software system flexible enough to include new programs and diverse enough to monitor different fiscal years at once. They were using a DOS based Grants Management Accounting System which they found difficult to integrate with data from other systems. It was apparent they needed a change.
THE SEARCH FOR A SOLUTION
NACCRRA began the search for a new accounting software solution by looking at software reviews in both CPA Software News and the Journal of Accountancy. They developed a top 10 list and then narrowed the choices down to two—American FundWare and Microsoft Dynamics NAV. NACCRRA then brought in an auditor to help confirm their final decision. The auditor watched demonstrations of both systems and confirmed that Microsoft Dynamics NAV would best fit NACCRRA’s needs.
The implementation of Microsoft Dynamics NAV at NACCRRA was handled by BroadPoint (formerly AVF Consulting), a Microsoft Gold Certified partner. The implementation was completed in phases over a one year time period. “The implementation went very smooth,” said Jeremy Fass, executive vice president of AVF Consulting. “Microsoft Dynamics NAV fit the majority of NACCRRA’s needs, and we were able to further customize the software to maximize the overall efficiency. Microsoft Dynamics NAV will also be able to keep up with the changes NACCRRA makes in the future, which I know is a key priority for them.”
Audit Time and Costs Reduced
“Audit field work and costs have gone down substantially. What once took us four to five weeks, has been reduced to eight days, saving NACCRRA $10,000 to $15,000 in auditor fees. Audit findings have also gone down to zero as of 2004, and our organization’s audit risks are now very low after 17 years of existence!”
Faster End of Month Reporting
“With Microsoft Dynamics NAV, our end of month reporting procedure takes less than half the time. We are now able to be more proactive in our analysis, looking into the future and making changes before problems arise.”
Improved General Financial Reports
“We can create financial reports for the Program Directors and Board of Directors on time and on a regular basis. Fewer questions are generated at the meetings because the financial reports are thorough, organized and detailed.”
Custom Audit Reports
“Because it is so easy to access our data in Microsoft Dynamics NAV, we are able to produce custom reports for auditors in one sixth of the time that it would have taken us in our previous system.”
Tracking Staff Allocation
“Since implementing Microsoft Dynamics NAV, we process our payroll in-house. The integrated staff allocation module allows us to easily track, review and plan our staffing needs.”
Faster Check Printing
“We typically print 800 to 1,000 subsidy checks on a monthly basis. This process is now integrated with Microsoft Dynamics NAV, saving the staff two to three days per month.”
Membership Revenue Tracking
“We use Microsoft Dynamics to track our recurring membership revenues for 200 to 300 members; this saves time, allowing our team to focus on more strategic projects.”