Enclude is 10 years old! A great reason to celebrate…

Enclude were delighted to celebrate their 10th anniversary with clients, partner organisations, donors and family members at an event in Dublin’s Mansion House. The event was addressed by Senator Joan Freeman (founder of Pieta House), Dr Suzi Lyons (Health Research Board) and Ruairi McKiernan (Member of Council of State and Award Winning Social Entrepreneur).

Since it was founded by Ciaran Hayden and Eamon Stack in 2006, Enclude now has 22 staff (not all of whom were able to attend to be in the picture) and is the largest dedicated charity IT consultancy in Europe.

Christian Brady, Enclude consultant and experienced traditional musician, set the tone the event with some toe-tapping tunes.

Senator Joan Freeman, founder of Pieta House, and currently President/ CEO of Pieta House Inc. shared her insight into value of the information system designed for Pieta House by Enclude.

‘We could see from data that 48% of clients coming to our centres for across country were men. Our first response was ‘Wow, so we are one of few organisations in country that men come to’. But our IT system let us see deeper than that, and on closer analysis we realized most of the appointments were made by women. This key insight prompted our ‘Mind your Men’ mental health campaign.’

Dr Suzi Lyons, Senior Researcher, National Health Information Systems, Health Research Board receives the aggregated data from 60 addiction services across country which use a system that was designed by Enclude. She believes that ‘ eCASS is great example of eHealth, which is about bringing improved population wellbeing, health service efficiencies and economic opportunity through the use of technology enabled solutions”

Eamon shared some of his thoughts this morning on journey to date:

So why are we here? A story ..

Someone rang me up some time ago and said, “is that exclude?”. I said “Near enough but its ENCLUDE, ENCLUDE is about inclusion”. Inclusion is a value that has been chillingly challenge by seemingly excluding decisions of the electorates either side of this little island. This is the right time to emphasise our commitment to building an inclusive society.

Charities have the information about society, particularly about the victims of social failure, that no one else has. This information is trapped in heads and hearts and multiple bits of paper and multiple bits of technology in multiple charities. Enclude believes we can change the world through information liberation, through harvesting and harnessing this data, to focus on where change is most needed and where we can have most impact.

Over the past 10 years Enclude has gone from 2 to 22 staff, has worked with 1600 charities, in this information liberation revolution. Our core consultancy service is helping charities align their core work with the best IT to produce service delivery systems that have the highest impact. And, really significantly, aligning best practice with best IT that generates best of information to drive change. We help all sorts of services, homeless, mental health, youth and elderly, family services and child programs, we share our inclusion technology.

We have been blessed by the most incredible people and partners who have shown up in the most remarkable ways. People with extraordinary skills and generosity beyond belief. I feel so grateful to you.

This is only the beginning for us. We have a strategy that works, our inclusion technology, but our information liberation is far from complete in Ireland. And we are in Latin America and Africa awaits.’

Ruairí McKiernan, Member of Council of State and award winning Social Entrepreneur was our MC, ‘I used to think of Enclude as great place for cheap software. Now I realise there’s so much more than that. They are a gem of an organization, but still a relatively hidden one.’ Ruairí was in particular very supportive of vision of ‘information liberation’.

 

Enclude provide Tech Donations programme to Irish Charities as a partner of Techsoup Global, a US based non profit who coordinate the tech donations programme across the globe. Software from Microsoft, Google, Adobe, Cisco and other leading software companies is made available to registered charities at radically reduced rates.  Irish charities who accessed software through this programme made on average €6000 in savings last year.  Peter Lauffs, Senior Director of Network Development for, represented Techsoup at the Enclude 10 event. ‘We are excited about all the great progress you and Enclude have made (22 staff is amazing!) and wanted be present to celebrate with you.’

 

_tc80064

Is your charity missing out? Millions in savings for Irish Charities go untapped

4 out of 5 Irish charities not yet availing of donated technology which can save them over €20,000 per year on average

Many of the big global players in IT, such as Microsoft, Google and Adobe, make millions worth of software available to Irish charities each year, but many are not taking it up, simply because they are not aware of it.

Enclude are the sole Irish partner in Techsoup Global – a network which makes donated software available to eligible charities across the world. In ten years since 2006, Enclude have made over €40million in donated technology available to Irish charities.

Over 1600 Irish charities, including Special Olympics Ireland, Pieta House and Macra na Feirme, as well as many smaller local charities have already registered with Enclude’s Technology Donation Programme via their website http://enclude.ie/technology-donations. But 4 out of 5 charities are not yet signed up, which means they are missing out on these savings.

Savings available

A lot of the software available on the Enclude Tech Donations Programme is completely donated, which means charities only have to pay an admin fee of 10-20% So, for example, MS Office Professional 2013, which would cost a business over €500, is available to charities for less than €40

Best-sellers include:

MS Office Professional 2016 – admin fee €38 (RRP €500+)

MS Office Standard 2016 – admin fee €28

Norton Security (Deluxe)- admin fee €10 (RRP €59)

Google for nonprofits

The average saving on software by Irish charities participating in the programme was €6000 last year. However, there have been significant extra benefits to signing up to the Enclude Tech Donations programme since the launch of Google for Nonprofits in 2015. The bundle, which is free to all eligible non-profits and sports groups includes Google Apps, Google Maps, and adgrants of €10,000 per month to spend on adword campaigns on Google. Charities who get a lot of their clients from web searches, such as counselling or support services, are particularly well-placed to benefit from the adgrant offering.

We often have difficulty convincing people this is not a scam because it seems too good to be true!’

To find out more contact Vanya on 016535099 or encludeit@enclude.ie

Community solution frees up over €4.5m per year for Irish addiction charities

60% of the addiction services Ireland use eCASS ( electronic Community Addiction Services Solution), a system Enclude developed having co-designed it with both services and funders in the addiction sector, and which has been implemented across the sector in partnership with Quality Matters.

A recent evaluation of these addiction service clients has shown average savings of €70k per annum – in terms of savings on software and time and resources freed up. In addition, there are significant improvements in terms of the quality of data available to manage interactions with clients as well as that available to meet funders’ reporting requirements.

Key findings to emerge from the evaluation include:

  • The average total cost saving per organisation using eCASS is €67,000.

  • On average, eCASS saves managers and administrators 52 hours per month and 89 days per year. Each organisation receives a further €18,000 of free software licences

  • The initial costs ( of 5k per project) were on average four times cheaper than the alternative systems on offer.

  • The overall annual resource savings for the addiction services from eCASS is equivalent to over €4.5m.

  • 93% of respondents reported that eCASS improved their understanding of the importance of data.

  • 91% of respondents said it helped managers to have oversight of staff work.

  • 89% reported that eCASS had provided information to support improvements in their work.

  • In addition to the annualised savings from eCASS, the initial costs were on average four times cheaper than the alternative systems on offer.

Informing better policy

In addition to the savings at an individual organization level, eCASS allows for the aggregation of data across services at a regional level and national level which in turn supports better policy decisions. To ensure eCASS can best fulfill its potential in this area, personnel from local Drug Task Forces, the Health Research Board and academic experts were among the stakeholders regularly consulted throughout the system’s design and development.

eCASS has brought huge benefits as a way to record and report on actual contact time, outcomes and progression of clients from a service perspective feeding into a larger statistical gathering exercise providing timely and relevant information to funders and policy makers.’

Lisa Gavillet, Development Worker with North Eastern Regional Drugs Task Force

Spreading savings to other sectors

Enclude, in association with their partners Quality Matters, are working to replicate the success of eCASS, through the iAlliance Programme, with charities delivering services in other sectors, such as Domestic Violence, Mental Health and Youth Services.

Each iAlliance project will build a partnership of key stakeholders within a particular service area to guide the development of service delivery solution

We have worked with hundreds of Irish charities on individual system to address their information needs and will continue to do that. But we have seen the transformation that’s possible – as well as the fantastic savings in time and money – through collaborative working in addiction services and would love to see other social sectors derive the same benefits.”

Eamon Stack, Enclude CEO

To find out more about eCASS or to explore a community solution for your work through iAlliance,

Contact Enclude on 01-6535099, or on info@enclude.i

Enclude – part of a Global network, which has given over $6 billion to nonprofits worldwide

Enclude is the Irish partner in the TechSoup Global Network, a network of more than 60 of the world’s leading civil society organizations, whose aim is to improve lives globally through the use of technology.

These partners manage a range of capacity-building programs to serve communities in nearly every region of the world. In its 30 years, Techsoup have reached 781,000 organizations and delivered more than US$6.2 billion in technology tools and philanthropic service globally.

What does Techsoup Global Network offer you?

Charities often first get to know TechSoup through our Technology Donation programme, which provides eligible organizations with donated and discounted software, hardware and services. In collaboration with the TechSoup Global Network, Enclude and other partners, give organizations worldwide access to the solutions they need. TechSoup’s catalog includes more 100s of products from leading software companies like Microsoft, Adobe, Cisco, Intuit, and Symantec.

If you want to know more about what’s available to Irish charities check out www.encludeit.org.

Warsaw Summit

( Photo to follow)

TechSoup Europe Network is the European branch of Techsoup Global. Enclude are one of 28 civil society capacity building organisations across 48 European countries (including all 28 EU member states who serve a community of over 250,000 civil society organisations.

Enclude CEO, Eamon Stack and Tech Donations Programme Manager, Patricia Higgins, participated in Techsoup Europe Summit in Warsaw in late October 2016. 3 days, 100 participants including representatives of over 30 fellow Techsoup Partner organisations from Sweden to Slovenia and from the UK to Turkey.

Key topics discussed were

  • How to support charities to make the most of the cloud-based offerings from Microsoft O365, Google and Adobe, amongst others.
  • What other donors may have an interest in the techsoup partner organisations’ ability to vet organisations as eligible charities? World Bank and Amazon are just two organisations who are tapping into Techsoup’s capacity to support their employee giving and Amazon smile campaign respectively, by validating the nominated charities.

If you have partner organisation in other countries, make sure they check out TechSoup Global Network to find the partner in their countries 

FLEXIBUS – CASE STUDY

[sidebar]

“If someone asked me what Enclude has done for Meath Transport/Flexibus, I’d say it has changed us- completely, totally and absolutely. We went from having no information management system to having one that’s fantastic”

Miriam McKenna, Manager

[/sidebar]

FLEXIBUS – CASE STUDY

Challenge

Flexibus Locallink provide rural transport to Meath, Louth and Fingal. They needed a solution that would support their Passenger Management and Bus Management needs.

Solutions

The result was the development of a comprehensive Rural Transport Management Solution for Passenger, Fleet and Driver Training Course Management built on Salesforce CRM. The new systems managed all their core processes via a web based solution. ENCLUDE wrote an app for Android devices to meet the info requirements of the key users of the system – the bus drivers. They access the system through their smart phones. At the start of the day, the app downloads the details of today’s routes and passengers for the bus it is assigned to.

Benefits

Using the app, the driver can:

    • Complete the standard Road Safety Authority daily bus check. Any items not checked as satisfactory generate a picklist of fault options, from which the driver selects the fault. All faults identified by the driver are workflowed to the maintenance department.
    • Enter the mileage of the bus at the start and end of the journey.
    • Check-in a passenger as he/she gets on bus.
    • Retrieve a list of passengers listed for the current route and notes about the route.
    • Quickly add unscheduled passengers and their companions.
    • Access the passenger’s emergency details if required.
    • Fuel purchased, and mileage at fill, can be logged directly into Salesforce and reconciled with the fuel invoices and bus performance.
    • Depending on data availability and cost, data logged during the journey can either be sent directly into the Salesforce CRM or stored and downloaded back at base.

 

Meath Accessible Transport Project CLG
Unit 23
Mullaghboy Industrial Estate
Navan
County Meath
Phone (046) 9074830
www.meathtransport.com

ARCHDIOCESE OF DUBLIN – CASE STUDY

[sidebar]

“This has been the most ambitious project Enclude has ever delivered and the most rewarding. I believe the staff of Enclude and the Archdiocese of Dublin, working together, have created the best integrated Pastoral Management and Accounting solution of any Diocese anywhere in the world”.

Eamon Stack, CEO Enclude

[/sidebar]

ARCHDIOCESE OF DUBLIN – CASE STUDY

Challenge

The Archdiocese of Dublin has 207 parishes and a central administration office. Until 2015, all parishes recorded their own parish records, pastoral and financial. Summary financial accounts were submitted to the Archdiocese central office as simple income and expenditure accounts. Minimum pastoral information – i.e. numbers of baptisms, confirmation and marriages – was also provided. Despite the limited nature of reporting the accumulative cost of this approach was expensive, as many parishes had professional accountants providing booking and accounting services.

As of 2015, all parishes were required to provide audited accounts to the Charities Regulator, in line with the new Charities Act. It was decided, in Dublin, that this would be best achieved in one single audit of the whole Archdiocese. A new streamlined parish financial accounting solution was proposed. The Archdiocese decided to be more ambitious and create a common Pastoral Management and Accounting for all parishes with the capability to aggregate both pastoral and financial data across the Archdiocese.

Solutions

Enclude proposed an Integrated Pastoral Management and Accounting solution. The solution has two main parts,

  1. Salesforce CRM to deliver Pastoral Management and income recording, and
  2. AccountsIQ to record expenditure and financial reporting.

The project began in February 2015 and the pilot group of 7 parishes went live in April. After the pilot phase, changes were made to the solution for the full scale rollout begin in July.

Major tasks had to be competed:

  • All parishes were set-up in both Salesforce CRM and Accounts IQ with respective integrations.
  • Parish financial totals on July 1 were uploaded for each parish
  • Parishioner records, Families and individuals, standing order data and envelope details were added to the Pastoral Management solution.
  • Contributions made from individuals and families for 2015 year to date were also uploaded.

Benefits

The most attractive feature of the new solution is that parish income, family contributions and weekly collections etc are entered into the Pastoral Management system and automatically pushed into the AccountsIQ system. The bank reconciliation in AccountsIQ confirms the accuracy of the transactions and the pastoral management system manages the cash float. This double lock ensures the authenticity of the records and fulfils a vital controls needed by the audit.

By February 2016, all parishes had their 2015 Annual Accounts completed and bank accounts reconciled on the new Pastoral Management system.

With the new demands of the Charities Act, many Dioceses focused exclusively on the financial aspect to parish work to meet the requirements of the charity act. Dublin Archdoicese saw the opportunity for a holistic solution. While the accounting solution was being rolled out, a group of priests, pastoral staff, and Archdiocese head office staff worked with ENCLUDE to design the pastoral features of the new system. The first rollout involved focused on Baptism and Funeral records and parish calendars. Marriages and Confirmation were later added to the feature set. The rollout of the pastoral side of the system is taking place in 2016 and expected to continue to 2017.

“This has been the most ambitious project ENCLUDE has ever delivered and the most rewarding”, wrote Eamon Stack CEO of Enclude. “I believe the staff of ENLCUDE and the Archdiocese of Dublin, working toghether, have created the best integrated Pastoral Management and Accounting solution of any Diocese anywhere in the world”.

Archdiocese of Dublin Archbishop’s House
Drumcondra Road
Dublin 9
Phone (01) 8379253
www.dublindiocese.ie

PIETA HOUSE-CASE STUDY

[sidebar]

“Enclude allowed us to become professional, organized and streamlined in our service provision. It allowed us to gather information that would help us with future planning, and at the same time view what we had achieved in the past. I think so highly of Enclude that they are helping us with the startup project in New York”

Senator Joan Freeman, Founder and former CEO

[/sidebar]

Challenge

There were a series of challenges that Enclude have helped Pieta address since 2009.

  • 2009 – Pieta House, then three years old, needs to collate data on its services
  • 2012 – Pieta House recruit a new in-house researcher, who needs to have data of sufficient quality to export to research and analytics package SPSS.
  • 2014- Darkness into Light Walks take off. 90,000 people taking part creates new demands for the information system
  • 2015 – Pieta House has multiple centres and ever-increasing demand for services. Need for more shared information on availability of therapists for emergency assessments
  • Pieta House goes international, establishing a centre in New York

Solutions

  1. The first Pieta House solution was designed, implemented and delivered in 2010, build on ShareSalesforce CRM.  Thanks to a generous grant from Salesforce Foundation, Pieta House was given 20 enterprise licenses of Salesforce worth €36,000 a year. The Pieta House CRM solution  provided Pieta House with client , assessment  and appointment records and a suite of reports that fulfilled the needs of this new national initiative.  The integrated two-way SMS system allowed direct communication with vulnerable clients and auto-reminders ensured high attendance rates at their important appointments.
  2. Salesforce CRM upgraded to meet the higher data standards.  The collaborative design work lasted three months and the solution has served Pieta ever since with excellent quality data.  Many of the national news stories on suicide, suicide ideation  and self-harm are sourced from this unique database.    Each year the number of Pieta House centres increased and the CRM was able to easily scale.  Having an online system allowed access from each centre with tight security.
  3. CRM was upgraded to handle the Darkness into Light data and the wider fundraising requirements of Pieta House.  Staff were trained and each year the generous participation of  90,000 people, all over the world, are added to the Pieta Fundraising CRM.  Ongoing relationship are built through regular contact and Pieta House is able to expand thanks to the generous donations of its supporters.
  4. The solution was the new calendar function of the  lightening user interface for Salesforce.  Clinical support staff in any centre can see all available therapists in a shared calendar and book an appointment directly from the calendar.
  5. So much was learned from the work at Pieta House in Ireland that the new system was mostly a copy of the Irish one.

Pieta House has grown in tandem with ENCLUDE.  It is a wonder story of charity to charity collaboration.  As Eamon Stack says “Pieta House is a model for how to manage client relationships and client information in the mental health sector.  It is a vital service to help Ireland deal with the awful national tragedy of suicide.  We are so proud to be associated with Pieta”.

Pieta House
6 Main Street Lower
Lucan
Co Dublin

NORTH EASTERN REGIONAL DRUGS & ALCOHOL TASK FORCE- CASE STUDY

“eCASS has brought huge benefits as a way to record and report on actual contact time, outcomes and progression of clients… feeding into a larger statistical gathering exercise providing timely and relevant information to funders and policy makers.”

LISA GAVILLET
Development Worker With The North Eastern Regional Drugs & Alcohol Task Force

 

Challenge

The NERDATF North Eastern Regional Drugs & Alcohol Task Force funds and supports four drug and alcohol services located across Louth, Meath, Cavan and Monaghan. In partnership with ENCLUDE and Quality Matters, the eCASS (electronic Collaborative Addiction Services Solution) was customised to the needs of each local project as well as the specific needs of the Task Force. eCASS is an ambitious information management project which currently involves 72 local addiction service around the country, and their funding and support agencies – the Task Forces. The NERDATF, is one of 5 Task Forces who are involved in eCASS.

The project aims to support services to share data about substance misuse in their area and to enhance understanding of service user needs and substance misuse trends across a wide geographic region.

Solution

Thinking strategically, NERDATF proposed a common data set in partnership with their funded addiction services. This data set fulfils statutory reporting requirements for the National Drug Strategy and the Health Research Board.

At the start of this project, all addiction services agreed to this common data set, which ensured that all participating organisations collected the same information. This data set included key metrics which have potential to answer important research questions. This included data on assessment details, demographics, and substance misuse trends, gaps and blocks that negatively affect service users. All data collected is shared with the Task Force anonymously and does not include any personal details, like phone number or home address.

A Salesforce CRM solution was developed, leveraging the ten free licences that Salesforce.org make available to eligible charities.

In the implementation phase, staff and managers were trained to use their customised eCASS system to effectively gather data about their service users and service delivery. Using Salesforce has helped services to develop custom reports that analyse data to supports improvements in service provision.

In the final phase of the eCASS project, data from local addiction services was shared with the Task Force. To support this process, the NERDATF consulted with local addiction services and developed a memorandum of understanding to clarify the terms and scope of eCASS project; this meant that quarterly reports are shared electronically with the Task Force

Benefits

The eCASS system supports each service to manage and record all their work in one system, including client care plans and assessments, keeping staff diaries, as well as supporting automatic report generation, and sending of reminder texts to clients.

A recent evaluation of eCASS showed that the system significantly improves:

  • 96% of respondents reported that eCASS improved how services show the range of their work.
  • 91% of respondents said it helped managers to have oversight of staff work.
  • 89% reported that eCASS had provided information to support improvements in their work.
  • 87% (n=39) reported eCASS had increased consistency of service provision in their service (i.e. staff are more aligned in their work).
  • 84% (n=38) also reported that eCASS had improved communication between staff and management

Over the next year, the Task Force plans to begin analysing this data to share important learning with service providers, identify emerging substance misuse trends and support improvements in service delivery and provision.

North Eastern Regional Drug and Alcohol Task Force 1
Castle Street Kells
Co. Meath
www.nedrugtaskforce.ie Info@nedrugtaskforce.ie