Special Olympics Indiana

Learn how a custom software solution cut out manual processes and paperwork for SOI, freeing up valuable time and resources.

Summary

Special Olympics Indiana (SOI) is part of the global Special Olympics movement, providing year-round sports training and athletic competition in more than 20 Olympic-type sports for children and adults with intellectual disabilities at no cost to the participants.

Founded in 1969, SOI has grown to more than 18,000 athletes and partners in virtually every county throughout the state with the support of over 10,000 coaches and volunteers. After years of time-consuming manual processes inputting volunteer data and monitoring training, they decided it was time for a custom solution.

Here’s how our custom volunteer management software allowed SOI to monitor volunteer data while ensuring ongoing compliance.

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Customer Name
Special Olympics Indiana (SOI)

Products and Services
Custom Software

Industry
Nonprofit

Organization Size
Medium (26-100)

The Challenge

To support the organization and ensure volunteer compliance, the volunteers’ data (which includes background check information) and their training monitoring had to both be managed correctly and efficiently.

After years of using time-consuming manual processes, paper applications, and spreadsheets, Special Olympics Indiana turned to AxiaTP’s custom development team for a custom solution.

The Solution

The Volunteer Management Software (VMS) was developed specifically for Special Olympics Indiana, with other Special Olympics programs in mind.

Managing & Coordinating Volunteer Data

The cloud-based, centralized system gives Special Olympics Indiana the ability to view, track, and monitor their Class A volunteers across the entire state. Using the online portal, prospective volunteers apply online through a three-step process:

    1. Select the program they’d like to volunteer with and set up a password
    2. Enter their personal information
    3. Give consent and authorize the release of information for a background check

Ensuring Compliance

Once prospective volunteers submit their application, the VMS automatically submits their information for a background check.

Secure & Automated Background Screenings

The VMS will flag any background screening that comes back with potential issues with ‘Review Required’ for Special Olympics Indiana to follow up on in the administrator dashboard.

Online Training

After prospective volunteers submit their application, the VMS directs them to their online training courses, which are available immediately. They can log out of the course at any time and their progress will be saved.

The VMS also monitors the training of all active Class A volunteers and sends email reminders when any refresher training is due for completion.

Administrator Dashboard

Chosen Special Olympics Indiana administrators can view volunteer data on the VMS dashboard, including:

    • New Applicants — Those who have applied but haven’t completed training and/or are waiting for background check completion
    • New Volunteers — Those who have passed their background check and completed their training
    • Active Volunteers

The data can be filtered and exported by program name, application status, and training completion.

 

“[AxiaTP] is a great company to work with. They are attentive to our needs and create software that makes our work much easier.”

– Jeff Mohler, President & CEO

The Results

With their custom Volunteer Management Software, Special Olympics Indiana can continue to grow knowing their volunteer program across the state is compliant and their Class A volunteers are up to date on any training required.

By the Numbers:

  • 93% of applicant background checks are completed in less than 72 hours. 72% of those are done in 24 hours
  • 63% of applicants complete their training within 72 hours. 44% complete in less than 24 hours.

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