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Automating Data Entry for Non-Profit Scholarships: A Case Study
Technology Category
- Analytics & Modeling - Robotic Process Automation (RPA)
Applicable Industries
- Finance & Insurance
The Challenge
Pay It Forward Scholarships, a non-profit organization based in Gainesville, Georgia, provides approximately $6 million annually to fund students' education at private schools throughout the state. The organization receives contributions from individuals, families, and businesses, which then become scholarships for children in grades K through 12. The organization also has access to $58 million in dollar-for-dollar tax credits to reserve for Georgia taxpayers who donate money. However, the state of Georgia gives Pay It Forward just 24 hours – January 1st of each year – to enter relevant information on each of its thousands of donors into their Department of Revenue’s (DOR) online portal. The non-profit risks losing the tax break for every potential recipient they cannot get entered into the system. It is a tedious, time-consuming manual process that requires considerable resources to accomplish. Pay It Forward sought a better way with Nintex Foxtrot RPA.
About The Customer
Pay It Forward Scholarships is a non-profit organization based in Gainesville, Georgia. The organization provides roughly $6 million annually to fund students’ educations at private schools throughout the state. The organization receives contributions from individuals, families, and businesses, which then become scholarships for children in grades K through 12, 50 percent of whom come from low-income households. Pay It Forward also has access to $58 million in dollar-for-dollar tax credits to reserve for Georgia taxpayers who donate money. The organization operates on just a 5 percent operating margin and much of that was spent on their day of temporary labor.
The Solution
Pay It Forward’s process for entering donor information was itself not as complicated as it was tedious. Pertinent data on each of their benefactors is collected throughout the year and stored in an Excel spreadsheet. To secure a tax credit for those donors, Pay It Forward must enter the names, addresses, social security numbers, and other data on each, one-by-one, into an online form provided by the Georgia DOR. The job involves copying, pasting, typing, and submitting a single form for each of Pay It Forward’s thousands of donors. Because the state’s unusual stipulation gives Pay It Forward just 24 hours to enter all of this information, the non-profit has historically been forced to hire up to 30 temporary data entry workers to help with the work. The organization considered several alternatives, to make this big job easier. The team arrived at Nintex Foxtrot RPA, software that would ultimately automate the process of pulling data from their donor spreadsheet and entering it into the state’s online forms.
Operational Impact
Quantitative Benefit
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