Today, if a volunteer wants to join an event at Habitat for Humanity of Puerto Rico, they only need to visit the portal and register their interest. As soon as they do, those in charge receive a notification of their interest and they are automatically registered to receive news and specific announcements aimed at volunteers. Volunteer waivers are recorded to see if they have expired or not, as they only last 2 years. When they arrive at the event, by scanning a QR code, it is documented that the registered volunteer attended the event. If someone in the office wants to know the history of interactions and volunteer work of a person, the integrated data platform has it registered with easy access.
In March 2020, the scenario was different. Volunteer information was stored in Excel spreadsheets in various places; mailing lists were managed by MailChimp, but they didn't provide all the necessary background data. Guest lists for each activity were manually made; there was no event log, nor could they update their corporate portal. The situation was similar for data management; each working area had private databases, but the data wasn't interconnected. What if a beneficiary mentioned their assistance to a boss and a donation or corporate volunteering emerged from there? That story and its connections were stored in the memories of the working team and in separate evidence of communications and lists. And if someone left? How would you know which of all the lists or files had what information?
At that time, when we met with Habitat for Humanity, the organization was in a period of growth and transformation. They were fully implementing the Puerto Rico Recovery Plan, the workforce had multiplied, and so had the impact of the organization. There was a desire to integrate the lists from each working group and start developing a central data management system that would allow the organization to analyze progress in different programs and separate the data to nurture institutional learning. In response to the identified need, PR PASS Workshop proposed setting up an integrated data platform that would connect to the corporate portal, allowing registrations for events, email or text communications, donations, and the management of requests and relationships with beneficiaries to reside in a single encrypted location with regularly planned backups.
For two years, we joined the team, walking step by step with Habitat for Humanity of Puerto Rico. The technology learning began with a participatory design process of the tools. This way, we were developing forms and processes that fit their reality and needs, while the working team learned what was possible with technology. Trainings were held, and videos and guides were created to facilitate the use of the tools.
The corporate portal that emerged from this project has been regularly updated. Donations come through the portal, and the information creates a history for each donor. Applicants and volunteers can register for opportunities. The platform unites the efforts of several working groups and connects the data to speed up progress.
What sets us apart?
The work done by PR PASS Workshop from its inception is centered on empowering and training the entity we serve. Although this project was quoted for professional services, the driving force of the project is not the sale of a product or the hook of recurring services. Project costs are typically 30% lower than the IT market. The solutions we present are free of recurring licenses. If the number of employees grows, there's no penalty of having to pay more monthly licenses. If the workforce is reduced, there's no fear of losing access to each account's information.
At PR PASS, we are motivated by seeing non-profit organizations strengthen their growth. The year after delivering the project, PR PASS donated 40 hours of technical support. These hours responded to a variety of requests. The portal continued to develop content pages. A new tool was generated to channel new services. New team members were added who received training. Questions were addressed and problems that arise from the ever-changing nature of the internet were identified and addressed. Throughout all of this, the most important thing for us at PR PASS Workshop is that the Habitat for Humanity team is aware and knows that when in doubt, they are not alone. At PR PASS, we empathize and are here to help.
We are proud to see that what was learned is still being used and that the organization can continue to grow without fearing being left orphaned or alone in the ever-changing world of technology.