Challenge
- TCDD relied on manual processes and legacy systems before Quickbase, using platforms like SurveyMonkey, SM Apply, Trello, and an outdated Access database.
- Submitting grant packets was challenging, requiring multiple submissions for accuracy.
- Over 20 years of financial information was stored in filing cabinets.
- Information could take months to hunt down.
- Manual processes hindered productivity, delayed grant funding, and resulted in consistently being behind schedule.
Solution
- All paper documentation was digitized and centralized within Quickbase.
- Automation reduced errors and improved accuracy in the application process.
- Reports now include deadlines, available funding, survey documentation, and balances, accessible 24/7.
- Quickbase replaced a patchwork of disconnected systems with a single repository.
- Customizable solutions addressed the unique grant management needs of different states, including language functionality for non-English speakers.
Benefits
- Savings of around $500,000 in work hours annually.
- Enhanced accuracy and reduced errors through built-in checks.
- Simplified grant application process for applicants, ensuring accuracy of submitted information.
- The Quickbase system issues automatic warnings for incomplete or incorrect applications.
- Improved work-life balance for Reynaldo and his team, reducing work hours from 60-70 to a standard 40-hour week.
Background
The Texas Council for Developmental Disabilities (TCDD) is committed to supporting individuals with developmental and intellectual disabilities throughout the state of Texas. TCDD is governed by a 27-member board that includes people with disabilities, family members, and representatives from state agencies, university centers for excellence in developmental disabilities, and other organizations.
Reynaldo Valldejuli serves as Director of Finance and Director of Grants Management for TCDD, overseeing the distribution, review, and reporting of all grants and services they provide. Grant management in the public sector comes with its own set of challenges, like navigating complex regulations and ensuring compliance with federal and state guidelines. Balancing transparency and accountability with the need for efficient processes is a challenge, and leaders like Reynaldo work to develop strategies to streamline operations and effectively maximize the impact of the grants they issue.
Challenges
TCDD's work was dependent on manual processes and legacy systems prior to Quickbase. The office used various platforms like SurveyMonkey, SM Apply, Trello, and an antiquated Access database. This patchwork approach created frustrations, being cumbersome, often error-prone, and the disconnected workflows would cause missed deadlines and significant inefficiencies.
Submitting grant packets was a particularly challenging aspect of the job. These packets, which could range from 30 to 70 pages, would oftentimes require multiple submissions just to ensure the information in them was accurate. When packets were filled out with incorrect information, they would need to be iterated multiple times and sent back and forth between the council and the group applying for the grant. Organizations would have to redo these packets multiple times, sometimes right up against the deadlines, and if there were further issues, it would lead to an automatic denial.
The process of applying for stipends was also prone to the same inefficiencies. TCDD has stipend programs for speakers, translators, and event attendees. Applicants were sending in incomplete or inaccurate submissions through the legacy systems, often leading to denials for the stipends.
These issues were compounded by over 20 years of financial information stored in paper format, sitting idle in filing cabinets. There was no way to review or catalog this data for research or providing pertinent information to current grantees. Worse, this manual way of storing information meant that oftentimes the staff was unaware of past projects and best practices.
The manual nature of these processes meant that Reynaldo's team would sometimes spend months or even quarters of the year reviewing information, producing award packets, and preparing financial summaries. The Access database was so complex that only Reynaldo knew how to manipulate and edit it.
These manual processes bogged down productivity, held up grant money for applicants, and meant that they couldn't complete documentation in a timely manner. They were consistently stuck hunting down the information they needed and were always a quarter behind where they needed to be.
Leveraging Quickbase
Recognizing the need for a change, TCDD began evaluating new solutions to replace their patchwork of legacy systems. They needed a one-stop shop for grant management, that would help them efficiently store applications, manage where the funds were sitting, and track applicants.
They looked at solutions like Momentive, Apricot Solutions and a few others, but ultimately chose Quickbase, whose Work Management platform provided the flexibility and scalability they needed to track and handle the complex nature of their work.
TCDD and Quickbase got to work to create a custom-built solution that would address their needs, streamline grant management, and slash the time it took to document the information coming from applicants.
Creating New Efficiencies and Streamlining Applications
TCDD began working with Quickbase to create a solution to consolidate and streamline grant management, migrations, and financial processes in a centralized digital platform. All paper documentation was digitized and organized within tables and reports that were based on grantee vendor numbers. This gave TCDD instant access to critical information on their applicants and grantees, letting them see how long audits have taken, current grant levels, and risk assessment scores.
The automation of documentation and data checks reduced errors and improved accuracy in the application process. Quickbase's reporting features, AI capabilities, and native integrative tools empowered TCDD to create applications and test solutions in minutes, rather than hours, days or weeks. Reports now show deadlines, how much funding is available, survey documentation, balances and more. All this information is now accessible 24/7, rather than having to make calls to other teams and departments and waiting in a call line.
The centralized nature of Quickbase also allowed TCDD to do away with the disconnected systems they had been using in the past. TCDD was able to move all data from Access Database, SurveyMonkey, SM Apply, and Trello into a single repository within Quickbase. They used automating reporting features, AI capabilities and native integration tools to build and iterate on new tools.
The flexibility and ability to customize was a game-changer for TCDD. Since all states handle grant management differently, this flexibility meant that they could create solutions unique to their own situation. Additionally, language functionality meant that in a state like Texas, with many non-English speakers, forms and information could be written and generated to meet the unique linguistic needs of the applicants.
The Results
The impact of Quickbase on TCDD's operations was profound. TCDD saved money, enhanced accuracy, and reduced errors through built-in checks. This allowed TCDD to focus on high-value tasks, improving communication and efficiency between the finance and grants teams.
By improving the overall efficiency of the process and centralizing it in a single platform, applicants are now able to more easily submit for grants and can ensure the information they're entering is accurate. If a section of the application is incomplete or incorrect, the Quickbase system will automatically let the applicant know by issuing an automatic warning. If the application doesn't match a certain threshold or limitation, they now can easily find where the error is and rectify it before submitting.
The newfound efficiency also translated into better work-life balance for Reynaldo and his team, who now work standard 40-hour weeks instead of previous 60–70 hour marathons.
What's Next?
TCDD continues to innovate and optimize their processes. They are currently working on a new grantee portal, set to roll out by October. This application will allow grantees to submit and access information in real-time, further enhancing the transparency and efficiency of their operations.
The public sector is complex and comes with unique challenges. For TCDD, they could not afford to lose precious time hunting down critical information to get grantees the money they need. With Quickbase, they have not only streamlined their operations but have also paved the way for a more effective and impactful future. This transformation positions them to better serve their community and maximize their funding efforts.
