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reduction in data handling time
saved for every program setup
of programs managed in catalog seasonally
Organization:
Community & Recreation Center
Community:
2 campuses
Individuals Served:
3,000
Community organizations, whether large or small, play a vital role in their neighborhoods. One such organization is Asphalt Green, a nonprofit organization that provides high-quality sports, swim, and fitness programs to New Yorkers of all ages, backgrounds, and abilities. Across two their two Manhattan-based campuses, Asphalt Green offers a comprehensive range of services, recreational sports leagues, and instructional classes throughout the year that cater to individuals of all skill levels.
As part of their mission to expand access to the transformative impacts of healthy living, Asphalt Green offers free and low-cost community programs, including Waterproofing, which has taught over 35,000 students to swim since 1994—wow! They also offer free swim classes for students, free sports leagues for middle schoolers, and free fitness classes for seniors. By providing countless services and scholarships to those who need them, this organization truly distinguishes itself apart as more than just a sports and fitness provider.
When they have so much important work to do, it makes sense that they want their behind the scenes operations to be as seamless as possible.
Stefan Serkin
Asphalt Green provides a diverse selection of comprehensive programs, sports leagues, and instructional classes to a broad audience - from beginners to elite athletes. While accessing information about upcoming schedules, fees, or completing an online registration is simple for community members visiting the website, it involves a complex administrative process behind the scenes.
Managing such a wide range of programs can be a huge undertaking, season after season, year after year. Stefan Serkin, Senior Salesforce Administrator at Asphalt Green, highlights the overwhelming nature of this responsibility. Each program encompasses a myriad of data types that have to be considered — from basic course session details to complex variables like price levels, billing schedules, and custom questions. "This complexity generates a tangled web of data that is challenging to manage."
Managing tens of thousands of records each sales season is a challenging amount of data management for any individual or team to handle. Every year, and every season, building programs had to be done from scratch. It became clear that the old manual processes were not only time-consuming and error-prone, but also diverted attention from other critical areas of the organization that needed more support and strategic growth.
The days when database managers and developers are solely responsible for handling back-end system operations are long gone. One of the key benefits of Traction Rec being developed on the Salesforce platform is its user-friendly interface, allowing even the least tech-savvy users to manage program data efficiently.
With the introduction of the Program Builder functionality, the Asphalt Green team can now oversee the backend with greater ease, and launch their catalog of programs exceptionally faster. Designed for simplicity, the system guides users through a step-by-step process to create a program with just a few clicks of a button. Here’s how it works:
Programs are either created new or duplicated for use the following year. To optimize the data management of Program Builder, the Asphalt Green data team implemented some key steps.
The Program Builder simplifies the process for authorized users at Asphalt Green to update any of their numerous programs. These features allow users with the right permissions to make changes to program details, greatly alleviating the technical workload on IT staff.
Stefan Serkin
Asphalt Green has achieved “enormous savings” in time for its data team. What once required two months of data-intensive work has been condensed to about 10 hours, equivalent to a single week’s work. This kind of efficiency is something they would never have achieved with their legacy parks and recreation software.
Stefan explains, “Being on the Salesforce platform means we can bypass investing time and money into the core functionalities of our business. Traction Rec provides these essential functions, allowing us to concentrate on intricate enhancements and extensions.”
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The team has greatly cut down on administrative time by easily accessing past program configurations, so there's no need to start from scratch each season. Automated workflows streamline the setup of programs across departments by simplifying data reviews, reducing manual updates, and ensuring timely program launches.
Looking forward, Stefan is focused on fostering greater collaboration between department and program teams, with technical responsibilities distributed among section heads. These individuals, having the deepest understanding of their programs, will undoubtedly be able to utilize their insights to generate new ideas for supporting their membership through the organization’s Salesforce system.
In the meantime, with the time saved thus far, it looks as though they already have more capacity to continue with the great work they’ve been doing. And we couldn’t be happier to support them along the way.
Hands up, if you’re interested in learning more about how we can support your community recreation center operations. Give us a shout to connect with us.
Photo sources: asphaltgreen.org
