Stichting Leergeld

Customer case Stichting Leergeld

Helping as many children as possible with a minimum income

 

Stichting Leergeld Drechtsteden likes to support charities, so they have devoted theirselves to the Drechtsteden Leergeld Foundation. Their mission is to help as many children as possible between the ages of 4 and 18 years from families with a minimal income with in- and extracurricular activities. For example, they arrange for these children to participate in swimming lessons or help them purchase a bicycle to cycle to school. They do everything so that a child will never feel excluded and, like everyone else, gets the chance to develop and grow.

 

For writing this customer case, we have spoken with Bob van de Burgt, Director of Leergeld Drechtsteden and Wietse Ouwerkerk, one of our top Referit employees responsible for the realization of this project.

Bob van de Burgt: ‘’We are a foundation that supports children from a fund whose parents, unfortunately, do not have much money. To provide them with everything they need for their education, such as study books and sports equipment or contribution to a sports club, for example. So they are not short of anything.’’

Stichting Leergeld

What was the reason for you to call in help with IT?

 

Bob van de Burgt: ”Unfortunately, every year more people need help, which requires more administration. Since the system had not yet been automated, we tried our best not to make any mistakes. Creating a report was a lot of work, it took a whole afternoon. The fact that this can now be done with the push of a button is of course wonderful”.

 

Bob van de Burgt: ”Creating a report was a lot of work, it took a whole afternoon. The fact that this can now be turned off at the push of a button is of course ideal’‘.

 

There is now a better connection with the bookkeeping as well. Previously we had to book everything manually. It was a necessity not to do everything by hand anymore, but to automate this with the help of a program. Also with a view to the future in order to be able to work more accurately”.

 

 

What was the purpose of the Leergeld Foundation?

 

Wietse Ouwerkerk explains: ”Stichting Leergeld Drechtsteden was looking for a way to reduce the administrative burden and to be able to help more children with the current occupation. The chairman of the board was already familiar with Referit and contacted us. They were looking for a technical support to support them in the current process. They were already using a software but it was not sufficient”.

 


Why did Stichting Leergeld Drechtsteden choose Referit?

 

Bob van de Burgt: ‘’We especially love the director!’’

 

 

Bob van de Burgt: ”We especially love the director! Someone on our board had already contacted the owner of Referit and had recommended them to help us with our IT. This had come up because our current IT partner could not provide a good solution. There was immediately a good feeling about Referit’s expertise. The link with Microsoft particularly appealed to us because they are also committed to charity on a regular basis. We were also able to make use of a discount through Referit. This made it even more advantageous for us as a foundation. ‘’

 

 

How did the project and the transition to a new system go?

 

Because the original work process at Leergeld was based on ‘manual’ processing, we first analyzed the entire process together with Leergeld. So we could see how this could be designed in a workflow. We did this by means of weekly sessions. We deepened all the steps in their work process and outlined them in a (sub)workflow. Based on this, we then started working with CRM. Before we started implementing the workflow in CRM, we first migrated the mail to Office 365. This made it possible to link the rights for the users to their Office 365 account in CRM.

 

Stichting Leergeld

 

What did the startup phase look like?

 

Bob van de Burgt: ”The start-up phase to a new system is always difficult for the staff. They have to get used to a new way of working and that can be exciting in the beginning. We gradually found out, after analyzing our way of working, that we always carried out things in a certain way, but that it was actually better to do things differently. In this way the system has become even more efficient.

 

Of course, there are also many updates to meet the security of our data. Which of course is very important in our branch. We also work a lot with volunteers, so it was important to get a clear picture of the process. Also to be able to clearly see when a task has actually been completed. This was the main focus in the first half year of developing this solution.

 

 

Accurate data

 

Now the customer portal will be added so that customers can also adjust their own data, which is important for accurate data. In practice it often happens that we don’t have the current data in our system. We hope this portal will make this problem a thing of the past”.

 

Wietse Ouwerkerk: ”I had just come to work at Referit and was immediately put on the project for foundation tuition. I first studied this in depth, then looked at the specific working method of Leergeld. The employees all had their own tasks but this was never properly recorded. We had to bring in a clear structure. During the process we created a flow of tasks which in the end was much more efficient”.

 


Which tools and programs were used for the set-up?
 

 

Especially the workflow we set up is a great system for Stichting Leergeld Drechtsteden. From the moment a client requests help from the foundation via a registration form on the website, the ball starts rolling. The data they enter is immediately put into the system and the employees at the office receive a notification. As soon as the client’s file is completed, a series of actions is followed from checking the data to a home visit, application and benefit. Because everyone has a different task within the foundation, it is an ideal system to be able to see when a certain step has been completed so that the client can quickly make use of the extra financial support for their child.

Wietse Ouwerkerk: ”The program we made runs on Dynamics 365 (CRM). This runs through an Office 365 license that we have provided to Stichting Leergeld Drechtsteden. From CRM they also use AFAS Profit.

 

 

Microsoft Azure Servicebus

 

I made a link between both, which could be realized thanks to Microsoft Azure Servicebus. The systems are linked in such a way that they can continue to run independently of each other. If one of the two programs shows problems, this does not affect the other one. As soon as the program is running properly again, everything that has been queued is automatically executed again. Think of it as inbox In/Out, this ensures that data is never lost. Issues such as payment details, reservations and the entry of new clients will be processed 1 on 1”.

 


Have there been any adjustments/expansions after this?

 

In order to make the transition as smooth and easy as possible for the customer, we have gradually implemented and automated more and more adjustments. As an example: assessment forms can easily be created from the system and sent to their clients. For example, they indicate whether the request has been approved and how much budget is available.

 

Wietse Ouwerkerk: ”We are currently in the process of creating a customer portal, so that each client can easily log in to see his/her details at all times.   In a period of 4 years we have now been able to set up a tailor-made system that works well for the foundation”.

 


How do you and your colleagues like the new system Bob?

 

Bob van de Burgt: ”Although in the beginning it was a challenge to introduce them to the new system, they now also notice the many advantages of it. Because it is a web based application, there are a lot of features in it that make it easier for them to do their job. It is all better automated than before. Because it was rolled out slowly, the employees get used to it over time. The transition never goes well all at once, but by making small adjustments it suited our company better and better. They don’t have to carry out as many tasks themselves. Send letters, bookkeeping and payments were all done by hand in the past”.

 

 

Bob van de Burgt: ”It doesn’t matter where in the world you are, you can always see everything”.

 

‘’No matter where in the world you are, you can always see everything! It also makes you more handy, you can make very nice analyses with it. You have a dashboard and with the push of a button you can get a nice overview. That’s real gold! What is the most positive result of this project? What stood out in the positive sense of the collaboration with Referit? Bob van de Burgt: ”That they think along, especially the service they give, is very nice and that they are always available. They are also open to new changes if, for example, on closer inspection you would like to see certain things differently”.

 

 

What is the most positive outcome of this project/what stood out in the positive sense about working with Referit?

 

Wietse Ouwerkerk: ”In the beginning of the project we sat together a lot, this created a nice informal atmosphere which made it easier to switch gears. The fact that we can offer a permanent contact person here was very nice for both parties to be able to arrange things right away without too many intermediaries. Bob was here the other day and indicated how much he appreciates the contact and how we always think along proactively. That sort of thing makes it a lot easier and more pleasant for them to work together”.

 

Bob van de Burgt:  ”Referit has a warm heart for the Stichting Leergeld Drechtsteden foundation! They have a lot of knowledge. It’s great if you can use that for your own organization. It is a partner where people have two feet on the ground, and that works well”.

Related blogs

Bitnami