I currently work for a nonprofit that utilizes AIS platforms and manual processes
to maintain the data we collect. We use a manual cloud-based database to store and
maintain client files and information. Each employee has their own individual access to
information that we can all access and edit. We transitioned from a decentralized
method of each department maintaining a copy of the records. We also utilize Abila to
manage the accounting side of the program.
Certain employees have different levels of permissions. We require a two-person
authorization for posting transactions, approving payables and receivables, bank
transactions, and report generation. Abila also allows us to track our received funds and
allocate expenses to different programs. We also have centralized “drives” that are only
accessible through the connection of a VPN or virtual private network. On the drive, we
maintain copies of checks, invoices, reports generated through Abila, and internally
created reports. Basically, the "drive" is where we work.
b b We collect the personal demographics, medical history, bank, and social security
numbers of the clients we serve. We are made aware of their personal situations such
as the clients having evictions, delinquency bill notices, and medical declines.
b b As the accounting manager, note that we are already making changes to help
reduce errors and everyone has access to up-to-date information on our clients. I would
implement different levels of access, for example, some employees would need read-
only and others the ability to edit. I would also implement a centralized change
notification system. When changes are made such as client address changes or a new
client is added, all employees are made aware. I would continue our two-person
authorization internal control on the financial side.
b b We do a large amount of manual data entry and I want to implement a method
to capture data and place it on files and reports due to COVID we now receive most if
not all digitally. This would limit the errors and allow more time for face-to-face client
contact.
