Pay It Forward’s process for entering donor information was itself not as complicated as it was tedious. Pertinent data on each of their benefactors is collected throughout the year and stored in an Excel spreadsheet. To secure a tax credit for those donors, Pay It Forward must enter the names, addresses, social security numbers, and other data on each, one-by-one, into an online form provided by the Georgia DOR. The job involves copying, pasting, typing, and submitting a single form for each of Pay It Forward’s thousands of donors.
Because the state’s unusual stipulation gives Pay It Forward just 24 hours to enter all this information, the non-profit has historically been forced to hire up to 30 temporary data entry workers to help with the work.
The influx of manpower is onerous, growing their staff to six-times their regular workforce for just one day each year. It is also costly; Pay It Forward operates on just a 5% operating margin and much of that was spent on their day of temp labor. “In order to get this work done, we would have to bring in temporary labor, train them on how to enter the information, manage them, and monitor their progress,” explained Cary Sinnet, Director at Pay It Forward.
The organization considered several alternatives to make this big job easier. They arrived at Nintex RPA, software, which would automate the process of pulling data from their donor spreadsheet and entering it into the state’s online forms.
The RPA solution
Roughly two weeks before their January 1 deadline, Pay It Forward purchased and downloaded Nintex RPA. In the two weeks that followed, the group tested the software and wrote the scripts that act like a set of instructions for Nintex RPA. Just after midnight on January 1st, Pay It Forward commenced their Nintex RPA project.
Working in and between the user interface of their spreadsheet and Internet Explorer, Nintex RPA moved, copied, and pasted data into the online database just like a person would. Unlike a person, Nintex RPA completed 120 records per minute, a rate six times faster than the 20 records per minute that their human labor could muster. Moreover, with Nintex RPA, data was entered without error.
“We do not get any second chances in this process,” explained Sinnett. “The state gives us 24 hours and won’t notify us that there was a keying error afterward. We have to do each application right the first time.”
Pay It Forward completed their data entry early and although the Nintex RPA Support Team remained on stand-by throughout this unusual project, no early-morning help was needed. “Nintex RPA made an enormous difference in our ability to enter all of our applications in one day and minimize the amount of HR resources we had to use,” said Sinnet. “It took what was normally a very difficult day and made it a very easy one. We just let Nintex RPA do its job.”