How Brooklyn Community Services transformed operations across 40 programs with Apricot

Overview

Challenges

Internal referrals, multiple data tracking systems, and technical limitations 

BCS faced significant challenges due to its expansive and diversified operations. The lack of a centralized database led to fragmented data management and inefficient internal referrals. Programs were geographically siloed, making seamless communication and data sharing difficult. Plus, the requirements to track program data in third-party funders’ proprietary databases added to the complexity. They needed a data management system with broad reporting and integration capabilities.  

Time-consuming report preparation 

Many BCS programs that serve individuals with developmental disabilities are reimbursed for services through Medicaid and Medicare, and providing the necessary reports took up a lot of staff time. For instance, preparing bi-weekly billing reports for their Day Habilitation program, which supports adults with developmental disabilities, took several days. Staff had to manually collect information from multiple sources like Excel sheets and paper logs, leading to inefficiency and increased workload. 

Outcomes

Smoother communications, data sharing, internal referral processes, and reporting 

Over the course of more than a year of staggered implementation, BCS rolled out Apricot as their primary program and administrative database system agency-wide. Apricot became the central hub for program data, participant demographics, internal referrals, and more. Its site-based permissions ensured data security while facilitating seamless data updates and integration with external databases. BCS development staff is also able to quickly pull program- or division-specific reports of participant demographic information required for grant applications. 

La’Kisha Alvarado, who oversees programs for the developmentally disabled, praises Apricot for drastically reducing the time needed for billing processes. What once took days now takes minutes, thanks to Apricot’s ability to automate report generation. 

Dynamic reporting and monitoring participant progress 

Apricot’s customizable dashboard gives program directors a comprehensive view of participant data and staff activities. This functionality allows leaders like Symphoni Samuels, director of Youth Stand United, to efficiently track service activities, ensuring timely data entry and reporting. Apricot’s flexible reporting features are vital for submitting data to funders and monitoring participant progress in real-time.

Working through implementation  

Implementing a new system in an organization as extensive as BCS can be challenging. However, with a structured approach involving iterative development and user feedback, BCS successfully integrated Apricot into their workflows. Program directors met with the internal Apricot system administrator to identify the data that must be tracked to satisfy funders’ requirements, then a process of iterative development and review takes place over several weeks to build out new forms, train and gather feedback from end-users, make revisions, retrain end-users, and provide support through and beyond system launch. 

Unforeseen benefits and workflow optimization 

Beyond its intended scope, Apricot has streamlined various administrative workflows at BCS. Maintenance and merchandise requests, volunteer applications, and incident reports are now efficiently managed within the system. Apricot also facilitated the agency-wide implementation of DEI and client satisfaction surveys, showcasing its versatility in handling diverse administrative tasks. 

A unified system for greater impact 

Apricot has proven indispensable for BCS, enhancing staff management, program tracking, and internal communication. The system’s comprehensive capabilities support BCS’s mission, empowering the organization to continue making significant community impacts. As Stephen Crano, Data Management Analyst, notes, “Across all of BCS’s 40-plus programs, we probably use every feature available in Apricot.”

Interested in reading more about the benefits BCS experienced with Apricot? Download the full case study.  

Ready to create lasting social change? 

Join organizations like BCS in leveraging Apricot to streamline operations and enhance community impact. With Apricot, nonprofits can improve efficiency, demonstrate outcomes, and secure funding to do even more for their communities. See how Apricot can support your organization.