Where did Vissensa get involved?
Lockdown was a critical time for young carers as schools were shut and lessons were being conducted over the internet. For young carers who were not regularly at school, the provision of a laptop was not the responsibility of the school, so many were left without the ability to study.
MYTIME’s CEO sent a plea out on social media for any usable laptops that people were willing to donate so they could be passed on to these carers. Vissensa rallied to the cause and, due to our supplier relationships, were able to purchase 20 refurbished laptops and donate them to the charity.
This started a relationship between the charity and Vissensa in which we became a supporter of the MYTIME cause and, during discussions, found a number of pressing IT issues that we had the expertise to help MYTIME with.
Our Solutions – Taking our charity IT support further
Through our work in the sector, we have found that modernising the use of IT in charities is something that still has a long way to go. Despite this, it is critical in the successful operation of a charity as it links the funding and grant management, as well as the volunteer and core deliverables. In MYTIME’s case, these are the advancement of young carers opportunities and wellbeing, as well as the collating and analysing of data from the programmes. This programme data is the is key in moving the mindsets of support organisations and the government as to how these young carers should be recognised and funded.
MYTIME has rolled out a digital transformation project that encompasses security, service delivery, data collection, business analytics and reporting. This means the charity is free to expand its services and reach more young carers, knowing that the systems in place can support the vision. At Vissensa we have also linked the website and CRM systems to develop a more frictionless experience for supporters and advocates of the charity’s activities.
One issue we found within MYTIME was that they had no central repository for files and documents. They had files across multiple machines and places in the business and this scattered information opened the door for potential problems.
Firstly, there was the issue of security – important and sensitive data was being saved onto individual devices where it was vulnerable to being seen, stolen, or deleted. With this came the second issue – that documents could be lost. Saving files to one machine risks losing it through power failures, damage to the machine itself, insufficient storage, amongst other things so is best avoided. The final problem was that it limited collaboration across the business. Documents on one machine are hard to share and doing so can put the data at risk too.
At Vissensa, we noticed this and so decided to implement SharePoint across MYTIME. We spoke to those involved in the business to get an overview of the structure and design required from SharePoint to fulfil the needs of the charity. This way we were able to migrate documents to where they needed to be. In doing this, we were also able to set access layers with us as the administrator, increasing the security of their operations. With Vissensa running this as a managed service, it has allowed us to set up a process that will keep operations in SharePoint clean and controlled.
Ultimately, SharePoint created an epicentre to MYTIME’s operations, allowing them to work smarter, safer, and overall streamlining their business processes.