When it Rains, it Pours

Like most non-profit organizations, the Cleveland Food Bank would not exist without the generous and dedicated support of its many contributors and volunteers. Keeping track of those donations and making certain that they are recognized in a timely fashion can be a daunting task.

What makes this challenge even more formidable is having those contributions arrive at irregular and unpredictable times, in large batches. “We found that our data entry people could not keep up with the volume during peak times,” said Charley Stalker, Direct Mail Manager at the Food Bank. “We thought that hiring temporaries was the answer but because the volume is so volatile and the work time consum- ing, that wasn’t a practical solution.”

This was especially true in the spring during the Food Bank’s community-wide Harvest for Hunger campaign. The multi-faceted effort featured direct mail, broadcast and print promotions as well as its Market Under Glass event that attracted 50 local restaurants displaying their best efforts which drew an estimated 1,200 people. When combined with campaigns through corporations as well as schools and individuals, the data entry effort required was substantial.

Working through C.TRAC information solutions, the Cleveland Food Bank was able to have this important data entered, the deposits prepared and the funds deposited in a timely fashion. With the data securely in hand, the Food Bank was now able to recognize each individual donor quickly and easily.

“Our Chief Financial Officer, Bonnie McPherson, was initially skeptical about C.TRAC’s ability to handle the checks and data both,” Stalker continued adding that it was very important to keep the donations separate by individual, company name and amount.

“C.TRAC went out of its way to assure us that their facility and system had the most up-to-date security capabilities,” he said. “They supplied us with references and even offered a tour of their building to assure that they could handle the job.

“We’ve been quite pleased with the results,” Stalker went on. “Even on our biggest day, they’re still able to turn it around – all on an as-needed basis.” From a fund-raising perspective, C.TRAC’s ability to process the data, the checks and make the deposits, allows the Food Bank to maintain the desired turnaround for thanking its donors.

Extra Bonus

More than a supplier, C.TRAC has become a partner. On several occasions, C.TRAC has brought employee groups to the Food Bank as volunteers to help with packaging food for distribution to area hunger centers. “It’s something that enhances camaraderie and team building for C.TRAC and other volunteer groups,” Stalker added. “It’s not your typical kind of fun, but it is a rewarding and enriching activity.”