Global Nonprofit Contract Document Management
Helping Nonprofits Execute Their Mission with Document Management
The futures of less fortunate countries lie in your hands. Time is critical. What can you do to ensure that their people see the light of tomorrow? Across the world, men, women, and children see and experience disease, cancer, infection and more. In many countries, the unfortunate battle these illnesses without the knowledge as to where they contracted such viruses, what to do to treat it, or how even to survive the outcome. HIV in Zambia and Ethiopia, avian flu in Indonesia, cervical cancer in Zimbabwe; the list goes on and the struggle is endless.
It is the purpose of many nonprofits to take action in resolving these global health issues and, to establish and provide resources to struggling people who have nowhere to turn. Their mission is to educate, inform, prevent and control such health tragedies. Providing these resources is the first step in their mission. Their challenge is to provide these resources in the most efficient and quickest way possible.
The lives of many people are in the hands of the nonprofit organization. Time is essential, and efficiency is key. Miscommunication between nonprofit employees, misplacement of an important health care document, or the loss of crucial information regarding family health and treatment can cost a life, a human life. With people's lives and health at stake, the last obstacle that should be worried about is the nonprofit back office processes.
Jhpiego, a $70M international organization is a nonprofit that educates and helps others to prevent and control disease abroad. They are dedicated to improving health care for the world’s most vulnerable populations in countries such as Ethiopia, Ghana, Kenya, Indonesia, Tanzania, Thailand and many more. With offices in 30 different countries, with over 500 employees worldwide, Jhpiego designs and implements effective, hands-on solutions to strengthen the delivery of health care services across the globe. They work with communities, governments, and organizations to build sustainable local health systems, offering suffering people and societies a place to turn to, a place to learn, and a place to get healthy.
The Challenge
Jhpiego works to improve the health of families in more than 140 countries. Although they face new challenges every day, they are always still seeking to expand their provisions to those in need in new locations. This requires 
that they review and sign authorization to an overwhelming amount of diverse documents. These documents include cooperative agreements, grants, contracts, consultant agreements, leases, non-disclosures, power of attorney and more. For a single document or agreement, the multi-step review and collaboration process requires five or more individuals, including internal employees, customers and external partners, located both domestically and internationally.
The original process for reviewing documents involved seeking approval from individuals around the globe. Additionally, it was also a paper-based process, making it extremely difficult for collaboration, and lengthening the amount of time needed to complete a transaction. The documents under review needed to be routed, signed and then faxed or mailed overseas.
With time of the essence, Jhpiego needed a solution that would speed up the process. They wanted a system to automate the review process electronically, and monitor when and by whom documents were accessed and edited. Ultimately, they needed to increase the flexibility and speed of the contract review process. Jhpiego believed that by more efficiently executing contracts, their mission could be carried out more effectively, and with greater and quicker reach to people in need.
The Document Management Solution
Jhpiego chose DocuVantage's electronic document management system to replace their manual review process to increase their overall business efficiency and better carry out their critical mission. The document management software, DocuVantage OnDemand®, securely stores their information within a secure off-site data facility and enables virtual access for approved users internationally through an online portal. The system tracks user access and enables collaboration with version control. But best of all, they now have an automated workflow for reviewing documents with electronic signature capabilities. The automated workflow speeds up the execution of contracts, enabling Jhpiego to more quickly and effectively work towards their ultimate goal; helping struggling men, women and children in desire need.
The Benefits
Not only is Jhpiego executing contracts faster, but the nonprofit is saving money by going paperless and eliminating printing, faxing, copying, mailing and the need for physical storage of documents. The savings can now be directed towards serving their mission of reducing health vulnerabilities and saving the lives of many.
Jhpiego is shrinking its turnaround time, now has a disaster recovery plan for their documents and can meet their compliance requirements more easily. Jhpiego’s global offices can now access their documents and information from anywhere. They have the full-time support of the DocuVantage team and a solution that can grow with them as their needs and efforts expand.
Jhpiego can now direct their full focus towards doing what means the most, educating the vulnerable, preventing and controlling poor health, and saving lives.
For more information on Jhpiego please visit http://www.jhpiego.jhu.edu/.
